MOD | R | Business Support Services: Program Management, Financial Management, and Administrative Support

FBO DAILY ISSUE OF MARCH 05, 2004 FBO #0830
MODIFICATION

R -- Business Support Services: Program Management, Financial Management, and Administrative Support

Notice Date: 3/3/2004
Notice Type: Modification
NAICS: 561499 — All Other Business Support Services
Contracting Office: Department of the Air Force, Direct Reporting Units, AF Office of Sceintific Research (AFOSR), AFOSR 4015 Wilson Blvd., Room 713, Arlington, VA, 22203-1954
ZIP Code: 22203-1954
Solicitation Number: FA9550-04-R-0001
Response Due: 3/9/2004
Archive Date: 3/24/2004
Point of Contact: Joseph Williams, Contracting Officer, Phone 703-696-6208, Fax 703-696-6204, - Edith Bumpers, Contract Specialist, Phone 703-696-7329, Fax 703-696-6204,
E-Mail Address: joseph.williams@afosr.af.mil, edith.bumpers@afosr.af.mil
Description: AFOSR in Arlington, VA, has a requirement for program management, financial management, and administrative support services. SOW follows for specific details. Period of performance will be 1 Apr 04 – 31 May 05, with two 12-month options for a total possible period of 36 months. AFOSR currently has a RFP posted on GSA-Advantage for these services (RFQ33466, Mods 1 & 2), set-aside for small business. But, if AFOSR receives no acceptable proposals we will consider removing the set-aside. Therefore, this Sources Sought Synopsis is a planning tool to identify other potential sources for that possibility. Request E-MAIL responses of interest and/or comments by COB Tuesday, 9 Mar 04, to the listed POCs. In your responses, please indicate if you hold a GSA schedule and, if so, include your GSA contract/schedule number. I. Description of Services 1.3 Scope The Contractor shall provide experienced personnel support as follows: 1.3.1 Program and Task Order Management, Financial Management, and Administrative support for AFOSR/PI located in the Ballston Towers, at 4015 Wilson Blvd, Arlington, VA 22203-1954. 1.3.2 Financial Management at DFAS Omaha, located at DFAS-OM, 901 SAC Blvd., Offut AFB, NE 68005-1940. 1.3.3 Financial Management and Contract/Grant Close-out support for AFOSR/PK, also at Ballston Towers. 1.3.4 Administrative support for AFOSR/JA, located in the Webb Building, 4040 Fairfax Drive, Arlington, VA 22203. 1.4. Requirements Task 1.4.1 - Project/Task Management: Provide the project planning, organizing, staffing and control, and contract administration necessary to manage the effort so that cost, schedule, and quality standards are tracked, communicated to the Government, and ultimately met. All relevant standards and regulations such as the Federal Information Processing Standards (FIPS) and Federal Acquisition Regulations (FAR), as well as directives and guidance issued from the AFOSR, DFAS, DoD and other Government entities must be considered in the guidance of Contractor staff members. A project manager with such expertise is required on a less than full-time basis for the following: Subtask 1.4.1-1. Project Planning. PM shall provide guidance for adherence to technical quality assurance standards for AFOSR financial management efforts. The Project Manager shall provide the centralized administrative, clerical, documentation and related functions. Subtask 1.4.1-2. Project Control. PM shall provide project control, including monitoring deliverables, and resource, cost and schedule tracking for AFOSR financial management. The Project Manager shall provide a monthly written report to AFOSR for monitoring project progress and technical quality. Task 1.4.2 - Program & Financial Management Support at AFOSR – Ballston: Provide support personnel at the AFOSR, Ballston Towers, Arlington, VA who shall be dedicated to the support of processing, coordination and tracking of AFOSR grant and contract information. AFOSR will provide adequate workspace, computers, communications connectivity, and other incidental support and items needed to allow Contractor personnel to perform the program management and financial management support functions for the AF. Areas of support may include but not be limited to: financial management of AFOSR funds, coordination of budget plans and reports, expenditure tracking, obligation tracking, processing of grant and contract payments, research and tracking of planned and executed payments and the necessary reconciliation of funding records. Primary support shall be to the AFOSR/PI and other AFOSR offices as designated by the COR as follows: Assist AFOSR personnel in the planning, coordination and execution of over $600M in AF and related funds for the application of basic research as directed by AFMC, AFRL and other elements of the U.S. AF. 1. Research and reconciliation support (e.g. wrong amounts or wrong Purchase Requisition (PR) in processing); 2. Identification and recommendation of fixes for obligation, commitment, payment, and other problems discovered in the AF and DFAS systems; 3. Act as liaison for AFOSR to Contractor and