Management and Consulting Support Services

U.S. Department of State Management and Administrative Support Services Sources Sought Statement of Work This is a Sources Sought Notice Only. This is NOT a solicitation for proposals, proposal abstracts, or quotations. This Sources Sought Notice is issued for information and planning purposes only as part of U.S. Department of State (DOS) market research and does not constitute a solicitation. This requirement is covered under NAICS code). 541611- Administrative Management and General Management Consulting Services. The purpose of this notice is to obtain information regarding the availability and capability of qualified 8(a) Certified Small Business Firms to provide a range of management and consulting support services as outlined in the Statement of Work (SOW) below: 1. GENERAL: The U.S. Department of State's (DOS) Bureau of Administration (A) advances United States foreign policy through dynamic enterprise operations and innovative business solutions that enable a global diplomatic platform. Within the A Bureau the Working Capital Fund's (WCF) mission is to champion fiscal responsibility for its service providers and customers, ensuring the Department receives the best value for the products and services offered. 2. DESCRIPTION: The contractor will provide a range of management and consulting support including: identification of underperforming WCF service centers, cost centers and lines of business; root cause analysis of performance issues and proposed remediation; implementation and reporting of remediation plans; development of customer support materials including documentation, reports and standard operating procedures; creation of customer facing dashboards using Microsoft Power Platform; integration of new service centers into the WCF; and day-to-day management of customer portfolios to include multi-year budgeting, revenue forecasting and tracking, coordination with the bureau of Budget and Planning, and daily execution of funds. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, other items and non-personal services necessary to support the effort as defined in this document; except for those items specified as government furnished equipment (GFE). The contractor shall perform to the standards in this document for this effort. The Government shall not exercise any supervision or control over contractor personnel, who are the service providers performing the services described herein. Such effort service providers shall be accountable solely to the Contractor who in turn is responsible to the Government. - TASKS The Contractor will perform the following tasks under the direction of the government, including but not limited to: Objectives Deliver work products on time and with high quality to support the Government's projects and objectives Provide management and technical expertise to recommend improvements in processes and service offerings Assist in improving business processes and technical capabilities Provide detailed data analysis and statistical reporting on WCF operations. Provide revenue and cost studies and recommendations on appropriate WCF pricing Improve the efficiency of financial management of the WCF Task Detail The Government requires the following tasks/subtasks in support of its mission. In addition, there are some Acceptable Quality Levels (AQLs) identified for each task below: Task 1 - Development of SOPs and Reports The Contractor shall develop thorough Standard Operating Procedures for the general Working Capital Fund office procedures. The Contractor shall create reports for all office deliverables to track adherence to business deadlines, as well as create comparisons to historical and projected future performance. The Contractor will identify areas of concern or underperformance in service centers, cost centers and/or lines of business and recommend and document new processes and procedures to remedy the deficiencies. Documentation can include both written procedures and dashboard reports to gauge process performance. Table 1 - Acceptance Quality Level (Task 1) Task Description Performance Standard Acceptable Quality Level Method of Surveillance Identification of underperformance, process documentation and reporting Adherence to agree upon functional and/or technical requirements. Delivery as scheduled and agreed to by the contractor and GTM. 100% acceptance by the GTM after five (5) business days of submission. 100% on time compliance as specified and agreed to by the contractor and GTM. Periodic Inspection (via Monthly status reporting and/or status meetings with the COR/COTR) Recommendations and Analysis: Research, assessment, recommendations Adherence to agree upon scope and deliverables. Delivery as scheduled and agreed to by the contractor and GTM. 100% acceptance by the GTM after five (5) business days of submission. 100% on time compliance as specified and agreed to by the contractor and GTM. Periodic Inspection (via Monthly status reporting and/or status meetings with the COR/COTR) Task 2 - Administrative Tasks for general Organizational Functions and Office Coordination The Contractor shall assist in assembling, copying, and scanning a variety of materials and ensuring proper distribution of copies, as required. The Contractor shall be required to maintain a variety of office logs, tasking systems, files, calendars, schedules, directories, and document management repositories (e.g., SharePoint, Teams). The Contractor shall also be capable of preparing, writing, formatting, and editing a variety of documents, to include letters, memos, spreadsheets, presentations, charts, electronic records, meeting minutes, and process documents. These documents may be both internal and external in nature. Table 2 - Acceptance Quality Level (Task 2) Task Description Performance Standard Acceptable Quality Level Method of Surveillance Project Materials, Meeting & Agendas Adherence to agree upon scope, requirements, and deliverables. Delivery as scheduled and agreed to by the contractor and GTM. 100% acceptance by the GTM after five (5) business days of submission. 100% on time compliance as specified and agreed to by the contractor and GTM. Periodic Inspection (via Monthly status reporting and/or status meetings with the COR/COTR) Preparation of project Briefings, Documents, and tools Adherence to agree upon scope, requirements, and deliverables. Delivery as scheduled and agreed to by the contractor and GTM. 100% acceptance by the GTM after five (5) business days of submission. 