Synopsis for Accounting Support V11.docx

FBO ANNOUNCEMENT: COMBINED SYNOPSIS/SOLICITATION

FEDERAL AGENCY: FEDERAL ELECTION COMMISSION

NAICS CODE(S): 541219, 541211, 541611

SUBJECT: Financial Management/Accounting Support Services

SOLICITATION NUMBER: 9531BP20R0003

DATE SOLICITED: February 26, 2020 Q&A: February 26-March 4, 2020 RESPONSE DATE: March 11, 2020 CONTACT POINTS: Anita Freeman, Contracting Officer, 202-694-1619, afreeman@fec.gov

THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS, QUOTES ARE BEING REQUESTED AND A WRITTEN SOLICITATION WILL NOT BE ISSUED. SOLICITATION NUMBER: 9531BP20R0003. THE NAICS CODE(S): 541219, 541211, 541611

OUR SUMMARY

THIS SOLICITATION #9531BP20R0003, IS ISSUED AS A REQUEST FOR QUOTES (RFQ). THE COMBINED SYNOPSIS/SOLICITATION DOCUMENT AND INCORPORATED PROVISION AND CLAUSES ARE THOSE IN EFFECT THROUGH FEDERAL ACQUISITION REGULATION. THE ASSOCIATED NORTH AMERICAN INDUSTRIAL CLASSIFICATION SYSTEM (NAICS) CODE FOR THIS PROCUREMENT ARE: 541219, 541211, and 541611. THIS RFQ IS BEING ISSUED AS 100% SET ASIDE FOR SMALL BUSINESS.

The Contractor shall provide all personnel necessary to perform the work described in Section 2 for (Financial Management/Accounting Support Services)

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LABOR

BASE

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LABOR

OPTION YEAR 1

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OPTION YEAR 2

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OPTION YEAR 3

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OPTION YEAR 4

2.0 Description/Specification/Statement of Work

2.1 Background

The FEC’s principal mission is to administer and enforce the Federal Election Campaign Act (FECA) - the statute that governs the financing of federal elections. The FEC is an independent regulatory agency charged with the responsibility to disclose campaign finance information; to enforce the limits, prohibitions and other provisions of the election law; and to administer the public funding of Presidential elections. By ensuring that the campaign finance process is fully disclosed and that the rules are effectively and fairly enforced, the agency seeks to foster the electorate's faith in the ultimate integrity of the nation's political process.

The Federal Election Commission (FEC), Office of the Chief Financial Officer (OCFO) is responsible for providing and presenting the Commission with budgetary, accounting and financial information in an accurate, timely and professional manner. FEC currently has an Interagency Agreement (IAA) with U.S. Department of Agriculture (USDA), Office of the Chief Financial Officer (OCFO), Pegasys Financial Services (PFS) as a Federal Shared Services Provider. The USDA, OCFO, PFS provides financial systems and services. FEC also has an IAA with USDA, National Finance Center (NFC) which provides payroll services.

The OCFO is committed to providing excellent customer service through quality financial management operations:

· Finance:

The Accounting and Finance Office administers the FEC’s accounting and production of the agency’s financial statements. This includes oversight of the agency’s financial system through its shared service provider and creation of reports submitted to the Department of Treasury and Office of Management and Budget (OMB). It also oversees FEC’s internal control and risk assessment programs, in support of Federal laws and OMB direction. Finally, this office oversees and coordinates the annual financial statement audit.

· Budget:

The Budget Office is responsible for developing the FEC’s annual budget and reporting on adherence to the plan through monthly reports. In addition, the office oversees the execution of payroll, payments to vendors, receivables, and agency travel. In recent years, the office has also spearheaded FEC’s efforts to comply with the DATA Act. The Act is a government-wide initiative to provide government spending information in a format accessible to the general public.

· Procurement:

The Procurement Office procures goods and services for the FEC. It oversees the acquisition process in accordance with the Federal Acquisition Regulations (FAR). This includes maintaining a staff of contracting officers (the only personnel authorized to commit the agency to a contract), supporting the agency’s development of requirements and other solicitation documents as well as interfacing with the agency IT procurement system. In recent years, the Procurement Office has also supported FEC’s efforts to comply with the DATA Act, as the Act requires information on FEC contract awards.

2.2 Objectives

The FEC is seeking a multiple Blanket Purchase Agreement (BPA) contract, set aside for small business, with four option years for Labor hours to be issued to fulfill its Financial Management/Accounting Support Service needs. The Government is obligated only to the extent of authorized call orders issued against the BPA. The dollar limitation for each individual Call Order under the BPA will not exceed the total value of each period of performance (PoP).

