USACE FINANCE CENTER ACCOUNTING SUPPORT SERVICES PERFORMANCE WORK STATEMENT

USACE FINANCE CENTER ACCOUNTING SUPPORT SERVICES PERFORMANCE WORK STATEMENT 4 October 2005 Amendment 0004 Revised – 19 December 2005 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement SECTION C - PERFORMANCE WORK STATEMENT........................................................ 2 C.1 GENERAL CONDITIONS AND REQUIREMENTS ....................................................... 3 C.1.1 SCOPE OF WORK............................................................................................................. 3 C.1.2 TECHNICAL EXHIBITS .................................................................................................. 4 C.1.3 WORKLOAD ...................................................................................................................... 5 C.1.4 GENERAL OPERATING CONDITIONS....................................................................... 5 C.1.5 SITE MANAGER ............................................................................................................... 8 C.1.6 SERVICE PROVIDER EMPLOYEES ............................................................................ 8 C.1.7 TRAINING .......................................................................................................................... 8 C.1.8 ENVIRONMENTAL .......................................................................................................... 8 C.1.9 HAZARD COMMUNICATION ....................................................................................... 9 C.1.10 HAZARD REPORTING SYSTEM................................................................................. 9 C.1.11 POTENTIAL OPERATIONAL CONSTRAINTS ...................................................... 10 C.1.12 FACILITY SECURITY ................................................................................................. 10 C.1.13 KEY AND ACCESS CONTROL .................................................................................. 10 C.1.14 EMERGENCY FIRE AND SAFETY ........................................................................... 11 C.1.15 REPORTING OF CRIMINAL VIOLATIONS ........................................................... 11 C.1.16 EMERGENCY, CONTINGENCY, MOBILIZATION, AND DISASTER RESPONSES ............................................................................................................................... 12 C.1.17 PHASE-IN PLAN............................................................................................................ 12 C.1.18 PHASE-IN PERIOD ....................................................................................................... 13 C.1.19 PHASE-OUT PERIOD................................................................................................... 13 C.1.20 DOCUMENTATION AND REPORTING REQUIREMENTS ................................. 14 C.2 ACRONYMS AND DEFINITIONS ................................................................................... 15 C.2.1 ACRONYMS ..................................................................................................................... 15 C.2.2 DEFINITIONS .................................................................................................................. 20 C.2.3 DOD DICTIONARY......................................................................................................... 28 C.3 GOVERNMENT-FURNISHED PROPERTY .................................................................. 29 C.3.1 GENERAL INFORMATION .......................................................................................... 29 C.3.2 GOVERNMENT-FURNISHED PROPERTY USE ...................................................... 29 C.3.3 GOVERNMENT-FURNISHED FACILITIES .............................................................. 30 C.3.4 EQUIPMENT .................................................................................................................... 31 C.3.5 GOVERNMENT-FURNISHED PROPERTY ............................................................... 38 C.3.6 GOVERNMENT-FURNISHED DATA SYSTEMS ...................................................... 38 C.3.7 MATERIAL AND SUPPLIES......................................................................................... 39 C.3.8 TRAINING ........................................................................................................................ 39 C.3.9 SUPPORT SERVICES ..................................................................................................... 40 C.3.10 COMMUNICATION SECURITY ................................................................................ 40 C.3.11 CONTRACT SERVICES............................................................................................... 41 C.3.12 CUSTODIAL................................................................................................................... 41 C.3.13 FORMS ............................................................................................................................ 41 C.3.14 LOCAL AREA NETWORK.......................................................................................... 41 C.3.15 MAIL................................................................................................................................ 41 C.3.16 MEDICAL ....................................................................................................................... 42 C.3.17 PARKING........................................................................................................................ 42 i FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.3.18 POLICE AND FIRE PROTECTION ........................................................................... 42 C.3.19 TELEPHONE.................................................................................................................. 43 C.3.20 UTILITIES ...................................................................................................................... 43 C.4 SERVICE PROVIDER-FURNISHED EQUIPMENT, MATERIAL, SUPPLIES, AND SUPPORT SERVICES............................................................................................................... 44 C.4.1 GENERAL INFORMATION .......................................................................................... 44 C.4.2 SERVICE PROVIDER-FURNISHED PROPERTY..................................................... 44 C.4.3 SERVICE PROVIDER OFFICE SUPPLIES ................................................................ 44 C.5 SPECIFIC TASKS............................................................................................................... 45 C.5.1 AN OUTLINE OF SECTION.......................................................................................... 45 C.5.2 GENERAL PERFORMANCE REQUIREMENTS ...................................................... 45 C.5.3 MANAGEMENT .............................................................................................................. 45 C.5.4 ACCOUNTS PAYABLE SUPPORT SERVICES ......................................................... 46 C.5.5 TRAVEL PAYMENT SUPPORT SERVICES .............................................................. 48 C.5.6 ACCOUNTS RECEIVABLE SUPPORT SERVICES .................................................. 49 C.5.7 DEBT MANAGEMENT SUPPORT SERVICES.......................................................... 52 C.5.8 DISBURSING SUPPORT SERVICES ........................................................................... 54 C.5.9 MISCELLANEOUS ACCOUNTING SUPPORT SERVICES .................................... 58 C.6 APPLICABLE DIRECTIVES, PUBLICATIONS, FORMS, AND REPORTS ............ 60 C.6.1 GENERAL INFORMATION .......................................................................................... 60 C.6.2 DEVIATION FROM GUIDANCE.................................................................................. 60 C.6.3 PUBLICATION CHANGES............................................................................................ 61 C.6.4 DOCUMENT LISTING ................................................................................................... 61 C.6.5 FORMS .............................................................................................................................. 64 C.6.6 REPORTS.......................................................................................................................... 66 C.7 TECHNICAL EXHIBITS ................................................................................................... 