OFFICE OF COMMUNITY ORIENTED POLICING SERVICES

STATEMENT OF WORK FOR PROFESSIONAL SUPPORT SERVICES FOR COMMUNICATIONS AND

FINANCIAL MANAGEMENT

COPS Contracting Officer Representative: TBD

COPS Technical SME: TBD

A. BACKGROUND

The Office of Community Oriented Policing Services (COPS), a centerpiece of the Violent Crime Control and Law Enforcement Act, was established in 1994 to assist law enforcement agencies in enhancing public safety through the implementation of community policing strategies.

COPS awards grants to state, local and tribal law enforcement agencies to hire and train community policing professionals, acquire and deploy cutting-edge crime-fighting technologies, and develop and test innovative policing strategies.

COPS funding provides training and technical assistance to advance community policing at all levels of law enforcement, from line officers to law enforcement executives, as well as others in public safety.

Because community policing is inclusive, COPS training also reaches state and local government leaders and the citizens they serve.

The COPS Office Finance Staff has been mandated to maintain a clean opinion on the Department’s financial statement audit and to resolve and prevent future programmatic and financial audit findings though sound internal controls consistent with OMB Circular A-123.

B. OBJECTIVES

To obtain professional accounting support services for the COPS Office Finance business unit in researching, reconciling and correcting financial transactions recorded in the Unified Financial

Management System (UFMS). Acquire expert analysis and reconciliation of a variety of integrated accounts within an entire accounting system supporting administrative and grant accounts. Procure support services to research and complete financial data queries as well as preparing instructions and standard operating procedures for auditable COPS business processes.

The task will also look to support the COPS Office’s Communication Division in working to improve the

COPS Office’s organizational climate by developing a comprehensive internal/external communications strategy. The Contractor shall provide consulting services to ensure that the Office’s vision for internal/external communication is aligned with processes and procedures reflecting best practices.

C. TASK

The Contractor shall provide all labor and support to maintain these support areas for the COPS Office.

Communications Management Support

1. Marketing and Branding

a. Conducting brand and marketing content analysis

b. Completing competitor and stakeholder research

c. Creating brand vision, position, strategy, vocabulary, standards and key messages

d. Facilitating internal brand and marketing working sessions

e. Managing brand collateral

f. Supporting marketing campaign planning and implementation

g. Assessing and measuring marketing and branding efforts

2. Internal Communications Management

a. Conducting research of internal communications

b. Developing recommendations for modified internal communications

c. Formulating and updating the internal communication strategy and plan

d. Creating change management and implementation plans

e. Conducting stakeholder management activities

f. Gathering & translating requirements

3. External Communications Management

a. Conducting external communication research and planning

b. Providing external communication implementation support

c. Creating, vetting and refining external communication artifacts (i.e. Talking Points, News

Releases, Web Content, Marketing Copy, Speeches, Feature Stories, Presentations, One-

Pagers, Newsletters, and Briefing Packets).

d. Supporting the COPS Office social media presence and management of external website content, graphics and governance.

e. Provide ad hoc support in the form of website analytics, media reports and stakeholder/congressional monitoring.

4. SharePoint Management

a. Serve as the day-to-day webmaster providing support to users, responding to user requests and maintaining system functionality.

b. Coordinate site solutions with SharePoint Support when needed.

c. Meet with business users to understand their needs and identify new functionalities.

d. Conduct development activities (i.e., create new team site, build new pages, manage permissions, etc.)

e. Create wireframes and process workflow documents to support business requirements.

5. Data Management

a. Run analytics on any of the following, as appropriate: external website usage, google analytics, social media, GovDelivery, YouTube.

b. Provide ad hoc support in the form of website analytics, media reports, and stakeholder/congressional reports.

6. Writing and Editing

a. Coordinate with the COR and COPS Office staff on the publication process for all knowledge products, and ensure all timelines are met.

