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Sources Sought Financial Management Support


District Of Columbia, United States
Government : Military
RFP
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1.0    Synopsis

This Sources Sought Notice (SSN) announcement is restricted to 8(a) concerns only. A SSN is issued to assist the Agency in performing market research to determine industry interest and capability. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACT SHALL BE AWARDED FROM THIS SYNOPSIS. Therefore, no proposals are being requested or accepted in response to this SSN.


2.0.    Purpose


In accordance with FAR Part 10, SSP is conducting market research to identify 8(a) firms who have the capabilities and qualifications to provide SSP with financial management support as identified in Section 3 and 4. SSP is seeking capability statements, which identify vendor's current capabilities to perform/execute the requirements identified in Section 3 and who meet the minimum qualification identified in Section 4.


3.0    Description of Requirements



Financial Management Support services


A.     Chief Financial Officer Support. The Contractor shall:


(1)    Review and analyze documentation related to the Chief Financial Officer's (CFO) Act, Government Performance and Results Act (GPRA), Government Management Reform Act (GMRA), and the Federal Financial Management Improvement Act (FFMIA).
(2)    The contractor shall maintain and ensure the integrity of financial operations and accounts/reports as required under the Chief Financial Officer's Act by providing financial advice, training, and services involving accounting operations to the entire organization.
(3)    Analyze data calls from the Assistant Secretary of Navy (Financial Management & Controller) (ASN FM&C)) and prepare responses to those calls.
(4)    Provide support for financial management audits and for Navy Enterprise Resource Planning (Navy ERP) and Defense Finance and Accounting Service (DFAS) support.
(5)    Consolidate and format data for final reporting in order to remain compliant with Department of Navy (DON) and Department of Defense (DoD) regulations. Assist in explaining account relationships, major variances, and abnormal U.S. Standard General Ledger (USSGL) account balances that may be present within the underlying financial data.
(6)    Provide accounting operations support for certification of funds availability, funds obligation, accounting record reconciliation, reporting and analysis and financial and operating statement certifications. Ensure the integrity of all financial transactions and other cost input and distributions/transfers.
(7)    Analyze and provide recommended corrective actions for Tie-Point failures that are within the general ledger.
(8)    Interact with business/financial managers and customers regarding funding, billing, payment processing, and other costing/execution issues affecting programs or funding documents.
(9)    Monitor and analyze commitment, obligation, and expenditure information form accounting system in support of mid-year and year-end reviews.
(10)    Analyze and provide recommended corrective actions for abnormal balances.
(11)    Ensure adherence to federal accounting standards at the transaction level.
(12)    Resolve discrepancies in USSGL abnormal balances in order to produce certified Financial Management Service (FMS) 2108 Report.
(13)    Provide performance metrics that gives the status of abnormal balances
(14)    Perform data calls to capture financial data not reported in Navy Enterprise Resource Planning (ERP). This shall include updating the Data Collection Module (DCM) and the Defense Property Accountability System (DPAS) to meet the Quarterly reporting requirements.


B.     Problem Disbursement Resolution. The Contractor shall:


(1)    Provide support required to monitor, document and facilitate resolution of Strategic Systems Programs (SSP) Problem Disbursements that are within Navy ERP defined as Unmatched Disbursements (UMDs), and ensure SSP complies with all relevant ASN (FM&C) and DoD regulations.
(2)    Analyze Problem Disbursements, gather source documentation, initiate corrective actions, and analyze trends toward minimizing their occurrence.
(3)    Monitor corrective actions and provide follow-up status reports to SSP.
(4)    Monitor relevant regulation, policy and procedural changes, and prepare recommendations to ensure compliance.
(5)    Provide performance metrics to track the beginning balance, incoming UMD's, number of UMD's corrected, and the ending balances.


C.     Business Process Support. The Contractor shall:


(1)    Monitor DOD/DON accounting and financial management reform initiatives related to SSP business enterprise operations.
(2)    Ensure SSP local Standard Operating Procedures (SOP) library is complete.
(3)    Prepare updates to local end-to-end SOPs based on evolving DON and DoD financial management policy and guidance; and prepare and recommend implementation strategies that meet requirements and minimize impacts to SSP business enterprise operations.
(4)    Provide metrics that displays the local SOP's where changes to process steps have been made.