67 ii FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement SECTION C - PERFORMANCE WORK STATEMENT The United States Army Corps of Engineers Finance Center (UFC) Accounting Support Services function is the focal point of this Performance Work Statement (PWS). In compliance with the Office of Management and Budget (OMB) Circular No. A-76 (Revised May 29, 2003), Performance of Commercial Activities, Appendix A, the U.S. Army Corps of Engineers (USACE) determined that accounting support requirements are not inherently governmental activities, and, therefore, should be considered for competition between the Government and the private sector. A comprehensive description of the accounting support services conducted at the UFC is provided. All accounting support services that are being competed shall be performed at UFC (the Millington, Tennessee office). Accounting support activities include the preparation and disbursement of commercial payments, payments to other Government agencies, travel reimbursements to employees for temporary duty, accounts receivable billings and collections, the management of delinquent debt and other accounting support services. The objective of this competition is to obtain the most efficient and effective performance of the requirements described in this PWS. To achieve this objective: • The requirements are subject to a comparison between private and public sector Offerors. Therefore, the term Service Provider (SP) is used throughout the PWS to represent one of three specific sources (i.e., agency, private sector, or public reimbursable) that can perform this requirement. The outcome of this competition will result in an award of a contract, fee-for-serviceagreement, or MEO letter of obligation. “How to” procedures have been removed wherever possible. The requirement is defined in terms of the products and services produced and the associated desired outcomes. • • The Government encourages proposals that will achieve savings through the implementation of innovative accounting support services processes. The PWS consists of the following sections that should be read as a single interrelated document: Section C-1, General Conditions and Requirements Section C-2, Acronyms and Definitions Section C-3, Government-Furnished Property Section C-4, Service Provider-Furnished Equipment, Material, Supplies, and Support Services Section C-5, Specific Tasks Section C-6, Applicable Directives, Publications, Instructions, Forms, and Reports Technical Exhibits 2 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.1 GENERAL CONDITIONS AND REQUIREMENTS Section C-1 provides general information relating to the conditions of operation and general requirements relating to the finance and accounting support functions and services performed at the UFC. C.1.1 SCOPE OF WORK C.1.1.1 The SP shall provide personnel, management and other services, that are not furnished by the Government, that are necessary to perform the UFC accounting support services as set forth in this PWS. The major functional areas included in the work to be performed under this PWS are the accounting support services in the Directorate of Finance to include: C.5.4. Accounts Payable Support Services C.5.5. Travel Payment Support Services C.5.6. Accounts Receivable Support Services C.5.7. Debt Management Support Services C.5.8. Disbursing Support Services C.5.9. Miscellaneous Support Services C.1.1.2 U.S. Army Corps of Engineers Mission: The USACE mission is to provide quality, responsive engineering services to the nation. The services provided by the USACE include: • • • • • • Water resource planning, design, construction and operation of civil works projects. Design and management of military construction for the Army and the Air Force. Emergency response and recovery for natural and manmade disasters. Surveying, acquisition, management, condemnation and disposal of real estate for authorized Government customers. Design and construction management to other Government agencies. Combat services support during wartime. C.1.1.3 The USACE is made up of approximately 34,600 civilian and 650 military personnel. The diverse USACE workforce is made up of engineers, scientists, environmentalists, economists and other professionals. C.1.1.4 UFC Mission: The UFC’s primary mission is to provide responsive, professional, day-to-day operational finance and accounting support for the USACE worldwide. This includes the full range of customer services, payments, disbursing, accounting, and financial reporting for Civil Works and Military Programs funded with appropriated funds, and revolving and trust funds. The UFC is responsible for performing financial research, analysis, and development, installation and systems maintenance for the USACE Financial Management System (CEFMS) and the USACE Enterprise Management Information System (CEEMIS). The UFC has the principal responsibility for setting the strategic direction and providing overall operating finance and accounting functions for the USACE. The UFC accomplishes this mission with a dedicated, professional staff of accountants, accounting technicians, information management personnel, and various other support personnel. C.1.1.5 UFC History: The consolidation of the USACE operating finance and accounting functions from the individual USACE activities to one consolidated financial center began in 1991 in accordance with the Defense Management Review Directive (DMRD) 910. The original intent of DMRD 910 was to capitalize all Department of Defense (DoD) operating finance and 3 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement accounting functions to the Defense Finance and Accounting Service (DFAS). In conjunction with the consolidation of the operating finance and accounting functions, the USACE also deployed a new financial management system, CEFMS, at each activity. C.1.1.5.1 The UFC was officially established by permanent orders, signed by the Chief of Engineers, on 6 September 1996. From December 1996 through August of 1999, all USACE activities in the Continental United States (CONUS) were consolidated to the UFC. Also in 1999, after completing an economic analysis on the feasibility of continuing DFAS capitalization efforts, it was determine that there were no additional savings and DFAS capitalization efforts were suspended. On April 1, 2003 all USACE activities, both in CONUS and outside CONUS, were consolidated. With the consolidation of the overseas sites in Europe, Japan and Korea the UFC expanded their function to include the disbursement of foreign currency payments. C.1.1.5.2 The goal of the consolidation effort was to reduce the cost and improve the overall quality of the USACE financial management functions. Through continued improvements to our business processes and the use of leading edge technology, the UFC provides premier, world-class finance and accounting services to our USACE partners, the DoD, and the Federal Government. C.1.1.6 The operating finance and accounting function of the UFC is located in Building 787 of the Naval Support Activity (NSA), Mid-South base in Millington, Tennessee. The NSA, Mid-South is located 17 miles north of Memphis, Tennessee. In addition to the Millington Office, the UFC organizational structure includes the systems maintenance and development office located in Huntsville, Alabama. C.1.1.7 The accounting support services are a vital component of the UFC’s overall mission and, combined with the operational accounting and finance function, create a cohesive team of individuals that provide exceptional customer service to the USACE, the Army, and the nation. The competed services and the operational finance and accounting function must be managed as a cohesive organization. This concept must not be lost in the performance of this public-private competition. The purpose and scope of the competition is to yield, on an ongoing basis, the accounting support function/service delivery, as well as capacity for change that USACE needs to maintain its status as a world-class organization. C.1.2 TECHNICAL EXHIBITS Technical Exhibits (TEs) are used to provide supplementary information and can be in the form of tables, graphs, and/or maps. TEs referenced in the PWS are incorporated in Section C-7 as follows: • • • • • • • • • TE-1, Performance Requirement Summary (PRS) TE-2, Workload TE-3, Supported Activities TE-4, Table Index TE-5, Technical Library (TL) Index TE-6, CEFMS Invoicing Process TE-7, CEFMS/IATS Download and Processing Procedure TE-8, CEFMS Government Order Billing Process TE-9, CEFMS Collection Voucher Process 4 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement • • • TE-10, Special Handling Procedures TE-11, CEFMS Login Procedures TE-12, CEEMIS Login and Reports Procedures C.1.3 WORKLOAD The workload information discussed in this PWS and depicted in TE-2, Workload (FY04) is based on monthly data, where available. Where data was not available, workload data has been estimated. The workload data is provided to assist Offerors in proposal preparation. The historical workload data shall not limit the SP's obligation to perform the work described in this PWS. As determined by the Contracting Officer (CO), significant variations in workload above or below 10% of provided workload data, and estimates that materially impact the SP’s cost, schedule, or performance will be handled in accordance with (IAW) the changes clause, FAR 52.243.1, Changes-Fixed Price. Fluctuations within the 10% parameters are anticipated and shall be performed within the established firm-fixed prices. C.1.4 GENERAL OPERATING CONDITIONS C.1.4.1 The SP shall perform services under the direction of the CO. The CO will designate specific technical representatives, referred to as Contracting Officer’s Representatives (COR) where services are to be performed. Responsibility for contract oversight may be delegated to specific Government personnel as approved by the CO. C.1.4.2 The SP will be required to interface with other Government activities including, but not limited to the following: USACE Headquarters, USACE Divisions, Districts, Labs, Offices and Centers, contractors, UFC accounting and technical staff, as well as customers throughout the public sector. C.1.4.3 The UFC’s primary customers are the USACE Headquarters in Washington, DC, 9 regional Divisions, 41 Districts, 3 centers of expertise, Research and Development labs, and field operating agencies (TE-3, Supported Activities). The geographic dispersion of the UFC civil and military customer base is depicted in the following maps. 5 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement USACE Divisions, showing civil works “watershed” boundaries. USACE Divisions, showing military programs “state” boundaries. 