2.3 Scope

A) Section 4 describes the type of services which shall be provided by the Contractor. The Government requires administrative accounting and analytical services on a daily basis. The services will be provided to users located in the primary area as defined by Section 4.6.2 Place of Performance.

The Contractor shall provide all personnel, training, and supervision in order to provide the services necessary to perform administrative and accounting services defined in this Performance Work Statement (PWS), except as specified in Section 6.0 Government Furnished Property.

B) Non-disclosure and Conflict-of-interest All personnel are required to complete and have on file both non-disclosure statements and conflict-of-interest statements in section 12.0 List of Attachments. The intent of these statements is to assure the Government that sensitive or proprietary data are not related externally and that all personnel assigned do not have financial conflicts.

C) The hardware and software that the contractor will be using are, but is not limited to the following:

· Windows compatible personal computers such as Dell. These personal computers include fixed hard drives, LAN cards, and monitors.

· Pay.Gov

· Microsoft Office (Excel, Word)

· Pegasys Financial System/MSA Momentum (access provided by USDA)

· Enterprise Content Suite (ECM)

· Skillport

· SAP Business Objects Infoview Crystal report

· Payment Search (access provided by USDA)

· Pentaho Reporting (access provided by USDA)

· Cygwin

The contractor shall be required to work with other contractors, other Government agency personnel, and the public as required by this Performance Work Statement.

3.0 Requirements

Call Orders:

All work under this BPA will be accomplished through the issuance of individual Call Orders. Individual Call Orders will be awarded for each engagement based on the Contractor's availability and the specific needs of the Agency.

1) Any services to be furnished under this contract shall be ordered by issuance of orders by the Contracting Officer.

2) All orders are subject to the terms and conditions of the Blanket Purchase Agreement. In the event of conflict between an order and the BPA, the BPA shall control.

3) Each order shall include the following information:

a) A description of the work/services to be completed.

b) A milestone/performance schedule.

c) A list of deliverables including quantities, delivery dates and locations.

d) Any special security requirement.

e) A statement of the priority of the order in relation to other orders and/or projects.

f) The identification of the Government's representative for overseeing performance, e.g. the COR.

g) An estimate of hours needed by FEC will be provided. The invoice will be billed based on actual hours worked. Regardless of the type of contract, during a government shut-down, the contract will not be paid. However, the contract can be extended for the days the government is shut down. If FEC decides to extend for that period, the extension will be at the convenience of FEC.

The following four sections of the SOW/PWS describe the technical and administrative components of the requirement:

1. Task the vendor must perform and requirements that describe to the vendor specifics about how the vendor performs the tasks.

2. Skill Category Descriptions.

3. Description of Contract Positions.

4. Invoicing Instructions and Other/Administrative requirements such as FAR clauses etc. that are more contract-orientated as opposed to requirement focused (Section 5.3 Invoices).

3.1 SOW/PWS

1. The FEC has the need for temporary accounting support services for the OCFO. The contractor will support the overall function of the OCFO. Tasks as follows:

a. Recommending updates to policies/procedures:

i. Financial Statement Preparation Guide

ii) Account Manual I, II and III.

iii) Budget Manual

iv) Capitalization Policy

v) Directives

vi) Funds Control

vii) Accounts Payable Methodology

viii) Procurement Procedures

ix) SOP for reimbursable operations

x) Training

xi) Travel

xii) Recommending updates to Desktop Procedures:

(1) Accounts receivables

(2) DATA Act Files A, B C, and D.

(3) Deferred Rent

(4) Fund Balance with Treasury (FBwT)

(5) FECA

(6) Footnotes

(7) GTAS

(8) Imputed cost

(9) Loading Documents in Max

(10) Monitoring contracts

(11) Period 00 to 14

(12) Property, Plant and Equipment (PP&E)

(13) Receipts (fines and conference/webinar)

(14) SSAE18

(15) Unfunded Annual Leave

b) Reports preparation support:

i) Assist with the preparation and review of the Agency Financial Report (AFR);

ii) Assist with the review of 3rd and 4th quarterly financial statements (prepared by USDA/PFS) and preparation of footnotes.

