Financial Managment & Audit Readiness Support Services

The Regional Contracting Office, MCIWEST, Marine Corps Base, Camp Pendleton, California, is providing this Request for Information (RFI), as a Sources Sought Notice, as part of market research to determine industry interest and capabilities. The USMC is requesting that interested small businesses, provide a capabilities statement, for this requirement and only the General Services Administration (GSA) Logistics Worldwide (LOGWORLD) - Schedule 874 V, Subject Item Number 874-501 Supply & Value Chain Management Services with NAICS 541614 contract holders, will be considered. This is not a solicitation or request for proposal and in no way commits the Government to award a contract. The Government does not intend to award a contract(s) based solely on the submission of the Request for Information or Capabilities Statement, nor does it intend to pay for any costs incurred in response to this announcement. The United States Marine Corps reserves the right to terminate this Request for Information and make changes thereto, when it is determined necessary. Responding to this RFI does not guarantee participation in the source selection for this requirement nor any future requirements. It is requested that interested contractors submit a brief Capabilities Statement, no more than 10 pages in length (single-spaced, 12-point font minimum) that clearly details their companies' ability to perform all aspects of this requirement. The Capabilities Statement must include the following information: 1. Company Name and Address; 2. Contact Name, Title, Phone Number, Fax Number, and email Address; 3. DUNS Number; 4. CAGE Code; 5. Company size standard in relation to NAICS 541614 6. Organizational history brief; 7. Core competencies 8. Past performance 9. Differentiators 10. Corporate data SUPPLY INVENTORY SUPPORT SERVICES Vision Statement Marine Corps Base Camp Pendleton supports today's fight and prepares for tomorrow's future. We will be a superior Marine Corps training base by expanding training opportunities; maximizing allocated resources; modernizing base infrastructure; and providing superior service and support. 1 Introduction The Consolidated Materials Service Center requires supply inventory management services to assist with garrison retail supply activities of the Marine Corps Installations West Marine Corps Base Camp Pendleton (MCIWEST-MCB CAMPEN) Base Property Control Officer (BPCO) and Southwest Regional Fleet Transportation (SWRFT) in preparation of the 2017 Office of the Under Secretary of Defense (OUSD) Financial Improvement Audit Readiness (FIAR). Physical inventories are management tools for ensuring effective control, accounting, and physical security of materiel and are a valuable part of the Accountable Officers (AOs) Internal Management Control Program. All materiel maintained on hand must be inventoried at a minimum annually or as required to ensure the accuracy of supply inventories property recorded in a formal and/or approved Accountable Property System of Record (APSR). Conducting and documenting physical inventories will be consistent with the guidance provided herein. 1.1 Mission To operate a training base that promotes the combat readiness of the Operating Forces and the mission of other tenant commands by providing training opportunities, facilities, services and support responsive to the needs of Marines, Sailors and their families. 1.2 Background In 1998 the Marine Corps went to two Accountable Property System of Record (APSR), being ATLASS/SASSY and the Defense Property Accountability System (DPAS). ATLASS/SASSY was populated with military equipment (ME) and non-standard equipment (NS-E) procured for use by military units in deployed operations and field training environments; and DPAS was populated with property used in a garrison environment (barracks, mess hall, office furnishings fixtures and equipment; and garrison mobile equipment/non-tactical vehicles) meeting a unit cost of $5,000 and above. In 2009 the OUSD Acquisition Technology and Logistics (AT&L) issued a November memorandum Priorities for Improving Financial Information and Achieving Audit Readiness. The terms existence and completeness refer to DOD efforts for validating asset accountability on the path to achieving complete financial statement audit readiness. The terms are defined as follows: Existence of accountable property (military and general equipment, real property, inventory, and operating materials and supplies) in DOD systems of record exists and their records match actual physical assets. Completeness All accountable property is identified and accurately recorded in a DOD system of record. From 2010 to present four events have or will directly impacted supply inventory records: o The first event was in 2010 with the introduction of the Global Combat Supply Support Marine Corps (GCSS-MC) as the replacement APSR for ATLASS/SASSY. During this implementation the Marine Corps determined that GCSS-MC would only be used for ME only, and that all NS-E previously loaded on using units ATLASS/SASSY accounts would migrate to Installation Commander DPAS accounts. For MCIWEST-MCB CAMPEN there were 10,000 plus items identified for potential migration from ATLASS/SASSY to the MCB CAMPENs DPAS account. o The second event in 2012 moved IT equipment, infrastructure and software from the contracted owned/operated Navy-Marine Corps Internet (NCMI) network to the government owned/operated Marine Corps Enterprise Network (MCEN). At the time of cutover there were some 40,000 plus IT assets and refresh equipment identified to be picked up on the MCB CAMPEN DPAS account. o The third event commenced in 2013 with Marine Corps enterprise wide audits of the financial and supply records in preparation of 2017 and beyond FIAR assertions. These preliminary audits identified gaps and vulnerabilities in processes, procedures, and key supporting documentation required before full assertion can occur. The final event is in progress, and proposes to move Marine Corps owned and leased garrison mobile equipment/non-tactical vehicles (GME/NTV) from the DPAS account held by Marine Corps Installations Command (MCICOM) to the respective Installation DPAS accounts. For MCB CAMPEN this will mean additional inventory management requirements to inventory and label 3,000 plus pieces of equipment throughout the region. 