6 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.1.4.4 Naval Support Activity Mid-South is accessible through the following gates: TABLE C-1-01, INSTALLATION and FACILITY ACCESS Gate Type of Traffic Willis Street Privately Operated Vehicles and Pedestrians Singleton Highway Privately Operated Vehicles and Pedestrians • • • • • • Hours of Operation Continuous (24 Hours) 0530 - 2130 Hours and available gates are subject to change without notice. The SP shall schedule deliveries and pickups from commercial carriers only during the hours of 0815 – 1500 Monday – Friday, excluding holidays. The SP shall obtain approval from the CO or their designated representative no less than (NLT) two working days in advance for exceptions to these hours. The SP shall provide the UFC Security Officer or designated representative with a list of visitors NLT two working days prior to visitation. All visitors must enter Building 787 through the main entrance and register with the UFC Security Guard prior to gaining access. Official UFC hours of operation are from 0630 AM – 1800, Monday – Friday. Building 787 is accessible to all employees from 6:00 – 1800, Monday – Friday. C.1.4.5 The times that functions are performed under this PWS are dictated by operational requirements and include times outside of normal operating hours. Normal hours of operation shall be from 0630 to 1800 hours, Monday through Friday except for federal holidays and represent the minimum standard for customer support. Mandatory coverage by the SP shall be between the core operating hours of 0900 – 1500 (central time zone). The SP shall conduct business and respond to all requirements during the normal hours of operation. The Government has the option to permanently change the hours and days of operations, to include contingency operations or weather emergencies. C.1.4.6 The following days in each calendar year are identified as Federal Holidays: • New Year’s Day - January 1st (see note) • Martin Luther King Jr. Birthday observed on the 3rd Monday in January • President’s Day – observed on the 3rd Monday in February • Memorial Day – observed on the last Monday in May • Independence Day - July 4th (see note) • Labor Day – observed on the 1st Monday in September • Columbus Day – observed on the 2nd Monday in October • Veterans Day - November 11th (see note) • Thanksgiving Day - 4th Thursday in November • Christmas Day - December 25th (see note) Note: When holidays occur on a Saturday, Federal Employees are normally given the previous Friday off from work. When holidays occur on a Sunday, Federal Employees are normally given the following Monday off from work. 7 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.1.5 SITE MANAGER The SP shall designate a full-time primary Site Manager, and an alternate Site Manager who shall have full authority to act for the SP on all matters relating to SP operations at the UFC. The Site Manager or alternate shall be available to meet in person with Government personnel at the UFC upon request during the specified hours of operation and within two hours outside of normal hours of operation. The SP shall provide the names and telephone numbers (to include cell phone and pager, as applicable) of the primary and alternate Site Managers in writing at the start of the Phase-In Period (Table C-6-03, Mandatory Reports). In the event of the replacement of the Site and/or alternate Site Manager, the SP shall notify the CO or the CO’s designated representative in writing, of such replacement and provide the name(s) and telephone number(s) at least 15 working days prior to a planned replacement, and within one working day after an unplanned replacement. The CO or CO’s designated representative must approve replacement personnel for Site Manager and Alternate Site Manager. The Site Manager and designated alternate shall each have at least 24 hours of accredited college courses in accounting, two years experience in the management of similar or related multi-functional accounting support services, and shall be able to read, write, and speak fluent English. C.1.6 SERVICE PROVIDER EMPLOYEES The SP shall provide a work force possessing the skills, knowledge, and training necessary to perform the services required by this PWS. All SP personnel shall be fluent in English, have the ability to read instructions written in English, and possess verbal and written communication skills that will enable them to communicate with customers, Government employees and fellow workers. The SP shall not employ persons identified as a potential threat to the health, safety, security, general well being or operational mission of the UFC. The SP shall ensure employees meet current security access requirements needed to perform work to which they are assigned. All SP personnel will be required to obtain and maintain the following: • • • • • National Agency Check with Inquiries (NACI) Background Check DoD/Service Decal for privately operated vehicles requiring access to the installation, provided by NSA, Mid-South Common Access Cards (CAC) provided by NSA Mid-South to access both the base and the UFC Facility Electronic Signature (ESIG) Cards provided by the UFC to perform selected duties specified in this PWS Specialized functions mandated by local, state, and federal directives C.1.7 TRAINING The SP shall provide personnel who are trained to accomplish all of the requirements of this PWS. The SP personnel shall obtain and maintain the required specialized training prior to carrying out responsibilities during the performance of the PWS requirements. This training does not relieve the SP from ensuring that SP personnel are qualified to perform their assigned tasks for as long as their employment remains in effect. C.1.8 ENVIRONMENTAL The SP shall comply with all applicable UFC, local, state, and Federal provisions, acts, laws, regulations, executive orders, directives, and license requirements. 8 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.1.9 HAZARD COMMUNICATION The UFC is an administrative office environment that currently has no known physical or chemical hazards in the workplace. The SP shall provide employees with effective information and training covering potential physical or chemical hazards in the work area at the time of initial assignment and whenever a new physical or health hazard is introduced into the work area for which employees have not previously been trained. The SP may design information and training to cover categories of hazards (e.g., flammability, carcinogenicity) or specific chemicals. The SP shall always have chemical-specific information available through labels and Material Safety Data Sheets (MSDS). The SP’s Hazard Communication training shall include the following: • • • • Methods and observations that may be used to detect the presence or release of a hazardous chemical in the work area Information on physical and health hazards of the chemicals and/or Radioactive Material (RAM) in the work area (this shall relate to the employee’s work area) Measures employees can take to protect themselves from these hazards, including specific procedures the SP has implemented to protect employees from exposure to hazardous chemicals Details of the Hazard Communication Program developed by the SP, including an explanation of the labeling system and the MSDS, and how employees can obtain and use the appropriate hazard information. C.1.10 HAZARD REPORTING SYSTEM C.1.10.1 The SP shall establish a Hazard Reporting System for employees to report hazards (electronically through the INET) IAW the UFC procedures outlined below. The SP shall inform employees of procedures to report hazards that include the following: • • • • Identification of those persons to whom personnel may report suspected hazards, and when personnel should do so Oral versus written reports Protection against reprisals for people filing reports Timeframes for an investigation of the alleged hazard, and for a response to the employee who filed the report C.1.10.2 The SP shall encourage employees to make oral reports to supervisors as the most prompt and effective method of identification, especially when reporting imminent hazards. The SP shall use the problem reporting system on the UFC internal network when reporting hazards that do not involve maintenance emergencies or life threatening safety hazards. C.1.10.3 The SP shall ensure that personnel are trained in the operation of the UFC interoffice network (INET) safety and health reporting procedures and that the following emergency numbers are prominently displayed in the work area. • • For medical emergencies call 911. For maintenance emergencies or life threatening safety hazards call Facility Manager 874-8716 Assistant Facility Manager 874-8756 Security Guard 874-8758 9 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.1.11 POTENTIAL OPERATIONAL CONSTRAINTS C.1.11.1 Force Protection Conditions (FPCON) above normal (Alpha) may affect access to the installation. The FPCON is established by the NSA Mid-South IAW DoDI 2000.16, DoD Antiterrorism Standards. The SP shall adhere to and operate IAW all restrictions imposed as a result of a FPCON above normal. The NSA Mid-South is currently operating at FPCON Alpha. TABLE C-1-02, FORCE PROTECTION LEVELS Level Condition Code Impact Summary Alpha Green Normal Operations and Access Bravo Yellow 100% ID Check Charlie Orange Vehicle Inspections Increased Delta Red Access Restricted - Essential Personnel Only C.1.11.2 Visitors to the SP shall obtain