iii) Work with the CFO and Budget Director as it relates to in budget formulation and preparation of the Office of Management and Budget annual budget request and the Congressional budget justification;

iv) Assist with the preparation of the Treasury Report on Receivables (TROR);

c) Reconciliations Support:

i) accounts payable,

ii) payroll reconciliation,

iii) accounts revenue,

iv) property plant and equipment reconciliation, other liabilities, budgetary accounts,

v) FBwT reconciliation,

vi) small purchase credit card accounts;

vii) budget reports with Pegasys Accounting System;

viii) GTAS,

ix) Fines and Penalties

x) Undelivered Orders (UDO)

d) A-123 Internal Controls Support: assist with the internal control assessment to comply with the new GAO Green Book and OMB Circular A-123;

i) Be able to track deliverables as required by A-123.

ii) Assist with meeting required deadlines.

iii) Assist and summarizes the annual internal control evaluations into the Internal Control Review (ICR).

e) Digital Accountability and Transparency Act (DATA Act) Support:

i) Provide guidance on meeting the requirements for DATA Act.

ii) Knowledge of broker files A, B, C and D and the ability to reconcile them back to PFS, Procurement systems, FPDS and SAMS;

iii) Assist with the preparation and update of Data Quality Plan (DQP).

f) Journal Voucher Support: This requirement will include assisting and reviewing month end and quarterly closeouts entries, including:

i) Accounts payable accrual,

ii) FECA liability,

iii) FEUB unemployment liability,

iv) annual unfunded leave liability,

v) amortized deferred rent,

vi) imputed costs,

vii) accounts receivable – Fines Assessment’s and collections,

viii) various journal entries,

g) General Knowledge and support of:

i) Reconciliations and account analysis on a monthly basis.

ii) Knowledge and review of SSAE18.

iii) Working knowledge of A-123 internal controls and ERM.

iv) Assist with the Corrective Action Plan (CAP) following the audit.

v) Be able to manipulate, extract, compile and edit data in various formats.

(1) Sort, Format, Pivots, Filter, Formula, Tables, Spelling, Grammar, Track changes, version controls, and various other methods.

vi) Effectively communicate with team members and provide feedback of task assigned and due.

vii) Recommending efficient and effective ways to resolve Corrective Action Plan (CAP) findings.

h) Audit Support:

i) Assisting with fiscal year financial audit planning and preparation of Prepared by Client (PBC) for auditors.

ii) Update Cycle Memos.

iii) Act as a liaison between OCFO and auditors.

iv) Attend meetings, respond to correspondences and assist with the review and deliverable of audit requests.

v) Track and monitory progress of audit and PBC deliverables.

vi) Coordinate with internal parties and external to collect PBC items.

i) Special project: Be able to analysis and evaluate the current FEC OCFO financial, budget and procurement functions. Be able to provide an overview of all OCFO functions and provide effective methods to improve and suggest effective methods. Review current processes, methods and reconciliations and advise methods and practices to improve current workflow in compliant with applicable laws and regulations. Assist with revising current policies, procedures, and cycle memos. Advise and create new templates for financial reporting, reconciliations and journal vouchers. Integrate the follow of the financial, budget and procurement processes. Gain an understanding of the 4 available Federal Shared Services Providers (FSSP) and recommend to FEC a FSSP that would best-fit the needs of FEC.

2. Skill Category Descriptions

a) There is one class of skill needed to satisfy the requirements of this solicitation:

i) Finance and Accounting

b) All staff employed by the Contractor must meet the minimum experience requirements for each specified skill category. The following descriptions document the minimum requirements for each category under the headings: "General Experience" and "Specialized Experience." The resumes of contract personnel shall use the same headings to relate the experience of the proposed individuals to the minimum requirements.

"General Experience" refers to general experience in the field of data processing and information resource management.

"Specialized Experience" refers to experience which is specialized in nature and related to a particular skill category. This experience is not in addition to, but in part of "General Experience."

Directly related education and experience may be substituted for skill category requirements as follows:

i) Four (4) years of full-time experience in administrative, professional, technical investigative, or other nonclerical work may be substituted for a Bachelor's degree, unless specifically prohibited by a specific skill category. Prorated levels of experience and education will apply under this provision. The substitution of experience for a Bachelor’s degree will apply only towards the degree requirement and will not apply towards specialized experience.

ii) Two (2) years of full time experience in administrative, professional, technical investigative, or other nonclerical work may be substituted for an Associate level degree, unless specifically prohibited by the specific skill category. Prorated levels of experience and education will apply under this provision. The substitution of experience for an Associate level degree will apply only towards the degree requirement and will not apply towards specialized experience.

iii) A programming or other technical certificate from an accredited technical or vocational school may be substituted for a maximum of one (1) year of programming or technical experience as appropriate to the skill category.

iv) A Masters level degree may be substituted for two (2) years of specialized experience. The degree must be in directly related area of study.

v) A Doctorate level degree may be substituted for three (3) years of specialized experience. The degree must be in a directly related area of study.

vi) A maximum of four (4) Years of specialized experience may be substituted by both a Masters Level and Doctorate Level degree.

vii) Academic (training) substitutions may be permitted only if the number of credits earned (hours completed) and specific areas of study are stated. In all cases the Government will make the final determination.

