USHMM RFQ 95476721Q0100 Finance Support Staff_Budget Analyst.pdf

RFQ 95476721Q0100 - USHMM Budget Support 1

STATEMENT OF WORK

FOR

Term Contract Budget Analyst Staff

1. BACKGROUND & GENERAL SCOPE:

A. The United States Holocaust Memorial Museum (USHMM) is an independent establishment of the United States Government. The Museum’s primary mission is to advance and disseminate knowledge about the Holocaust; to preserve the memory of those who suffered, and to encourage its visitors to reflect upon the moral and spiritual questions raised by the events of the Holocaust as well as their own responsibilities as citizens of a democracy.

B. The Budget Division in the USHMM Office of Finance oversees an operating budget that consists of appropriated and non-appropriated funding; non-appropriated funds include both unrestricted and restricted funds. Restricted funds (includes payouts from restricted endowments) must be spent in accordance with the donor's restrictions included in the donor gift agreements and are controlled in the Budget Division through the annual operating budget formulation and execution process. Restricted funds are broken down into hundreds of fund sources and expense projects.

B. USHMM has identified a requirement for term contract budget analyst staff support working remotely via a secure connection and/or at the Museum’s Washington, DC campus upon Museum request whenever doing so becomes viable.

C. Contractor shall augment USHMM’s current finance staffing and/or fill in vacancies on an as needed basis and for periods as short as three months.

(1) Final requirements will be provided to the awardee(s), but are currently anticipated to include:

● Up to 3 Budget Analyst(s), each up to 40 hours/week, NTE 1920 hours total;

and

● Other budget/finance/accounting staff support as may be requested

(2) Staffing descriptions are further elaborated in paragraph 3 (Staffing

Description), below.

2. PERIOD OF PERFORMANCE:

A. The notice to proceed (NTP) date will be set by the Contracting Officer, but is anticipated to commence on March 1, 2021 and then to run continuously for a period of up to 12 months thereafter.

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B. USHMM may extend the term of the awarded contract by written notice to the Contractor no later than fifteen (15) days before the awarded contract is due to expire.

The duration of the awarded Contract including all extensions shall not exceed five (5) years from its effective date, provided that no Contractor staff shall be engaged continuously on a full-time basis for a term in excess of one year.

3. STAFFING DESCRIPTION.

A. The purpose of the work is to analyze, advise on, and recommend solutions to budgetary problems in all phases of budget formulation, justification, and execution for major Museum organizations and programs; and develop and execute short and long-range budgetary and financial policies. The work affects the control of obligation and expenditure of funds in the approved budget and the cost-effective accomplishment of the Museum's economic mission and program objectives.

B. Budget Analyst candidates shall demonstrate:

(1) Detailed and intensive knowledge of and skill in applying the concepts, principles, practices, and regulations of the Federal budgeting process sufficient to analyze and provide interpretations of Executive Orders; U.S. Treasury Department regulations, directives, and policies; OMB guidelines and directives; and USHMM policies and precedents; and analyze financial and budgetary relationships among national level programs to develop recommendations for financial and/or budgetary actions. Short and rapidly changing program and financial/budgetary deadlines and objectives; gaps and conflicts in program and financial/budgetary information; and conflicting program and financial/budgetary objectives and changing guidelines for the work are typically encountered and must be dealt with in the assignment.

(2) Knowledge of the Museum’s financial management and program objectives to work with program managers in meeting short and long-term budget needs and establishing schedules to meet planned objectives.

(3) Knowledge of a wide range of principles, procedures, methods, and concepts of budgeting for appropriated and non-appropriated fund accounts to compile, review requests for funds, and develop reprogramming notifications standards. This includes specific provisions associated with Museum budgeting for and expending of restricted donation funds.

(4) Knowledge of and skill in oral and written communication techniques to articulate and disseminate any changes in budget formulation and execution; ensure the design, preparation, and analysis of financial reports and findings are presented in a clear, logical, and concise manner; communicate complex and technical subject matter to a variety of audience.