government personnel at DFAS Omaha; 4. Provide analysis of or assist AFOSR personnel in the development of analysis, briefings and reports on AFOSR financial management data; 5. Assist in the coordination and provision of invoice processing during surge periods; 6. Provide graphics, clerical and administrative support for the following efforts: scientific and technical information processing and support, travel order authentication, mail handling, office equipment control and maintenance, printing and reproduction services, vehicle control, key control, supply, physical security, and information security; 7. Provide office automation support for database management and reconciliation of financial performance information. Collect source documents, create financial baselines, identify discrepancies with data from official accounting systems, and submit corrections; 10. The Contractor staff members will be proficient in the use of financial management tools and processes used to provide development, monitoring, and maintenance of AFOSR budget and related issues as well as reconciliation support to AFOSR; 11. Administration of the Job Order Cost Accounting System (JOCAS); 12. Provide automation, programming, and data management support for database management and reconciliation of financial performance information. Collect source documents, create financial baselines, identify discrepancies with data from official accounting systems, and submit corrections; 13. Provide data management support, to include the design of databases and the collection, maintenance, analysis, and reporting of the data stored in them. Query the databases and analyze the data to answer questions posed by the Government. Prepare and provide reports on the analysis results. The data being entered shall include, but are not limited to, financial management information, budget figures, points of contact, technical research topics, historical research funding, technology transitions and transfers, research task reports, PM reports, and work unit information summaries; 14. Provide technical writing support for the preparation and editing of technical and automated data processing information to include writing, editing, and graphical presentation of the technical information. The data being processed shall include, but are not limited to, financial management information, budget figures, points of contact, technical research topics, historical research funding, technology transitions and transfers, research task reports, and PM reports; and 15. Provide occasional support at Bolling AFB FSO by providing and reviewing AFOSR funding documents, reconciling travel accounts, validating Open Document Listings (ODL) against the AFOSR Automated Information System (AIS) and FSO records, and incidental related activities. This tasking requires Contractor staff with expertise in relevant systems and applications software and knowledge and expertise in relevant AF applications, and functional knowledge of the DFAS and AF systems and processes. This may include but not be limited to: Integrated Accounts Payable System (IAPS), Commander’s Resource Information System (CRIS), MAPPER, G2, BQ, MOCAS, FAST, Automated Business Service System (ABSS), Upward Adjustment Requirements System (OARS), and commercial support products including EXCEL, Word, ACCESS, command roll-up and extrapolating reports from the AIS database (status-of-funds report, obligation report and Driscoll report). Strong Financial Management expertise in the business practices and the support systems of AFOSR, DFAS Omaha, and DoD are required to accomplish the goals of Task 1.4.2. Subtask 1.4.2-1. Financial Management Support – Ballston: The Contractor analysts shall provide the necessary research into automated systems for invoices, scheduled and advanced payments, obligating documents, and related information sources. The Contractor analysts shall identify causes and propose methods and specific actions required to reconcile AFOSR grant and contract (and related) financial records to assure a high degree of accuracy. Contractor analyst(s) shall follow guidance for technical quality standards from the AF, DFAS, other DoD or other Government financial organizations as they relate to AFOSR financial management efforts. The Contractor analysts shall follow the guidance of these organizations and provide information for monthly and other scheduled reports and for ad hoc reports on the technical activities and plans, and on the financial status of funds as assigned by the AFOSR COR. Subtask 1.4.2-2. Information Technology Support – Ballston: The Contractor analysts shall support the AFOSR staff and the Contractor PM to provide project control, including monitoring deliverables, and resource, cost and schedule tracking for AFOSR financial management. This support may include training and use of additional systems to support AFOSR financial management. Contractor analysts shall be knowledgeable in those systems required to perform their duties