approval for installation access from the CO’s representative NLT two working days in advance. All SP visitors must enter the UFC through the main entrance, sign in and display received visitor badge at all time. C.1.11.3 The NSA Mid-South will provide and maintain the CAC security system. The CAC allows access to the NSA Mid-South, the UFC facility and to controlled areas of the UFC facility. SP personnel shall wear the CAC as identification at all times while on duty. The Directorate of Administration will inform all new employees on the process of obtaining a CAC. The SP shall collect CACs from separating employees, returning the CACs to the Directorate of Administration prior to an employee’s service termination. C.1.11.4 The SP shall provide the CO or the CO’s designated representative with a list of employees and those areas to which they require access. The SP shall safeguard CACs furnished to them. SP employees shall not share CACs. The SP shall immediately report lost or damaged CACs to the CO or the CO’s designated representative through the INET. C.1.12 FACILITY SECURITY The UFC will control access by locking or unlocking the areas or facilities provided for the SP’s use in the performance of the PWS requirements IAW OPNAVINST 5530.14, Physical Security Program. The SP shall enact operational procedures that control movement of authorized personnel into and out of secure facilities. The SP shall safeguard entry and lock combinations and provide them to the minimum number of personnel necessary to perform work under this PWS. The Government will change combinations no less than semi-annually and when any personnel having access to the combination are reassigned, separated, or no longer have a need for this information, or the combinations have been subjected to compromise. The Site Manager shall immediately report any security violations to the CO or the COR. C.1.13 KEY AND ACCESS CONTROL C.1.13.1 NSA Mid-South is responsible for issuing CACs to all Government and contract employees of the installation. The UFC Facility Manager will be responsible for issuing and inventorying all UFC keys, issuing all Electronic Signature (ESIG) cards and updating CAC coding to control access to the physical building and the secured Disbursing area located within the facility. The SP shall be responsible for keys, ESIG cards and CACs issued by the Government and shall properly safeguard them. With the exception of keys to individual workspaces, the SP shall keep keys under continuous accountability and shall limit the number 10 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement of employees authorized access to keys in accordance with security and operational requirements. The SP shall submit a quarterly Key, CAC, and ESIG Inventory Report (electronically through the INET) to the CO or their designated representative (Table C-6-03, Mandatory Reports). The SP shall not duplicate keys. C.1.13.2 Keys to UFC record storage and secured files areas shall not be issued to SP employees for their personal possession. These keys shall remain under the control of the UFC Facility Manager’s Office at all times. Keys issued to the SP for SP occupied office space should not be reissued to employees working in those areas for their personal use. C.1.13.3 The SP shall report any occurrence of duplicated or lost keys to the CO or the CO’s designated representative immediately upon discovery and shall follow-up the verbal report with a detailed written report NLT the close of business (COB) of the same workday. If a key is determined to be lost at the end of the day, and it is not possible to submit a written report (electronically through the INET) to the CO or the CO’s designated representative by COB of the same workday, the SP shall submit the report immediately at the beginning of business on the next workday. The SP shall reimburse the Government for all costs associated with replacing locks or re-keying locks as a result of keys being lost, or unauthorized duplicate keys being made by the SP or SP employees. C.1.13.4 The UFC Facility Manager or their designated representative will be responsible for modifying personal access control cards for access to the controlled Disbursing area on the recommendation of the Disbursing Officer and with the approval of the Deputy Director of Finance. C.1.13.5 The SP shall provide the CO or their designated representative with a list of employees requiring CEFMS ESIG cards. The SP shall implement procedures to ensure that SP employees safeguard all ESIG cards and Personal Identification Numbers (PINs) furnished to them. SP employees shall commit their individual PIN to memory and not share it with anyone. SP employees shall not write their PIN on anything that might be associated with the ESIG card, including the ESIG card. SP employees shall not share ESIG cards or PINs. The SP shall report (electronically through the INET) lost or damaged keycards to the CO or the CO’s designated representative immediately upon detection of the loss or damage. The UFC will issue new ESIG cards every three years. The SP shall collect and return the ESIG card to the Director of Administration or their designated representative prior to an employee’s service termination. C.1.14 EMERGENCY FIRE AND SAFETY The SP shall comply with the installation Fire Prevention and Protection Regulation, NSAMIDSOUTHINST11320. The SP shall participate in installation police and fire programs, drills, and instructions. C.1.15 REPORTING OF CRIMINAL VIOLATIONS The SP shall immediately report any suspected, alleged, or actual criminal incidents, which violate public law, DoD, DA, or UFC regulatory requirements, or may have an adverse effect on the UFC mission to the CO or the CO’s designated representative. Criminal incidents which concern/affect UFC personnel, facilities, activities, assets, or stocks shall be reported regardless of the location of the incident, affiliation/jurisdictional considerations, or the likelihood of redundant reporting of the incident by other DoD personnel or organizational elements. 11 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.1.16 EMERGENCY, CONTINGENCY, MOBILIZATION, AND DISASTER RESPONSES C.1.16.1 When an emergency, contingency, mobilization or disaster occurs, the installation mission will continue with minimal disruption. The SP shall submit an essential personnel list to the CO or the CO’s designated representative within 10 workdays after contract award start date (Table C-6-03, Mandatory Reports). This list shall be updated as changes occur for the entire performance period. C.1.16.2 The SP shall continue to provide service to UFC customers IAW DoD I 3020.37, Continuation of Essential DOD Contractor Services, and the UFC Continuation of Operations Plan (COOP) dated 15 March 2005 during crises. The SP shall sustain operations for 30 days, unless otherwise directed by the CO or the CO’s designated representative, for events either natural or man-made that adversely affect or disrupt normal day-to-day operations. Based on the magnitude and duration of the event, the impact of an emergency can range from a single, isolated incident, to an extended disruption of operations, or to a significant destruction of life and/or property. C.1.17 PHASE-IN PLAN C.1.17.1 The SP shall submit a Phase-In Plan with their offer that covers all aspects of the SP’s proposed transition from the incumbent to a SP workforce. The SP Site Manager shall participate throughout the Phase-In Period to ensure a smooth turnover of work effort from the incumbent to the SP operation. The SP shall complete all actions required to ensure a smooth and seamless transition during the Phase-In Period, so as to ensure the SP workforce meets all requirements specified in the PWS by the end of the Phase-In Period. The successful Offeror’s Phase-In Plan shall be incorporated into and become part of the awarded contract. The CO or the CO’s designated representative will determine the start of the Phase-In Period. The Phase-In Period shall not exceed 90 calendar days. C.1.17.2 The Phase-In Plan shall include the proposed phase-in approach, transition actions and milestones. The Phase-In Plan shall be implemented as the first performance period. It shall include details on start-up requirements, minimizing existing service disruption, and adverse personnel impacts. The Phase-In Plan shall comprehensively and realistically identify all required and proposed transition actions, together with the applicable milestones. At a minimum, the Phase-In Plan shall address the conduct of a joint physical inspection and inventory of all Government-Furnished Property, provisions for implementing and reporting compliance with the employee Right-of-First-Refusal requirement, plan of action for recruiting, hiring, and training the SP workforce, provisions for background checks, drug testing (drug free work environment), installation and facility access cards, Automated Data Processing (ADP) Systems and Automated Information Systems (AIS) access, and ESIG cards. C.1.17.3 The Government will support the phase-in requirements by ensuring impacted personnel are available for interviews in accordance with the Right-of-First-Refusal process. However, incumbent workforce availability will be tailored so as to ensure that the Government workforce can fulfill its responsibility for continuing operations throughout the Phase-In Period. C.1.17.4 The Government will provide the SP with access to all unrestricted UFC-operated facilities from the start of Phase-In Period; however, the SP shall not interfere with on-going 12 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement UFC operations during the Phase-In Period. The SP shall designate in writing no more than two employees from their phase-in team that shall have unlimited access to the restricted Disbursing area during the Phase-In Period. All other employees must receive verbal approval for access to the restricted Disbursing area from the Deputy Director of Finance or the Disbursing Officer, and shall be escorted by a Disbursing Division employee during the time they are in the restricted Disbursing area. If additional employees require unlimited access during the Phase-In Period, written approval must be obtained in advance from the Deputy Director of Finance or the Disbursing Officer. The SP shall familiarize its supervisors, key personnel, and staff with existing equipment, reporting requirements, work schedules and operational procedures. During the Phase-In Period, the SP shall become familiar with work and special personnel requirements including, but not limited to, obtaining security clearances and vehicle passes. C.1.18 PHASE-IN PERIOD C.1.18.1 The Phase-In Period will begin on 2 April 2006 and will expire on 30 June 2006, all dates inclusive. However, if the proposed award date of 2 April 2006 is delayed for any reason, the Phase-In Period may be delayed. If this occurs, due to the nature of the work and fiscal year end closeout, full performance shall not start any earlier that 15 October 2006. C.1.18.2 The SP shall conduct a joint inventory with the Government of all GFP during the Phase-In Period. The SP shall use the joint inventory to confirm GFP nomenclature, model and serial number, condition, and serviceability. The SP shall submit a list of accepted GFP to the CO or the CO’s designated representative NLT 15 working days prior to the end of the Phase-In Period. The Government will update the Accountable Personal Property Management System (APPMS) records to reflect the GFP the SP has accepted. The Government will provide the SP with a final GFP list from APPMS records NLT five working days prior to the end of the Phase-In Period. The SP shall review the list to ensure it accurately reflects the GFP inventoried and accepted, and sign an ENG FORM 4900, Property Control Receipt. The SP shall notify the CO or the CO’s designated representative of any change in GFP condition from the time of SP inspection to date of acceptance. C.1.18.3 During the Phase-in Period, the SP shall provide a weekly written Phase-In Report to the CO or the CO’s designated representative covering the status of phase-in tasks (Table C-6-03, Mandatory Reports). The SP shall provide the CO or the CO’s designated representative with a detailed final Phase-In Report outlining all tasks accomplished NLT five working days prior to the conclusion of the Phase-In Period. If the CO or the CO’s designated representative accepts the SP’s performance/execution of the Phase-In Plan, the Government will perform a walkthrough with the SP on the final day of the Phase-In Period to document the work-in-progress and the status of the financial services being performed IAW all contractual provisions. C.1.19 PHASE-OUT PERIOD The Phase-Out Period overlaps the final period of performance for this contract and the Phase-In Period for the successor contract for UFC Accounting Support Services. The Phase-Out Period is the last 6 months of this contract performance. The SP shall provide a detailed, comprehensive Phase-Out Plan that explains how the SP will facilitate the transition to the SP for the successor contract. The SP shall continue to meet all performance requirements and maintain acceptable levels of service during this Phase-Out Period. The SP shall deliver the Phase-Out Plan to the CO for review and approval within 6 months of the end of last performance period. 13 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.1.20 DOCUMENTATION AND REPORTING REQUIREMENTS The SP shall develop and maintain required reports as well as applicable documents and forms specifically cited in Section C-6, Applicable Directives, Publications, Instructions, Forms and Reports, and Section C-6, Table C-6-01 and C-6-02. The SP shall create and deliver additional periodic reports necessary for the Government to administer SP performance as well as manage and interface with other Government activities or agencies. These reports include, but are not limited to those that are specifically listed in Section C-6, Applicable Directives, Publications, Instructions, Forms and Reports. The SP shall submit all reports to the CO or the CO’s designated representative for review. The CO or the CO’s designated representative will approve and distribute reports. Sample report formats may be found in the TL. 14 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.2 ACRONYMS AND DEFINITIONS C.2.1 ACRONYMS The following list provides definitions for terms found throughout this document or commonly used in financial services: TABLE C-2-01, ACRONYMS Acronym Clear Text American Bankers Association ABA Automated Clearing House ACH Access Control List ACL Army Central Reservations Center ACRC Automated Data Processing ADP Accounting and Disbursing Station Number ADSN Automated Information System AIS Agency Location Code ALC Access Point AP Account Processing Code APC Army Regulation AR Army Records Information Management System ARIMS Audio Visual AV Automated Visual Image AVI Billing Address Code BAC Bank Of America Merchants Services BAMMERS Billing Accounts Receivable Tracking System BART Business Event Transaction Code BETC Bill for Collection BFC Banking Operations Branch BOB Bill of Material BOM Blanket Purchase Agreement BPA Business Partner Number/Network BPN Contracts Within Government in CEFMS C1 Contracts Outside Government in CEFMS C2 Certification Authority (DITSCAP) CA Common Access Card CAC Commercial Activities Functional Codes CAFC Commercial and Government Entity CAGE Treasury Cash Concentration System CASHLINK2 Commercial Bill of Lading CBL Computer-Based Training CBT Concentration or Disbursement Plus CCD+ Central Contractor Registration CCR Compact Disk–Read Only Memory CD-ROM Corps of Engineers Enterprise Management Information System CEEMIS Corps of Engineers Financial Management System CEFMS Corps of Engineers Manpower Requirements System CEMRS Chief Financial Officers CFO Code of Federal Regulations CFR 15 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-2-01, ACRONYMS Acronym Clear Text Customer Indicator Code CIC Contract Line Item Number CLIN Contracting Officer CO Communications Security COMSEC Continuity of Operations Plan COOP Contracting Officer’s Representative COR Commercial Off-The-Shelf COTS Certified Public Accountant CPA Corporate Trade Exchange CTX Collection Voucher CV Civil Works Information Systems Number CWIS Department of the Army DA Department of the Army Form DA Form Defense Automated Addressing System DAAS Doing Business As DBA Defense Cash Accountability System DCAS Debt Collection Improvement Act DCIA Defense Check Reutilization Module DCRM Department of Defense DD Defense Debt Management System DDMS Data Element Management/Accounting Reporting System DELMARS Defense Finance and Accounting Service DFAS Depository Financial Institution DFI Designated Government Representative DGR Defense Health Program DHP Data Item Description DID Defense Message System DMS Disbursing Officer DO Department of Defense DoD Department of Defense Directive DODD Department of Defense Financial Management Regulation DODFMR Department of Defense Instruction DODI Defense Property Accountability System DPAS Deputy District Engineer for Project Management DPM Disbursing Station Symbol Number DSSN Dun & Bradstreet Number DUNS Expenditure Authority Identification EAID Electronic Funds Transfer EFT Electronic File Transfer EFT Electronic Mail E-mail End of Month EOM End of Year EOY Engineering Reporting Organization Code (CEFMS Code) EROC Euro Electronic Funds Transfer EUEFT Frequently Asked Questions FAQ Federal Acquisition Regulation FAR 16 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-2-01, ACRONYMS Acronym Clear Text Foreign Currency FC Feasibility Cost Sharing Agreement FCSA Fedwire Deposit System FDS Federal Express FedEx Federal Emergency Management Agency FEMA Federal Funds Rate FFR Financial Institution FI Fair Labor Standards Act FLSA Financial Management Service FMS Freedom of Information Act FOIA For Official Use Only FOUO Force Protection Conditions FPCON Federal Reserve Bank FRB Federal Supply Code or Federal Stock Class FSC Fiscal Station Number FSN File Transfer Protocol FTP Federal Wage System FWS Fiscal Year FY General and Administrative G&A General Accounting Office GAO Government Bill of Lading GBL Government-Furnished Equipment GFE Government Furnished Facilities GFF Government-Furnished Property GFP Government On Line Accounting Link System GOALS Hazardous Material HAZMAT Headquarters HQ Headquarters, Department of the Army HQDA Headquarters, U. S. Army Corps of Engineers HQUSACE Integrated Automated Travel System IATS in accordance with IAW Identification ID Intrusion Detection System IDS Interfund IF Inspector General IG Intra-governmental Support IGS Improper Invoice II International Merchants Purchase Authorization Card IMPAC Inner-Office Network INET Inter-governmental Payment and Collection IPAC Internal Revenue Service IRS Information Technology IT Joint Federal Travel Regulations JFTR Joint Travel Regulation JTR Local Area Network LAN Modern Army Record Keeping System (Replaced by ARIMS) MARKS 17 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-2-01, ACRONYMS Acronym Clear Text Military