SOLICITATION NOTICE
R -- Third Party Payment Services
- Notice Date
- 8/16/2005
- Notice Type
- Solicitation Notice
- NAICS
- 541519
— Other Computer Related Services
- Contracting Office
- Department of the Treasury, Bureau of the Public Debt (BPD), Division of Procurement, UNB 4th Floor 200 Third Street, Parkersburg, WV, 26101-5312
- ZIP Code
- 26101-5312
- Solicitation Number
- BPD-05-CI-0089
- Archive Date
- 8/17/2006
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Solicitation number BPD-05-CI-0089 is issued as a request for proposal (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 01-27. The NAICS code for this solicitation is 541519 and the size standard is $21 M. The Bureau of the Public Debt on behalf of the Office of Inspector General, Department of Interior, has an immediate need to acquire the services of a system that makes accurate electronic payments to an OIG traveler?s and/or vendor?s designated bank account and an OIG traveler?s Government Charge Card Account within three business days of the request. Services are being solicited for a base period of October 1, 2005 through September 30, 2006, and four one-year option periods. PURPOSE: The Bureau of the Public Debt is serving as the contracting office and procuring third party payment services for the OIG, Department of Interior (DOI). It is anticipated that there will be 2,000 payments totaling $1,500,000. A three (3) percent growth per year in number of transactions and amounts is anticipated. BACKGROUND: The DOI, OIG is responsible for conducting audits and investigations for the U.S. Department of the Interior. In the course of this work, official business travel reimbursements and vendor payments are extensive. Reimbursement to employees and vendors for such costs are required and must be timely and accurate so employees can focus on their work and not administrative efforts that result from slow and inaccurate payments. The OIG has established the JET Program (Journey with Error-Free Travel) as the foundation for travel operations. Reimbursement of this type is already required via EFT. OIG follows the Prompt Payment Act and the Federal Travel Regulations as they relate to payments. The implementation of this contract is consistent with the need for effective government and the willingness to pilot innovative approaches to generate better solutions to government problems. It also provides for a continued emphasis on a paperless office environment and is consistent with the goals of the OIG 5-year Automated Data Processing plan. The plan will allow prompt payment to employees as required by law. It is consistent with the FAIR Act. The authority to contract for such work is linked to the Inspector General Act of 1978 (Public Law 95-452) in general and specifically section 6(a)(9) which states "...to make such payment as may be necessary to carry out the provisions of the Act" and section 3(a) which states "each Inspector General shall report to and be under the general supervision of the head of the establishment....but shall not report to, or be subject to supervision by, any other officer of such establishment." TASK DESCRIPTION/SPECIFICATIONS - WORK LOCATION: This Government manages this service out of the OIG?s Reston, Virginia office, which services about 300 OIG traveler?s/vendor?s in the Washington, DC area and field offices throughout U.S, Guam, and the U.S. Virgin Islands. All payment processing is centralized in the OIG Division of Financial Management in Reston, VA. GOALS & OBJECTIVES: a) The OIG will provide funding to the Contractor to make payments. The preferred method to provide such funding is for the Contractor to collect funds through an OIG Contracting Officer?s Government Charge Card (currently Bank of America MasterCard). If the Contractor proposes this method, related charge card fees will be reimbursed by the OIG. These fees shall be included in the proposal. Alternative funding options can be proposed by the Contractor. b) For employee travel reimbursement, the Contractor shall provide for "twin-pay" (Split Pay) which allows reimbursement to both a traveler's individual account and the traveler's Government Charge Card. c) Payments will be made daily (Monday ? Friday, excluding Government holidays) to all sources as requested by the OIG. d) The Contractor shall make payments daily (Monday ? Friday, excluding Government holidays) to all sources. THIRD PARTY PAYMENT SYSTEM: The Contractor's Third Party Payment system shall utilize electronic payment transmission that meets all Automated Clearing House/Electronic Funds Transfer (ACH/EFT) requirements. The employee's financial institution, ABA number and the account number will be supplied to the contractor by the OIG and must remain confidential. Data source is from Gelco Travel Manager software version 8.2. The Contractor may request a different format such as ?excel? or ?access? for the data source. The following Third Party Payment system controls are required: a) Authentication of eligible employee via social security number or alternative number established by the OIG b) Employee?s claim limit c) A complete audit trail that tracks all transactions from OIG through reimbursement to the Contractor and from reimbursement to the Contractor by the OIG d) Must prevent the manipulation of data from input (request to pay) to output (payment) e) Strong internal controls, security of data and protection of privacy provisions that are well documented f) Must funnel payment data back through the file transfer Protocol or alternate process g) System must provide employees with a payment confirmation and/or verification number to make inquiries about payments with the Contractor or with the disbursing bank PERFORMANCE-BASED DELIVERABLES: The Contractor shall provide the following services: Desired Outcome: Provide