and provide the support called out in this task. This may include but not be limited to: Integrated IAPS, CRIS, MAPPER, G2, BQ, ABSS, and commercial support products including EXCEL, Word, ACCESS, command roll-up and extrapolating reports from the AIS database (status-of-funds report, obligation report and Driscoll report). Additional automated systems may be added to the set currently required for support by the Contractor analysts. The government shall provide training or provide support to obtain such training on additional systems. Subtask 1.4.2-3. Deliverables – Ballston: The Contractor analysts shall assist in the data collection for and the preparation of various financial management reports necessary to assure accurate and timely reports on AFOSR financials. These reports may include use of database management tools and techniques, preparation and reconciliation of grant and contract obligation and expenditure data, and identification of financial discrepancies in various DoD accounting systems. Data from these reports and databases shall be provided to AFOSR for inclusion in periodic financial management status briefings to AFOSR management. Contractor analysts shall assist in the preparation of such status briefings. Contractor analysts may be required to occasionally travel from Ballston Towers to Bolling AFB, DFAS Omaha, or other AF or DFAS locations. The government shall fund compensation to the Contractor team for such travel. Local travel from Ballston to Bolling AFB shall be compensated using per diem and mileage rates established in the DoD Joint Travel Regulations (JTR). Task 1.4.3 - Program and Financial Management Support for AFOSR - DFAS Omaha: The objective is to provide support personnel at DFAS Omaha who will be dedicated to the processing and coordination of AFOSR grant and contract information. This placement assumes the prior coordination of a Memorandum of Understanding (MOU) in place between the funding and supplying organization (AFOSR) and the host organization (DFAS Omaha). DFAS is to provide adequate workspace, computers, communications connectivity, and other incidental support and AFOSR is to fund Contractor personnel to perform the financial management support functions. The government shall provide Contractor analysts any necessary training on additional or new automated systems to be used in the performance of this task. During the execution phase of a grant or contract, periodic reviews are performed to assure proper technical and financial management are exercised. Specific reviews are conducted during the various DoD paying cycles to track invoicing, certification, obligation and expenditure rates, and other areas of DoD and AF program and financial management. Full-time support is required at: Ballston Towers (1.3.1 and 1.3.2) and DFAS - Omaha (1.3.3) with occasional trips to other sites including the Financial Services Organization (FSO), Bolling AFB, Washington D.C. Areas of support may include but not be limited to: financial management of AFOSR and related funds, coordination of budget plans and reports, expenditure tracking, obligation tracking, processing of grant or contract payments, research and tracking of planned and executed payments and the necessary reconciliation of funding records. Specific areas will include: 1. Research and reconciliation support (e.g. wrong amounts or wrong Purchase Requisition (PR) in processing) on all expiring year accounts; 2. Identification and recommendation of fixes for obligation, commitment, payment, and other problems discovered in the DFAS systems; 3. Act as liaison for AFOSR activities and processing at DFAS Omaha; 4. Provide analysis of or assist AFOSR personnel in the development of analysis, briefings and reports on AFOSR financial management data; and 5. Assist in the coordination and provision of invoice processing during surge periods. Contractor analysts with expertise in relevant systems and applications software and knowledge and expertise in relevant applications, and functional knowledge of the DFAS and AF systems and processes are required. Strong Financial Management expertise in the business practices and the support systems of AFOSR, DFAS Omaha, and DoD is required to accomplish the goals of Task 1.4.3. Subtask 1.4.3-1. Reconciliation Support – DFAS Omaha: The analysts shall provide the necessary research into automated systems for invoices, scheduled and advanced payments, obligating documents, and related information sources. The Contractor analysts shall identify causes and propose methods and actions required to reconcile AFOSR grant and contract (and related) financial records to assure a high degree of accuracy. Contractor analysts shall follow guidance for technical quality standards from DFAS, AF, DoD, and other Government financial organizations as they relate to AFOSR financial management efforts. Contractor analysts shall follow the guidance of these organizations and provide information for monthly and other reports on the technical