SOLICITATION NOTICE
R -- CONTRACT ACCOUNTING TECHNICIAN
- Notice Date
- 3/21/2006
- Notice Type
- Solicitation Notice
- NAICS
- 561320
— Temporary Help Services
- Contracting Office
- Department of Health and Human Services, Indian Health Service, Billings Area Office, 2900 4th Avenue North PO Box 36600, Billings, MT, 59107
- ZIP Code
- 59107
- Solicitation Number
- RFQ-10-06-027-REL
- Response Due
- 4/10/2006
- Archive Date
- 4/25/2006
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This procurement is being conducted under Simplified Acquisition procedures pursuant to the authority of FAR Subpart 13.5, Test Program for Certain Commercial Items (10 U.S.C. 2304(g) and 2305 and 41 U.S.C. 253(g) and 253a and 253b), FAR Part 12, Acquisition of Commercial Items (Title VIII of the Federal Acquisition Streamlining Act of 1994 (Public Law 103-355)) and FAR 37.104, Personal Services Contracts (Public Law 103-332, Department of the Interior and Related Agencies Appropriation Act, Title II, September 30, 1994, 108 Stat. 2530). This announcement constitutes the only solicitation; therefore, a written solicitation will not be issued. The Billings Area Indian Health Service (IHS) intends to award a firm fixed-price commercial item contract in response to Request for Quotation (RFQ)-10-06-027-REL. This solicitation is restricted to 100% Small Business concerns. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-08. The associated North American Industry Classification System code is 561320 and the small business size standard is $12.5 million. PRICE SCHEDULE: Offers should be submitted for BASE YEAR: 1040 hours @ $__________ per hour = $_______________. STATEMENT OF WORK: The purpose of this acquisition is to contract for an Accounting Technician for the Billings Area Financial Management Branch, 2900 Fourth Avenue North, Billings, Montana. WORK SCHEDULE: 40 hours per week, Monday through Friday. MAJOR DUTIES: Duties are to execute, reconcile, and monitor IMPAC (International Merchant Purchase Authorization Card) government credit card, U.S. Bank Travel Credit Card Program, and GSA Vehicle statements and other special projects. Manage and modify obligations of IMPAC credit card requisitions, U.S. Bank Travel Card travel orders, and GSA vehicle report transactions into the CORE accounting system for the current fiscal year. Provide training and assist the Contracting Officer during the IMPAC credit card annual internal audits at the service units. Verify documents for appropriate fund controls; validate and approve documents for correct accounting data and amount of funds requested by using the FAR (Federal Acquisition Regulations). Develop worksheets for monthly monitoring of funds, such as; unauthorized purchases, split procurements, IMPAC card ratifications, presentations, and report to the Contracting Officer, the Financial Management Officer, and project officer when needed. Prepare journal vouchers to correct or adjust prior year entries into the CORE accounting system by backing out data and transcribing the correct ones. Audit all requisitions that are listed on cardholder Statement of Account (SOA) after funds have been obligated into the CORE Accounting System. Ensures correctness of invoice payments, original obligation in Administrative Resource Management System (ARMS), and other supporting documentation to finalize payments process. Liquidates obligations when closing requisitions and researching records for erroneous obligations on the open document file. Adjusts and annotates the open document listing when necessary for correction entry into the CORE accounting system. Monitors and deobligates any IMPAC card, and travel card funds to reduce any deficits to the services units. Interact and provide information to all levels of management, IMPAC cardholders and their approving officials. Analyze all IMPAC card activities and provide special reports regarding the status of authorized and unauthorized using of funds to management. Serves as a liaison between Finance Department, Contracting Branch and a contact person for all IMPAC cardholders, approving officials, and service units in finance matters. Develop standard operating procedures to complete the credit card process from obligation to payment. Develop a system using Microsoft Access and Excel, which helps identify each cardholder, Service Unit, Statement of Account, vendors, requisitions, and purchase amounts in order to find mistakes in a short period of time. Maintain and manage Travel Credit Card payments on Omega Travel Agency and monthly reconciliation of the 1080 GSA vehicle reports with the Billings Area Service Units. Maintains the check log. Provides recommendations in the analysis of regulations and directives to ensure effective compliance with SAT (Simplified Acquisition Threshold) in the federal acquisition regulations for IMPAC cardholder, Omega Travel Card and GSA Fleet Vehicle reports. KNOWLEDGE REQUIRED BY THE POSITION: Knowledge of the policy and procedures of the Government-wide Commercial Purchase Card Program. Knowledge