SOLICITATION NOTICE
R -- Statistical Sampling Services
- Notice Date
- 12/12/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 541690
— Other Scientific and Technical Consulting Services
- Contracting Office
- Department of the Interior, Bureau of Indian Affairs, BIA - DAPM, BIA Office of Acquisitions and Property Management, 2051 Mercator Dr., Reston, VA 20191
- ZIP Code
- 20191
- Solicitation Number
- 9K002100003
- Response Due
- 1/6/2009
- Archive Date
- 1/31/2009
- Point of Contact
- Meridith Potts (703) 390-6348<br />
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial services 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. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-29. (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:i. Experience-- The degree to which Offeror's proposal reflects corporate or proposed staff experience identical to, similar to, or related to the requirement and the degree to which this experience was successful. The contractor shall submit a resume of proposed employees; ii. Past Performance--The degree to which past performance evaluations either included in the proposal or identified by the evaluators in any other manner, reflect success in the Tasks outlined in the SOW and the degree to which these evaluations of past performance reflect a management approach that encourages customer satisfaction and collaboration. The offeror must provide a list of at least 3, but no more than 5, references of relevant past and present contacts for Federal, State and/or City agencies and commercial customers within the past 3 years. "Relevant" is defined as like service as stated in this solicitation's Statement of Work in terms of similar scope and complexity. References must include: Name of the Organization that will be providing the reference, Name of the point of Contact (POC), POC Telephone Number, POC Email address, Contract Number, Period of Performance, and Scope of Work. The Government may also consider information obtained through other sources. Past performance information will be utilized to determine the quality of the contractor's past performance as it relates to the probability of success of the required effort. Ensure that contract information is accurate and up-to-date, as references will be checked; iii. Price/Cost_ Technical and past performance, when combined, are more important than price/cost. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. All firms or individuals responding must be registered with the Central Contractor Registration (CCR). The following Provisions and Clauses are incorporated and shall remain in full force in any resulting purchase order. FAR Part 52.212-1 Instruction to Offerors Commercial Items, FAR 52.212-2 Evaluation of Commercial Items, FAR 52.212-4 Contract Terms and Conditions-Commercial Items, FAR 52.212-3 Offeror Representations and Certification Commercial Items, FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (specifically the following clauses cited in FAR 52.212-5 are applicable to this solicitation); FAR 52.222-3 Convict Labor, FAR 52.222-19 Child Labor-Cooperation with Authorities and Remedies, FAR 222.21 Prohibition of Segregated Facilities, FAR 52.222-26 Equal Opportunity, FAR 52.222-35 Equal Opportunity for Special Disabled Veterans of the Vietnam Era and Other Eligible Veterans, FAR 52.222-36 Affirmative Action for Workers with Disabilities, FAR 52.232-33 Payment by Electronic Funds Transfer Central Contractor Registration and FAR 52.247-34 F.O.B. Destination. Award will be made based on value of price from responsible quoters. The Government reserves the right to make award on the initial bid received without discussions. Note: The full text of the Federal Acquisition Regulations (FAR) can be accessed on the Internet at www.deskbook.osd.mil. All questions should be addressed in writing by fax to Meridith Potts, Contract Specialist (703) 390-6562. Responses should be faxed to Meridith Potts at 703-390-6562 no later than January 6, 2009 by 10:00 AM (Eastern Standard Time). Submissions should be on company letterhead and include companies name, point of contact, address, phone number, fax number, DUNS Number, CAGE Code, Tax Identification Number (TIN), and Solicitation Number (9K002100003). This will be a firm, fixed price contract. Please quote base year plus 4 option years. Contract Line Item 1. Provide statistical sampling services in the area of Accounts Payable accrual. Services will be performed in accordance with the attached Statement of Work, which includes all deliverable due dates. 1 each Firm Fixed Price __________ Contract Line Item 2. Travel Not to exceed __________ Contract Line Items 3-8. Option Years 1-4 and associated travel. Statement of Work As part of its financial statement process, the Bureau of Indian Affairs (BIA) is required to estimate and record its Accounts Payable (AP) liability. The BIA calculates the estimate based on a statistical review of payments. The statistical selection and projection service is provided by an outside contractor. In providing this service, the Contractor will provide all materials, labor and equipment to provide a sampling plan that yields the smallest sample possible while covering the entire population. The sampling approach and resulting projection must satisfy the audit requirements conducted by the BIAs external auditors. BIA will accrue a liability amount for FY 2009 based on