MODIFICATION
R -- Financial Reconciliation and Analysis
- Notice Date
- 10/15/2003
- Notice Type
- Modification
- Contracting Office
- Broadcasting Board of Governors, Associate Director for Management, Office of Contracts (M/CON), 330 C Street, SW, Room 2500, Washington, DC, 20237
- ZIP Code
- 20237
- Solicitation Number
- BBGCON0803S5414
- Response Due
- 10/24/2003
- Archive Date
- 11/7/2003
- Point of Contact
- David Lum, Contracting Officer, Phone 202-205-9587, Fax 202-260-0855,
- E-Mail Address
-
dlum@ibb.gov
- Description
- This is Amendment No. 1 To Combined Synopsis/Solicitation Number BBBGCON0803S5414 which was posted on September 30, 2003. Amendment No. 1 provides answers to questions concerning the solicitation and extends the proposal due date to 2:00 PM EDT on Friday, October 24, 2003. Question #1 - Can proposals be submitted electronically or is facsimile the only method of submission? If so, please provide contact email address. Answer #1 - No, proposals cannot be submitted electronically. However, proposals can be submitted via facsimile at 202-260-0855 or via US Postal Service, Fed/Ex or UPS. Note the actual document shall be physically received not later than the designated 2:00 PM EDT closing on Friday, October 24, 2003; otherwise, it shall be considered "late" and be considered as having arrived at the address specified for the receipt of offers "after" the exact time specified. Question #2 - Will all updates/modifications be communicated through the Federal Business Opportunity site? Answer #2 - Yes, all amendments to the solicitation will be posted at the FedBizOpps website. Question #3 - How many on site personnel does the Government anticipate for this effort, and what will be their levels? What amounts have been budgeted/planned for this project or these services? Can you provide some level of effort estimate or some volume information that will provide vendors a basis for estimating a level of effort? Answer #3 - The actual number of on-site personnel will be based on the Contractor. This number could differ from the Government's estimate since the Offeror whose proposal offers the best value to the Government will ultimately determine the quantity and level of on-site personnel. As a guide, the Government estimate is an on-site staff of 4 with one Senior member. Offerors however, should propose that quantity, level and mix of qualified personnel that they think will be necessary to satisfy the requirement. Regarding the amount budgeted/planned for the subject services, this information is procurement sensitive. Question #4 -- The announcement states that personnel are subject to passing a DOS Security Clearance. Is a completed clearance a prerequisite for the project? Some of our senior consultants have had a security clearance, but even an update can take months. Would this delay the project? How long would it take for people that have never had a Federal ADP or DOS security clearance? Who would pay for the security clearance? Answer #4 - Contractor team members assigned to the subject BBG task will require background checks/security clearance from the BBG Office of Security and the DOS Bureau of Diplomatic Security to work on the subject task. The Contractor shall plan for individuals who have never received security clearances and could possibly experience delay and/or denial which would require replacement. The Government will evaluate such security clearance information provided on key personnel designated by Offerors and assess such information appropriately in terms of potential impact on the subject task. Question #5 -- Paragraph 3, sentence 2: Must the Contractor possess experience in using AMS FFS software for both domestic and overseas financial management interfaces? If the Offeror is only familiar with the domestic financial management interfaces, is the Offeror out of consideration for the award? Also Paragraph 2, bullet #3: What depth of knowledge are you looking for in the area of Department of State (DoS) domestic and overseas accounting and financial management systems and their interfaces? Answer #5 - AMS FFS experience is preferred but not required. Those Offerors whose assigned key personnel demonstrate AMS FFS software experience with both DOS domestic and overseas financial management interfaces will receive higher evaluation ratings in terms of their strengths and value to BBG. Proposals coming from Offerors whose assigned/key personnel are unable to fully demonstrate similar equivalent knowledge and experience naturally will have a longer learning curve and will be evaluated accordingly. Question #6 - Are resumes required for all personnel or only key employees? Answer #6 - Resumes are mandatory for "all personnel" that an Offeror proposes as direct support and billable on their invoice for this requirement. Resumes of other qualified personnel may be submitted, and their evaluation will be scored accordingly. Question #7 - What facilities will BBG provide to contractor staff for performance of the services? Is the space at BBG headquarters and at Rosslyn dedicated to the team, or will they have to pickup and move every few weeks as space becomes an issue? Answer #7 - While working at BBG, the Contractor's staff members will be provided designated on-site office space, computer access and system access. Other operational requirements an Offeror foresees as necessary and essential must be specified in their proposal for Government review and approval. Otherwise, the Contractor shall assume all such ODC costs and expenses in their overhead and G&A. Presently work space and conditions when required to work at the Department of State in Rosslyn are unknown. Question #8 -- Will the company be reimbursed for expenses? The RFP seems to indicate that this is a fully fixed bid transaction. Answer #8 - As stated in Answer #7 above, the Contractor should submit fully burdened fixed price rate(s) that include all overheads, G&A, profit and