uninterrupted daily payments of OIG employee and vendor reimbursements. Desired Outcome: Make daily EFT payments to bank accounts of employees, and vendors in the amounts requested by the OIG via an ACH transmission. Such transmission will be obtained through a batch process. Data source is Gelco Travel Manager Software version 8.2 or acceptable alternative data source. Desired Outcome: Assure that all requested payments are posted to employee and vendor bank accounts within 3 business days. Desired Outcome: Allow provision for changes and accept information via fax, e-mail, or data-entry with bank or charge card data for new employees/vendors and changes or termination to existing employee, vendor accounts or Government Charge Card accounts. Desired Outcome: Provide for a waiver to the pre-note (if required by contractor) upon request and accept by fax or e-mail requests for waiver for pre-note prior to payment. Desired Outcome: Provide informational reports by Internet or computerized access to include transaction history, daily payments, and balances, exceptions, payee list, payment activity, returned ACH's, etc. Desired Outcome: All source funding for payments (1) via charges the OIG?s designated Government charge card of a contracting officer for the designation amount of the payment made to employees?, employee?s charge card, and/or vendors or (2) other acceptable method proposed by vendor. Desired Outcome: Report daily by fax or e-mail on the amount charged to the OIG designated Government Charge Card. Desired Outcome: Provide a toll free number for help desk support to the OIG, as needed assist with reconciliations, problems, corrections, bank verifications, returned ACH's and other questions or issues that may arise. Desired Outcome: Recognize there may be a short lag time between the daily Government Charge Card transaction and the receipt of funds which the Contractor will need to cover (if this method is used.). However, to minimize any lag time, the OIG will e-mail the Contractor with the total amount to be charged prior to submitting file for payment. Desired Outcome: Accept payment data via a File Transfer Protocol or alternate process in a way that data cannot be manipulated and in a way that promotes the utmost in security while also protecting the privacy of payee data. Funnel data back through that same secure means to allow the OIG to update all travel documents to indicate date of payment confirmation information. Desired Outcome: Make EFT travel advances in certain circumstances if requested by the OIG. Desired Outcome: Abide by all applicable laws and regulations including the Federal Travel Regulations and the Prompt Payment Act Desired Outcome: Not release data to any party other than the Contracting Officer?s Technical Representative (COTR) or persons designated by the COTR or CO. In the performance of an Audit or Investigation, OIG investigators or auditors may have permission to obtain records. Desired Outcome: Maintain strong internal controls. Desired Outcome: If payment cannot be made within 3 business days, restitution is required, along with being subject to defaulting on the contract. Desired Outcome: Process payment up to the dollar limit set by OIG. Fax or e-mail in request for override to that limit when a payment request exceeds the limit. Make payment upon approval to override. Desired Outcome: Institute the necessary controls and computer security to assure that names, account numbers, social security numbers, etc., are not accessible to any outside party. All outcomes will be evaluated based on the following bases: Performance Standard: Accuracy & Timeliness Monitoring Method: Periodic Review Incentive/Disincentive: Past Performance Evaluation GOVERNMENT PROVIDED INFORMATION: The Government will provide the following: a) Payment requests to contractor on a daily basis b) Name, charge card account number, SSN or other identifier, and banking information of payee c) Government Charge Card information, so the Contractor can obtain reimbursement as soon as possible and/or provide transfer of funds so payments can be made or provide funding via other proposed and approved method d) Provide designated deposit amount e) E-mail Contractor with daily total to charge to the Government Charge Card before or at the time of submission of file transfer (if applicable) f) Necessary information to add, change and delete payees or payee data g) Maximum payment that can be made without receiving an override h) List of employees authorized to approve overrides, contact the help desk support function, submit payments, and submit data on payees i) Data on which payments are to be funded via the Government Charge Card and which payments are to be funded via the funds transferred by the OIG to the account set up specifically for these transfers from the contractor NOTIFICATION OF POST AWARD CONFERENCE Within three (3) days after contract award, a Post Award Conference will be held between the OIG and the awarded Contractor. This meeting will be conducted either in person or by telephone. Attendees from the Government will include the Contracting Officer, the COTR and any supporting staff considered necessary for effective contract performance. A representative(s) of the Contractor familiar with and responsible for both technical and contractual requirements will be required. The Contractor will be notified, by telephone, regarding the exact time and location of the meeting. CONFIDENTIALITY OF INFORMATION: To the extent that work under this contract requires that the Contractor be given access to confidential information belonging to the Government or its supporting Contractors. The Contractor, after receipt thereof, treat such information as confidential and agrees not to appropriate such information to its own use or disclose such