MOD | R | Amendment 0001-Management, Consulting, Accounting, and Auditing Support for BIA's Division of Property Management, Central Office. THIS IS A BUY INDIAN ACT SET-ASIDE.

FBO DAILY ISSUE OF FEBRUARY 27, 2011 FBO #3382
MODIFICATION

R -- Amendment 0001-Management, Consulting, Accounting, and Auditing Support for BIA's Division of Property Management, Central Office. THIS IS A BUY INDIAN ACT SET-ASIDE.

Notice Date: 2/25/2011
Notice Type: Modification/Amendment
Contracting Office: BIA-Central Office Acquisitions - Reston 2051 Mercator Drive Reston VA 20191
ZIP Code: 20191
Solicitation Number: RBM00110001
Response Due: 3/10/2011
Archive Date: 2/25/2012
Point of Contact: Cari Fraser Contracting Officer 7033906348 cathleen.fraser@bia.gov;
E-Mail Address: Point of Contact above, or if none listed, contact the IDEAS EC HELP DESK for assistance
(EC_helpdesk@NBC.GOV)
Small Business Set-Aside: N/A
Description: The purpose of Amendment 0001 to RBM00110001 is to provide the answers to Contractor questions and extend the due date for quotes to March 10, 2011 at 4:00 PM EST. 1.Q: Please provide an estimate for the anticipated annual workload (in FTE) for the scope of work referenced in the RFW. A: To assist Quoters in the preparation of their quotations, the Government presents the following description of the level of effort only as an estimate. Quoters are expected to make an independent assessment of the resources required to perform the tasks described in the Statement of Work. Base Period:Labor CategoryEstimated HoursLead Contractor1,920Administrative Assistant1,920Total Hours - Base Period:3,840* Assume the same Estimated Level of Effort for the four option years. 2.Q: Can we receive a copy of your most current audit report to study the identified material weaknesses associated with the PP&E accounts? A: The Government does not believe this report will help the Quoter develop its quote. The current year activities identify differently based on site reviews. 3.Q: What percentage of each task area is performed by BIA personnel; percentage expected to be conducted by this contracted effort? A: 100% is expected to be conducted by this contract. 4.Q: Are any of the tasks currently outsourced/contracted and considered incumbent work for this effort? A: Yes all of them. The incumbent is IQ Business Strategies in Phoenix, Arizona. Task 1: Fixed Asset System Support: The Contractor shall provide the following Fixed Asset System support, including but not limited to: Providing technical assistance to Regional, Agencies and Schools within Indian Affairs; Fixed Asset Subsystem (FAS) data entry, Corrections and modifications; Support in all other aspects of property, plant and equipment as it related to real and personal property; and developing and reviewing exception reports to ensure that all discrepancies are corrected and reconciliation efforts are covered with stand independent audit findings without error in a timely manner. Related Questions: 5.Regional agencies supported by the Division of Property Management: a.Q: How many regional agencies? A: Central Office (east-DC Area and west-Albuquerque, NM), 12 Regional Offices, 90 Agencies. b.Q: Where are they located and description of the region for which they are responsible? A: Great Plains Regional Office - Aberdeen, SD (12-Agencies within North/South Dakota, 1-Agency in Nebraska), Southern Plains Regional Office - Anadarko, OK (4 Agencies within Southern Oklahoma 1 Agency in Kansas),Rocky Mountain Regional Office - Billings, Montana(6 Agencies within Montana, 1 Agency in Wind River, Wyoming),Alaska Regional Office - Anchorage, AK, (1 Agency in Anchorage), Midwest Regional Office - Minneapolis, MN, (2 Agencies within Minnesota, 1 Agency in Wisconsin and 1 Agency in Michigan), Eastern Oklahoma Regional Office - Muskogee, OK (6 Agencies within Oklahoma), Western Regional Office - Phoenix, AZ (2 Agencies within Nevada, 2 Agencies within Utah, 10 Agencies within Arizona),Pacific Regional Office - Sacramento, CA ( 4 Agencies within California),Central Office (East-DC area, west-Albuquerque, NM), Southwest Regional Office - Albuquerque, NM (10 Agencies within NM), Navajo Regional Office - Gallup, NM (3 Agencies in NM, 3 Agencies in AZ), Northwest Region - Portland, OR (9 Agencies in Washington, 3 Agencies in Idaho, 1 Agency in Alaska, and 2 Agencies in Oregon), Eastern Regional Office - Nashville, TN (1 Agency in Mississippi, 1 Agency in Florida and 2 Agencies in North Carolina). c.Q: How many Accountable Property Officers (APOs), Custodial Property Officers (CPOs), and Property Managers are affiliated with each regional agency? A: 102 APOs, a couple thousand CPOs, and 12 Property Managers. d.Q: What is the value and number of lines of property managed by each regional agency? A: The Bureau manages 24,320 in its property system at a value of approximately $3.4 billion dollars. e.Q: What are the major areas of deficiency associated with each regional agency? A: Accountability, data entry, and documentation. 6. Schools: a.Q: How many schools? A: 168 schools b.Q: Are the schools organized by region? A: Yes c.Q: If yes, how many schools are in each of the regions described above? A: Great Plains - 21, Southern Oklahoma - 4, Rocky Mountain -4, Midwest - 11, Western - 20, Pacific - 2, Southwest - 16, Navajo - 73, Northwest - 6, and Eastern - 11. 7.Reports: a. Q: What is the current volume of weekly/monthly management reports? A: 8 updated monthly b. Q: Are they all system generated? A: Yes Task 2:Assistance in the Development of Policy and Procedures: The Contractor shall provide assistance in the development of policy and procedures, including but not limited to: Identifying any audit findings and corrective actions which address processes identified under Fixed Asset System support, including changes based on administrative reviews. The Contractor must also ensure that all policies are tested and adhered to. Related questions:8. Q: What is the current level of maturity of your policies and procedures? A: They are currently updated. Revised procedures are in review stages. 9. Q: What is the availability of current desktop procedures to support the current workforce performing the property management accountability duties? Can this documentation be shared with us pre-award to enhance the planned scope and approach? A: Procedures are available. However, the Government does not believe the Quoter needs this information in order to submit its quote. 10. Q: Are there validation procedures in place to measure adherence to policies and procedures? A: Yes. 11. Q: How many property management evaluations are performed annually at the Division of Property Management, Central Office? What is the scope of a typical DIA Central Office property management evaluation? A: It varies each year, but the evaluations are performed at 4 Regions with anticipated 25% of Agencies (subject to availability of funds). The scope is as defined under scope of work/tasks. 12. Q: How many property management evaluations are performed annually at each regional office? What is the scope of a typical DIA regional office property management evaluation? A: It varies each year, but 25% (subject to availability of funds). The scope is as defined under scope of work/tasks. 13. Q: Are there training programs in place to help employees understand and effectively implement policies? A: Yes Task 3:Construction-In-Progress (CIP) Support: The Contractor shall assist Central Office and other construction programs within Indian Affairs to ensure that the construction-in-progress transfers are moved from the accounting general ledger to the appropriate asset type general ledger and encoded into the Bureau's inventory system (FAS) timely. This task includes a full understanding of real and personal property general ledger accounts and accounting entries within the Federal Finance System that captures all costs associated with project cost accounting. Related questions: 14.Q: How many construction projects are currently in progress? A: 24 15.Q: What is the time horizon of these projects? A: Ongoing. There is not enough time to get specifics. 