activities and plans, and on the financial status of this reconciliation task. Sub task 1.4.3-2. Information Technology Support – DFAS Omaha: The Contractor analysts shall support the Project Manager to provide project control, including monitoring deliverables, and resource, cost and schedule tracking for AFOSR financial management. This support may include training and use of additional systems to support AFOSR financial management. Contractor analysts shall be knowledgeable in those systems required to perform their duties and provide the support called out in this task. This may include but not be limited to: IAPS, MAPPER, MOCAS, ABSS, CRIS, BQ, and commercial support products including EXCEL, Word, and ACCESS. Subtask 1.4.3-3. Deliverables – DFAS Omaha: The Contractor analysts shall assist in the data collection for and the preparation of various financial management reports necessary to assure accurate and timely reports on AFOSR financials. These reports may include use of database management tools and techniques, preparation and reconciliation of grant and contract obligation and expenditure data, and identification of financial discrepancies between various DoD accounting systems and the AFOSR internal Financial Management System (AIS). Data from these reports and databases shall be provided to AFOSR for inclusion in periodic financial management status briefings to AFOSR management. Contractor analysts may be required to occasionally travel from DFAS Omaha to Bolling AFB, Ballston Towers, or other AF or DFAS locations. The government shall fund compensation to the Contractor team for such travel. Travel shall be compensated using the rates established in the DoD JTR. Task 1.4.4 - Strategic Planning Support for AFOSR - Ballston: The objective is to provide analyses of basic research program planning and execution activity. Areas of support for this task may include but not be limited to: - Analyses of the AF basic research mission, goals, and objectives - Analyses of the correlation of AF basic research program to AF requirements and needs - Analyses of legislative appropriation reports and executive and OSD guidance and directive documents as pertains to AF basic research - AF basic research portfolio characterization assessments - Mission impact assessments of modifications to the AF basic research portfolio - Transition success and research breakthrough studies - Analyses of AF basic research portfolio to address senior-level AF, OSD, and other agencies including Congressional inquiries and special review panel requests - Other special studies and analyses to support AFOSR strategic planning Task 1.4.5 - Administrative Support to AFOSR/JA – Ballston: Provide the following types of Administrative Support to the Staff Judge Advocate to include but not be limited to the following: 1. General Office Support: includes receptionist duties including answering the phone, taking messages, sending and receiving FAXs and mail packages, opening, sorting and delivering of mail within the JA office, making photocopies, preparing documents using PC skills, and general office filing using the existing file plan. 2. Law Library Upkeep: Posting Updates, Disposing of replaced books, and keeping the Law Library in a neat and organized condition. 3. Monitoring the Suspense Program: Review the Daily, weekly and monthly suspense program each morning and throughout the day. 4. AIS database: Entering data/information into the AIS System database. 5. Edison database: Entering the backlog of invention files into the "Edison" database. 6. And related support duties as may be assigned. Task 1.4.6 - Program Management, Financial, Reconciliation and Contract/Grant Closeout Support - Ballston: Contractual Closure planning, research and tracking must be accomplished in a timely and accurate manner. This tracking covers the complete "life cycle" of a grant/contract including closure, termination, and/or final payment situations to identify and assist in the identification, elimination and completion of all responsibilities of the government to grantees/Contractors. Specific reviews are conducted during the various DoD cycles to track invoicing, certification, obligation, expenditure rates, and other areas of program management, contracts management and financial management. Further definition of the objectives of this task is to provide the following types of support to the AF Office of Scientific Research (AFOSR) Contracts Directorate, Policy and Support Division (AFOSR/PKC). Support shall include but not be limited to the following: 1. Research and reconciliation support (e.g. wrong amounts or wrong Purchase Requisition (PR) in processing) on all expiring year accounts; 2. Identification and recommendation of fixes for obligation, commitment, payment, and other problems discovered in the AF or DFAS systems; 3. Act as liaison for AFOSR to Contractor and government personnel at DFAS locations including Omaha, Columbus, Dayton and other sites; 4. Provide analysis of or