CHARLESTON GLOBAL FINANCIAL SERVICES
The purpose of this solicitation is to provide financial support and administrative services to the Department of State (DoS), Bureau of the Comptroller and Global Financial Services (CGFS) Global Financial Services organization in Charleston, South Carolina (CGFS Charleston). CGFS provides financial services to the Department of State, including domestic organizations and overseas posts. CGFS Charleston has grown dramatically over the past ten years in response to changes in the way in which financial services are provided. CGFS began as a consolidation platform for overseas financial activities supported by heterogeneous applications and has grown into a single organization providing world-wide financial services supported by modern systems that provide increasing functionality through the internet and the DoS Intranet.
Led by the Department's Comptroller, the Bureau's strategic focus is largely derived from the Chief Financial Officers (CFO) Act of 1990, President's Management Agenda, and Department's Strategic Plan. CGFS currently provides financial and administrative services in support of overseas and domestic operations primarily in Charleston, SC, but also has operations in: Washington, DC; Paris, France; Bangkok, Thailand; Manila, Philippines; Athens, Greece; and, Sofia, Bulgaria. We operate a global 24/7 financial platform with financial services and support operations that are ISO-9001:2008 certified. These services include Disbursing, Accounting, Payroll, Payments, Accounts Receivable, Treasury Reporting and operations in support of these activities, including services related to the operation and maintenance of local area networks, maintenance of installed systems supporting automated financial systems and systems analyses, user support and training related to installed automated financial and payroll systems.
While this Statement of Work provides a best projection of current and near-term requirements, the specific evolutionary paths of how financial services will be provided in the future cannot be precisely predicted. The labor categories and descriptions are likewise based on the best projections of current and near-term needs. Even so, the scope of this requirement will continue to focus on the three foundational functions: performing the Department's basic financial accounting (domestic and overseas); disbursing (paying Department's bills, both commercial invoices and reimbursements to individuals); and, performing the Department's payroll function for Foreign Service Officers (active and retired), Civil Service personnel and Locally Employed Staff supporting the Department's overseas posts. In addition to these three basic functions, CGFS Charleston operates the supporting data systems and infrastructure that support these primary functions.
C.2 BACKGROUND
The above activities currently employs a mixture of government employees and contract personnel; most of whom support operations in Charleston with approximately 40 employees positioned in Bangkok, Thailand, and Rosslyn, Virginia. The amount of future growth in these areas is unknown at this time. However, in order to anticipate the potential usage by other CGFS organizations, the Washington DC metropolitan area and Bangkok, Thailand will be secondary places of performance, with approximately 5% of the total contract designated for Washington and Thailand area usage. A need will exist to provide temporary services in the Washington area in support of the CGFS Charleston Continuity of Operations Plan (COOP Plan). These services would be provided by designated personnel traveling to the COOP sites, currently located in State Department Annex 15, Rosslyn, Virginia, and at the DoS Beltsville Information Management Center, State Department Annex 26, Beltsville, Maryland during times of COOP training and/or activation if CGFS Charleston is closes because of a local emergency.
C.2.1 The CGFS Bureau serves as the Department's comptroller and provider of all financial services. Included in the CGFS Charleston mission is the operation of automated systems that support these activities as well as administrative functions that provide support to CGFS Charleston. CGFS Charleston along with offices in Bangkok and Paris conducts the financial operations for the Department and includes the following organizations:
Global Systems Operations: Hosts and operates the Department's corporate financial applications, including the Joint Financial Management System (USAID's Momentum core-accounting system).
Global Financial Operations: Global accounting for bureaus, posts, and customer agencies; corporate receivable operations and travel card management, domestic vendor and employee payments, and Treasury reporting.
Global Compensation: Payroll operations for American Civil and Foreign Service employees, Department and other agency Locally Employed (LE) Staff worldwide, and Foreign Service retirees.
Overseas Disbursing: Delegated disbursing authority for overseas payments in US Dollars and 137 foreign currencies through 214 bank accounts in 174 countries, including cashier management for 354 cashiers worldwide.
Management Controls and Oversight Analysis: Department-wide administration of FMFIA, FFMIA, OMB Circular A-123 Appendices A (financial reporting) and C (improper payments) program, external and financial audit coordination support, internal audit and program review operations.