C. Tasks and requirements for a Budget Analyst may include:

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(1) Provision of analytical services to support the formulation, justification, presentation, enactment, and execution stages of the budget process for a substantial segment of the Museum’s budget;

(2) Reviewing and coordinating accounting records and preparing apportionments, allocations, and operating budgets working with data, forms, procedures, and guidelines for both appropriated and non-appropriated fund budgets;

(3) Analyzing a wide range of past and present program statistics and financial data;

(4) Reviewing requests for funding in relation to current obligations and expenditures to recommend approval, disapproval, or modification of budget requests and justifications, in the process maintaining accounting records to prevent over-obligation and analyzing funds to identify possible trends that may result in a surplus or shortage of funds;

(5) Interpreting, applying, and assessing the impact on the formulation and execution of budgets of not only Office of Management and Budget (OMB) and U.S.

Treasury Department regulations, directives, and policies in conjunction with any new or revised Congressional legislation, but also changes in programs;

(6) Identifying and recommending alternatives to accomplish management objectives within funding constraints;

(7) Forecasting the effects of revised levels of obligations and expenditures on current and future budget estimates, in the process collaborating with program managers to set objectives to meet short and long-term (e.g., 3 to 5 years or more) budget needs and render guidance on establishing activity schedules to meet planned goals and on other budget estimate formulation matters;

(8) Monitoring, tracking, and reporting on program obligations ensuring that program funding data is entered into financial systems accurately;

(9) Conducting annual year-end closing activities and reconciling with accounting records, consolidating data for a viable overview of operations' financial status; and

(9) Other related duties as assigned.

4. CONTRACTOR FURNISHED ITEMS:

Contractor shall ensure that the Contractor’s employees are fully equipped for telework, with telephone and internet functionality. Contractor shall be precluded from billing for performance hereunder until Contractor's employees have successfully completed the

RFQ 95476721Q0100 - USHMM Budget Support 4 suitability determination described in Appendix A hereto and established VPN access to the Museum's network.

5. QUALITY ASSURANCE PROGRAM / MINIMUM QUALIFICATIONS

A. The standard of quality of work performed shall meet or exceed standards exhibited in the Museum and similar facilities or institutions of similar size and mission.

B. Contractor shall demonstrate to the COR that Contractor staff tasked to this project have at least the skills and experience level described in Contractor’s Proposal.

USHMM reserves the right to interview and approve or reject proposed staffing candidates, and all Contractor personnel assigned to this Contract shall be subject to USHMM’s prior review to confirm the provided level of qualifications.

6. SPECIAL REQUIREMENTS:

A. Contractor will provide resumes of available staff for review which demonstrate the level of competency necessary to successfully complete the work, and including the following information:

(1) Name and title;

(2) A brief description of proposed duties and responsibilities of the person for this Contract and how the individual fits into the overall organization;

(3) Relevant work experience for the responsibilities described in (2) above demonstrated by employment history, present and previous employers, with dates of employment, job title(s), and description of the specific duties for each position;

(4) Education including educational institutions attended, dates, and degrees or certificates obtained;

(5) Professional awards or association related to the current position; and

(6) Training related to current position and experience. Do not include information that is not relevant to the person’s designated role in this project.

B. USHMM shall reserve the right to recommend dismissal of a Contractor’s employee or subcontractor whose performance is detrimental to the satisfactory and timely completion of contractual obligations. In addition, Contractor personnel found unacceptable by USHMM at any time shall be removed from performing under this Contract. The CO shall deliver such notification in writing to the Contractor.

C. Selected employees must be able to meet requirements set forth in Appendix A by the USHMM Division of Protection Services. Contractor personnel shall comply with Museum Protection Services policy.

7. BID PACKAGE SUBMITTALS: The following submittals must be included in the Contractor’s bid package:

A. References: A successful offeror must have existing clients of similar size and complexity to USHMM to be able to submit an offer. Proposals failing to meet this

RFQ 95476721Q0100 - USHMM Budget Support 5 requirement will not be considered. Past performance information shall include a minimum of 3, and no more than 5 references for organizations to which Offerors have provided similar services in the last 5 years, listing in each instance:

(1) Contract Number

(2) Contract Type (i.e., firm fixed price, time and materials, etc.)