information to third parties unless specifically authorized by the Contracting Officer in writing. For knowingly disclosing information in violation of the Privacy Act, 5 U.S.C. 552a, the Contractor and Contractor?s employees may be subject to the criminal penalties as set in 5 U.S.C. Section 552(i)(1). The Contractor shall assure that each employee with access to confidential information knows the prescribed rules of conduct and is aware that he/she may be subject to criminal penalties for violations of the Privacy Act. The Contractor shall have each employee working on this contract sign a confidentiality agreement. Failure to sign the confidentiality agreement renders the employee ineligible to work on this contract. The Contractor shall ensure that confidential information and documentation, including work papers, are kept in a locked, secure place when not in use by Contractor staff, and must ensure that Government property is kept locked up after regular working hours. The Government reserves the right to conduct on-site visits to review the Contractor?s documentation and in-house procedures for protection. NOTICE TO THE GOVERNMENT OF DELAYS: In the event the Contractor encounters difficulty in meeting performance requirements, or has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract, the contractor shall immediately notify the Contracting Officer or COTR, in writing, giving pertinent details; provided, however, that this data shall be informational only in character and shall not be construed as a waiver by the Government of all schedules or data or of rights or remedies provided by law or under this contract. Failure to give timely notice, however, may preclude later consideration of any request for an extension of the contract period. CONFIDENTIAL AND SENSITIVE INFORMATION: The work to be performed and data released to the Contractor under this contract shall be treated as confidential and sensitive in nature and is not to be discussed with or released to anyone not having direct responsibility for this contract during its performance or anytime thereafter. The Contractor is responsible for taking all reasonable measures to avoid intentional and/or unintentional disclosure of any information under this contract. The OIG, as it deems appropriate, may require periodic reports by the contractor of measures taken to ensure the confidentiality of all information under this contract. NEWS RELEASE: News releases or any other form of publicity concerning this procurement shall not be made without prior written approval of the Contracting Officer. CONTRACT PAYMENT METHODS: Payment will be made via Government Charge Card unless OIG determines otherwise. PUBLIC RELEASE OF INFORMATION PERTAINING TO THIS CONTRACT: Any proposed public release of information pertaining to this contract or the work called for hereunder shall be submitted to the Contracting Officer for approval prior to release. No information shall be released without written approval from the Contracting Officer. INTERPRETATION OF CONTRACT REQUIREMENTS: If the Contractor finds clarification necessary with respect to the scope of the services to be performed or manner in which the services are to be performed hereunder, he shall request such clarification from the Contracting Officer. No interpretation of any provision of this contract, including applicable specification, shall be binding on the Government unless furnished or agreed to in writing by the Contracting Officer. PAST PERFORMANCE EVALUATION This contract is subject to a performance evaluation. Following the end of each contract period and at contract completion, a completed Government evaluation shall be forwarded to the Contractor. The Contractor may submit written comments, if any, within the time period specified in the evaluation transmittal. The Contractor?s comments shall be considered in the issuance of the final evaluation document. Any disagreement between the parties regarding the evaluation shall be forwarded to the Bureau Chief Procurement Officer (BCPO). The final evaluation of the Contractor?s performance is the decision of the BCPO. A copy of the final performance evaluation report will be sent to the Contractor and to the Government?s past performance database at www.ppirs.gov. ADDENDUM TO 52.212-1, INSTRUCTIONS TO OFFERORS -- COMMERCIAL ITEMS (JAN 2005) In addition to the items specified in the solicitation provision above, the following information is necessary to enable proper evaluation of offers in response to this solicitation. The Offeror shall provide one (1) original, four (4) copies, and one (1) electronic version of the requested items. To aid in evaluation, proposals shall be clearly and concisely written, indexed (cross-indexed as appropriate); and logically assembled. All pages shall be appropriately numbered and identified with the name of the Offeror, the date, and the solicitation number to the extent practicable. (a) Volume I ? Technical Proposal The information presented in the technical proposal must be sufficient for the OIG to make a comprehensive evaluation of the Offeror's proposed performance. The proposal should demonstrate the Offeror's understanding of the solicitation requirements and its ability to meet those requirements in a clear, concise and logical manner. At a minimum, Volume I, Technical Proposal, shall address the following: Technical Capabilities History and function/mission of the firm Offeror's data processing capability to meet the requirements specified in the solicitation Disbursement reporting capability Procedure to be followed by traveler requesting reimbursement Proposed traveler reimbursement and government charge card payment procedure Quality control system including complaint resolution Methods to provide internal controls, security of data and protection of privacy Security of data and protection of privacy processes Internal control, organization, and supervision procedures Quality Control Plan Offers shall include a management plan that describes controls over the work and coordination with Government representatives to assure maximum effectiveness. The plan shall address a contingency plan in the event of an unexpected delay caused by contractor personnel with emphasis on how the disruption to Government services will be minimized. (b) Volume II ? Price Proposal The Offeror shall submit proposed indefinite quantity, fixed unit pricing for the services required in the performance work statement. 