Customer Support and Financial Training: Functional and technical financial management training, tailored to meet the needs of Foreign National financial management staff (over 3,100 students per year) and global help desk activities.
Post Support Unit: centralized financial transaction processing support for all overseas posts supporting regionalization and innovation in the delivery of remote financial services.
Executive Office: Administrative, management, planning and resource allocation activities and operations, including budget, human resources, internal and external ISSO support for systems, and general service operations.
C.2.1.1 CGFS Quality Management System. CGFS is an ISO 9001 certified activity with a commitment to customer service and continuous improvement.
C.3 SCOPE OF WORK
Section J Attachments A thru D outline the initial transition task and three sample tasks. A sample of each is further detailed in section C. 4, below. CGFS is an ISO 9001:2008 certified activity and each task will identify the Quality Management System (QMS) documentation that is required to successfully perform the task activities. The QMS documentation includes Quality Work Instructions (QWI), external and internal reference documents, forms and Standard Operating Procedures. All tasks will be performed in government facilities using government furnished equipment. Contractor personnel will be integrated with government personnel who will provide such detailed guidance as may be needed concerning specific tasks, schedules and priorities to ensure the overall successful execution of the CGFS Charleston mission.
C.3.1 Transition Task Section J Attachment A. This task will provide for an orderly transition of services from the current contractor to the new contractor. This task will provide the incoming contractor with an opportunity to better understand the details of CGFS Charleston operations and processes; hire, orient and train new personnel; and develop the schedule for assuming responsibility for performance of services from the outgoing contractor.
C.3.2 Sample Financial Services Performance Task, Section J, Attachment B. This task constitutes the preponderance of services and supports the accounting, disbursing, bill paying, payroll, cash management, training and related services.
C.3.3 Sample Executive Office Task Performance Task, Section J, Attachment C. This task provides for those administrative services that the contractor will perform in support of the CGFS organization.
C.3.4 Sample Information Technology Performance Task, Section J, Attachment D. This task describes the automated data systems support the contractor will provide, including operations and maintenance of hardware and software systems that support CGFS Charleston's financial services.
C.3.5 The contractor shall provide all necessary personnel per the attached spreadsheet of negotiated labor categories at the full-time work locations in Charleston, Washington, DC metro-area and overseas locations. The Contractor shall provide the following services: business process analysis; financial systems analysis, design; testing; implementation support; database management; configuration management; system integration and operations support; technical and operational analysis; help desk; enterprise resource analysis and processing; security; accounting services; budgeting; financial reporting and analysis; audit follow-up services; planning and performance measurement services; reconciliation; and training. The Contracting Officer may add requirements and/or labor categories during the contract period to address changes and/or advances in technology, or meet the government's needs provided that the new or changed requirements fall within the Statement of Work. Each labor category will have documented education and experience requirements.
C.3.6 The contractor shall provide all materials necessary to furnish the services and deliverables profiled below in accordance with the delivery schedule and specified standards of performance. The contractor shall be responsible for controlling the quality of work performed under this task order and shall deliver all work products and services in a manner that will meet or exceed the contract requirements. In addition, the contractor shall be responsible for regular reporting and review requirements as specified within the resulting contract and/or task orders. The Contractor shall perform all the planning, management, and technical functions described herein and shall provide all the resources required to fulfill the requirements of the SOW or the task order. Additionally, the contractor must be capable of performing the tasks and providing all labor categories associated with their support area.
Contract personnel may be required to perform domestic or international travel in the performance of the different tasks. All travel must be in accordance with the Federal Travel Regulations (FTR) and the Department of State Travel Regulations and approved by the COR of CGFS prior to the travel being started.
C.3.7 In addition to the task areas of activity mentioned, the offeror may provide support to other areas within the Bureau of Comptroller and Global Financial Services, and other bureaus and posts throughout the DoS.
Pete W Jones, Contracting Officer, Phone 8437460650, Fax 7038756085, Email jonespw@state.gov - Rosalind M. Hicks, CONTRACTING OFFICER, Phone 703-875-7264, Fax 703-875-6085, Email hicksrm2@state.gov