100% on time compliance as specified and agreed to by the contractor and GTM. Periodic Inspection (via Monthly status reporting and/or status meetings with the COR/COTR) Task 3 - WCF Service Center Support The Contractor shall support the WCF program by providing daily management of a portfolio of WCF service centers as determined by the Program Manager. Contractor will provide all necessary documentation for the WCF's annual submissions to the bureau of Budget and Planning, the Office of Management and Budget and Congress. The Contractor will work at all levels of the A bureau to assist in annual planning of revenue and spending forecasts, and tracking performance against the forecasts. Contractor will perform special studies and analyses, technical architecture and implementation, tasks, project/program management, service lifecycle management, support/vetting/governance, other expert services, management analyses and participation on working groups or panels, as determined by the Program Manager. This may include providing support to other IRM offices, as directed. Table 3 - Acceptance Quality Level (Task 3) Task Description Performance Standard Acceptable Quality Level Method of Surveillance Service Center support, external planning and forecasting Adherence to agree upon scope, requirements, and deliverables. Delivery as scheduled and agreed to by the contractor and GTM. 100% acceptance by the GTM after five (5) business days of submission. 100% on time compliance as specified and agreed to by the contractor and GTM. Periodic Inspection (via Monthly status reporting and/or status meetings with the COR/COTR) Studies and Analysis: Investigation, data extraction, assessment, recommendation Adherence to agree upon scope, requirements, and deliverables. Delivery as scheduled and agreed to by the contractor and GTM. 100% acceptance by the GTM after five (5) business days of submission. 100% on time compliance as specified and agreed to by the contractor and GTM. Periodic Inspection (via Monthly status reporting and/or status meetings with the COR/COTR) Create and maintain, and/or enhance, models, databases, methodologies, software Adherence to agree upon scope, requirements, and deliverables. Delivery as scheduled and agreed to by the contractor and GTM. 100% acceptance by the GTM after five (5) business days of submission. 100% on time compliance as specified and agreed to by the contractor and GTM. Periodic Inspection (via Monthly status reporting and/or status meetings with the COR/COTR) Task 4 - Coordination, Analysis, Support & Reporting The Contractor shall provide financial reporting, analysis, coordination and additional support on urgent matters on an as needed basis. DELIVERABLES The Contractor shall provide the deliverables listed in Table 1 below to the COR/COTR, or GTM, based on the frequency and schedule shown in the Frequency column. Deliverable Frequency Weekly Service Center Performance Reports Weekly, each Monday or first workday thereafter Production of support material for external submissions Annually, timeline as set by the Bureau of Budget and Planning Production of SOPs and Reports: As required Portfolio briefings and/or reports: As required Other performance indicators as determined by the Program Manager: As Required. 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 provide highly knowledgeable, and technically skilled staff, essential independent project management, decision support, issue resolution, project/program evaluation/development, verification and validation of data and findings to improve Quality Assurance/Quality Control, and technology evaluation and protocols. The Contractor shall match personnel skills to the work outlined in this document. Title Hours Consultant Level 2 1,920 Hrs. Consultant Level 1 1,920 Hrs. CONTRACTING OFFICER REPRESENTATIVE: The Contracting Officer's Representative (COR) monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. GOVERNMENT TECHNICAL MANAGER (GTM): The Government Technical Manager (GTM) will assist the COR in monitoring the contractor's performance. The Government Technical Manager (GTM) has physical proximity to the contractor's personnel work site. Usually, contractor personnel are provided government-furnished office space within the Government Manager's office and are there to perform the SOW tasks supporting the office mission. The Government Manager will not supervise contractor personnel or perform any actions that could be construed as such. PERIOD OF PERFORMANCE: The period of performance for this effort shall be for a period of: Base Period: One Year from date of award and Four one-year option periods. The anticipated award date is February 24, 2024. PLACE OF PERFORMANCE: The primary place of performance is the Department of State facilities located in Washington DC area; however, contractors can occasionally work in the contractors facilities and or/work remotely from home provided government approval. TIME OF PERFORMANCE Traditional domestic office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, with a non-reimbursable 45-minute lunch. However, an alternative work schedule, including but not limited to Telework and Alternate Work Schedule, mutually agreed upon by the COR/COTR or GTM and the resource may be implemented. CONTRACTOR PERSONNEL ADMINISTRATION: The Contractor shall maintain the training of its employees by providing initial and refresher training as required to meet the SOW requirements. The Contractor shall make necessary travel arrangements for employees. The Contractor shall provide administrative support to employees in a timely fashion for time keeping, leave processing, pay, and emergency needs. SUBCONTRACT MANAGEMENT: The Contractor shall be responsible for any subcontract management necessary to integrate work performed on this effort 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 Contracting Officer (CO) and the Contracting Officer Representative (COR). OVERTIME: This effort may require overtime to be completed when work requirements extend beyond the normal 40 hours per week. All overtime shall be pre-approved with a request from the Government Manager to the COR for final approval. Funds shall be available and obligated in the effort for Overtime to be approved and worked. TELEWORK AND ALTERNATE SCHEDULE: Telework is an