• Publications may include research documents, fact sheets, notice of funding opportunities (NOFOs), resource guides, brochures, newsletters, workbooks, training manuals, slide deck presentations, and e-newsletters

• Assist, advise, and coordinate with COPS Office staff on the production of materials to be distributed.

• Write and edit COPS publications and communications, in a manner consistent with the COPS Office Style Guide.

• Editing assignments will include communicating with COPS Office staff and external authors to educate and inform on the Style Guide and processes for accepting line edits and making additional changes.

• Work with COPS Office staff to ensure appropriate clearances have been secured prior to publication release.

• Make recommendations on gaps in needed publications and resources while ensuring that all existing and recurring publications remain updated in content and format.

b. Provide the COPS Office with information on innovations and best practices in product development, marketing, and dissemination.

c. Coordinate with COPS Office staff, editors, and graphic designers to ensure product completion and accuracy.

d. Coordinate translation services.

e. Most COPS Office publications are only produced in English, but when requests are made for re-production in a language other than English, this coordination will include ensuring the design of the non-English versions matches the visual aesthetic of the English original.

f. Coordinate audio or video transcription services for podcasts, webinars, and other special projects.

g. Review the Style Guide on an annual basis and make recommendations for updates or changes to ensure consistency to best practices in technical writing and editing for government publications.

h. Resolve production problems and alert the COR of potential issues.

Business Process Analysis/Maintaining Standard Operating Procedures

a. Conduct a robust Business Process Analysis (BPA) initiative to establish, update and maintain a transparent knowledge base of policies, processes, and procedures relevant to the COPS Office.

b. Document all As-Is processes utilizing process flows and Standard Operating Procedures (SOPs) for the administration of programs and the performance of key COPS Office grant functions and associated actions within the JustGrants system, formulate recommendations for efficiency and effectiveness with supporting To-Be process flows and SOPs, and execute against an approved implementation plan.

c. Support leadership with change management – by preparing for, implementing, and reinforcing improvements – across the COPS Office.

Financial Management Support

1. Budget Formulation and Administrative Execution Support

a. Assist with entering commitments and obligations into the Unified Financial Management

System (UFMS) per federal government direction

b. Assist with compilation of budget data for analysis and deep dives; supports preparation and updates to budget data calls

c. Assist in coordinating and tracking all costs associated with administrative and grant activities

d. Support the preparation of a variety of budgetary and financial briefing documents, statistics, and materials for presentations before Departmental officials

2. Financial Reporting/Analysis

a. Financial tracking and reconciliation reporting to commitments, obligations, unobligated Balances

b. Reconciling planned award amounts and actual award amounts for each COPS Award Program

c. Assist in the deobligation of financial documents as directed by federal government

d. Support for various monthly and quarterly reporting (i.e., accruals)

3. Internal Audit Support

a. Develop and execute quality, compliance and control exercises (mock internal audits) of all

COPS functions and financial controls (UFMS, SF-425) to prepare the Office for subsequent external audits and maintain clean, unmodified audit opinions. The internal audit function should ensure that COPS is following established processes and procedures, the data is accurate, and internal controls are in place and used appropriately.

b. Upon completion of the internal audit, the Contractor will be required to collaborate across the Office to communicate risks/findings and to provide recommendations for resolution.

4. Financial Support (Administrative and Grant Activities)

a. Researching and correcting issues related to financial anomalies such as reporting (SF-425) discrepancies, budgeted vs. actual expenditure discrepancies, and incongruence of grant related characteristics between financial management systems

b. Perform research and financial activities within Unified Financial Management System (UFMS), Automated Standard Application for Payment (ASAP) Support, Justice Department Enterprise Data Integration and BI Portal – Next Generation (JEDI-NG), and JustGrants

c. Review all active grants for adherence to grant terms and conditions, to include excess cash, eligible disbursement, closeout, local match, etc. If any anomalies are discovered research should be conducted and outreach to impacted parties to reconcile issue.

d. Assisting in review and follow-up to open obligations to ensure proper resolution and conducting reconciliations of systems of record to ensure integrity of budget data.

