SOURCES SOUGHT
R -- Administrative and Technical Support Services-DSCA
- Notice Date
- 7/3/2006
- Notice Type
- Sources Sought
- NAICS
- 561110
— Office Administrative Services
- Contracting Office
- Other Defense Agencies, Defense Security Cooperation Agency, Defense Budget and Contracts, 201 12th Street Suite 203, Arlington, VA, 22202-5408
- ZIP Code
- 22202-5408
- Solicitation Number
- HQ0013-06-SS-07032006
- Response Due
- 7/13/2006
- Archive Date
- 7/28/2006
- Small Business Set-Aside
- Total Small Business
- Description
- The Defense Security Cooperation Agency (DSCA) has a requirement for Administrative Services. Relevant Background. The Defense Security Cooperation Agency (DSCA) has program responsibilities for sales of defense articles and services as well as, transfers of equipment and services to international customers. In 2004, DSCA started contracting with industry to hire experienced Administrators to provide Program Management, Administrative, and Support Services for DSCA Security Assistance Programs. Objective. The objective is to secure a qualified professional to provide administrative and information technology support for the Defense Business Operations/Comptroller Directorate. The DSCA Business Operations/Comptroller administers the financial aspects of foreign purchaser's programs, to include the Foreign Military Financing Program and develops policies and procedures to control financial execution of security cooperation within DoD. Manages programming, budgeting, allocation accounting and reporting for fiscal authorities and execution of the security cooperation program. The Business Operations/Comptroller Directorate is composed of five functional areas: ADMINISTRATION AND MANAGEMENT (ADM) DIVISION The Administration and Management (ADM) Division processes congressional notifications and countersigns LOAs. ADM also provides DSCA Headquarters administrative support (facilities, security, anti-terrorism/force protection, travel, supplies, training, rosters/org charts). ADM serves as the NSPS Program Manager for DSCA and directs HR policy. ADM also oversees FMS case reconciliation and closure execution, including management of the case closure process and delivery reporting. In addition, ADM conducts a wide variety of reporting functions (e.g., congressional, Presidential drawdowns), is the functional manager of the DSCA 1200 and 1000 systems, and administers audits and vulnerability assessments. COMPTROLLER (CMP) Comptroller (CMP) manages the security assistance budgets, allocation accounting and reporting for fiscal authorities and execution of security assistance funding, including Foreign Military Financing (FMF) at the account level, International Military Education and Training, Foreign Military Sales (FMS) Trust Fund, and the administrative accounts for FMF and FMS. CMP formulates, justifies, and defends the President's Budget, Program Objective Memoranda, and Budget Estimates for DSCA's DoD appropriated Programs to OMB/USD(C), and Congressional Staffers. Financially executes all programs including obligating and reconciliation of accounting data; develops and distributes budget policy to program managers and stakeholders. Additionally, CMP provides management oversight of the worldwide Security Assistance Offices comprised of over 680 personnel in more than 100 countries. COUNTRY FINANCIAL MANAGEMENT (CFM) DIVISION. The Country Financial Management (CFM) Division manages security cooperation customers' funds for over 196 customer countries and organizations. The CFM Division provides financial analysis and advice to customer countries and organizations as well as other USG entities, both internal and external to the Department. Hosts periodic Financial Management Reviews. Resolves financial issues between the USG and the customer. Assists customers in FMS specific financial matters, including Stand-by Letters of Credit, Accelerated Case Closure, Federal Reserve Bank and Commercial Accounts, FMS debt rescheduling and other pertinent financial issues. CONTRACTING (CON) DIVISION The Contracting (CON) Division develops and issues solicitations for DSCA, field offices, and overseas programs. The office performs cradle to grave contracting functions. CON is responsible for a full range of planning, directing, and administering highly complex and politically sensitive acquisitions for supplies and services. CON formulates technical documents, administrative policies, and procedures to accomplish the contracting mission. CON overseas the Government Purchase Card (GPC) program for the agency and field offices. CON advises on various contractual issues regarding procuring professional services and other contract work. FINANCIAL POLICY AND SUPPORT (FPS) DIVISION The Financial Policy and Support (FPS) Division is responsible for all aspects of Security Cooperation financial policy. Other areas of support include financial analysis; computation and reservation of program termination liability requirements; review and coordination of FMS customer special bills; and financial management information queries and reports. Scope. The scope of this delivery order encompasses all personnel and activities to meet the objective. COR: Carole Roberts, Defense Security Cooperation Agency (DSCA) DBO, 201 12th Street South, Suite 203, Arlington, VA 22202-5408 Phone Number: (703) 604-6555, Fax Number: (703) 604-6536 Email: Carole.Roberts@dsca.mil, This sources sought notice expresses performance requirements in the following manner: Each performance requirement may contain the three elements below. In each case, the elements taken together constitute a performance requirement.Performance Objectives-are statements of the outcome or results expected of the contractor. Performance objectives specify what is to be done; they do not specify how it is to be done. Performance Standards-are the targeted levels of required acceptable performance for determining the accomplishment of specific performance objectives. Performance Measures-are the methods to be used by the Government to monitor or assess how well the contractor performs objectives. Use of Performance Measures and Standards. Not every performance objective in this solicitation has a related performance