DTRA Budget and Finance Support

Sources Sought Synopsis announcements are issued to assist the Defense Threat Reduction Agency (DTRA) in performing market research to determine industry interest and capability, obtain company demographics, obtain benchmarking information and industry ideas for an acquisition approach. This Sources Sought Synopsis is not a request for proposal and at this time, no solicitation exists. Introduction: The Agency's mission is to safeguard the United States and its allies from Weapons of Mass Destruction (WMD) by providing capabilities to reduce, eliminate and counter the threat and its effects. This mission dictates a diverse set of customers and unique mission requirements. The Agency's Comptroller's Office requirements are equally diverse and unique. DTRA is seeking interested sources capable of providing support to the DTRA Comptroller's Office in accomplishing it responsibilities for the overall preparation, execution and management of the Agency's resource portfolio. Background: The Comptroller's Office, Business Enterprise, Defense Threat Reduction Agency (DTRA), responsibilities are accomplished through two Comptroller organizational entities, the Program and Budget Division and the Finance and Accounting Division. The Program and Budget Division is responsible for, and provides oversight of, the Agency program and budget development, formulation, execution, and manpower resource requirements. The Division provides primary DTRA program/budget interface/liaison with the Office of the Under Secretary of Defense (Comptroller) (OUSD(C)) on program, budget, and execution issues, and is responsible for justifying and defending resource requests at Department of Defense (DoD), Office of Management and Budget (OMB), and Congressional staff budget hearings as directed. The Program and Budget Division is also responsible for implementing the Agency's corporate program review process to assure DTRA's programmatic needs are adequately provided for and resources allocated in accordance with strategic priorities. In this capacity, the Division is responsible for preparing, consolidating, and submitting reports, memorandums, information papers, and budget briefings to the Agency's senior leadership for presentation to OUSD(C), DoD, OMB, Government Accountability Office (GAO), and Congress, as required, to defend the Agency's budget. The Finance and Accounting Division provides comprehensive financial services, financial reporting, managerial accounting, and financial systems support to DTRA. These functions include: Chief Financial Officer (CFO) Act compliance and financial reporting; Managers Internal Control Program; management and funds control programs; accounts payable; accounts receivable; accounts maintenance; and reconciliation. In addition, the Division provides centralized management, administration, and operation of all DTRA card programs in support of DTRA requirements world-wide. DTRA card programs include the government-wide commercial purchase card (GCPC), centrally billed account and individually billed account government travel cards; Voyager fleet cards; MCI Worldcom telephone cards; and Government Emergency Telephone Service (GETS) cards. The Finance and Accounting Division ensures that financial management at DTRA continues to produce accurate, timely and useful financial information for DTRA. The Division acts as the Agency's representative for all matters pertaining to accounting operations, financial reporting, and management control. Requirements: DTRA intends to procure services to provide level of effort support to the Comptroller's Office Program and Budget Division and Finance and Accounting Division to support the accomplishment of budget formulation and integration, manpower management, budget execution, financial services, managerial accounting, management analysis, financial reporting, and financial systems activities. Work on-site with Program and Budget Division and Finance and Accounting Division personnel is necessary to achieve Comptroller's Officer and Enterprise goals under constrained timelines. Approximately 40 contractor FTEs currently support Comptroller requirements. The following provides a list of the support required under each Division: Program and Budget Support: 1. Program and Budget Support: a. Integrate all programmatic and budgetary resource briefings across the Division b. Prepare briefings from various budget data positions, ensuring consistency among all Program and Budget Division/Agency briefings, to include congressional briefings. c. Develop, prepare, edit briefings based on knowledge of the requirement, ensuring that budget information is correct and consistent with previous/current budget. d. Prepare, review, and integrate all Division web-based requirements and correspondence in accordance with Associate Director, Business Enterprise, Agency, and DoD policies. e. Assist the Division and Branch Chiefs in development/coordination of packages; ensuring that all packages are properly staffed within the Division, Office, Enterprise, and Agency, as required, prior to forwarding to the Business Enterprise Administrative Office for signature. f. Conduct substantive language edits of all packages to ensure that sentence complexity is appropriate for the document, ideas are presented in a clear and concise manner and the use of jargon and technical terms are appropriate. g. Support to the Business Enterprise Senior Business