3. Description of Contract Positions

Financial Management/Accounting Partner General experience will include a minimum of 15 years’ experience; appropriate license, bachelor's degree in accounting or advanced degree(s) in accounting or in related fields.

Functions and responsibilities include but not limited to: directing, managing and assigning projects to staff and periodically meeting with management or COR to ensure that engagement progresses as intended, supervising staff, and ensuring that deliverables are timely and of quality. Providing liaison between contract company and contract staff. Creating a positive working environment. Monitoring contract progress through tasks assigned in section 3.

Accounting Supervisor General experience will include a minimum of 10 years’ experience; appropriate license, bachelor's degree in accounting or advanced degree(s) in accounting or in related fields.

Functions and responsibilities include but not limited to: be able to manage and supervise work, scheduling work, developing and delivering quality work products, coordinating with internal and external parties, and providing guidance on tasks listed on section 3. He or she must be a certified public accountant or qualified to sit for the certified public accountant examination.

Senior Accountant General Experience will include Associate of Degree emphasizing accounting, finance or business, and five years’ experience in basic accounting work; or an equivalent combination of education, training and/or experience OR Graduation from: an accredited university or college with a Bachelor's degree in accounting, finance or business.

· Knowledge of:

· Laws, rules and regulations.

· Recording keeping for governments agencies.

· Auditing methods, practices and procedures.

· Data processing, principles, procedures and equipment.

· Special projects and reporting results.

· Ability to:

· Assist in preparation of accounting reports and statements.

· Analyze transactions, identifies errors, and make adjusting journal entries when necessary.

· Instructions correctly and concisely; orally and in writing.

· Rapidly acquire considerable knowledge of the legal administrative and procedural regulations encompassing work assignments.

Functions and responsibilities:

· Maintenance, review, processing and auditing of financial records and reports.

· Assists in the maintenance of accounting records according to established account classifications including cash, subsidiary journals, and general ledgers.

· Monitors and verifies data entered into an automated accounting system; insures accuracy of data for reports produced.

· Research and conducts special projects; makes recommendations to immediate supervisor verbally and or in writing.

· Revise, develop, coordinate, and implement policies and procedures pertaining to associated areas.

Accountant General Experience will include Associate of Degree emphasizing accounting, finance or business, and two years’ experience in basic accounting work; or an equivalent combination of education, training and/or experience OR Graduation from: an accredited university or college with a Bachelor's degree in accounting, finance or business.

· Knowledge of:

· Laws, rules and regulations.

· Recording keeping for governments agencies.

· Auditing methods, practices and procedures.

· Data processing, principles, procedures and equipment.

· Special projects and reporting results.

· Ability to:

· Assist in preparation of accounting reports and statements.

· Analyze transactions, identify errors, and make adjusting journal entries when necessary.

· Provide information: instructions correctly and concisely; orally and in writing.

Functions and responsibilities:

· Maintenance, review, processing and auditing of financial records and reports.

· Assists in the maintenance of accounting records according to established account classifications including cash, subsidiary journals, and general ledgers.

· Monitors and verifies data entered into an automated accounting system; insures accuracy of data for reports produced.

· Research and conducts special projects; makes recommendations to immediate supervisor verbally and or in writing.

· Revise, develop, coordinate, and implement policies and procedures pertaining to associated areas.

Technical Accountant General Experience:

· Requires six years of accounting or information technology experience with excellent analytical skills. Knowledge of Oracle, SQL and programing.

Functions and responsibilities:

· Work with Office of the Chief Information Officer (OCIO) to maintain general ledger data quality.

· Extract raw data from Pegasys financial system and import financial data into Agency database.

· Identify and correct data errors and variances.

· Maintain various systems that report financial information.

· Work with OCIO to create new, enhance and maintain Business object reports.

· Ensure all reports output high quality of data.

· Test data accuracy.

Financial Project Manager General Experience:

· Six years of progressive technical and/or managerial experience in Accounting/Finance Operations.

· Three years in supervision and management of substantive Accounting/Finance Operations.