alternate work arrangement that gives contractor employees the opportunity to conduct all or some of their work away from the primary workplace to accommodate both core and situational telework employees within the Department; it has no effect on the hours an employee works. The location of telework is normally the employee's primary residence. Work from any other place must be approved by the COR before teleworking. A Contractor employee's participation in an AWS, flexi-tour, flextime, credit hours, or telework is voluntary and subject to COR approval. The COR may cancel or adjust the telework arrangement by providing written notice to the contractor. This decision is not subject to dispute nor does it give rise to a claim under the contract. The initial eligibility criteria are the same as that for Federal Employees and are listed at 3 FAM 2362.2. At any time with prior notification a contractor employee's AWS can be terminated or modified for operational considerations related to workload demands. All Contractor personnel engaging in telework must complete the U.S. Department of State Telework Agreement. SECURITY REQUIREMENT: Contractor personnel performing work under this contract must have a SECRET clearance at time of the proposal submission and must maintain the level of security required for the life of the effort. The security requirements are in accordance with the DD254. PHYSICAL SECURITY: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS: The Contractor agrees to attend any post award conference convened by the contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer(CO), Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the CO or COR will apprise the contractor of how the government views the contractor's performance, and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. DATA RIGHTS: The Government has unlimited rights to all documents/material produced under this effort. All documents and materials, to include the source codes of any software, produced under this effort shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights. IDENTIFICATION OF NON-DISCLOSURE REQUIREMENTS: The Contractor personnel shall execute and sign non-disclosure agreements when they work with sensitive and/or proprietary information. Forms to be executed and maintained by the COR or the Government Manager. GOVERNMENT FURNISHED EQUIPMENT: The Department of State will provide the professional service employee with a computer workstation and access to existing applications (e.g., e-mail, MS Office Suite, etc.), adequate office space, and telephone service. The Department will also provide printers, faxes, and copiers. Telephones may only be used in accordance with Federal Guidelines and Standards to conduct DoS related business. Government furnished computer equipment and use of office equipment (such as faxes, copiers) will be provided. The Department will provide computer storage space on the Department's unclassified network to host the professional service employee deliverables. All deliverables (e.g., documented procedures, customized software, applications and enhancements) are the property of the Department of State and will be returned to the Department of State upon completion of the support services. TRAVEL: This effort may require travel. All travel shall be pre-approved with a request from the Contractor to the COR for final approval. Funds shall be available and obligated in the effort before travel commences. All travel shall be in accordance with the Federal Travel Regulation. Travel shall be a direct reimbursable. TRAINING: This effort may require Government-specific training. All training shall be pre-approved with a request from the Contractor to the COR for final approval. Funds shall be available and obligated in the effort before training commences. DEFINITIONS AND ACRONYMS: 32.1. CONTRACTOR. A supplier or vendor awarded a contract or effort to provide specific supplies or service to the Government. The term used in this effort refers to the prime, not contractor personnel. 32.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government. 32.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. 32.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the SOW. 32.5. DELIVERABLE. Anything that can be physically delivered, but may include non- manufactured things, such as meeting minutes or reports. 32.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a effort. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. 32.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property. 32.8. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards. 32.9. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract/effort requirements. 32.10. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor. 32.11 WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract/effort. 32.12. WORK WEEK. Monday through Friday, unless specified otherwise. KEY PERSONNEL: The following position(s) is considered a key position(s): Consultant Level 2 Consultant Level 1 SOURCES SOUGHT INSTRUCTIONS Instructions: All qualified 8(a) Small Business Firms with the capability to provide these services as detailed in this ntice; a comparison of the recommended product description/specifications with the DOS requirements. 2. The qualified schedule holders shall present other applicable information that will benefit this acquisition. (Ex. Capability Statements) 3. Cost or price information is not solicited and will not be reviewed. 4. All interested 8(a) Certified Small Business Firms shall provide their current NAICS code, GSA Federal Supply Schedule Number (if applicable) and Socio-Economic Business Size (small businesses; HUBZone small businesses; service- disabled veteran owned small businesses; 8(a) small businesses; veteran owned small businesses; woman owned small businesses; and small disadvantaged businesses). Interested firms shall submit an electronic copy of their submission via email to Crystal Brooks at brookscc@state.gov The due date and time for submission of responses is 2:00 PM Eastern Standard Time (EST) [January 15, 2024]. No phone calls related to this Sources Sought will be accepted. All correspondence shall be via email. All responses must include the following information: Company name. Company address. Company business size (Respond: - Small or - Other Than Small). Unique Entity Identifier. Point-of-contact name, telephone number, and email address.