D.     Administrative and Analytic Support. The Contractor shall:


(1)    Provide SP13 general administrative and analytic support in how to process or adjust transactions, utilize standard transactions to obtain data/reports, and analyze data within Navy ERP.
(2)    Perform requisite accounting reviews within Navy ERP (including Tri-annual Reviews) and ensure compliance with current and new regulations.
(3)    Analyze the DFAS Merged Account (DMACT) report attributable to closed account liabilities;
(4)    Maintain invoice tracking log and monitor invoices to trigger timely receipt and acceptance.
(5)    Provide status of invoice report to gauge performance.
(6)    Monitor aged receivables and payables to ensure accounts are maintained in a timely manner.
(7)    Provide assistance to WAWF end-users with how to process acceptance and attachment of documents within WAWF; and provide SP135 with documentation support as required, including Mid-Year and Year-end Reporting support.


E.     Field Command Financial Support. The Contractor shall provide financial, accounting and training services for SSP field commands and activities including:


(1)    Travel financial management support.
(2)    Vendor pay suspended invoice management.
(3)    Accounts receivable reconciliation and delinquency management.
(4)    Reimbursable transaction training support.
(5)    Accounts payable validation and delinquency management.
(6)    Obligation validation and delinquency management.
(7)    Problem disbursements and undistributed disbursement and collection reconciliation.
(8)    Civilian payroll training, transaction support and reconciliation.
(9)    Allotment accounting support and training.


F.    Financial Management Information Application. The Contractor shall make available, operate and accomplish software support, maintenance and modification for the Tri-Annual Review information application.

The Contractor shall function as Applications Administrator for Tri-Annual Review application. The contractor shall administer quality control processes to ensure data files are accurately uploaded into Tri-Annual Review application. Additionally, the Tri-Annual Review application must meet the relevant DoD security standard.


United Kingdom (U.K.) Financial Management Support services


A.    U.K. Financial Management Information Application. The Contractor shall make available, operate and accomplish software support, maintenance and modification for the following U.K. financial management information applications:


a) Automated Budgeting Cashflow (ABC)
b) UK Monthly Expenditure Application (UKME)


The Contractor shall function as Applications Administrator for the listed U.K. financial management information application. The contractor shall administer quality control processes to ensure data files are accurately uploaded into ABC and UKME applications. Additionally, the U.K. support applications must meet the relevant DoD security standard.


Tasks required to maintain and manage U.K. Applications include:


(1)    Monitor database performance and implement database and SQL tuning. Detect and resolve any performance issues. Perform optimization and enhancements to ensure adequate performance.
(2)    Perform system and database backups to prevent data loss. Perform application database archive and backup regularly for user requested historical information retrieval and database roll back purposes
(3)    Provide disaster recovery plan.
(4)    Managing and maintaining an alternate tested server for system backup purpose
(5)    Manage and maintain production mirrored testing environment for testing, resolving, and validating issues before a resolution is deployed to the production environment.
(6)    Monitor and review log event file to capture and identify unusual system behavior and provide resolution.
(7)    Install and configure upgrades maintenance on a routine basis.
(8)    Continue to upgrade to ensure Applications support IA; Monitor application configurations meet the DISA STIG standard. Monitor security checklists to meet STIG requirement.
(9)    Monitor for firewalls and vulnerabilities


B.    U.K. Financial Management Support. The Contractor shall conduct special studies, analyses and assessments of U.K. financial status and financial management to include:


(1)    Provide details and summary financial reports that illustrate Actuals and Forecasts of U.K. expenditures. At minimum, reports must display U.K. expenditures and forecasts by
a.    Management Account
b.    Branch
c.    Program
d.    Overruns / Underruns
e.    Total Expenditures
f.    Integrated Product Team (IPT)


(2)    Preparation of reports, graphs, briefings and talking papers on specific U.K. financial issues as needed upon request.


Contract Analysis, Reconciliation and Closeout Support Services


A.     Contract Financial Analysis. The Contractor shall:


(1)    Accomplish contract analysis and reconciliation, process contract adjustments, contract under-runs and over-runs, incentive payments and common contract pricing. Efforts shall include comparisons and analyses of paying and accounting records, including billing and payment records, and appropriate contract records.
(2)    Prioritize modifications allowing all actions to execute in a timely manner and prepare requests for upward or downward obligation adjustments.
(3)    Assist in the preparation of funding documents for modifications.
(4)    Review modifications for funding accuracy.
(5)    Monitor status of contract modifications.
(6)    Monitor status of billings and payments through DOD payment and accounting systems.
(7)    Recommend appropriation payment priorities when partial payments are necessary.