Functions and responsibilities:

· Range of functions includes authority to accomplish all aspects in evaluating all employees in OCFO. Project functions include, but are not limited to, developing a quality control plan, advising management of process improvements, analyzing full function of division, develop revisions to current procedures, knowledge of various FSSP, recommending effective flowchart of functions, ensure applicable laws and regulations are met, recommend best fit FSSP to satisfy accounting and financial needs.

4.0 Operational Requirements

4.1 Deliveries or Performance

As needed monthly, quarterly and annually. Ideally 10 days after assigned, the task should be complete.

Table 1 – List of Deliverables

b. Footnotes due 10 days after issuance of Financial Statements.

c. Budget Justification due Feb and Sept.

See Section 3.1

8. Audit Support:

4.1.1 Delivery Instructions

One copy of each report will be submitted to the COR or manager assigned to the task. The contractor shall deliver each report in a mutually agreed upon format. Deliverables are to be transmitted with a cover letter describing the contents. An appropriate letter of transmittal will accompany all submissions from the Contractor to the Government. The contactor will submit deliverables in accordance with the timeframes identified in each Task Order. If a due date falls on a weekend or Federal holiday, the Contractor shall submit the deliverable on the last business day prior to the due date, unless otherwise agreed to by the COR. The Contractor shall make an attempt to contact the COR to discuss the deliverables.

4.1.2 Delay of Deliverables

In events such as an FEC shutdown due to severe weather, security issues, or other unforeseen circumstances, the Contractor is expected to complete and send deliverables on time. If the Contractor believes the FEC caused the potential or actual delay in completing the tasks and deliverables stated herein, the CO and COR are to be notified immediately verbally and in writing (via e-mail). All delays that the Contractor believes are caused by the FEC shall be sufficiently documented so as to provide adequate proof of the cause of delay (e.g., dates, subjects). See section 4 Deliverables/Period of Performance.

4.1.3 Notice Regarding Late Delivery

As soon as the Contractor knows that a deliverable won't be submitted on time, but always in advance of a deadline, the Contractor shall notify the CO in writing and request a revision to the schedule. This notification shall include:

· Rationale for late delivery.

· Proposed date for the delivery.

· Projected impact of the late delivery on related tasks and the overall project.

A request for a revised schedule must be reviewed and approved by the CO before placed in effect. Contract terms and conditions may dictate penalties, costs and other consideration based on the facts related to the request for a revised schedule. The CO will review the new schedule and provide guidance to the Contractor. Such notification in no way limits any Government contractual rights or remedies, including but not limited, to termination.

Note: Any request to modify the award’s terms and conditions (including the schedule) must not be discussed with the COR, but instead submitted to the CO in writing.

4.1.4 Government Review Periods

The Government will have a maximum of 5 business days to review all final deliverables and submissions, and provide comments to the Contractor for incorporation into the next deliverable or submission. Once the Government has reviewed and approved the deliverable, and the plan has been implemented, the deliverable is considered "Accepted." If no comments are provided within 5 calendar days of deliverable receipt, the deliverable will be deemed to have been accepted by the Agency. If the Government provides comments about the plan or finds deficiencies in implementation that subsequently show additional information or work is required on the deliverable, the Contractor is required to update the deliverable per the comments, correct deficiencies, and resubmit it to the Government for acceptance within 3 calendar days.

4.1.5 Inspection and Acceptance

All periodic reports and task deliverables shall be inspected, tested (where applicable), reviewed, and accepted by the Government within a reasonable period of time.

FAR 52.246-4, Inspection of Services - Fixed-Price (AUG 1996)

(a) Definitions. Services, as used in this clause, includes services performed, workmanship, and material furnished or utilized in the performance of services.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

(d) If the Government performs inspections or tests on the premises of the Contractor or a subcontractor, the Contractor shall furnish, and shall require subcontractors to furnish, at no increase in contract price, all reasonable facilities and assistance for the safe and convenient performance of these duties.

(e) If any of the services do not conform with contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by performance, the Government may (1) require the Contractor to take necessary action to ensure that future performance conforms to contract requirements and (2) reduce the contract price to reflect the reduced value of the services performed.

(f) If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may (1) by contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service or (2) terminate the contract for default.

Acceptance criteria are as follows:

· Deliverables should be ready for final review, with minimal changes needed.