of accounting procedures related to appropriation funding allotments, obligations and disbursements, and the ability to analyze the interrelationship of accounts that are affected by varied transactions. Knowledge of a variety of procedures, transactions and documents accounting symbolic codes, account structures, and procedures for setting up and liquidating obligations. Knowledge of the accounting system sufficient to follow individual funds and the capability to trace discrepancies in the CORE Accounting System. Knowledge of procedures used to enter, modify, retrieve, and delete information in the CORE Accounting System. Knowledge of Federal Acquisition Regulations (FAR) for auditing transactions in purchases. Knowledge and ability to enable the employee to resolve unusual, abnormal, or exceptional situations. Knowledge of agency regulations, procedures, and policies. Knowledge of the Prompt Payment Act application and procedures. SUPERVISION: The Contractor is subject to the supervision and direction of the Financial Management Specialist or her designee. The supervisor will define the assignments with procedures and methods to be used, priorities and deadlines. The supervisor will assist the Contractor with difficult or controversial aspects of the job requirement. Final work will be reviewed, as necessary, for conformance to policies, regulations, and timeliness. GUIDELINES: Work is carried out in accordance with manual regulations covering varied transactions, chart of accounts and symbolic codes. The contractor must select the proper codes, accounts affected and provide for necessary accruals, to affect the proper balance of accounts in the CORE accounting system. The contractor uses Agency policies, regulations, and directives. The guidelines available to not cover, in detail, all of the situations encountered. The contractor uses judgment in interpreting guidelines and determining their applicability to situations, which are not specifically covered. The contractor analyzes results and recommends changes. The contractor uses judgment in tracing source of errors and using guidelines to determine the necessary corrective action. COMPLEXITY: The work involves a number of allowances, activities and diversified requisitions. Funding documents contain extensive subdivision of allowances and a number of accounts are interrelated. The contractor is required to determine which course of action is necessary based on a wide variety of issues, on differing bases for processing entries, the variety of types of records maintained, the variety of types of documentation required, and the section of the proper guide from a complex body of manuals and regulations. Without this judgment by the contractor, many problems or complicating situations encountered could not be resolved effectively or even identified. The contractor also must be familiar with the refund and credit processes. SCOPE AND EFFECT: Maintenance of credit card files, accurate accounts, and reporting of information, is important to program administrators for planning purchases and control of operational funds. The work product of the contractor affects significantly on the accuracy, reliability, or acceptability of further processes or services. If the work product is not timely or of high quality, the result may be the denial of services, improper use of resources, or a valuable loss of a resource. PERSONAL CONTACTS: Personal contacts are with employees in the same Agency within the Billings Area IHS service delivery area. PURPOSE OF CONTACTS: Purpose of the contacts will be to provide information on the IMPAC credit card system or to clarify data. PHYSICAL DEMANDS: Sedentary work; however, may require stooping, bending, reaching, and lifting up to 40 pounds. WORK ENVIRONMENT: The contractor works in an office setting and is expected to use normal safe work procedures. PERIOD OF PERFORMANCE: The performance of this contract shall be from April 1, 2006, through September 30, 2006. GOVERNMENT FURNISHED PROPERTY: The IHS shall provide the Contractor with the following: (1) Office space including a computer, supplies and telephone; (2) when authorized, travel costs and any other transportation expenses, in accordance with the Federal Travel Regulations (41 C.F.R. Chapter 300 through 304); and (3) if necessary, authority to use a General Services Administration (GSA) vehicle, for official purposes only. The Contractor will be required to provide evidence of motor vehicle liability insurance covering bodily injury and property damage to protect the Contractor and the Government against third-party claims arising from the operation of all GSA vehicles used in connection with the contract. The Contractor shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The Contractor shall comply with the requirements of FAR subpart 51.2, 41 CFR 101-39, 41 CFR 102-34, and the operator?s packet furnished with each vehicle. REPORTING REQUIREMENTS: The Contractor shall provide the Contracting Officer with evidence that payment of employment taxes has