Interdepartmental Purchase Request MIPR Monthly Receivable Report (DFAS) MRR Material Safety Data Sheet MSDS Negotiable Instrument NI National Recreation Reservation Service NRRS National Stock Number NSN not to exceed NTE Out of the Continental United States OCONUS Office of Management and Budget OMB Operation and Maintenance Business Information Link OMBIL OMBIL PLUS Operation and Maintenance Business Information Link PLUS On-Line Payment and Collection (Superseded by IPAC) OPAC Operating Locations (DFAS) OPLOC Operational Security OPSEC Occupational Safety and Health Act OSHA Program and Project Management Phase II P2 Privacy Act PA Payments Accounting Claims Enhancement Reconciliation PACER Program Budget Advisory Committee PBAC Program Budget Execution System PBES Personal Computer PC Project Cooperation Agreement PCA Payments, Collections, and Adjustments (IPAC) PCA Permanent Change of Station PCS Portable Document Format PDF Payment In Lieu of Taxes PILT Personal Identification Number PIN Programmable Interval Timer PIT Project Marketing Agency PMA Program Management Plan PMP Plan of Action and Milestones POAM Point of Contact POC Privately Owned Vehicle POV Bank of America Commercial Transportation Vendor On-Line Payment System PowerTrack Prompt Payment Act PPA Planning, Programming, Budgeting and Execution PPBE Planning, Programming, Budgeting and Execution System PPBES Principal Deputy Director PPD Purchase Request PR Purchase Request and Commitment PR&C Program/Project Management Information System PROMIS Proponent Sponsored Engineer Training PROSPECT Performance Requirements Summary PRS Program Status Review PSR Performance Work Statement PWS Government Order - Intra-Agency R1 18 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-2-01, ACRONYMS Acronym Clear Text Government Order - Inter-Agency R2 Receiving Depository Financial Institution RDFI Remittance Express REX Revenue Generating Agreement RGA Remedial Investigation Management Plan RIMP Records Information Management System RIMS Relocation Income Tax Allowance RITA Resource Management Office RMO Receiving Office Voucher ROV Routing and Transit Number RTN Supported Activity SA Statement of Account Activity SAA Standard Army Automation Contracting System SAACONS System Authorization Access Request SAAR Small and Disadvantaged Business Utilization SADBU Suspense Account Report SAR Small Business Administration SBA Small Business Information System SBIS Standard Document Number SDN Standard Form SF Simple Mail Transfer Protocol SMTP Simple Network Management Protocol SNMP Statement of Difference SOD Standard Operating Procedures SOP Service Provider SP Standard Procurement System SPS Standard Query Language SQL Special Recreation Use Fees SRUF Social Security Number SSN Travel Approving Official TAO Treasury Account Symbol TAS to be determined TBD Temporary Duty TDY Technical Exhibit(s) TE Treasury Financial Manual TFM Treasury's General Account TGA Taxpayer Identification Number TIN Treasury Offset Program TOP Telecommunications Ordering and Pricing System TOPS Trading Partnership Agreement TPA Trading Partner Number/Network TPN Telephone Service Request TSR Treasury Time Balance TTB United States Code U.S.C. USACE Finance Center UFC USACE Finance Center Supported Activity UFC SA 19 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-2-01, ACRONYMS Acronym Clear Text Unliquidated Obligation ULO Unmatched Disbursements UMD User-id Password Administration and Security System U-PASS United Parcel Service UPS United States US United States Army Corps of Engineers USACE United States Army Reserve USAR User Identification USERID U.S. Postal Service USPS Video Teleconference VTC Web Document Management System Web DMS Web Invoicing System WInS Withholding Tax Allowance WTA C.2.2 DEFINITIONS Definitions as used throughout this PWS are listed for information and reference: TABLE C-2-02, DEFINITIONS Word/Phrase Definition [Recognized (Standard)] The expense categories that are common to all Depositaries. The category names and rates of compensation are entered into CA$H-LINK and Expense Categories maintained by BOB. The volume data is either derived from deposit reports or reported by the Depositary each month (see Section 8 for compensation rates). A Fedwire funds transfer message sent to transfer funds by wire to the 1032 Wire (Funds) Treasury's General Account at the Federal Reserve Bank of New York. The Transfer number of Fedwire Funds Transfer Messages sent during the month to satisfy CA$H-LINK Deposit Reports is derived by CA$H-LINK and appears on the SAAs as units for product code 700 220. The three digit number which identifies a particular Treasury's General Account Key Account at a Depositary. The product code category indicating the number of demand deposit Account Maintenance accounts maintained by the Depositary for the given month. Data is derived by CA$H-LINK and appears on the Statement of Account Activity (SSA) as product code 700 000. A debit transaction delivered through the Automated Clearing House ACH Debit (ACH) network transferring funds to the Treasury's General Account at the Federal Reserve Bank of Richmond. The number of CA$H-LINK Deposit Reports generating ACH debits that the Depositary paid during the month is derived by CA$H-LINK and appears on the SAA for product code 700 210. The time each banking business day at which CA$H-LINK ceases to ACH File Cutoff designate deposits reported by Depositaries as ACH file items. The cutoff time is set at 8:00 p.m. eastern time on the Date of Deposit. A debit or credit adjustment to the TGA resulting from an inaccurate coin, Adjusting Entries currency, or check amount recorded on the deposit ticket. These adjustments are processed by preparing an adjusting deposit ticket (SF 215) or debit voucher (SF 5515). These adjustments are included in CA$H20 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-2-02, DEFINITIONS Word/Phrase Definition LINK Deposit Reports. When making the month's CA$H-LINK Bank Management Report, the Depositary reports the total number of adjustments made during the month for product code 600. Adjusting Entries (IPAC) A debit or credit adjustment to the funds balance with Treasury resulting from an inaccurate IPAC transaction. These adjustments are processed by rejecting the original transaction within 90 days. An agency of the U.S. Government or agent thereof. Agency The number assigned by Treasury to identify agency accounting stations Agency Location Code and offices on accounting reports and documents. (ALC) The agency management plan submitted in response to a solicitation for a Agency Tender standard competition. The agency tender includes an MEO, agency cost estimate, MEO quality control plan, MEO phase-in plan, and copies of any MEO subcontracts (with the private sector providers' proprietary information redacted). The agency tender is prepared in accordance with Attachment B and the solicitation requirements. The nine digit number that identifies a financial institution. Along with an American Bankers Account Key and Report Location, the ABA number is used to gain access Association Number into CA$H-LINK. (ABA) or Routing and Transit Number (RTN) The calculation method to convert a cost to an annual basis. The calculation Annualize converts a cost for a performance period that is less than one full year into an annual cost to correctly reflect the cost in a government cost estimate. This calculation is performed by first dividing the cost in the performance period by the number of days in the performance period to determine the corresponding daily cost and then multiplying the daily cost by 365.25 days to determine the annualized cost. To account for leap years, 365.25 is the average number of days in a year. Sum of the purchase price and of the costs (for transportation; packing, Asset Acquisition Cost crating, handling; installation, etc.) incurred to place an asset in use. See FAR. Assignment of Claims Bank of America automated merchant services system. Bank of America Merchant Services The Treasury Department organization which administers the Treasury's Banking Operations General Account and CA$H-LINK. Branch (BOB) For the CA$H-LINK Deposit Report, a Batch is a group of vouchers with Batch the same Date of Deposit that are assigned a trace number after being accepted by CA$H-LINK. For the CA$H-LINK Bank Management Report, a Batch is a group of product codes and their corresponding number of units. Batch upload of IPAC transactions to Treasury. Bulk File A worldwide deposit reporting and cash concentration system designed to CA$H-LINK record, move, and manage Federal agency deposits through designated financial institutions. Funds are moved via ACH or wire transfer to the Federal Reserve Bank for credit to the Treasury's General Account. The Depositary's monthly dollar amounts and volumes for each product CA$H-LINK Bank code category of recognized expenses transmitted into CA$H-LINK. Management Report The funds and accounting information contained for a given Date of CA$H-LINK Deposit Deposit, as reported by each Depositary to CA$H-LINK. Report 21 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-2-02, DEFINITIONS Word/Phrase Definition Individuals with delinquent debt bills that are subject to salary or Category A Debtor administrative offset. Federal Government contractors with delinquent debt bills. Category B Debtor Other U.S. Army activities, Federal departments, or agencies with Category C Debtor delinquent debt bills. All other Individuals with delinquent debt bills including former civilian Category D Debtor employees. All other public