The Labor Hour contract COR, as a duly authorized representative of the CO, shall assume the responsibilities for monitoring the Contractor’s performance, evaluating the quality of services provided by the Contractor, and performing inspection and acceptance of all deliverables. In the event of rejection of any deliverable, the Contractor will be notified in writing by the COR of the specific reasons why the deliverable was rejected. The contractor will be allowed 10 days to make the deliverable acceptable. If no comments are provided within 5 calendar days of deliverable receipt, the deliverable will be deemed to have been accepted by the Agency Only the Contracting Officer Representative COR or Contracting Officer (CO) has the authority to inspect, accept, or reject all deliverables. Final acceptance of all deliverables will be provided in writing, or in electronic format, to the PM or CO within 30 days from the end of the task order.

4.2 Quality Control – NA

4.3 Desired Skills and Knowledge

See section 3 Description of Contract Positions.

4.4 Travel – N/A

4.5 Additional Considerations – N/A

4.6 Performance

4.6.1 Period of Performance (POP)

The contract anticipates having a base year plus four option years.

Base starts when award is issued.

Base year: FY 2020 – FY2021 Option year one: FY 2021 – FY2022 Option year two: FY 2022 – FY2023 Option year three: FY 2023 – FY2024 Option year four: FY 2024 – FY2025

4.6.2 Place of Performance

Federal Election Commission 1050 First St. NE Washington, DC 20002

5.0 Contract Administration Data

5.1 Contracting Officer (CO)

1. Responsibility for contracting activities rests solely with the Agency’s CO. No conversation, recommendations, or direction, whether given directly by, or implied by Agency personnel, that will affect the scope, schedule, or price of the program, shall be acted upon by the Contractor unless specifically approved by the Agency CO. In the event that the Contractor implements changes to the contract at the direction of any person other than the CO, the Contractor will not receive reimbursement for the work performed pursuant to those unauthorized changes. Contractual interpretation and assistance may be obtained by contacting the CO.

2. Contracting Officer

Name: Anita Freeman

5.2 Contracting Officer Representative (COR)

1. The CO shall designate a COR, who is responsible for administering the performance under the contract by:

a. Monitoring the Contractor’s performance

b. Assessing performance

c. Recommending changes to the CO

d. Interpreting the scope of work

e. Performing inspection and acceptance

2. Contracting Officer Representative

The CO is the only individual who can legally commit or obligate the Government to the expenditure of public funds. No cost chargeable to the task orders can be incurred before receipt of a fully-executed task order or specific authorization from the CO.

5.3 Invoices

Invoicing and payment for services rendered through this contract shall be made electronically in accordance with FAR 52.232-33. Invoices shall be submitted monthly by the fifth business day of the following month to fecinvoices@fec.gov, the CO and the COR identified above in this section. You may inquire as to status of payment by sending an email to fecpaymentstatus@fec.gov. Please include the BPA #, BPA Order #, Invoice #, the type of services delivered, a breakdown of all direct labor, other direct costs, and date submitted.

1) The Contractor shall submit the final invoice within ninety calendar days after the expiration of the contract unless the Contractor requests and is granted an extension by the CO in writing.

2) For billing purposes, the invoice shall contain the following:

a. Contract Number/Purchase Order (PO)

b. CLIN Task Number (if applicable) as shown on the actual FEC Order/Price Schedule

c. A unique identifying Contractor invoice number

d. Contractor Bank Account Number

e. Contractor Bank Routing Number

f. Contractor EIN

g. Contractor DUNS numbers

h. Time period the invoice covers

i. Any information or documentation required by provision of the contact/order

For each Labor Hour Task Order, the government shall pay the Contractor the labor hours specified in the Task Order. Payment shall be made upon review and written acceptance of the deliverables(s) by the government.

Invoices for final payment must be so identified and submitted within 60 days from task completion and no further charges are to be billed. A copy of the written acceptance of task completion must be attached to final invoices. The contractor shall request from [FEC] an extension for final invoices that may exceed the 60-day time frame.

The Government reserves the right to require certification by a COR before payment is processed, if necessary.

Prompt Payment Act: Small Businesses invoices shall be process within 15 days of receipt.

5.4 Work Day and Legal Holidays

5.4.1 Work Day –

The Contractor may have access to FEC offices during normal business hours on ALL Government business days during the period of performance. Normal business hours are 8:30 AM to 5:30 PM Eastern Standard Time, Monday through Friday, excluding Federal holidays and official Federal Government closures in the Metropolitan DC area.

No overtime and after normal working hours activities are anticipated for this contract. If required by FEC, the COR must provide prior approval in writing. The Contractor must notify the COR, in writing, at least 48 hours in advance of performing the activity.

In the event that there are emergency circumstances where the contracted employee needs to work overtime, the employee shall send an email to their Agency supervisor, the COR, and the Contracting Officer identifying the nature of the project, the date, and the hours worked during overtime.