B.    Contract Reconciliation. The Contractor shall:


(1)    Reconcile SSP Navy ERP accounting records, ensuring completeness and accuracy of both obligations and disbursements, with the terms and conditions of associated contracts, modifications thereto, and payment systems.
(2)    Identify differences, conduct analysis, perform reconciliation, and recommend adjustments to correct differences, facilitate timely and complete processing, and maintain appropriate supporting records.
(3)    Assist SSP in reconciling accounting records with proposed contractual modifications.
(4)    Maintain historical accounting files for those appropriations used by SSP. This accounting information is used to support government audits and ASN (FM&C) status of funds reviews. Some examples of the files maintained are Accounting Classification Reference Number (ACRN) Summaries, contract obligation data from the Navy accounting and entitlement systems, contract expenditure data from the Department of the Treasury accounting and entitlement systems, upward obligation records, replacement of funds and closed account claim records, debt collections, contract closeout records to include Q-FINAL and PK-9.
(5)    Manage and update an electronic archive of contractual documentation using the Document Management System (DMS).
(6)    Support the Responsible Contract Reconciliation Agent (RCRA) by providing accounting information and facilitating corrections.


C.     Contract Closeout. The Contractor shall:


(1)    Provide contract closeout support to include financial review, analysis and reconciliation of contract financial records (accounting, paying and reporting systems, contractor records and contract files) to ensure accuracy and completeness.
(2)    Prioritize closeout actions, identify problems and prepare correction packages in accordance with established SSP and DFAS procedures; and monitor and review appropriate sources for workload inflow (dfas4dod.mil, Q-FINAL, Contract Closeout Reports and SPN).
(3)    Prepare financial closeout packages for SSP review.
(4)    Maintain closeout files.
(5)    Prepare monthly status reports.
(6)    Attend contract closeout IPT meetings.
(7)    Update SSP closeout procedures and document changes.


Navy Financial Improvement Audit Readiness (FIAR) Support services


The Contractor shall provide support to the Navy FIAR. The Contractor shall utilize the FIAR comprehensive plan which is part of an overall DoD plan to correct financial deficiencies identified by the DoD Inspector General (IG) to comply with the CFO Act of 1990. The FIAR comprehensive plan outlines the requirements, approach, and assumptions that will be used to prepare and implement steps, both manual and system leveraged, toward the DoD goal of achieving an unqualified opinion on its financial statements as soon as practical. The Contractor shall:

A.    FIAR - Business Process Standardization. The Contractor shall:


(1)    Attend DoD and DON working group and IPT meetings, publish reports on the results of these meetings, review and analyze policy and reform initiatives as they relate to and impact SSP business enterprise operations.
(2)    Communicate any new standards to ensure SSP Local SOPs are updated accordingly.
(3)    Provide communication strategy to give all key stakeholders the awareness of any changes to the current procedures.
(4)    Provide clarification on the standard processes during reviews.
(5)    Provide the list of standard processes that are being reviewed along with the status of each process.


B.    Property and Asset Management Support. The Contractor shall: provide support to draft and maintain the IUID policy and guidance for the command, including the monitoring the physical inventory for IUID and assisting the FIAR team with other duties. The individual shall understand and explain the Navy ERP property/asset management functionality and provide necessary training including:


(1)    Draft and maintain the IUID policy and guidance for the command; and provide support for managing the administration of the techniques, procedures, and policies of the Item Unique Identification program.
(2)    Prepare and provide end user training to PPMs at HQ and field activities. The Contractor shall have thorough knowledge of the financial accounts pertaining to lifecycle of assets and materials in the AM/FI accounting module in Navy ERP.
(3)    Assist with preparing and updating asset management policies. The Contractor shall have knowledge of various type of government property (e.g. Government Furnished Property (GFP), Property, Plant and Equipment (PP&E), Operating Material and Supplies (OM&S), Contractor Acquired Material / Property and how it is classified and accounted for in financial systems, logistics systems, and property administration systems, including are subsets of government property and programs or initiatives that affect government property such as requirements for Nuclear Weapons Related Material (NWRM), Classified Material, and special requirements for material managed by the Technical Branches.
(4)    Identify gaps that prevent the command from reporting General PPE and OM&S; and prepare and recommend implementation strategies that meet requirements and minimize impacts to SSP business enterprise operations.
(5)    Provides support for managing the Government Property Management (GPM) Program. Knowledge of inventory management concepts and tools for SWS material, including control of shipyard Installation and Checkout (I&C) Spares, General Purpose Test Equipment (GPTE), tracking and accounting for SWS Repairable, hazardous material (HAZMAT), shelf-life items, Disposal, demilitarization of material (DMIL), processing Defective Material Summaries (DMS), management of Diminishing Manufacturing Sources & Material Shortages(DMSMS) program, and liaising with the Technical Branches in the performance and inventory management functions associated with Principal Cog SWS material.
(6)    Pull transactions together for universe of Transactions into a single database to ease audit sampling efforts and retain historical data. This will allow others to drill back into any transaction, see the supporting documentation, and provide a fully auditable record.
(7)    Perform activities necessary to design and test processes, controls, and capture key supporting documentation which support an auditable property life cycle.
(8)    Support inventory, testing, and related tasks in support of audit readiness to include creating internal testing workbooks to align with reoccurring property control testing to include testing of equipment and material records to testing for existence, completeness, valuation, rights and obligation, and presentation and disclosure.
(9)    Stay abreast of policies, procedures, internal instructions and audit findings and communicate relevant updates written and verbal communication.
(10)    Assist in valuation procedures (baseline through maintenance) and analyze/reconcile the general ledger with asset universe.
(11)    Support IPA examinations and NFR remediation to include assistance with Corrective Action Plan development, monitoring, & execution.
(12)    Identify potential audit risks with auditable mitigating factors and corrective action.
(13)    Provide property expertise (functional and financial), where applicable through written and verbal communication.
(14)    Deliver necessary administrative tasks to include POA&Ms development, implementation and status checks, Process Cycle Memorandum (PCMs) and documentation of items such as meeting agendas/minutes, presentations, white papers, and etc.
(15)    Review all current business processes (SOPs, flowcharts, and/or other documentation) to ensure processes align to Navy standard business processes, create gap analysis to identify all instances of noncompliant.
(16)    Perform and document interviews and walkthroughs with process owners to ensure actual processes align to documentation, and provide their written professional opinions concerning whether the design of current SSP control activities are adequate.
(17)    Perform activities necessary to design and test the operating effectiveness of manual and automated internal controls over business processes, and accounting events.
(18)    Reconcile all internal and external testing samples of in-scope line items against appropriate supporting documentation delivering sample packages for submission and evaluation.


C.    FIAR - Analyses, Assessments, Remediation, Documentation, & Process Automation. The Contractor shall: conduct special studies, analyses and assessments of FIAR Support, including:


(1)    Assistance with various FIAR efforts including the Statement of Budgetary Accounts/ Statement of Budgetary Activities segments that are not in scope with current Office of Financial Operations support.
(2)    Assistance with all FIAR efforts related to the DoN Full Financial Statements Audit process.
(3)    Assistance with Office of Financial Operations (FMO) requests for financial information, analysis or documentation.
(4)    Preparation of reports, briefings Standard Operating Procedures related to FIAR testing, Training Guides, and talking papers on specific FIAR financial issues.
(5)    Support in the identification, creation, technical documentation, and implementation of various improvements within the FIAR umbrella through automation, or other means aimed at reducing required resources needed for program mission success.


D.    Managers' Internal Control Program (MICP) - Analyses, Assessments, Remediation, Documentation, & Process Automation. The Contractor shall conduct a wide selection of ad hoc work directly related to SSP's requirements for Managers' Internal Control Program reporting, including:


(1)    Assistance with all MICP efforts including all related studies, research, and other tasks resulting in the documenting and updating an annual MICP plan, Command Risk Assessment Matrix, Command Internal Control Evaluation, Significant Accomplishments, and annual Statement of Assurance/Certification Statement.
(2)    Assistance with DoN MICP Team, Chief of Naval Operations (CNO), or Office of Chief Management Officer (OCMO) ad hoc requests for financial information, analysis or documentation.
(3)    Preparation of reports, briefings, Standard Operating Procedures, testing guides, training guides, talking papers on specific MICP issues, and other tangible deliverables related to MICP process.
(4)    Support in the identification, creation, technical, and implementation of various process improvements within the MICP umbrella through automation, or other means aimed at reducing required resources needed for program mission success.
(5)    MICP as required by the Public Law 97-255, the Federal Managers' Financial Integrity Act of 1982 (FMFIA) - Internal controls; financial management practices, sustainable business processes; requirements for existing IT systems. Managing Notice of Findings (NFRs) by developing, monitoring, validating, and implementing Corrective Action Plans (CAP); identify and recommend revisions to existing SOPs, as necessary, to ensure completeness and accuracy. Where SOPs do not exist, the contractor shall draft SOPs. Develop and implement a plan to perform recurring testing. Develop and validate corrective actions for the results of testing. Evaluate and perform root cause analysis of audit and examination of NFRs, and develop and implement remediation plans. Collection and review of supporting documents for selected samples during audit or examination. Track scorecard to monitor progress for audit activities. Conduct Complimentary User Entity Controls (CUEC) testing to assess SSP controls and compliance. Identify areas of concern and improvement for CUEC. Develop training materials for MICP/FIAR related topics.