debtors including U.S. Army/Air Force Exchange Service, Category E Debtor state, local, foreign governments, and private organizations with delinquent debt. An individual who works for a federal agency on an appointment without Civilian Employee time limitation who is paid from appropriated funds, which includes working capital funds. A foreign national employee, temporary employee, term employee, non-appropriated fund employee, or uniformed personnel is not included in this definition. A recurring service that could be performed by the private sector. This Commercial Activity recurring service is an agency requirement that is funded and controlled through a contract, fee-for-service agreement, or performance by government personnel. Commercial activities may be found within, or throughout, organizations that perform inherently governmental activities or classified work. Contracting Officer (CO) An inherently governmental agency official who participates on the PWS team, and is responsible for the issuance of the solicitation and the source selection evaluation methodology. The CO awards the contract and issues the MEO letter of obligation or fee-for-service agreement resulting from a streamlined or standard competition. The CO and the SSA may be the same individual. The COR is the individual appointed in writing by the contracting officer Contracting Officer's and delegated specific authority to monitor contractor performance. Representative (COR) Contractor The Contractor, its subsidiaries and affiliates, joint ventures involving the Contractor, or any entity which the Contractor may have merged or any individual or entity that assisted or advised the Contractor in the preparation of proposal under this solicitation. See also Service Provider. Individuals and organizations, both internal and external to the Service Provider organization, for who services are provided as required by this PWS. The day on which a U. S. Government agency's deposit is credited to the Treasury's General Account at the Depositary. The Depositary must credit the TGA on the same day that the agency deposits the funds. The ability of Depositaries specifically authorized by FMS in writing, to defer the transfer of uncollected funds. Authorized institutions can defer those funds which would take more than one day to collect from the drawee bank. Funds can be deferred for one or two days. The number of CA$H-LINK Deposit Reports generating ACH debits that the Depositary paid during the month, plus the number of zero dollar net transfer CA$H-LINK Deposit Reports with that month's CA$H-LINK Transfer Date, plus the number of Fedwire Funds Transfer Messages sent Customer Date of Deposit Deferred Reporting Deposit Reporting (Personal Computer or Touch-Tone Telephone Response) 22 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-2-02, DEFINITIONS Word/Phrase Definition during the month to satisfy CA$H-LINK The number is derived by CA$H-LINK and appears on the SAAs as the Deposit Reports units for product code 700. SF 215 credit vouchers. The total number of deposit tickets processed Deposit Tickets through the TGA is derived from CA$H-LINK Deposit Reports and appears on the SAAs as units for product code 700 100. Method used to spread the total cost of a tangible capital asset, less residual Depreciation value, over an asset’s useful life. (Annual depreciation cost is computed by dividing the depreciable basis (acquisition cost plus capital improvements less residual value) by the useful life of the asset.) Expense, income, and statistical data that is automatically tracked by Derived Information CA$H-LINK. This data is used to prepare the SAA for each Depositary. Value at disposition (less costs of disposal/transfer) estimated at the time of Disposal Value an asset’s acquisition. Checks which are micro-encoded by the agencies prior to making deposits Encoded Checks at the TGA during each month. When making the month's CA$H-LINK Bank Management Report, the Depositary reports the total number of encoded checks for product code 600 220. The term "equipment" is an all-inclusive term that refers either to hardware Equipment and software systems or subsystems and associated components. Instructions to be followed if there is a CA$H-LINK system failure or the Exception Processing reporting cutoff time is missed. Overage delinquent debts that are not reportable to DFAS (per OMB Exception Reporting guidance). The website where the government electronically advertises solicitations or FedBizOpps.gov requirements. The rate used to compute the imputed value of funds. It is calculated as Federal Funds Factor follows: the average Federal Funds Rate (FFR), divided by 365, multiplied by the effective period (see average Federal Funds Rate). (Average FFR (DIVIDED BY) 365 x #of days delayed) = Federal Funds Factor A bureau of the Treasury Department responsible for U. S. Government Financial Management collections and disbursements. Service (FMS) A "fiscal year" is the period beginning October 1 and ending September 30 Fiscal Year of consecutive calendar years. Civilian employees, foreign national employees, temporary employees, Government Personnel term employees, non-appropriated fund employees, and uniformed services personnel employed by an agency to perform activities. Facilities, equipment, material, supplies, or other services provided by the Government-Furnished government for use by all prospective providers in the solicitation. Costs for Property (GFP) GFP included in a solicitation are considered common costs. Replacement costs, insurance, maintenance and repair costs for GFP may or may not be government-furnished, depending on the provisions in the solicitation. Any compound mixture, element or material which, because of its nature, is Hazardous Materials dangerous to store or handle, and could cause illness, injury or death to exposed persons. The source (i.e., agency, private sector, or public reimbursable source) Incumbent Service providing the service when a public announcement is made of the Provider 23 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-2-02, DEFINITIONS Word/Phrase Definition streamlined or standard competition. Involving participation by two or more government agencies Inter-Governmental Internal Credit Vouchers The product code category for the number of internal credit tickets (consolidating Depositary deposit tickets used to post to the TGA all deposits made on a single business day) prepared by the Depositary during each month. In most cases, this data is derived from CA$H-LINK Deposit Reports (and appears on the SAA as units for product code 700 230), but under some circumstances, is reported by the Depositary on the CA$HLINK Bank Management Report for product code 600 300. Customers within the organization. Internal Customers Occurring or existing between different branches or departments of the Intra-Governmental same agency. Support provided by a DoD activity to a non-DoD Federal activity and vice Intra-governmental versa. Support (IGS) A list of government personnel, by location, function, and position, Inventory performing either commercial activities or inherently governmental activities. An identifier PC reporters use to gain access to the CA$H-LINK PC Logon ID reporting system. This ID is assigned by Treasury. The total number of potential service outputs in a surveillance period. Lot The lot is the group of service output, such as work orders; therefore, the Lot Size number of outputs in a lot is the lot size. The Depositary ABA and Account Key whose SAA includes a summary of Master Bank the total TGA-related expenses and incomes from the other Account Keys with the same ABA. The "maximum error rate" is the point that divides acceptable and Maximum Error Rate unacceptable performance of a task according to the performance requirement summary and the Inspection of Services clause. It is the number of defectives or maximum percent defective in the lot that is deemed acceptable. MEO Letter of Obligation A formal agreement that an agency implements when a standard or streamlined competition results in agency performance (e.g., MEO). Once each calendar month, normally at the same time each month. In Monthly connection with preventive maintenance, monthly refers to a 28-day cycle. Documents such as checks, money orders and promissory notes that can be Negotiable Instrument transferred or assigned from one person to another in return for equivalent value by being delivered either with endorsement (as of an instrument payable to order) or without endorsement (as of an instrument payable to bearer) so that the title passes to the transferee who is not prejudiced in his rights by any defect or flaw in the title of prior parties nor by personal defenses available to prior parties among themselves provided in both cases that the transferee is a bona fide holder without notice. The dollar amount of funds to be transferred to Treasury. This information Net Transfer Amount is provided to CA$H-LINK in the Deposit Report Batch Total which is included in the respective ACH File or Wire Cycle files. Non-negotiable Instrument Documents that do not carry a monetary value. A private sector source's formal response to a request for proposals or Offer 24 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-2-02, DEFINITIONS Word/Phrase Definition invitation for bid. The term "offeror" refers to the specific source rather than the response. An offeror is a prospective contractor or service provider who submits an Offeror offer to the government in response to the government’s RFP. The RFP is the solicitation document