5.4.2. Legal Holidays

Holiday Table

6.0 Government Furnished Property

Workstation with laptop, supplies and network access to printer, copiers and scanner.

7. 0 Key Personnel

Certain skilled experienced professional personnel are essential for accomplishing the work to be performed. The individuals named below are defined as "Key Personnel" and are those persons whose resumes are submitted and marked by the contractor as "Key Personnel." No substitutions shall be made of accepted Key Personnel except for sudden illness or death, or termination of employment.

To Be Completed at Time of Award

7.1 Substitution of Key Personnel

The Contractor agrees to assign those persons identified above and who are necessary to fulfill the requirements of the contract as key personnel. No substitutions shall be made except in accordance with this clause. Prior to removing, replacing or diverting any of the specified individuals, the Contractor shall promptly notify the CO.

All proposed substitutions shall be submitted to the CO for approval at least 15 calendar days in advance of the proposed effective date (unless substitution is necessitated by sudden illness, death, or termination of employment in which case notice shall be within five (5) calendar days of the effective date), and must provide the information as stated herein.

All requests for substitutions shall be in writing unless otherwise agreed to by the CO and shall include a complete resume for the proposed substitute and any other information required by the CO to permit effective evaluation of the proposed substitution’s qualifications.

Requests for substitution of the key personnel named above must also provide a detailed explanation of the circumstances necessitating it and sufficient information for the CO to evaluate the impact of the substitution on contract performance

8.0 Accountability and Physical Security

8.1 Accountability

Safeguarding Information Requirements

The Contractor and its employees shall exercise the utmost discretion in regard to all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this contract which has not been made public, except in the necessary performance of their duties or upon written authorization of the CO. All documents and records (including photographs) generated during the performance of work under this contract shall be for the sole use of and become the exclusive property of FEC. Furthermore, no article, book, pamphlet, recording, broadcast, speech, television appearance, film or photograph concerning any aspect of work performed under this contract shall be published or disseminated through any media without the prior written authorization of the CO. These obligations do not cease upon the expiration or termination of this contract. The Contractor shall include the substance of this provision in all contracts of employment and in all subcontracts hereunder.

8.2 Physical Security

The Contractor shall be responsible for safeguarding all Government property and information housed at all of its facilities in connection with this contract. The Contractor shall ensure that security procedures are defined and enforced to ensure all personnel who are provided access to Government property and information must comply with its published procedures to protect the privacy and confidentiality of such information, and physical security of property, as required by FEC. Contractor shall provide security procedures to FEC upon request.

When property and information is housed on site at the Government’s facilities, the contactor shall abide by FEC security policies and procedures.

9.0 Personnel Security Requirements and Privacy

9.1 Background Investigations

All Contractor staff assigned to work under the contract resulting from this RFQ must be legally eligible to work in the U.S.

Contractors must complete the Optional Form-306, Declaration for Federal Employment* which is used to assess fitness for federal contract employment.

https://www.opm.gov/forms/pdf_fill/OF0306.pdf Contractors must meet the standards of Homeland Security Presidential Directive 12 (HSPD 12), Policy for a Common Identification Standard for Federal Employees and Contractors and the U.S. Office of Personnel Management (OPM), National Background Investigations Bureau formerly known as the Federal Investigative Services Division (FISD) requirements for electronic fingerprint submission of employees and contractors for background investigations.

The Office of Human Resources will ensure that Personnel Security (Badging, Background Investigations, and Fingerprinting) functions are conducted within OPM, DHS, and FEC policies; guidelines; and timeframes.

If contract personnel requires unescorted physical access to FEC information systems or FEC facilities, then a U.S. Government background investigation will be required. The background investigation may be the equivalent of an Office of Personnel Management National Agency Check Inquiry (NACI).

9.2 Security Requirements

The contractor and its employees must exercise the utmost discretion in regard to all matters relating to their duties and functions. They must not communicate to any person any information known to them by reason of their performance services under this contract which has not been made public, except in the necessary performance of their duties or upon written authorization of the Contracting Officer. All code, documents, and records (including photographs), generated during the performance of work under this contract shall be for the sole use of and become the exclusive property of FEC. Furthermore, no article, book, pamphlet, recording, broadcast, speech, television appearance, film or photograph concerning any aspect of work performed under this contract shall be published or disseminated through any media without the prior written authorization of the Contracting Officer. These obligations do not cease upon the expiration or termination of this contract. The Contractor must include the substance of this provision in all contracts of employment and in all subcontracts hereunder.