standard or measure. However, every performance objective is a contractual requirement. For those performance objectives that do not specify a performance standard or measure, the standard or measure is inferred to be in accordance with standard commercial practices (that is, substantially complies with customary trade practice). When specified, performance standards and measures may be used to achieve a variety of goals, including the collection of data to test the practicality of a performance standard, the identification of a performance standard of less than 100 percent compliance, emphasis on the most critical performance objectives, the collection of data to support quality assurance and remedies (including the evaluation of past performance and for discussions at appropriate meetings), and other similar goals. Preferred Applications for Contractor-Provided Information Microsoft Word and Microsoft PowerPoint, Excel, and Lotus Notes, Defense Travel System, Defense Message System, and other Management/Tracking Systems, such as: the 1200 Systems and DSAMS for preparation of data, reports, plans, and documentation. These are the preferred applications for the creation, storage, and retrieval systems most widely used for DSCA internal and contractor deliverable data and correspondence. Operations Coordinator Performance Objective No. 1. The Contractor shall provide administrative and technical support as directed by the Senior Administrative Assistant for the Principal Deputy Business Operations for oversight of DSCA Security Assistance Programs. Critical functions to be provided are management and oversight of financial requirements for Program Management requirements and administration support for Security Assistance Programs. The contractor shall maintain and provide oversight of the directorate travel, training, and representative funds budgets. Performance Standard: Must possess and maintain a Secret Clearance, Weekly progress and status reports of the DBO Directorate travel budget commitments, obligations, and expenditures and projected funding for future requirements. Weekly progress and status reports of the DBO Directorate representative funds, commitments, obligations, and expenditures and projected funding for future requirements. Monthly progress and status reports of the DBO Directorate training funds commitments, obligations, and expenditures and projected funding for requirements. Performance Measure: Annual reports and current security clearances 100 percent of the time. Report is complete and accurate 100 percent of the time. Performance Objective No. 2. In partnership with the Government, the contractor may be required to attend regular daily meetings as directed by the Senior Administrative Assistant for DBO and with the Principle Director, Business Deputies, and the Country Program Directors (CPDs) to provide status reports on action items in the DSCA or for other management support systems. The Government shall lead all discussions involving meetings with government officials and contractors. The contractor shall assist in the preparation of briefing materials, reports in response to the Freedom of Information Act (FOIA) requests, correspondence, and conduct studies related to Foreign Military Sales or other Security Assistance Programs. Performance Standard: Daily progress and status of action items in DSCA shall be delivered the first day of each week, Monthly status reports of analytical and/or technical problem areas; provide planned resolution actions, or recommendations for corrective actions with estimate completion date. Performance Measure: Report is complete and accurate 100 percent of the time. Performance Objective No. 3. The contractor shall provide administrative, and technical support and any other task directed by the Senior Administrative Assistant to all divisions within the DBO directorate including but not limited to: Administrative and Management, Comptroller, Country Financial Management, Contracting, and Financial Policy and Support. This support may include website database development and maintenance, report extraction, data input and data analysis, preparation of modifications, contractual documents, PowerPoint slide presentations, files, memorandums for record, Resource Management documents, etc., The contractor may be required to manage the Directorate IT equipment to include scanners, notebook computers, and Blackberries. The contractor shall provide recommendations of the Directorate budget, POM submission. Performance Standard: Submission of IT requirements to the DBO/Comptroller Directorate within 3 calendar days of receipt of request from government personnel. 2.Submission of the DBO/Comptroller Directorate budget, POM, i.e., Planning and Budgeting Documents, submission within 10 days of requirement. Performance Measure: Correspondence is complete and accurate 100 percent of the time. Performance Objective No. 4. The Contractor responsibilities will include: arranging conference facilities and space at DSCA conference facilities for DSCA sponsored meetings. Performance Standard: The contractor personnel shall confirm arrangements by providing written detail instructions of date, time, and location of DSCA sponsored meetings. Performance Measures: Information is complete and accurate 100 percent of the time. Problem areas. The Government and Contractor shall bring any potential problems or issues affecting contractor performance to the attention of the Contracting Officer immediately. The Contracting Officer shall enter all performance issues and problems into the Past Performance Information Management System (PPIMS). Description and Use of Government Furnished Information (GFP), Government Furnished Equipment (GFE) Standard Operational Procedures will be available to the contractor at the place of performance where applicable. The Government will provide the contractor with an office space with a desk, telephone, and computer at DSCA, 201 12th Street, South, Ste 303, Arlington, VA 22202-5408. The Government will also supply contractor personnel with any additional supplies required to perform the task as outlined in 1.0 above. Contract Management. The COR will provide oversight for this Statement