Officer (SBO), including: direct support for financial management functions and coordination with the Comptroller's Office Program and Budget Division and Finance and Accounting Division on Business Enterprise SBO requirements; assist with Management Control Officer functions and prepare input for the Business Enterprise submission to the Statement of Assurance; support assigned Senior Business Office projects, as an action officer, for Base Realignment and Closure (BRAC), briefing preparation, and other support tasks; and coordinate input for metrics and other reporting functions. h. Provide Organization Defense Travel Administrator (ODTA) functions for the Business Enterprise SBO in support of the Defense Travel System (DTS) i. Lead DTS implementation at the organization level j. Develop and maintain organizational training and monitoring plan k. Assist with routine customer help desk issues l. Provide routine administrative maintenance m. Assist with status and metrics reporting. 2. Budget Formulation and Integration Support: a. Provide support to the development and formulation of Agency budget and program financial resource requirements to include: Agency Program Objective Memorandum (POM)/budget process; budget milestones, instructions, and guidance; Planning, Programming, Budgeting and Execution (PPBE)-related events schedule; program/budget database control and administration; and Agency Program/Budget Guidance (PBG) fund controls. b. Support the development, preparation, submission, and justification of DoD and congressional exhibits and requests for Agency resource information for the Future Years Defense Program (FYDP), POM, Budget Estimates Submission (BES), President's Budget, and amended budget. c. Assist the Agency's efforts in support of the OMB/Office of the Secretary of Defense (OSD) budget review processes and the DTRA Program Review and Program Budget Decision (PBD) processes. d. Provide DTRA program/budget interface/liaison with the OSD Office of the Director of Program Analysis and Evaluation (PA&E), Office of the Under Secretary of Defense (Acquisition, Technology and Logistics) (OUSD(AT&L)), and OUSD(C) on program, budget, and execution issues, and interpret OSD/OMB Budget Guidance for applicability to Agency submissions and to ensure compliance of Agency submissions. e. Support the review and ranking of capabilities that DTRA must develop against Agency plans and guidance, and subsequent application resources. f. Manage and distribute current year Agency Total Obligation Authority and Chemical and Biological Defense Program (CBDP) funds received from OSD by appropriation. g. Develop and maintain the overall DTRA program/budget coding structure as well as coordinate changes to the DTRA Resource Management Code (RMC) Handbook. h. Develop budget and appropriations presentation materials in accordance with prescribed formats and configuration controls of technical and budgetary data. 3. Manpower Support: a. Develop and implement the Manage Civilian Payroll to Budget process at the Enterprise level Agency-wide. Design and document processes to utilize payroll and personnel data in the management of payroll budgets. Develop reports, draft policies and procedures, and prepare training materials. Coordinate with the Business Enterprise Human Capital Office and Enterprise manpower points of contact to develop sound gain and loss projections. Provide training, reporting, and technical assistance to Agency staff. b. Support the management of the Agency's payroll/civilian full time equivalents (FTEs) and preparation of all necessary manpower exhibits for submission with the Agency budget to OUSD(C). c. Conduct special studies of various DTRA human resource issues as required. d. Administer and maintain the Agency's automated manpower database. Prepare, update, and maintain manpower management reports, charts, and control documents. Coordinate and provide manpower information to DoD, the Joint Staff, and the Military Services. e. Support the maintenance of the Agency Organization and Functions Program to include the Organization and Functions Manual. f. Compute and document Agency work-year and payroll requirements to support operation plans, programs, objectives, and budget requirements; develop manpower-costing methods and budget exhibits; monitor work-year and payroll execution, and provide recommendations to the Agency on utilization. g. Assist in the management of Agency civilian payroll funds; formulate payroll and establish projections for payroll execution and budget estimates; provide financial analysis and payroll formulation reports as required to meet management and customer needs. 