1.3 Scope This is a Firm-Fixed Price contract. Services to be provided are outlined in the tasks presented herein. The strategic goal of this contract is to achieve inventory accountability and visibility of property in the APSR DPAS in accordance with DoD laws and regulations for resource management. The Contractor shall provide personnel that are knowledgeable in providing onsite inventory management support for ensuring that data and key supporting documentation is correctly captured on assets identified for inclusion in the Defense Property Accountability Systems (DPAS). The government will provide inventory management reports, for which the contractor will be required to conduct inventories to validate physical existence of assets and asset information (serial numbers, locations, etc.), and affix approved barcoded asset labels generated from DPAS. The Contractor will be required to support two separate inventory activities of MCIWEST-MCB CAMPEN, which are the MCB CAMPEN Base Property Control Office at Bldg. 2280 and the Southwest Regional Fleet Transportation (SWRFT) at Bldg 22143. Work assignments will be issued by the Deputy Director, Consolidated Material and Services Center (CMSC) who has oversight of the garrison property operations aboard MCB CAMPEN. The contractor shall provide all personnel, administrative supplies, and other items necessary to perform the inventory management duties as specified in this Performance Work Statement except those items specified as government furnished property and services. The contractor shall perform to the standards in this contract. 2 General Requirements This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort. 2.1 Non-Personal Services The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Procuring Contracting Officer (PCO) immediately. 2.2 Business Relations The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel. 2.3 Contract Administration and Management The following subsections specify requirements for contract, management, and personnel administration. 2.3.1 Contract Management The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at Marine Corps Base Camp Pendleton and the contractor's corporate offices. 2.3.2 Contract Administration The contractor shall establish processes in an effort to collaborate with existing Government procedures and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement. 2.3.3 Personnel Administration The contractor shall provide the following management and support as required. The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs). 2.4 Subcontract Management The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the Procuring Contracting Officer (PCO) or Contracting Officer Representative (COR). Cross teaming may or may not be permitted. 2.5 Contractor Personnel, Disciplines, and Specialties The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The contractor shall ensure the labor categories, labor rates, and man-hours utilized in the performance of each PWS line item issued hereunder will be the minimum necessary to accomplish the task. The Contractor shall provide the necessary resources to manage, perform, and administer the contract. 2.6 Location and Hours of Work Accomplishment of the results contained in this PWS requires work at the Base Property Office, Bldg. 2280 and at various Government facilities, aboard Marine Corps Base, Camp Pendleton. Normal workdays are Monday through Friday except US Federal Holidays. Workers typically work eight (8) hours per day, 40 hours per week. Hours of work are from 0800 to 1630 daily. This contract is a Performance Based Firm Fixed Price Service Contract. All or a portion of the effort under this task order will be performed on a Government installation. For purposes of scheduling personnel, the Contractor is hereby advised that the Government installation will observe the following holidays. The Contractor is further advised that access to the Government installation may be restricted on these holidays: HOLIDAY OBSERVANCE New Year's Day 1 January Martin Luther King Jr. Birthday 3rd Monday in January Presidents Day 3rd Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran's Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December In the event any of the above holidays occur on a Saturday or a Sunday, then the holiday shall be observed in accordance with the practices of the Government installation. 2.7 Base Passes for Contractor Employees The Contractor shall submit a request for base passes for its employees to the Contracting Officer Representative (COR). The Contractor shall be responsible for all passes issued to its employees and its sub-contactor's employees, under this contract. The Contractor shall return all applicable base passes upon termination of employment or completion of this contract to the Pass and Identification Section and certification of receipt shall be obtained. The Contractor shall submit a listing of all employees terminated to the Contracting Officer within seven (7) days of the effective date of termination. 