The Contractor shall follow the following guidelines while performing under this contract:

· Federal Information Security Modernization Act of 2014 (FISMA) as applicable;

· Federal Election Commission Information System Security Program Policy 58A as applicable;

· National Institute of Standards and Technology (NIST) SP 800-14, Generally Accepted Principles and Practices for Securing Information Technology Systems

· National Institute of Standards and Technology (NIST) SP 800-53, Rev 4, Security and Privacy Controls for Federal Information Systems and Organizations as applicable;

· OMB Circular A-130, Directive on Information Resources Management, Appendix III, Security of Federal Automated Information Resources;

· All applicable Federal Election Commission (FEC) OCIO security policies;

· All applicable Federal Election Commission (FEC) Physical Security policies.

9.3 Privacy Act

Work on this project may require that personnel have access to Privacy Information. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

10.0 Compliance with Section 508 of the Rehabilitation Act of 1973

Contractor must provide a comprehensive list of all offered specific electronic and information technology (EIT) products that fully comply with Section 508 of the Rehabilitation Act of 1973, per the 1998 Amendments, and the Architectural and Transportation Barriers Compliance Board’s Electronic and Information Technology Accessibility Standards at 36 CFR Part 1194. Any task or delivery order issued for noncompliant items must meet an applicable exception as indicated in FAR Part 39.204, Exceptions.

For every EIT product accepted under this contract by the Government that does not comply with 36 CFR Part 1194, the Contractor shall at the discretion of the Government, make every effort to replace or upgrade it with a compliant equivalent product, if commercially available and cost neutral, on either the planned refresh cycle of the product or service, or on the contract.

11.0 FAR Clauses by Reference 52.252-2 (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the CO will make the full text of the clauses available. The full text of the clause may be accessed electronically at www.acquisition.gov

The following FAR clauses are included in this task for added emphasis of their applicability:

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

__ (2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (JUL 2018) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (AUG 2019) (Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015).

(5) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(6) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Public Laws 108-77 and 108-78 (19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: [Contracting Officer check as appropriate.] __ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (SEP 2006), with Alternate I (OCT 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402).

__ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (OCT 2015) (41 U.S.C. 3509).

__ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (JUN 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

__ (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (OCT 2018) (Pub. L. 109-282) (31 U.S.C. 6101 note).

__ (5) [Reserved] __ (6) 52.204-14, Service Contract Reporting Requirements (OCT 2016) (Pub. L. 111-117, section 743 of Div. C).

__ (7) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (OCT 2016) (Pub. L. 111-117, section 743 of Div. C).

__ (8) 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Oct 2015) (31 U.S.C. 6101 note).

__ (9) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (OCT 2018) (41 U.S.C. 2313).

__ (10) [Reserved] __ (11)(i) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (NOV 2011) (15 U.S.C. 657a).

__ (ii) Alternate I (NOV 2011) of 52.219-3.

__ (12)(i) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (OCT 2014) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).

__ (ii) Alternate I (JAN 2011) of 52.219-4.

__ (13) [Reserved] __ (14)(i) 52.219-6, Notice of Total Small Business Set-Aside (NOV 2011) (15 U.S.C. 644).

__ (ii) Alternate I (NOV 2011).

__ (iii) Alternate II (NOV 2011).

__ (15)(i) 52.219-7, Notice of Partial Small Business Set-Aside (JUN 2003) (15 U.S.C. 644).

__ (ii) Alternate I (OCT 1995) of 52.219-7.

__ (iii) Alternate II (MAR 2004) of 52.219-7.

__ (16) 52.219-8, Utilization of Small Business Concerns (OCT 2018) (15 U.S.C. 637(d)(2) and (3)).

__ (17)(i) 52.219-9, Small Business Subcontracting Plan (AUG 2018) (15 U.S.C. 637(d)(4)).

__ (ii) Alternate I (NOV 2016) of 52.219-9.

__ (iii) Alternate II (NOV 2016) of 52.219-9.

__ (iv) Alternate III (NOV 2016) of 52.219-9.

__ (v) Alternate IV (AUG 2018) of 52.219-9.

__ (18) 52.219-13, Notice of Set-Aside of Orders (NOV 2011) (15 U.S.C. 644(r)).

__ (19) 52.219-14, Limitations on Subcontracting (JAN 2017) (15 U.S.C. 637(a)(14)).

__ (20) 52.219-16, Liquidated Damages - Subcontracting Plan (JAN 1999) (15 U.S.C. 637(d)(4)(F)(i)).

__ (21) 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business…