4. Budget Execution Support: a. Plan for and manage the execution of Agency and CBDP (Research, Development, Test and Evaluation (RDT&E) and Procurement, Defense-Wide (P,DW)) budgetary resources. b. Administer and execute quarterly and annual commitment and obligation plans. Ensure that resources are executed in accordance with Federal and Departmental guidelines, policies, and procedures. Recommend internal and external reprogramming of funds to assure efficient utilization of resources and accomplishment of priority mission needs to the maximum extent. c. Develop and conduct budget execution reviews to monitor execution performance. d. Research and analyze unliquidated obligations, providing customer support and assistance to program offices. e. Assist the Agency staff in developing mission and operational resource requirements. Conduct reviews and analyses to ensure that planned activities/milestones are realistic, properly costed, and consistent with program objectives and the Agency's investment strategy. f. Establish projections for, and monitor execution of, funds received from all sources. Provide financial analysis and execution reports as required to meet customer and management needs. g. Provide customer support for assigned programs. Offer advice and assistance on the full range of budget execution issues. h. Provide input to the formulation and justification of assigned programs for the POM, BES and President's Budget exhibits. Finance and Accounting Support: 1. Financial Services: a. Maintain contract pay files and ensure payment packages are complete prior to providing packages to the Defense Finance and Accounting Service (DFAS) for payment. These steps include identifying invoices as complete and accurate; identifying appropriate funding; identifying appropriate paying station; transmission to paying station; adjusting available balances in tally sheets; and verification of payment in the entitlement system after payment is made. b. Analyze, identify discrepancies, and, if necessary, return invoices and vouchers which are improper for payment and ensure the vendor is notified. c. Identify problem payments and correct through reconciliation efforts. Reconciliation requires research and analysis in the Centralized Accounting and Financial Resource Management System (CAFRMS) or its successor system when implemented; Visual Express; Mechanization of Contract Administration Services (MOCAS); Computerized Accounts Payable System (CAPS) data, as well as historical data available from the payment and contracting files. Coordination tasks in reconciliation also include coordination with the contracting officer, program manager, funds holder/budget representatives and the vendor records. d. Coordinate corrections to the entitlement systems based upon errors detected in reconciliation. Prepare a Request for MOCAS Action/Information (DD Forms 1797) as required for the Accounting Chief's approval. e. Ensure corresponding corrections in MOCAS have taken effect in the accounting system when correcting lines of accounting. f. Prepare transfer-in documentation for MOCAS as required. 2. Financial Reporting and Internal Control - CFO Compliance Support: a. Assist the Finance and Accounting Division to maintain accounting records and account balances in accordance with Generally Accepted Accounting Principles (GAAP), including maintenance of agency records and documents supporting the disbursing and fiscal station. b. Perform reconciliation of DTRA's budgetary and proprietary accounts, general ledger and subsidiary ledger accounts, as well as other agency accounts, and finance and accounting systems. c. Prepare monthly, quarterly, and annual financial status reports and external reporting documentation filed with DFAS and other DoD and civilian agency organizations. d. Assist the Finance and Accounting Division to prepare agency financial statements, footnotes, and supporting documentation, including the Agency Management Discussion and Analysis (MD&A), in accordance with OMB Bulletins 01-02, OMB Circular A-136, as well as DoD standards and instructions. e. Support DTRA's financial statement audit process, which includes working closely with Finance and Accounting Division personnel to compile records, source documents, and audit trails, and prepare audit support documentation. f. Provide support to the DTRA Audit Committee. g. Provide documentation and training support for DTRA's Managers Internal Control Program to implement OMB Circular A-123, Appendix A. This includes separate preparation of documentation for Internal Control Over Financial Reporting (ICOFR) and the preparation of the Annual Statement of Assurance. h. Provide for financial reporting for the President's Management Agenda; the Agency's Financial Balanced Scorecard; monthly metrics reporting; and other management performance reporting as required. i. Analyze audit findings, conclusions, and recommendations to formulate alternatives for corrective actions related to business processes, accounting, financial management, internal and management controls, and other CFO operations. j. Initiate implementation of corrective actions, including preparation and maintenance of the Findings and Solutions Tracking (FAST) database and the impact of alternative solutions. k. Prepare follow-up for DTRA presentation to internal and external audiences describing corrective actions taken, results, and improvements. l. Provide on-going liaison with independent auditors and advice to the Chief, Finance and Accounting Division related to audit and compliance issues. m. Perform other financial management, accounting, and support tasks as required to support the Finance and Accounting Division. 