R -- GRANTS ANALYST REGION I

Notice Date

August 17, 2001

Contracting Office

Department of the Interior, Minerals Management Service, Procurement Operations Branch, MS2500, 381 Elden Street, Herndon, Virginia 20170-4817

ZIP Code

20170-4817

Solicitation Number

0401RP84826

Response Due

August 31, 2001

Point of Contact

Anna DeGurse 703-787-1387 FAX or anna.degurse@mms.gov

E-Mail Address

Contract Specialist (anna.degurse@mms.gov)

Description

This requirement is being issued by GovWorks under the franchise authority of the Department of the Interior (DOI) on behalf of the African Development Foundation (ADF). GovWorks/DOI intends to issue a Purchase Order using Commercial Item Procedures (FAR 12.6) for ADF. All offerors must be able to qualify under the North American Industry Classification System (NAICS) code 541219 (Other Accounting Services) size standard $6.0M. 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. The announcement constitutes the only solicitation; proposals are being requested and a written solicitation will NOT be issued. The following provisions and clauses apply to the acquisition: 1) 52.212-1, Instruction to Offerors-Commercial (Oct 2000); 2) 52.212-2, Evaluation-Commercial Items (JAN 1999); 3) 52.212-3, Offeror representations and Certifications-Commercial Items (MAY 2001); 4) 52.212-4, Contract Terms and Conditions-Commercial Items (MAY 201); and 5) 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (MAY 2001). OVERVIEW: The African Development Foundation (ADF) is seeking a highly qualified individual to serve as a Grants Analyst under a six (6) month purchase order. Bilingual (French/English) skills are required. Statement of Work: The Contractor will provide assistance to the Director of the Office of Program and Field Operations, Region I (OPFO I), and the Country Program Officers (CPOs) for Benin, Cape Verde, Mali, and Senegal to manage the field offices and project portfolios in those countries. The tasks detailed within will be performed under the direction and guidance of the Director/OPFO I. Grant Management: Receive disbursement requests from grantees and Country Liaison Officers (CLOs) of the assigned region; review requests to ensure grant compliance and that monies requested are allowable amounts as reflected in the budget and are consistent with the project implementation plan. Ensure that valid bank letters are on file, that bank information is complete and entered in the ADF Grants Database, that required bookkeeping training has been provided, that grantee financial reports are current, and that all information needed for the requests are properly entered in the ADF Grants Database. Draft disbursement authorization memoranda for the Regional Director's (RD) approval. Forward disbursement requests to the Office of Budget and Finance (OBFA) for processing; fax disbursement instructions to New York Bay upon approval by OBFA. Track disbursements made by the Foundation to verify receipt by the intended beneficiaries. Review and analyze grantee and CLO financial and activity reports (including office staff site/visit reports), determine whether funds have been expended in accordance with grant provisions (noting any non-compliance with Cooperative Agreement/Grant/Technical Assistance Agreements). Monitor whether activities reported in progress reports realistically correspond with information provided in the financial statements, as well as with grant implementation plans and CLO work plans. Maintain a tracking chart for submission of financial and activity/performance reports for CLO and development grants and new proposals. Work with Financial Officers (FOs) to maintain tracking charts of grant reinvestment contributions. Summarize and present report analyses and findings to the RD/CPO with any recommendations for action. Maintain a Project Status Report summary, and update the Project Status Report for grant review presentation two months after each four-month grant reporting period. Analyze requests for grant amendments and budget shifts, and prepare the necessary documentation for action by the RD. Identify grants due to expire within four months. Conduct a review of the files to determine if there are any issues that need to be considered in preparation for grant closeout. Inform the RD/CPO for the projected grant expiration dates. Follow up with field staff to ensure resolution of audit findings and follow-up actions. Establish and maintain current country project lists and financial spreadsheets. Ensure accuracy of and enter required financial and program information for Region I projects into the ADF database with field reports and source documents. Identify and obtain it from the field for entry into the grants database for OPFO I. Assist in reviewing and assuring the operational use of the grants database for OPFO I. Ensure that required project documentation submitted by the field is properly filed in the central project files. Project Development: Assist the Director and Regional Managers to verify project budgets; review and analyze supporting documentation, technical studies and implementation plans; and provide assessments of the same as assigned. Assist the Director and Regional Managers to conduct analyses of production and cost projections that indicate the project's economic feasibility, as well as cost flow projections during and after project funding, using Excel spreadsheets. CLO Management: Analyze field office budget and mid-year budget review submissions against ADF policy and country plans, and present the analyses to the RM/RD for action. Collaborate with ADF's finance office to assure accurate charging of third party purchases and disbursements. Maintain field personnel files, compensation charts, and leave records for each country in the region. The contractor may be assigned additional special tasks as needed to meet the priorities of the Regional Director. Reporting: Weekly activity reports will be submitted to the Regional Director, indicating activities performed during the week, any significant management issues, plans for the following week, and any other news/issues of note from the field. Qualifications: 1) Financial record-keeping and analysis experience; 2) Excel/Access proficiency; 3) Detail-oriented individual; 4) Meets deadlines and works well under pressure; 5) Team player; 6) Budget formulation/management; 7) Grants management; and 8) Basic financial/accounting analysis. Period of Performance: The period of this contract shall be six months from contract award. The contractor shall work for the Region I/OPFO five (5) days per week, Monday through Friday, exclusive of official federal holidays. Place of performance: 1400 Eye Street, Washington, D.C. Cost: The firm fixed price of this contract, exclusive of travel and per diem, is $_______ at a rate of $_______ per hour. The contractor shall not be paid per diem through this contract. EVALUATION CRITERIA: Each offeror's proposal will be evaluated according to the factors shown below. Factor A is more important than Factors B. Sub-factors listed under each factor are of equal importance to each other. A. Past Performance; (to be ascertained by reference checks): 1) The offeror's successful prior experience working for a federal agency. 2) The offeror's history of successful completion of similar projects and history of providing high-quality products and services; 3) The offeror's history of delivering the product on schedule; 4) The offeror's ability and responsiveness to solving problems without assistance. B. Personnel Qualifications. 1) Financial record keeping and analysis experience; 2) Excel/Access proficiency; 3) Detail-oriented individual; 4) Meets deadlines and works well under pressure; 5) Team player; 6) Budget formulation/management; 7) Grants management; and 8) Basic financial/accounting analysis. 2) Contract Award Contract award shall be made to the responsible offeror whose offer(s), in conforming to this RFP, provides an overall best value to the Government, past performance, personnel qualifications and cost considered. The Government's objective is to receive the highest quality contractor possible, at a realistic and reasonable cost. Past performance and personnel qualification evaluation factors are more important than cost, however, between proposals that are evaluated as equal in quality, cost will become a major consideration in selection the successful offeror(s). HOW TO RESPOND: Send five (5) copies of your proposal (one with cost) to Anna DeGurse, Minerals Management Service, 381 Elden Street, MS 2510, Herndon, VA 20170 by no later than 5:00 PM EST, Friday, August 31, 2001. Questions may be faxed 703-787-1387 or emailed anna.degurse@mms.gov ONLY.

Record

Loren Data Corp. 20010821/RSOL010.HTM (W-229 SN50V3E0)