(3) Awarded price/cost and final or projected final price/cost

(4) Period of Performance (dates of start and completion of work).

(5) A current point of contact in the contracting agency – name, address, e-mail, and telephone number). If the work was performed as a subcontractor, also provide the name of the prime Offeror and Point of Contact (POC) within the prime Offeror organization (name, address, e-mail, and telephone number). If the work was a joint delivery of services, also provide the name and contact person(s) for each of the other system(s) installed/implemented.

(6) Description of work performed and location, including:

● the specific services provided and associated service levels;

● the number of users supported

● any problems encountered on the contracts and subcontracts identified, and corrective actions taken to resolve those problems. For contracts which did not/do not meet original cost, schedule, or performance requirements provide a brief explanation of the reason(s) for the shortcomings and any corrective actions taken to avoid recurrence.

B. Chronological Past Performance History: This shall be information, in strict chronological order, of work for either Offeror's last five (5) clients or all work undertaken in the last 18 (eighteen) months (not to exceed 10 total listed), whichever is greater.

Offerors shall indicate work performed on prime contracts first, followed by those performed on subcontracts. Offerors shall provide start and end dates (or an indication if project is ongoing as of the date of proposal submission) and a short description (i.e., no more than 75 words in length) for each contract listed. USHMM reserves the right to request contract and contact information from Offerors on such contracts during its evaluation process as such is deemed relevant to USHMM's due diligence.

C. Staffing Plan/Capability: In this section of their respective bids, Offerors shall provide:

(1) a summary of Offeror’s general qualifications to meet required qualifications and fulfill the General Scope, including the company’s ability to staff a contract with the magnitude of an estimated 3 FTEs within 30 days of contract award in accordance with a transition plan and any other relevant experience that demonstrates the ability to perform the work as described;

(2) Offeror's methodology for employee identification and retention demonstrating the capability to replace in a timely manner employees that leave, are excused, dismissed, and/or otherwise removed from the Contract or who take an excessive leave of absence; and

RFQ 95476721Q0100 - USHMM Budget Support 6

(2) a list of personnel designated as “Key” in the performance of the Contract, along with a description of the proposed organization and responsibilities of the key personnel, including name, title, organization, full or part-time, and whether they are a salaried employee of the organization, current or planned employee, subcontractor, or consultant. Offerors shall likewise submit resume/s for Key Personnel which demonstrate the level of competency necessary to successfully complete the work defined herein, and in a manner consistent with the specifications delineated in paragraph 7(A), above.

D. Pricing: This shall be an itemized, competitive fixed-rate labor hour proposal including hourly rates, identifying each presented candidate by applicable labor categories. All rates submitted shall be fully loaded and Offerors shall include all applicable aspects that make up the fully loaded rate such as: direct labor, fringe benefits, shipping, indirect costs and rate, and profit. Offeror pricing shall assume placement of up to three (3) Budget Analysts, each X 1,920 hours in the Base Year, with extrapolations for each of up to four (4) twelve month option periods as follows:

Period of Performance: Base Year – March 1, 2021 through February 28, 2022

Direct Labor Number of Hours Rate Total Budget Analyst 1 NTE 1,920 Budget Analyst 2 NTE 1,920 Budget Analyst 3 NTE 1,920 Base Year Total

Period of Performance: Option Year 1 – March 1, 2022 through February 28, 2023

Direct Labor Number of Hours Rate Total Budget Analyst 1 NTE 1,920 Budget Analyst 2 NTE 1,920

Period of Performance: Option Year 2 – March 1, 2023 through February 28, 2024

Budget Analyst 1 NTE 1,920 Budget Analyst 2 NTE 1,920

Period of Performance: Option Year 3 – March 1, 2024 through February 28, 2025

Budget Analyst 1 NTE 1,920 Budget Analyst 2 NTE 1,920

RFQ 95476721Q0100 - USHMM Budget Support 7

Period of Performance: Option Year 4 – March 1, 2025 through February 28, 2026 Direct Labor Number of Hours Rate Total