Navy ERP Support Services


A.    ERP Pre-Deployment Planning. The Contractor shall provide programmatic support for the SSP OM&S transition to Navy ERP. Support for the pre-deployment planning efforts shall include long-lead tasks such as data cleansing, change management, business process re-engineering, information technology expertise, and facilitate the OM&S transition to Navy ERP, including the monitoring and data cleansing efforts associated with inventory. The individual shall understand and explain the Navy ERP property/asset management functionality and provide recommendations for business rules necessary prior to conversion including:

(1)    Determine the specific scope of the enterprise implementation with specific focus on Property and OM&S locations along with the logistic systems that are maintained.
(2)    Prepare recommendations and plans for legacy system shut-downs.
(3)    Provide analysis and recommend corrective actions for data integrity issues related to the conversion of Navy ERP OM&S materials from several legacy systems. Assist with data cleansing and integrity issues related to defective data or data that has been corrupted by legacy system anomalies or interfaces.
(4)    Perform data reconciliation and data cleansing activities related to Navy ERP Single Supply Solution (SSS) conversion requirements from several legacy systems for OM&S and IUID as required.


B.    ERP Preparation and Deployment. The Contractor Shall:


(1)    Provide support for the preparation and deployment of the ERP system.


C.    ERP Change Management Support. The Contractor shall:
(1)    Provide change management support for the Navy ERP implementation and prepare strategic change management and communication plans to ensure an effective dissemination of ERP related information across the enterprise.
(2)    Support and evaluate business process reengineering efforts, organizational, and workforce change requirements related to Navy ERP OM&S, Inventory and Warehouse Management, Sponsor-Owned Material (SOM), Government-Furnished Materials (GFM), and IUID.


4.0    Minimum Qualifications / Content Requirements


Interested businesses' capability statement submittals shall provide clear and unambiguous evidence to substantiate the capacity to fulfill the requirements identified in Section 3.0. This may include a description of your company's approach to executing the requirements of Section 3.0. In addition, capability statement submittals shall identify any past experience executing previous financial management supported identified in Section 3.0 for which the responder was a prime or subcontractor. All personnel will be required to have and maintain a secret level security clearance.


5.0    Place of Performance



Primary place of performance and support shall be provided at SSP Headquarters, Washington Navy Yard, DC.


6.0    Capability Statement Submittal Requirements



Capability statements shall be submitted in Microsoft Word for Office 2000 compatible format or PDF format and are due no later than noon EST on 21 January 2019. The capability statements shall not exceed eight (8) pages in total, using 12-point Times New Roman and 1" margin and shall be submitted via e-mail to Alexander Miller at Alexander.Miller@ssp.navy.mil.


ALL capability statement submittals shall include the following information "not" included in the aforementioned maximum eight (8) page limit:

1)    Company Administrative Information


a)    Company Name:
b)    Company Point of Contact (email and phone) and Title:
c)    Company Address:
d)    DUNS No:
e)    Cage Code:


2)    Evidence that company is a certified 8(a), the number of years in business, affiliate information, Cage Code.


3)    Which NAICS code or codes do you currently or previously provided financial management support.


4)    Identify any current GSA/GWAC contract you currently possesses which can potentially fulfill this requirement and associated SIN number.


7.0    SSN Disclaimer


This SSN is issued solely for Market Research purposes. It does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This SSN does not commit the Government to solicit or award a contract for any support service. The information provided in the SSN is subject to change and is not binding on the Government. Responders are advised that ALL costs associated with responding to this SSN will be solely at the interested parties expense, and the U.S. Government will not pay for any information or costs incurred or associated with submitting a capability statement.


Alexander Miller, Contracting Officer, Phone 2024338429, Email alexander.miller@ssp.navy.mil

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