3. Account Analysis and Reconciliation: a. Provide support to ensure Agency compliance with current financial management and accounting requirements and reform initiatives, such as Federal Accounting Standards Advisory Board (FASAB) accounting statements/concepts, OMB circulars and bulletins, OSD Comptroller guidance, the DoD Financial Management Regulation, and other Federal/DoD requirements. b. Provide finance and accounting data call information to internal DTRA customers, independent auditors, and external customers (e.g., DFAS, OSD, OMB, DoD Inspector General (DoD IG). c. Assist with maintaining and updating CAFRMS or its successor system when implemented, including posting commitments, obligations, and disbursements for DTRA accounts, generating queries, archiving data, and preparing business and financial reports. d. Analyze DTRA accounts and prepare adjusting journal entries. e. Validate adjusting entries to ensure financial statement and account balance data is accurate. f. Provide support for the FMS program, to include: cash reconciliation support, including analysis of the Statement of Differences (FMS 652); tracing amounts to the general ledger; researching Transactions-by-Others (TBOs); and conducting analysis for unmatched disbursements and in-transits. g. Assist DTRA in establishing cases for FMS in the DFAS-Denver FMS system and the DTRA accounting system, CAFRMS, or its successor system when implemented. h. Process and maintain Letters of Offer and Acceptance (LOA) for FMS cases, including processing associated supporting documentation. i. Reconcile reports and discrepancies between the Defense Security Assistance Management System (DSAMS) and CAFRMS (or its successor system when implemented). j. Maintain FMS status reports (financial, delivery, and closure) to reflect actions taken and required. k. Reconcile and close FMS cases. 4. Financial Systems Support: a. Support analysis of high level DTRA requirements aligned to the Business Enterprise Architecture (BEA). b. Support DTRA for planning and acquisition of core financial systems/tools, and the integration of this system into DTRA's business architecture. c. Assist DTRA with participation and analysis related to DoD's Business Transformation Agency (BTA) initiatives such as the Defense Agencies Initiative (DAI). This support will include analysis of the environment and required interfaces in developing an accounting system to support DTRA. d. Provide support to DTRA's business modernization efforts through campaign initiatives. e. Support systems integration, testing, and validation of DTRA business systems. f. Perform other systems integration functions as required in support of the Finance and Accounting Division. g. Provide additional systems support for new financial systems and integration as required in support of the Finance and Accounting Division. 5. Consolidated Card Function: a. Support the operation of a DTRA consolidated card program office. b. Run usage/problem reports regularly; conduct follow-up and report on status. c. Gather information necessary for regular metrics reporting to DTRA management. d. Work with card service providers such as U.S. Bank, Bank of America, General Services Administration (GSA), and Defense Telecommunications Services - Washington (DTS-W) to obtain needed services and accounts. e. Coordinate with DTRA management to establish and clarify policies and procedures. f. Gather information to meet all quarterly and annual reporting requirements. g. Gather information and perform analysis to support both internal and external audits. h. Maintain necessary files on cardholders, approving officials, and general office files. i. Develop/maintain written policies under guidance from DTRA management. j. Develop/maintain training programs. k. Open and close accounts as necessary; maintain accurate account information; establish and adjust credit/cash advance limits to appropriate levels; maintain appropriate merchant category codes and blocks; establish and maintain cardholder/approving official files. l. Provide information on card program options; provide information and guidance on policies/procedures. m. Process appointment memos for appropriate signature. n. Receive requests for account maintenance. o. Monitor certified funding necessary for fund control and payments. p. Provide necessary delinquent payment and/or statement notifications to cardholders, approving officials supervisors, and account payable activities. Capabilities: Potential sources must have experience and expertise that demonstrates an in-depth knowledge and background in providing financial support services in a performance-based Department of Defense environment. Sources must demonstrate experience and ability to provide an adequate number of cleared personnel, at the Secret level. Microsoft Office 2003 (Word, Excel, Access, Project, and PowerPoint), and Visio experience is required in order to prepare all documents, listings, tables, briefings, and worksheets. Responses: Offerors having the required capabilities necessary to perform the stated requirements are invited to provide information to contribute to this sources sought. Interested offerors should provide within their electronic responses the following: 1. Company name, address, point of contact, telephone number, email address, business size and small business status such as disadvantaged, 8(a), HUBZone, Woman Owned, Minority Owned, and/or Service Disabled Veteran Owned. 2. Ideas/Recommendations for an acquisition strategy to satisfy the stated requirements (e.g. single contract, single award IDIQ, multiple award IDIQ etc) Responses shall not exceed five (5) pages in total. DTRA will provide additional information and release draft documents as they become available. DTRA will not entertain - one on one meetings at this time. Please submit responses to Lloyd Royal at Lloyd.royal@dtra.mil, Temple Ferrell at temple.ferrell@dtra.mil or Brian Wilt at brian.wilt@dtra.mil no later than January 5, 2009 at 1400 hours Eastern Time.