been made 15 days after each quarter. CONTRACTING OFFICER AUTHORITY: Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer. PROJECT OFFICER: The project officer shall be responsible for: (1) Monitoring the Contractors technical progress, including surveillance and assessment of performance and recommending technical changes; (2) Interpreting the Statement of Work; (3) Technical evaluation as required; (4) Technical inspections and acceptance; and (5) Assisting the Contractor in the resolution of technical problems encountered during performance of this contract. INVOICE SUBMISSION AND PAYMENT: The Contractor shall submit its invoice to the Project Officer. The Contractor agrees to include the following information on each invoice: (1) Contractors name, address; (2) Contract Number; (3) Invoice number and date; (4) Cost or price; (5) Dates of Service including the number of hours worked; and (6) Remit to address. Payment shall be made by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107. PRO-CHILDREN ACT OF 1994: The Contractor certifies that it will comply with the provisions of Public Law 103-227, Pro-Children Act of 1994, which imposes restrictions on smoking where Federally funded children's services are provided. CHILD CARE NATIONAL AGENCY CHECK AND INVESTIGATION (CNACI). A CNACI must be completed for all Indian Health Service (IHS) contractor personnel within the Billings Area. Public Law (P.L.) 101-630, Indian Child Protection and Family Violence Prevention Act and P.L. 101-647, Crime Control Act of 1990, require the IHS to conduct a character and criminal history background investigation on all contractors performing services in IHS facilities. The character and background investigations will be conducted by the Billings Area IHS Human Resources Office. PROVISIONS AND CLAUSES: The following provisions and clauses apply to this acquisition. The FAR provision 52.212-1 Instructions to Offerors Commercial Items; and 52.212-3 Offeror Representations and Certifications Commercial Items are incorporated by reference. The provision at 52.212-2 applies to this acquisition and is provided in full text. FAR 52.212-2 EVALUATION?COMMERCIAL ITEMS (JAN 1999): (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 and are included in the relative order of importance: (1) Resume or OF-612/OF-306, Application for Federal Employment ? 40 POINTS; (2) Past and current experience with Government accounting systems, policies, and procedures including examination, verification, and maintenance of accounts and accounting data, and technical audits ? 40 POINTS; and (3) Two Letters of Reference ? 20 POINTS. Technical and past performance, when combined, are significantly more important than cost or price. (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. The following FAR and Health and Human Services Acquisition Regulation (HHSAR) clauses are applicable: 52.204-4, 52.204-9, 52.212-4, 52.212-5, 52.215-5, 52.217-6, 52.217-8, 52.223-5, 52.223-6, 52.228-5, 52.229-3, 52.232-3, 52.232-18, 52.237-2, 52.237-3, 52.242-15, 52.242-17, 52.245-1, 52.245-2, 52.249-12, 52.251-1, 52.251-2, 352.202-1, 352-215-1, 352.215-70, 352.223-70, 352.224-70, 352.232-9, 352.270-2, 352.270-4, 352.270-6, and 352.270-7. The following FAR clauses cited in 52.212-5 are applicable to the acquisition: 52.203-6 with Alternate I, 52.219-6, 52.219-8, 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-39, 52.225-13 and 52.232-33. Upon request, the Contracting Officer will provide full text copies of the FAR and HHSAR provisions and clauses. The provisions and clauses may also be accessed electronically at http://www.arnet.gov and http://www.hhs.gov/ogam/oam/procurement/hhsar.html. PROPOSAL SUBMISSION INSTRUCTIONS: The Contractor shall provide evidence of, or submit a written response to, the technical evaluation factors in FAR 52.212-2. In addition, the Contractor shall submit a completed copy of FAR 52.212-3 with its offer. Contractors intending to conduct business with the Federal Government must register with the Department of Defense Central Contractor Registration (CCR) database prior to award. The CCR is the primary Government repository, which retains information on Government contractors. You may register via the Internet at http://www.ccr.gov or by calling (888) 227-2423 or (269) 961-5757. All responsible offerors may submit a proposal, which shall be considered by the Agency. The offeror shall agree to hold the prices firm for 60 days from the date specified for receipt of offers. Offers shall be submitted to the Billings Area Indian Health Service, 2900 Fourth Avenue North, Room 304, Billings, Montana 59101, no later than 2:00 p.m., on April 10, 2006. The offer must be submitted in a sealed envelope, addressed to this office, showing the time specified for receipt, the solicitation number, and your company name and address. Offers will also be accepted by e-mail at RLangager@mail.ihs.gov or by fax at (406) 247-7108.
- Record
- SN01011257-W 20060323/060321212026 (fbodaily.com)
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