1. One Time ? Setup Services ? Base period 2. Fee Per Transaction ? Base Period (Estimated quantity ? 2000) 3. Charge Card Transaction Fee ? Base Period 4. Fee Per Transaction ? Option Period One Period (Estimated quantity ? 2060) 5. Charge Card Transaction Fee ? Option Period One Period 6. Fee Per Transaction ? Option Period Two Period (Estimated quantity ? 2122) 7. Charge Card Transaction Fee ? Option Period Two Period 8. Fee Per Transaction ? Option Period Three Period (Estimated quantity ? 2186) 9. Charge Card Transaction Fee ? Option Period Three Period 10. Fee Per Transaction ? Option Period Four Period (Estimated quantity ? 2252) 11. Charge Card Transaction Fee ? Option Period Four Period (d) Volume III- References The offeror shall submit a minimum of three references. The Offeror is expected to provide references, including contract number, delivery order number, client, estimated total project dollar amount, contact name, phone number, and a brief description of the work provided) for similar types of work. ADDENDUM TO 52.212-2 EVALUATION -- COMMERCIAL ITEMS (JAN 1999) The following factors shall be used to evaluate offers: (a) Technical (technical capabilities and quality control plan) (b) Past Performance (c) Price Technical and past performance criteria are considered significantly more important than price. ADDENDUM TO 52.212-2, EVALUATION -- COMMERCIAL ITEMS Offerors shall submit their proposals by e-mail to ntprocurement@bpd.treas.gov. Proposals are due by August 30, 2005, by 2:00 p.m. EST. The provision at 52.212-1, Instructions to Offerors-Commercial Items, applies to this acquisition. The provision at 52.224-2, Privacy Act applies to this acquisition. Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Items, with their offers. The following clauses apply to this acquisition: 52.212-4, Contract Terms and Conditions-Commercial Items; 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items; 52.203-6, Restrictions on Subcontractor Sales to the Government; 52.219-8, Utilization of Small Business Concerns; 52.222-3 Convict Labor; 52.222-19, Child Labor-Cooperation with Authorities and Remedies; 52.222-21, Prohibition of Segregated Facilities, 52.222-26, Equal Opportunity, 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans, 52.222-36, Affirmative Action for Workers with Disabilities, 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees, 52.225-13, Restriction on Certain Foreign Purchases; and 52.204-7, Payment by Electronic Funds Transfer- Central Contractor Registration. FAR 52.211-11 Liquidated Damages ? Supplies, Services, or Research and Development ? fill-in is $1,000 per calendar day. FAR 52.217-8 Option to Extend Services - Fill-in is 30 days. FAR 52.217-9 Option to Extend the Term of the Contract - Fill-ins are 90 days, 60 days, 6 years. To download 52.212-3 Offeror Representations and Certifications, Commercial Items, go to http://www.arnet.gov/far. The Offeror assumes the full responsibility for ensuring that offers are received at the place as delineated herein and by the date and time designated. All hard copy offers shall be closed and sealed and shall be fully identified on the sealed envelope if delivered via third party carrier or hand delivered. The offeror assumes full responsibility for ensuring electronic proposals are formatted in accordance with BPD Security Requirements. The following file extensions are not allowable and application materials/data submitted with these extensions cannot be considered: bat, cmd, com, exe, pif, rar, scr, vbs, hta, cpl, and zip files. Microsoft Office compatible documents are acceptable. If the Offeror determines other formats are necessary, it is the Offeror?s responsibility to verify with BPD that formats are acceptable. Proposal materials with unacceptable or unreadable formats may be found non responsive. When proposals are hand-carried or sent by courier service, the address for offers is the Bureau of the Public Debt, Administrative Resource Center, Division of Procurement: United Bank Building, 4th Floor, 501 Avery Street; Parkersburg, WV 26101. For offers sent via US Mail, FedEx, or similar methods, the address is shown is Bureau of the Public Debt: Division of Procurement, UNB 4th Floor; 200 Third Street; Parkersburg, WV 26101. Interested offerors may register at http://www.fedbizopps.gov to receive notification when any amendments are issued and available for downloading. Please note that the General Services Administration provides the notification service as a convenience and does not guarantee that notifications will be received by all persons on the mailing list. Therefore, we recommend that you monitor the FedBizOpps site for all information relevant to desired acquisitions. If the Internet option is not available to you, you may receive a hard copy of the solicitation and any amendments (via U.S. Mail) by faxing your request to (304) 480-7203 or e-mailing your request to ntprocurement@bpd.treas.gov.
- Place of Performance
- Address: Reston, Virginia
- Country: USA
- Country: USA
- Record
- SN00871959-W 20050818/050816212953 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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