Inactive 8(a) Set-Aside (FAR 19.8)

1.0 General Information Document Type: Sources Sought Number HQ0034SEC10302023 Project Title: 8(a) Financial Management Support Services Sources Sought Post Date: October 30, 2023 Response Date: Novem... 1.0 General Information Document Type: Sources Sought Number HQ0034SEC10302023 Project Title: 8(a) Financial Management Support Services Sources Sought Post Date: October 30, 2023 Response Date: November 17, 2023 by 10:00 a.m. Eastern time NAICS Code: 541611 Administrative Management and General Management Consulting Services Product Service Code: R499 Other Professional Services Contracting Office Address: Washington Headquarters Services, Acquisition Directorate, 4800 Mark Center Drive, Suite 09F09, Alexandria, VA 22350-3400 2.0 Sources Sought To facilitate market research, the Government is looking to identify qualified sources under the North American Industry Classification System (NAICS) 541611 Administrative Management and General Management Consulting Services for a requirement that is currently in the Small Business Administration (SBA) 8(a) Program under three-year contract #HQ003421F0257 valued at $4.48M with contractor Heartland Energy Partners LLC. The current contract ends in mid-2024. The follow-on 8(a) contract will be for five years with one Base Period and four 12-month Option Periods. (Underlined information added 11/2/2023.) If you have any comments or find any ambiguities, please provide your information and comment in your response to this notice. Since the Government anticipates a competitive 8(a) set-aside for this requirement, only capability statements from 8(a) contractors will be reviewed. Responses are requested from qualified 8(a) companies. This Sources Sought Notice is for information and planning purposes only, and shall NOT be construed as a solicitation or as an obligation on the part of the Government. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in the response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any concern responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the concern’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received, or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation MAY be published at the System for Award Management (SAM) Contract Opportunities at https://sam.gov/. Responses to this notice will not be considered adequate responses to a solicitation. 3.0 Background The Pentagon Force Protection Agency (PFPA) is a defense agency that falls under the Office of the Secretary of Defense (OSD). PFPA’s mission is to provide force protection, security, and law enforcement as required for the people, facilities, infrastructure, and other resources on the Pentagon Reservation and for Department of Defense (DoD) activities and DoD occupied facilities not under the jurisdiction of a Military Department within the National Capital Region (NCR). This responsibility includes physical security, antiterrorism and force protection, chemical, biological, radiological, nuclear, and explosive (CBRNE) protection and other key functions. In order to fully respond to the responsibilities of the mission, PFPA requires a wide range of non- personal services in support of the current and evolving PFPA Divisions. The contractor shall perform systems operations and maintenance and enhancement services, to include technical, administrative, and professional services for the purposes of sustaining and optimizing financial management operations for the Defense Agencies Initiative (DAI) user agency community. The Washington Headquarters Services (WHS) Acquisition Directorate (AD) Enterprise Security and Services Division (ESSD) Security Branch (SEC) is issuing this notice to survey industry to see if qualified sources are available to provide these services. The following Section 4.0 provides service requirement critical task areas pulled from the draft Performance Work Statement (PWS). The PWS is more extensive than this, but the following portions of the PWS describe the broad range of functions and tasks in support of this effort, and provide a valuable insight into the scope and complexity of the requirement. 4.0 Service Requirement A, Facility and Security Clearances: The contractor must possess an active Secret Facility Clearance, and contractor employees must have active Secret Security Clearances. B. Key Personnel: 1) Lead Financial Management Analyst (estimated 1 FTE) with Bachelor’s Degree in Business Administration, Accounting or Finance from an accredited university or college and minimum 10 years of experience inclusive to DOD headquarters (CJCS, Secretary Air Force Financial Management-SAF/FM, Navy Comptroller NAVCOMPT, Army Budget Office ABO), major command (MAJCOM/MACOM, EUCOM, etc.) System command, and unit/base-level organization with a broad base in accounting, programming, and budgeting to assist the PFPA FM Officer in managing the development, compilation reconciliation, and review of the reports, tasks, and deliverables