assist AFOSR personnel in the development of analysis, briefings and reports on AFOSR contracts and financial management data; 5. Assist in the coordination and provision of invoice processing during surge periods; and 6. Processing and/or generation of Refund Checks/CS Numbers, Fiscal Reports and the Staging of Closed Grants/Contracts files for storage. Full-time support is required at: Ballston Towers with potential for occasional trips to other sites including DFAS locations and the Financial Services Organization (FSO), Bolling AFB, D.C. The Contractor is to provide support personnel at AFOSR Ballston who will be dedicated to the processing and coordination of AFOSR contract and grant information. AFOSR is to provide adequate workspace, computers, communications connectivity, and other incidental support and AFOSR is to fund Contractor personnel to perform the contract closure - financial management support functions. The government shall provide Contractor analysts any necessary training on additional or new automated systems to be used in the performance of this task. Support may include but not be limited to: financial management of AFOSR and related funds, coordination of budget plans and reports, expenditure tracking, obligation tracking, processing of contract and grant payments, research and tracking of planned and executed payments and the necessary reconciliation of funding records. Contractor staff shall track the plans and implementation timelines for the DRID 53 directive, and Stand-Up of the DPPS (the new Pay System). Contractor should be familiar with MOCAS, CRIS and AIS. Contractor analysts with expertise in relevant systems and applications software and knowledge and expertise in relevant applications, and functional knowledge of the DFAS and AF systems and processes are required. Strong Financial Management expertise in the business practices and the support systems of AFOSR, DFAS-Omaha, and DoD is required to accomplish the goals of Task 1.4.6. Subtask 1.4.6-1. Contract Closure & Reconciliation Support - Ballston: The analysts shall provide the necessary research into automated systems for invoices, scheduled and advanced payments, obligating documents, and related information sources. The Contractor analysts shall identify causes and propose methods and specific actions required to reconcile AFOSR grant and contract (and related) financial records to assure a high degree of accuracy. Contractor analysts shall follow guidance for technical quality standards from DFAS, AF, DoD, and other Government financial organizations as they relate to AFOSR financial management efforts. Contractor analysts shall follow the guidance of these organizations and provide information for monthly and other reports on the technical activities and plans, and on the financial status of this reconciliation task. Subtask 1.4.6-2. Information Technology Support - Ballston: The Contractor analysts shall support the Project Manager to provide project control, including monitoring deliverables, and resource, cost and schedule tracking for AFOSR financial management. This support may include training and use of additional systems to support AFOSR financial management. Contractor analysts shall be knowledgeable in those systems required to perform their duties and provide the support called out in this task. This may include but not be limited to: IAPS, CRIS, MAPPER, G2, BQ, AIS, MOCAS, and commercial support products including EXCEL, Word, and ACCESS. AFOSR shall provide training on any additional Information Systems (i.e. AFOSR/AIS) to Contractor personnel. Subtask 1.4.6-3. Deliverables - Ballston: The Contractor analysts shall assist in the data collection for and the preparation of various financial management reports necessary to assure accurate and timely reports on AFOSR financials. Reports may include use of database management tools and techniques, preparation and reconciliation of grant and contract obligation and expenditure data, and identification of financial discrepancies between various DoD accounting systems and the AFOSR AIS. Data from these reports and databases shall be provided to AFOSR for inclusion in periodic financial management status briefings to AFOSR management. Contractor analysts may be required to occasionally travel from Bolling AFB, Ballston Towers to; DFAS Omaha or other AF or DFAS locations. The government shall fund compensation to the Contractor team for such travel. Travel shall be compensated using the rates established in the DoD JTR.
Web Link: Link to FedBizOpps document.
(http://www.eps.gov/spg/USAF/DRU/AFOSR/FA9550-04-R-0001/listing.html)
Place of Performance: Address: AFOSR 4015 Wilson Blvd Arlington, VA; Zip Code: 22203-1954; Country: USA
Record: SN00536101-F 20040305/040303231009 (fbodaily.com)
Source: FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)

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R -- Business Support Services: Program Management, Financial Management, and Administrative Support