16.Q: Are there automated interfaces between FFS and FAS? A: Yes 17.Q: What are the levels at which CIP data is tracked in FFS? A: Regions, Agencies, Programs, and Projects 18. Q: Does FFS automatically summarize numerous expenses at multiple levels? A: Yes 19. Q: Is there a data migration reconciliation process in place? A: Yes Task 4:Audit Support and Assistance to Financial Management Accounting as it relates to PP&E: The Contractor shall provide support and assistance to Indian Affairs as it relates to property, plant & equipment. This support includes, but is not limited to: Preparing quarterly reports on all additions and deletions on capitalized fixed assets; Researching and identifying any anomalies related to property management; performing physical on-site audits of personal and real property; Sampling fixed asset data to provide data integrity; and responding to all data call requests. Related Questions:20. Q: Does BIA have procedures in place for implementing the five PP&E Assertion Parameters/Activities: Existence, Completeness, Valuation, Rights and Obligations, Presentation and Disclosures? A: Yes. 21. Q: How many site visits are conducted annually to sample fixed asset data in support of establishing data integrity? A: Average of 4 Regions with 2 to 3 Agencies/Schools in that Region. 22. Q: Does BIA have an operational framework in place that synchronizes the asset management and financial management life-cycles? A: Yes. 23. Q: What is the average number of monthly ad-hoc data calls? A: Varies, depending on the inventory procedures as the Regional/Agency offices complete this process. 24. Q: What is the government's estimated level of effort on a full time equivalent hourly annual basis for this project? Please provide the estimate by task if available. A: Refer to Question #1. 25. Q: Will Tribal/BIA Property, Plant, & Equipment audit, accounting and consulting experience under a Certified Public Accounting firm be considered equivalent property management experience considering that the firm has conducted this type of work for the past 10 years? A: No. With regards to auditing and accounting experience, it might be equivalent for task 4, but the Government does not believe, just based on this type of activity, Tasks 1,2 and 3 can be met. 26. Q: Will the BIA provide Office work space for the contractor to include computer equipment and printing and copy supplies to perform the tasks of the contract? A: Yes 27. Q: Can the BIA provide an estimate of the number of trips necessary in order to project the necessary travel costs associated with performing those tasks requiring travel? A: Travel with be a separate Not-To-Exceed CLIN. The Contractor shall be reimbursed for actual allowable, allocable, and reasonable travel costs incurred during performance of this effort in accordance with the Federal Travel Regulations in effect on date of travel. The estimated number of trips is approximately 6 reviews and 2 meetings. However, travel may be amended, if needed, by the Government. 28.Q: Can the quote due date be extended? A: Yes, the due date is extended one (1) week from 4:00 PM EST, Thursday, March 3, 2011 to 4:00 PM EST, Thursday, March 10, 2011. 29.Q: Please explain the Buy Indian Act Set-Aside. A: This acquisition will be a set-aside for 51% Indian owned and controlled firms under the Buy Indian Act. 25 U.S.C. 47, Section 7(b) of P. L. 93-638 (25 U.S.C. 450e) requires that preference in award of subcontracts be given to Indian/Alaska Native economic enterprises. Indian firms bidding under this Act must self-certify they are eligible under the "Buy Indian Act" and be submitted to the Contracting Officer prior to award. No more than fifty (50) percent of the work to be performed under a prime contract awarded pursuant to the Buy Indian Act may be subcontracted to other than Indian firms. For this purpose, work to be performed does not include the provision of materials, supplies, or equipment. All Indian-owned businesses shall comply with FAR 52.219-14, Limitations on Subcontracting. All other terms and conditions remain unchanged.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/DOI/BIA/RestonVA/RBM00110001/listing.html)
Place of Performance: Address: 2600 N. Central Avenue, Suite 440Phoeniz, AZ; Zip Code: 85003
Record: SN02387782-W 20110227/110225234245-bd207a30568ef9bafa3c9cb6ce17fc6d (fbodaily.com)
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R -- Amendment 0001-Management, Consulting, Accounting, and Auditing Support for BIA's Division of Property Management, Central Office. THIS IS A BUY INDIAN ACT SET-ASIDE.