to provide onsite DAI Help Desk support, create, and de-conflict new PFPA unique DAI Project Names, Project Numbers, and Project Descriptions, POETS (Project, Organization, Expenditure Type, Task) and Task Number to correct appropriation in both Hyperion and DAI. Also requires minimum of 3 years of experience storing financial records IAW DOD FMR and National Archives and Records Administration (NARA) regulations; and 2) Financial Management Analyst for Civilian Pay (estimated 1 FTE) with Bachelor’s Degree in Business Administration, Accounting or Finance from an accredited university or college and minimum 10 years of experience inclusive to DOD headquarters (CJCS, Secretary Air Force Financial Management-SAF/FM, Navy Comptroller NAVCOMPT, Army Budget Office ABO), major command (MAJCOM/MACOM, EUCOM, etc.) System command, and unit/base-level organization as well with a broad base in an in-depth base in civilian pay (reconciliation, adjustments, corrections cost transfers, Defense Civilian Pay System, Defense Civilian Personnel Data System) DAI time and attendance, pre and post time and attendance validation experience; and 3 years’ of experience in storing financial records IAW DOD FMR and National Archives and Records Administration (NARA) regulations. C. Non-Key Personnel: 1) Financial Management Analyst Technical Writer (estimated 1 FTE); 2) Financial Management Analyst for Accounts Payable (estimated 1 FTE); 3) Financial Management Analyst for Budgeting and Programming (estimated 1 FTE); 4) Financial Management Analyst for Accounts Reconciliation (estimated 1 FTE); and 5) Budget Analyst for Budgeting and Programming (estimated 2 FTEs). D. Brief Overview of Services: Financial Management Analysis Support: The Contractor shall provide support to assist the PFPA FM Officer in managing the development, compilation reconciliation, and review of the reports, tasks, and deliverables. Assist the PFPA FM Officer in managing the development, compilation reconciliation, and review of the reports, tasks, and deliverables. The contractor shall provide onsite DAI Help Desk support for DAI users, time and attendance, create, de-conflict new PFPA unique DAI Project Names, Project Numbers, and Project Descriptions, POETS, and Task Number to correct appropriation in both Hyperion and DAI. Financial Management Analysis Support - Civilian Pay Support: The contractor shall validate the appropriation cited on the reimbursable documents is valid and appropriate for amount and purpose. The contractor shall assist the government Civilian Pay Specialist in preparing cost transfer documents for input to DAI. Financial Management Analysis Support - Technical Writer Support: Develop written material instructions for PFPA Financial Management Regulation, FM Standard Operating Procedures (Budget Formulation, Budget Execution, Accounting Vendor Pay, Accounting Civilian Pay, Funds Control, financial management operations and system access controls) and Business Rules for the Financial Management Office (FMO), Assistant Directorate Level for Resource Managers, and certain aspects of Human Capital processes as they interface with the FMO. The contractor shall collect from relevant and available sources all documents related to the fiscal operations for the purpose of creating the SOPs, Business Rules, and updating the PFPA FMR. Financial Management Analysis Support - Accounts Payable Support: Provide validation and preparation of vendor invoices for payment on federal forms; resolution of unmatched disbursements, payment rejects, and interest penalties. The contractor shall collect from relevant and available sources all documents related to vendor pay and ensure they are saved in the appropriate folder, with the correct tracking title IAW with NARA regulations. The contractor shall ensure that all documents related to specific tasks on the vendor pay are saved in the appropriate FM folder with the correct tracking title IAW with NARA regulations. Financial Management Analysis Support - Budgeting and Programming Support: Provide support to assist the Government Lead Budget Formulator in managing the development, compilation, reconciliation, and review of the Program Objective Memorandum (POM) and all Program Budget reports. The contractor shall collect from relevant and available sources all documents related to the POM and Program Budget reports to ensure they are correct and complete for input into the financial management systems. Financial Management Analysis Support - Accounts Reconciliation Support: The contractor shall review all vendor invoices (submitted and new) for accuracy and completeness for the purpose of closing out contracts and reimbursable instruments on the appropriate federal form. The contractor shall correctly document and resolve unmatched disbursements and payment rejects. Budge Analysis Support - Budgeting and Programming Support: Support the Government Lead Resource Manager in managing the development, execution, reconciliation, and review of their assigned Divisions or Directorates annual budget. The contractor shall prepare acquisition packages to ensure they are correct and complete for input into the financial management systems, track acquisition packages through the various approval stages in the financial system of record, and under the direction of the Lead Resource Manager make corrections and adjustments as needed. Assist in the development of spend plan and phasing plan. Inputs and extracts data from FM systems to perform budget functions. Assist in reconciling the Dormant Account Review – Quarterly (DAR-Q). Supports the development and submission of the POM in order to ensure linkage with the budget. 