D. Place of Performance / Core Business Hours

The work under this contract will be performed at the Department of Justice COPS Office located at

Two Constitution Square, 145 N Street NE., Washington, DC 20530. The Contractor shall monitor OPM operating status during inclement weather or agency emergencies and implement unscheduled telework (provided that contractor duties can be successful performed outside the office) or unscheduled leave accordingly, providing the COR with each staff member’s selected work option by

9:00 a.m. EST on impacted workdays.

The business hours at the COPS Office are 8:00 a.m. to 5:00 p.m. with in-person core hours being 9:00 a.m. to 3:00 p.m., Monday-Friday, EST. The Contractor shall schedule their staff work schedule within the above referenced hours unless prior coordination and approval is provided by the COR. The

Contractor shall have the appropriate level of effort available to handle and support these requirements. Key personnel or designee must be available and on-site during core hours. The

Contractor may stagger the staff schedule as required to support the mission as coordinated and approved by the COR.

E. STAFFING REQUIREMENTS

The Contractor shall provide two consultants to support Communication Management, two consultants to support the Business Process Improvement Initiative, and three consultants to support Financial

Management; total of seven (7) consultants. The consultants shall have a minimum of (4) four years of professional experience performing the work described in the Statement of Work.

F. KEY PERSONNEL

The mid-level consultants assigned to this Task Order shall be deemed central to the performance of the task order and, as such, are considered “key.” Any proposed substitute for these individuals shall possess qualifications equal to or superior to those of the key person(s) being replaced. The Contractor shall not make substitutions without written consent of the Contracting Officer. Inability to provide personnel with equal to or superior qualifications of the key person may result in termination of the task order without additional cost to the Government. Requests for replacement shall include a detailed resume containing a description of position duties and qualifications. Contractor requests to move key personnel off this project shall be submitted in writing at least thirty (30) days in advance of the proposed move and is subject to the approval of the Contracting Officer, including approval of the proposed replacement. The Department reserves the right to review the qualifications of all consultants selected to work on this task order before assignment, and to reject an individual who does not have the appropriate experience in the conduct of work as outlined in this SOW.

G. INSPECTION / ACCEPTANCE / PAYMENT

Inspection and acceptance will be conducted in accordance with the applicable provisions of the

Contractor’s GSA schedule contract, its Blanket Purchase Agreement, and this task order, except that, notwithstanding any provisions to the contrary of the schedule contract or the BPA, the Government will have at least thirty (30) calendar days from the date an invoice is received or a deliverable is made

(or worked is performed), whichever is later, to inspect and accept all deliverables and services.

Negative inspection results will be furnished to the Contractor by the Government within this period.

The Contracting Officer Representative (COR) will review and approve all invoices submitted for work performed under this contract with payment constituting notification of acceptance.

H. PERIOD OF PERFORMANCE

The term of the task order includes a base period and four option periods (in accordance to the 8(a)

Program as shown in the Table below. The start date for the Base period will be adjusted to reflect the actual task order effective date.

Task Order Term

Base Period

12/01/2026 through

11/30/2027

Task Order Term

Option Period 1

12/01/2027

11/30/2028

Option Period 2

12/01/2028

11/30/2029

Option Period 3

12/01/2029

11/30/2030

Option Period 4

12/01/2030

11/30/2031

I. GOVERNMENT CONTACTS

The Government Contract Officer Representative (COR) for this task is: Donte Turner, Supervisory IT

Specialist, 145 N Street NE, Washington, DC 20530. Telephone: (202) 598-3002.

J. COORDINATION OF WORK

All work shall be fully coordinated with the COPS COR. The Contractor shall bring to the immediate attention of the COR any specific issues or problems, which may adversely affect the completion of tasks.

K. GOVERNMENT FURNISHED EQUIPMENT

Office space, furniture, computers, required software and telephones will be provided.