Budget Analyst 1 NTE 1,920 Budget Analyst 2 NTE 1,920

8. RFQ INFORMATION & EVALUATION FACTORS FOR AWARD:

A. This RFQ is published on January 25, 2021 and closes February 10, 2021 at 3 PM ET. Offerors shall email their full proposal to bfalk@ushmm.org. The only acceptable evidence for establishing the time of receipt at Museum shall be the USHMM time/date stamp.

B. USHMM intends to award one or more fixed-rate labor hour contract(s) on a best value basis considering pricing in conjunction with the technical factors of past performance, professional qualifications, and specialized experience. USHMM considers these technical factors to be equally important as pricing.

C. USHMM will consider both open-market (commercial item) and federal schedule offers (e.g., GSA, NASA SEWP, MAS, etc.) and reserves the right to award by line item or all line items together, on any applicable standard form (e.g., SF18, SF1447, SF1449, OF347, etc.)

D. Notice of Small Business Set-Aside: Offers are solicited only from small business concerns. This solicitation is set aside for small businesses.

(1) The North American Industry Classification System (NAICS) code for this acquisition is 561320.

(2) The small business size standard is $27.5 Million.

E. Complete Information

(1) Failure to furnish complete information requested in the RFP may cause the Offeror to be deemed unacceptable and be removed from further consideration.

(2) Offers are solicited on an "all or none" basis and failure to submit offers for all line items listed may be cause for rejection of the offer.

mailto:bfalk@ushmm.org

RFQ 95476721Q0100 - USHMM Budget Support 8

Appendix A

1. All employees assigned to this Contract shall be required to meet the following minimum suitability qualifications before contract performance.

a. A Criminal History Check through the submission of fingerprints to the Federal Bureau of Investigation (FBI).

b. A completed Summary Report, confirming the Contractor has:

● verified that the Contract employee is a U.S. citizenship;

● verified all of the Contract employee’s past employment for a period of five years, including dates of employment; and

● verified the Contract employee has R1 credit rating.

2. Fingerprints will be taken by the USHMM Division of Protection Services (DPS) and submitted by DPS to the FBI. The Contractor shall submit item 1(b) above to the DPS through the Contracting Officer’s Representative (COR) at least five business working days before an employee's placement at the USHMM. A Contract employee receiving a credit rating other than R1 must be approved by the DPS before acceptance to this Contract. The written request for approval, including a full explanation of the circumstances, shall be in writing and submitted to DPS through the COR.

3. Contract employees will not be authorized to perform services on this Contract until the minimum suitability requirements are met. If the Contract employee receives an unfavorable report, the Contractor shall be advised in writing that such employee cannot work under this Contract.

4. Temporary suitability determination waivers may be granted by the DPS through the Contracting Officer or COR for a period of six months from the date that such waiver is approved. If a final suitability determination has not been made upon the expiration of the six-month temporary waiver, the employee will be dismissed from further work until such time as a satisfactory suitability determination is completed.

5. For employees cleared through this process while employed by a Contractor who is subsequently replaced by another Contractor, the succeeding Contractor is not required to submit item 1(b) above, unless specifically requested to do so by DPS, the Contracting Officer, or the COR.

6. Criminal History Checks will be completed annually, upon request by the COR for a new identification badge, or upon request of DPS, the Contracting Officer, or the

COR.

7. Updated information, as required in paragraph 1(b) above, shall be completed every three years, or as requested by the DPS, the Contracting Officer, or the COR.

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8. In lieu of the above requirements, Contract employees with Top Secret security clearances, current within the last five years, may have their Facility Security Officer provide their clearance information in writing to DPS through the COR.

9. The Contractor shall ensure that a Contract employee's USHMM badges are returned to the COR when the employee is dismissed or terminated.