5.0 Submission Interested firms should submit their Capability Statement via email to whs.mc-alex.ad.mbx.essd-security-solicitation@mail.mil, and include information regarding their experience and technical capabilities. 6.0 Response Format To facilitate a timely and comprehensive review of all submitted responses, firms should respond using the format requested in this Notice. Any deviation from this format may lead to the rejection of the response. All interested firms having the experience, skills and capabilities necessary to perform the stated requirements are requested to provide a Capability Statement no more than 10 pages maximum. All responses should be single spaced using 12 point Times New Roman font within an 8.5 by 11 inches’ page size. A 12-point font will be accepted for graphics ONLY (i.e. charts, graphs, etc.). Capability response must include the following information: Company name, address, point of contact name, telephone, and email address. CAGE Code and their Unique Entity ID per the SAM.gov registration. Size business pursuant to North American Industry Classification System (NAICS) 541611 Administrative Management and General Management Consulting Services. Based on this NAICS Code, state whether your company is: Small Business (Yes/No); Woman Owned Small Business (Yes/No); Small Disadvantaged Business (Yes/No); 8(a) Certified (Yes/No)(include entry and exit dates from 8(a) Program); HUBZone Certified (Yes/No); Veteran Owned Small Business (Yes/No); Service Disabled Veteran Small Business (Yes/No) Indicate whether or not your company has an active registration in the System for Award Management (SAM) (Yes/No) A statement as to whether your company is domestically or foreign owned (if foreign, please indicate the country ownership). Identify contracts your company has been awarded under NAICS 541611 Administrative Management and General Management Consulting Services. Additional information on NAICS codes may be found at www.sba.gov. Recommended/suggested NAICS codes for this effort. Recommended/suggested contract type. Number of contracts currently held with the Government to include any Federal Supply Schedules listed under GSA Advantage. A description of corporate experience for similar contracts and/or projects accomplished within the last 5 years. The description must include where, when, and for whom each similar contract and/or project was performed and a brief description of each contract and/or project, including the size, scope, dollar value, and period of performance. Do not include proprietary, classified, confidential, or sensitive information in your response to this Sources Sought Notice. The Government reserves the right to use any information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation. Responses to this Notice will not be returned. No hard copy or facsimile submissions will be accepted. Cover letters and extraneous materials (brochures, etc.) will not be considered. The Government will NOT accept requests for meetings or briefings. No phone calls or email concerning the status of the Request for Proposal (RFP) will be accepted prior to its release. Information and materials submitted in response to this notice WILL NOT be returned. As a result of this notice, the Government MAY issue a Request for Proposal (RFP). There is no solicitation available at this time. However, should such a requirement materialize, no basis for claims against the Government will arise as a result of a response to this Sources Sought Notice, nor the Government’s use of such information as either part of our evaluation process, nor in developing specifications for any subsequent requirement. This sources sought notice is for market research purposes only. 7.0 Due Date Capability Statements are due by email (no hard copies) no later than 10:00 a.m. Eastern Time on November 17, 2023. Late submissions may not receive full consideration in the Government’s decision process. Send your response to email address whs.mc-alex.ad.mbx.essd-security-solicitation@mail.mil. The email subject line should be titled “8(a) Financial Management Support Services HQ0034SEC10302023.” Submissions sent to any person or email address other than the email address specified above may not receive full consideration in the Governments decision process. END