Other Direct Costs. Question #9 -How many workstations are available? Answer #9 - Currently four (4) computer workstations are available. More workstations if necessary, can be obtained to provide an adequate working environment. Question #10 - How many funds/appropriations will be reconciled for the affected fiscal years? Answer #10 - Approximately 25 different appropriations are involved. Question #11 -- What is the extent of the dollar difference(s) by fund? Answer #11 - Approximately $30 million is the cumulative total statement of differences from October 1999 to the present. Question #12 - What is the estimated average number of transactions (if available) applicable to this solicitation? Answer #12 - The exact number is unknown. However, BBG estimates about 5,000 transaction per year, but there could be more. Question #13 - How many entries need to be reconciled? Answer #13 - Unfortunately, the number of entries to be reconciled is presently unknown. Question #14 - How old are the entries, is there an aging schedule and is all of the documentation for clearing the entries local to Rosslyn or Washington, DC? Answer #14 - Entries are not older than October 1999. There is no aging schedule available. The documentation needed for clearing entries is available in Washington DC and Rosslyn. Question #15 - For those that are reconciled, does the team own responsibility for clearing them, or just identifying them for management? Answer #15 - The Contractor shall be responsible for clearing them. Question #16 - What financial systems does BBG use? Answer #16 - BBG utilizes BFMS which is AMS Federal Financial System software. Question #17 -- Is all of the necessary documentation readily available in electronic form? Answer #17- No, most of the documentation is hardcopy files and records. Question #18-- Are all source documents (collection forms, disbursement forms, and cancellation forms) readily available? Is the information for all periods, particularly the older periods readily available? Since this procurement is firm-fixed price, will BBG ensure the Contractor that BBG can provide all the necessary financial data needed to conduct the reconciliation in the time frame required? Answer #18 - Yes, all source documents are available on-site at either BBG or the State Department. Question #19 -- Are all State Department documents available, including from overseas sources, or do they need to be requested? Answer #19 - Generally the State Department documents are available; but a written request may have to be completed in order to obtain needed documents. Question #20 -- Please comment on the location and condition of the records that will be used to reconcile the statement and accounts. Answer #20 - The accounting records are located at BBG and the State Department. In some cases, they may not be complete and the condition of these documents are unknown. Question #21 -- Does BBG have standard reconciliation procedures that the contractor must comply with? If so, will this information be made available to all interested parties prior to the submission of proposals on October 17, 2003? Answer #21 - No, BBG does not have standard reconciliation procedures. Question #22 -- Will the contractor have access to DoS's Consolidated Cash Management System (CCMGMT) or does BBG have a system similar to this system that the contractor can use? Answer #22 - No, the Contractor will not have access to CCMGMT and BBG does not have their own system. Question #23 -- How can we attain Department of State Bureau of Finance and Management Policy and procedures? Answer #23 -- They are available to the Contractor via our intranet web site, though we are in the process of updating them. Question #24 - The solicitation refers to system analysis and internal controls, however there is no specific task or deliverables to analyze systems and controls or recommendations for improvements. Is this part of the scope or is it strictly reconciliation? Answer #24 - The primary requirement is reconciliation. However, if the system is not functioning properly or an internal control allows or causes erroneous balances, BBG will expect the Contractor to be able to identify and alert BBG of any discrepancies. Question #25 -- For overseas activity, is there a requirement to actually travel to the overseas locations? Answer #25 - No, BBG does not anticipate any overseas travel by the Contractor staff. Question #26 - It is our understanding that BBG did not maintain separate accounting records prior to 2001. The solicitation requires reconciliation of the Statement of Difference from October 1999. The solicitation refers to cross-servicing support from the Department of State (DoS). Is it intended that the Contractor will have to obtain records/support information from DoS? How will this support be prioritized at the DoS level to ensure timely responses? Answer #26 - Yes, BBG has maintained separate accounting records and a separate financial management accounting system since October 1999. The Contractor shall work with the State Department Bureau of Finance and Management Policy (FMP), which has agreed to provide BBG the support needed to ensure BBG timely responses. Question #27 -- Is there a reason that the reconciliation's must start from October 99? Answer #27 - Yes, October 1999 is the beginning date when the out balances began and when BBG became independent. Question #28 - Are all analyses and reconciliation required for the same period (October 1999 through the present)? Answer #28 -- Yes Question #29 - Will you consider hands on reconciliation past performance of TFS 6652s and TFS 6653s that are more than 3 years? Answer #29 - There is no maximum period on how far back Offerors can reference their past performance experience. The FBO notice does require Offerors to submit detailed information on their past performance, including recent (within the last 3 years from the date of this notice) and other relevant