of Work. Deliverable Due Date, Performance Objective/Task Security Clearance Report, Annually Performance Objective No. 1 Weekly (Written) Status Report Weekly Performance Objective No. 1 Weekly (Written) Status Report, Weekly Performance Objective No. 1 Monthly (Written) Status Report Monthly Performance Objective No. 1, Daily Meetings Daily Performance Objective No. 2Monthly (Written) Status Report Monthly Performance Objective No. 2, Monthly (Written) Report Monthly Task No. 3.0, Orientation Annually, Task No. 4.0 Deliverables Change Request, Monthly, Task No. 5.1 Monthly Invoices, Monthly Task No. 9.0, Disclosure Statement Annually Task No. 12.0, Preparation of FMR?s, As Required, All Task Above 5.1 Deliverables: Deliverables at the request of DSCA may include: weekly written status reports to the cognizant government technical representatives, and written reports, generally in the form of monthly status reports, will also be provided highlighting progress, as determined by the COR. Period of Performance. The Period of Performance for this effort is Date of award through 12 months with one (1) 12-month option year. The Government is not open for business on the following holidays: Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, New Year?s Day, Martin Luther King, Jr. Day Presidents Day, Independence Day, Labor Day, Memorial Day Performance. Place: The Contractor shall perform activities in applicable DSCA and related organizational spaces. 7.2 GFE/Data: The Government will provide supplies such as paper, pens, GFE and other office equipment, such as telephone service, (local & long distance), computer & software, standard office equipment and furniture as required for a normal office setting. Travel: The U.S. Government will provide any travel requirements and related per diem. Hours of Operation: The contractor shall perform all task in this PWS from 8:30-5:00 P.M. each workday. Proprietary Information. The Government will retain rights to all intellectual property and modifications to software produced in the course of this project. Payment Schedule. Monthly invoices will be allowed and will be paid within 30 days of receipt. Invoices will be submitted to the COR for approval and certification prior to submitting to the corresponding DFAS office. The COR is responsible for submitting a DD 250 to certify all invoices. Contract Type. This is a firm-fixed price purchase order. Training. Contractor personnel will have the required skills sets needed to conduct their duties. The government will afford the contractor a reasonable amount of time away from their normal duties to attend Contractor provided training, provided that absences due to such training do not adversely impact the client?s mission. Privacy Act. Each contractor personnel will sign a non-disclosure statement. Proprietary Information, The Government will retain rights to all intellectual property and modification to software produced in the course of this project. Contract POC: Ms. Toye Y. Latimore, Contracting Officer, Defense Security Cooperation Agency (DSCA), 201 12th Street, South, Ste 303 Arlington, VA 22202-5408, Commercial: (703) 601-3848 Fax: (703) 601-1671, Email: Toye.Latimore@dsca.mil, Replacement of Contractor Personnel, Should the government/contractor request that a employee be replaced for any unforeseen reason, the Government/contractor shall notify the contractor/Government immediately. The Contractor has 48 hours to replace the employee with another employee that has the same skills, knowledge and abilities as the resumes submitted with the contractor proposal. The Contractor shall coordinate with the contracting office for this replacement. If this replacement does not occur, the Government is entitled to an equitable adjustment.If you are interested in competing for this requirement, please indicate your interest by sending an e-mail no later than July 13, 2006, by 9:00 A.M. to Mrs. Toye Latimore, Email: Toye.Latimore@dsca.mil. The e-mail shall contain the following subject line, ?Sources Sought, Administrative and Technical Support Services-DSCA.? Use of any other subject line may delay your entry. All valid e-mail responses from prospective sources must provide the return e-mail address, company name, mailing address, telephone number, facsimile number, and point of contact within the body of their response. In addition, to assist in the acquisition strategy development, please respond to the following questions: 1) Is your business a large business or small business [Small Disadvantaged, Woman-Owned, Service Disabled Veteran Owned, etc.]? (For the purpose of determining your business size, the North American Industry Classification System (NAICS), 561110 with a size standard of $6.5 M average annual receipts over the past three years, will be utilized for this acquisition). 2) Provide a list of customers (Government/non-Government) within the past 5-years highlighting similar work performed. Include contract numbers, contract type, dollar value of each procurement, and point of contact/addresses/and phone numbers and brief description of the work performed. 3) Provide information relative to past performance that demonstrates the ability to provide ALL capabilities noted above. ALL PROSPECTIVE OFFERORS MUST RESPOND TO THIS SYNOPSIS VIA E-MAIL. TELEPHONE REQUESTS FOR SOLICITATIONS WILL NOT BE ACCEPTED OR RETURNED. Submit responses no later than July 13, 2006 at 9:00 A.M. EST. Your response is limited to 15 pages. NO SOLICITATION EXISTS AT THIS TIME. The government reserves the right to conduct oral capabilities demonstrations that will be scheduled at a later date. This is not a commitment on the part of the Government to award a contract as a result of this notice or to pay for any information received. Any offerors that dialog with the Program Office will not be permitted to participate in this solicitation process. All dialogs should be directed to the Contracting Officer only.
- Place of Performance
- Address: Defense Security Cooperation Agency, 201 12th Street South, Ste 203, Arlington, VA
- Zip Code: 22202
- Zip Code: 22202
- Record
- SN01082401-W 20060705/060703220521 (fbodaily.com)
- Source
-
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