a three-year historical analysis of actual invoices processed in the accounting system reflecting an invoice date within the first three months of the respective fiscal year. These invoices are examined to determine which FY the goods and services were received. For example, invoices dated from 10/1/07 to 12/31/07 may represent liabilities for FY 2007 or FY 2008 but were not paid until FY 2008 or later. In previous years, BIA has worked in conjunction with a Contractor to establish an accepted methodology relating to the AP accrual (see attached methodology). This statement of work defines the work required to build upon the three year trend by sampling the most current fiscal year and combining the results into the methodology. This work involved shall proceed as follows: The Contractor will be supplied with an electronic file of payments made during FY 2008 no later than January 30th 2009. Within seven calendar days of receiving the electronic file the Contractor must provide BIA with the stratified sample as consistent with the methodology used in the FY 2007 sample. BIA will then pull the sampled items and review them to determine which fiscal year the goods and services belong. Results of the BIA review will be submitted to the Contractor no later than noon on March 20th, 2009. The contractor must then merge this data with the data produced in the FY 2008 accrual process to assimilate a complete three fiscal year analysis, culminating with a final projection that will be used in the FY 2009 accrual. These projection results are due from the Contractor within seven calendar days (e.g., if BIA provides results on 3/20 then the Contractor must provide the projection number by 4PM on 3/27). The Contractor must provide a written report describing the sampling approach and results of analysis within seven calendar days after delivering the projected number/error rate. For example, written report is due 4PM on 4/3 after delivery of AP projected number on 3/27. The written report must concisely explain methodology, scope and conclusions to allow for subsequent review by BIA management and its external auditors. Example of a written report, if desired, must be requested by December 23, 2008, and will be provided via fax or email. Unless specified otherwise, BIA will send all data files and results of its review to the Contractor electronically via email, FTP, or on CD-rom via overnight mail by 12PM EST of stated deadlines. All deliverables due from the Contractor must be received by 4PM EST of stated deadlines and must be submitted in soft copies such as Microsoft Excel or Word. During periods of calculation or following the projection the Contractor shall be available for telephone consultation by BIA staff to include Staff Accountant(s) as well as the Chief of the Financial Reporting and Analysis Division. These communication sessions may be used to discuss preliminary results, discuss procedural questions, or to provide progress updates. During the period of the audit (March November 15), BIA reserves the right to contact the Contractor to address audit inquiries with respect to the accrual process and sampling methodology. The communication session(s) may involve the external auditors to enable the Contractor to address questions directly. Subsequently, there may be follow-up questions interspersed throughout the audit process and the Contractor shall be available for telephone consultation. Not to exceed two (2) face-to-face meetings may be requested and would be held at Reston, VA. The purpose of these meetings would be to discuss the accrual process and/or results and to answer/debrief any questions BIA and its external auditors might have. BIA will provide a minimum of seven calendar days notice regarding the meeting date(s) to allow for travel arraignment by the Contractor. BIA will reimburse the Contractor for his out-of-pocket travel cost associated with this engagement if such travel should be requested. Except for the out-of-pocket travel costs related to the face-to-face meeting, the Contractor will provide all materials and labor to perform this task at off site. The period of performance will start upon the final signing of this statement. II. Supporting Information A.Place of Performance. Performance is not required to take place at the BIA B.Period of Performance: The base period of performance shall be for 1 year from the date of award. There will be 4 one-year option periods. C.Government-Furnished Property: The contractor is responsible for their own computer and a means to accept large data files. The BIA will provide the contractor with an explanation of document numbering scheme and transaction types to determine payments, bankcard, travel and undelivered orders. D.Key qualifications: The contractor should be able to provide professional statistical design, analysis and modeling for the Bureau of Indian Affairs, Division of Financial Reporting and Analysis, and Office of Acquisitions and Property. The contractor should have knowledge of governmental accounting and financial statement reporting. E.Travel. Expenses will be reimbursed in accordance with the Federal Travel Regulation rates. Any travel will be in compliance with the Joint Travel Regulations. F.Any additional requirements within the scope of the contract will be accommodated through the use of contract modifications.
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