2.8 Contractor Personnel Appearance and Identification The contractor's employees shall be easily recognized as contractor employees. This may be accomplished by either (1) the contractor employee wearing distinctive clothing bearing the company's name and employee's name, or (2) the contractor employee wearing an identification badge bearing the company's name and employee's name, with the badge worn or attached to the employee's outer garment at all times. Clothing or badges shall be provided by the contractor. If the contractor is unable to obtain the employee's badge, the cognizant Pass and ID Office will be notified within 24 hours. During the task order performance period, Contractors shall immediately report instances of lost or stolen badges to the issuing Pass and ID Office. The Contractor shall establish and provide dress code and grooming standards for all contractor employees. This shall take into account safety and location, in accordance with the Occupational Safety and Health Administration's (OSHA's) standards, https://www.osha.gov 3 Performance Requirements The following section specifies the Performance Objectives and Performance Elements for the contract. 3.1 Certify the existence of Garrison Property and GME/NTV. The Contractor shall certify the existence of Garrison Property and Marine Corps owned and leased Garrison Mobile Equipment/Non-Tactical Vehicles (GME/NTV), for Marine Corps Base (MCB) Camp Pendleton, and up to seventy (70) Tenant Commands, aboard MCB Camp Pendleton. Performance Standards a) STD: Accurate AQL: 98% b) STD: Compliant with federal, state, and local laws and regulations AQL: 100% Deliverables A001 Inventory Validation Report 3.1.1 Completion of physical inventories. Assist the Base Property Control Office (BPCO) Personal Property Manager (PPM) in the completion of scheduled physical inventories which consists of physical counting, validation of serial numbers, asset identification numbers, and other asset information recorded in the Approved Property System of Record (APSR). Performance Standards a) STD: Verify / Validate AQL: 98% Deliverables A003 Consolidated Asset Report 3.1.2 Tagging of assets with barcode labels. Contractor shall affix barcoded labels on accountable garrison property and GME/NTV. Barcoded labels will be placed in accordance with MIL-STED 130L on property in an accessible location that does not distract from the item's appearance, interfere with performance, or invite tampering. Avoid placing labels inside, underneath, or on hidden sides or backs of items. Barcodes will be placed where they are visible and accessible to facilitate scanning for inventory purposes. Performance Standards a) STD: Accurate AQL: 98% b) STD: Complete AQL: 100% Deliverables A001 Inventory Validation Report 3.2 Validate key supporting documentation. The Contractor shall validate key supporting documentation is on file for garrison property assets and GME/NTV, to include birthing documents, DD-1149s, DD-1348s, receipts, invoices, and contracts. Performance Standards a) STD: Identifies deficiencies AQL: 95% Deliverables A002 Key Supporting Documentation Deficiency Report 3.3 Conduct and document Fair Market Valuations (FMVs) Contractor shall conduct and document Fair Market Valuations (FMVs) on garrison property, not already supported with an accurate unit cost. Performance Standards a) STD: Complete AQL: 95% Deliverables A004 Fair Market Value Worksheet 3.4 Assist with various warehousing functions. Assist with various warehousing functions to include, inventory management, location verification, and cyclic inventories, as required. Performance Standards a) STD: Compliant with federal, state, and local laws and regulations AQL: 95% This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort. 4.1 Government Furnished Materials The Government will make available the materials, office space, communications capability, for use by the contractor in the performance of this contract. 4.2 Environmental Requirements The contractor shall comply with all documents listed and referenced in the base LOGWORLD contract, along with attached clauses hereto. 4.3 Applicable Directives The contractor shall comply with all documents listed below as mandatory and referenced under paragraph 3.0, Performance Requirements. - DOD Financial Management Regulation (FMR) Volume 4, Chapter 6 Property, Plant & Equipment. - DOD 5000.64, Accountability and Management of DOD Equipment & Other Accountable Property - SECNAVINST 7320.10A, Department of Navy (DON) Personal Property Policies & Procedures - MCO 4400.150, Consumer level Supply Policy - NAVMC 400.5, Supply Officer's Internal Controls Handbook The contractor shall provide deliverables as described in subsequent task orders. Deliverables shall be specified by the government. Identifier Name Description A001 Inventory Validation Report A002 Key Supporting Documentation Deficiency Report A003 Consolidated Asset Report A004 Fair Market Value Worksheet 6 Additional Documents Table 1.1 Percentage of Time Associated to Each Deliverable DISCLAIMER: This Table is only an ESTIMATION of the number of regular hours and the percentage of time that may be requied for any given year of operations. (It is ESTIMATED that approximately three full time employees (2 General Clerks I) and (1 General Clerk III - Lead) will be needed. Deliverable Considerations Total Hrs Associated to Each Deliverable Percentage of Time Associated to Each Deliverable 3.1 (3.1.1 and 3.1.2) Number of Accounts 79 3792 64% Number of Accountable Assets on Record 22013 Additional Assets Anticipated to be Added to Accountable Records 8000 Avg Accountable assets per account 279 Time to conduct phsyical site inventory of an account and label assets 79 accounts x 40 hrs = 3160 hrs Time to conduct follow-up labeling of assets added to the account as a result of the physical site inventory 79 accounts x 8 hrs = 632 3.2 Number of accountable assets (unit price $5,000 and above) requiring Keys Supporting Documents(KSDs) or Fair Market Value (FMV) research. 1600 1600 27% Avg time to validate Asset KSDs/conduct FMVs 1 hr 3.3 Application of asset labels not associated to phyiscal inventories. 7000 @2 min per = 233 hrs 536 9% Conduct miscellaneous warehouse inventories 303 hrs Total 5928 100%