contracts for similar services. At a minimum Offerors must provide references of three (3) clients to whom they have provided similar services within the past three years. Question #30 -- In the items required to be submitted to the contracting officer, Item [2] states "Narrative and detailed information on project plan and schedule." What level of detail is required here? We need detailed information on the nature and quantity of work to be performed in order to provide a detailed plan. For example, how many items need to be reconciled and cleared with Treasury? What is the nature of these items (i.e., how long have they been outstanding, what accounts or types of accounts are involved, etc.) We also need more detailed information on the specific nature and quantity of work to be performed in order to develop and submit a firm fixed price for this work. Please provide more information. Answer #30 -- The level of detail required should explain how the Offeror intends to reconcile approximately 25 accounting appropriations dating back to October 1999 with a $30 million cumulative difference, Question #31 -- You indicate this is a follow-on request to a previous attempt to procure these services, but the attempt was not completed. Please explain. What happened that the required service was not completed?" Answer #31 -- The Agency initially solicited proposals from several sources off the GSA Schedules. However, due to the nature of the requirement, the Agency has decided to advertise the revised SOW on full and open competition. Question #32 -- Is there an incumbent contractor that will be eligible to compete for this work? Who were the prior audit firm(s), if any, and what were the total amounts and hourly rates paid to the incumbent firm(s) for their services each year? And what were the total hours and hours by staffing category expended by the incumbent firm(s) each year? Answer #32 - No, there is no incumbent Contractor and no contract or delivery order has been awarded for similar services in the past. Presently this is a one-time nonrecurring requirement. Question #33 - Has there been previous attempts to complete the reconciliation, have unreconciled items been identified and does the reconciliation involve the Treasury differences as well as the GL, financial statements, etc. or is it just the Treasury differences that we are reconciling? Answer #33 - There has been no reconciliation attempts by a Contractor. However, the State Department has provided some documentation to identify differences, but no actual reconciliation efforts outside of internal BBG resources have been utilized. Balances and GL will need to be reconciled. Question #34 -- Paragraph 1, sentence 6: Does the Department of State Bureau of Financial Management and Policy (FMP) prepare the FMS 224, Statement of Transactions, for BBG? Answer #34 - The Department of State, Office of Accounting prepares the SF-224. Question #35 -- Paragraph 1, sentence 7: How often has the FMS 224 been reconciled to the general ledger (BFMS)? If none were performed, are reconciliations required to be performed for the periods FY 2000, 2001, 2002 and 2003 by the contractor? Answer #35 - Yes, the Department of State (DoS) has reconciled the actions for FY2000, 2001, 2002, and 2003. However, the actions needed to clear the items that are present was not taken in all cases. Question #36 -- Paragraph 2, sentence 1: (a) What specifically are you looking for when you state the Contractor is required to, '? coordinate a variety of financial processes, data, reports and financial documents?? (b) What are specific examples of reports and statements required by internal offices? Answer #36 - The Contractor shall coordinate between BBG and the State Department offices, and have a full understanding of the basic financial processes in order to reconcile the accounts. Question #37 -- Paragraph 2, bullet #3: What are some of the operational irregularities that you are expecting? Do you expect that there is a possibility of 'intentional' irregularities? Answer #37 - BBG is not expecting any intentional irregularities. The Contractor shall identify irregularities. Question #38 -- Paragraph 2, bullet #5: What exactly are you looking for the Contractor to do in the area of 'Confirmation of Payment Schedules'? Please provide further details. Answer #38 - The Contractor shall determine what Treasury schedules are not confirmed in financial system and confirm them if needed. Question #39 -- What is the purpose for issuing this solicitation, is there any third party reporting requirements? Answer #39 - There are no third party reporting requirements. Question #40 -- How flexible is the time period allotted? Without knowing the details of potential problems it is difficult to project whether 90 days is an adequate time. Answer #40 -- We have estimated 90 days as being adequate. However, in the event that substantial problems arise, as long as Contractor's actions are timely and documented in periodic updates, the Government will review the overall circumstances. Question #41 - Will the due date be extended beyond October 17, 2003? Will there be an extension based on when answers are provided? If the answers are not received until the day before the deadline, then it will be difficult (if not impossible) to complete our proposal within the required timeframe. Answer #41 - Yes, the proposal due date is being extended one week. All proposals shall be physically received not later than 2:00 PM EDT on Friday, October 24, 2003. PROPOSALS ARE DUE AT THE BROADCASTING BOARD OF GOVERNORS, OFFICE OF CONTRACTS, ATTENTION: DAVID LUM, 330 C STREET, SW, ROOM 2521, WASHINGTON, DC 20237 ON OCTOBER 24, 2003 AT 2:00 P.M., EASTERN DAYLIGHT. PROPOSALS MAY BE FAXED TO (202) 260-0855 AND MUST BE SIGNED BY AN OFFICIAL AUTHORIZEDTO BIND THE ORGANIZATION.
- Record
- SN00452326-W 20031017/031016073129 (fbodaily.com)
- Source
-
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