used in the negotiation. The RFP has the same purpose as the IFB: to communicate government requirements to prospective contractors and to solicit offers from them. The RFP usually calls for separate technical (how) and cost (how much) proposals from the offeror. An "operating instruction" is a locally developed and published document Operating Instruction providing guidance, instructions and direction for the office or functional Operation. Debt not serviced by DFAS. Out-Of-Service-Debt Costs in a cost estimate associated with the payroll for government Pay Categories of Cost personnel, including inflation. The performance indicator is the tool used to measure actual occurrence to Performance Indicator the performance standard. The performance indicator determines if the (Measure) work performed was below, met or exceeded the standard. Performance measures provide a series of indicators, expressed in Performance Measures qualitative, quantitative or other tangible terms that indicate whether current performance is reasonable and cost effective. Performance measures can include workload and output-to-cost ratios, transaction ratios, error rates, consumption rates, inventory fill rates, timeliness measures, completion and back order rates, etc. Quality service measures may include responsiveness rates, user satisfaction rates, etc. The PRS lists those tasks that are key performance indicators of the Performance Requirements Summary function. The result is a list of key required services, standards of performance, associated ALPs, the identification of the services to be (PRS) counted, and the determination of appropriateness of the performance standards for evaluation. Verifiable, measurable levels of service in terms of quantity, quality, Performance Standards timeliness, location, and work units. Performance standards are used in a performance-based PWS to (1) assess (i.e., inspect and accept) the work during a period of performance; (2) provide a common output-related basis for preparing private sector offers and public tenders; and (3) compare the offers and tenders to the PWS. The requiring activity's acceptable levels of service are normally stated in the PWS. The solicitation includes performance standards. A statement in the solicitation that identifies the technical, functional, and Performance Work performance characteristics of the agency's requirements. The PWS is Statement (PWS) performance-based and describes the agency's needs (the "what"), not specific methods for meeting those needs (the "how"). The PWS identifies essential outcomes to be achieved, specifies the agency's required performance standards, and specifies the location, units, quality and timeliness of the work. A prospective provider's plan to replace the incumbent provider(s) that is Phase-In Plan submitted in response to the solicitation. The phase-in plan is implemented in the first performance period and includes details on minimizing 25 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-2-02, DEFINITIONS Word/Phrase Definition disruption, adverse personnel impacts, and start-up requirements. The phase-in plan is different from the employee transition plan developed by the HRA. When making the CA$H-LINK Bank Management Report, the Depositary Processing Coin reports the number of $1,000 units of coin deposited into the TGA for product code 600 410. When making the CA$H-LINK Bank Management Report, the Depositary Processing Currency reports the number of notes of currency in $1,000 units deposited into the TGA for product code 600 400. A six digit number that represents a specific recognized product or service Product Code Category the Depositary performs to support CA$H-LINK. Information on each product code is either derived from CA$H-LINK Deposit Reports or reported on CA$H-LINK Bank Management Reports. Report Location Number A three-digit number subordinate to each Depositary's ABA number which identifies a particular CA$H-LINK reporting site. Expense, income, and statistical data that is reported on the CA$H-LINK Reported Information Bank Management Reports. This data is used to prepare the SAA for each Depositary. Checks received in agency deposits that were credited to the ALC but Returned Checks subsequently returned to the Depositary for nonpayment. A sample consists of one or more service outputs drawn from a lot, the Sample outputs being chosen at random. The number of outputs in the sample is the sample size. The sampling guide identifies the ALP associated with the requirement, the Sampling Guide lot and sample size, how the output sampling and inspection will be performed, and the number of defects that will be allowed before the performance is considered unsatisfactory. The organization with whom the Government contracts to perform services. Service Provider The term is used to recognize the possibility that in the A-76 Commercial Activities environment, either a contractor or Government organization may be selected to perform the contracted services. The form used to debit the ALC to decrease the amount of a deposit made SF 5515 to that account. A Depositary may complete an SF 5515 to process a returned item against the ALC or to adjust an error from a prior deposit. The word “shall” is used in connection with the contract and specifies that Shall the provisions are binding. The formal document containing the PWS, attachments to the PWS such as Solicitation maps and technical exhibits, and the conditions and terms prospective bidders/offerors must meet for procuring services by contract. (See definitions for Invitation for Bid (IFB) and Request for Proposal (RFP).) Solicitation Closing Date The due date for delivery of private sector offers, public reimbursable tenders, and the agency tender, as stated in the solicitation. One of three specific categories of service providers (i.e., agency, private Source sector, or public reimbursable) that can perform a commercial activity for an agency. The term "source selection" is used to describe the process starting with Source Selection acquisition and continuing through receipt and evaluation of proposals. Standard Form (SF) 215 The form presented by a U.S. Government agency with checks and other 26 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-2-02, DEFINITIONS Word/Phrase Definition payment instruments to make a deposit. A Depositary may complete an SF 215 to adjust a deposit error. The CA$H-LINK report that serves as an analysis of the TGA relationship Statement of Account with each Account Key. Activity (SAA) A part of the PWS containing information useful to the Service Provider Technical Exhibit that define or affect the services defined in the Scope of Work. For the purposes of this contract, Technical Exhibits have been generated for each Section of the PWS applicable to the specific functions contained therein. The identifying information for each Depositary provided to CA$H-LINK TGA Depository by FMS, including, but not limited to, TGA Depositary name, phone Information number, ABA number, account key and reporting location numbers, account name, late call indicator, deferred funds indicator, reporting mode, and ALCs for agencies authorized to deposit at the Depositary. Depositaries shall contact FMS immediately if any of this information changes. A unique number that identifies a Batch reported to CA$H-LINK. CA$HTrace Number LINK generates this number after it accepts a Batch. The term "transfer" is used to describe a change in the method of Transfer performance from contract to in-house. The date on which funds are transferred from the Depositary to Treasury by Transfer Date ACH or wire transfer. It is scheduled to be the business day after the Date of Deposit. The difference between scheduled Transfer Date and the actual date the Transfer Delay funds are transferred. The imputed value of the delay is calculated by multiplying the Federal Funds Factor by the amount of the funds delayed (see Federal Funds Factor). The delay period is calculated as follows: The from date is the Date of Deposit plus one business day. The to date is the actual Transfer Date less one calendar day. Various UFC approved forms or reports used to account for and transfer Transmittal documents between UFC Supported Activities and internal customers. The Secretary of the United States Department of the Treasury or his/her Treasury designee. The amount of funds Treasury has placed on deposit with the Depositary in Treasury Time Balance a time deposit account to compensate for TGA Services. This data is (TTB) entered into CA$H-LINK. Checks deposited into the TGA without micro-encoding by the agency prior Unencoded Checks to deposit. When making the CA$H-LINK Bank Management Report, the Depositary reports the total number of unencoded checks for product code 600. Members of the armed forces (i.e., Army, Navy, Air Force, Marine Corps, Uniformed Services and Coast Guard) and other uniformed services (e.g., National Oceanic and Atmospheric Administration, Public Health Service). A complaint against the Service Provider, by a customer of the service or a Valid Complaint controlling Government agency, that has been investigated and found to be correct in that the Service Provider’s service. The product code category for the number of these vouchers that the Variable SF 215 Depositary reported to CA$H-LINK during the month. This data is derived from CA$H-LINK Deposit Reports and appears on the SAAs as product 27 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-2-02, DEFINITIONS Word/Phrase Definition code 700. The product code category for the number of debit vouchers that the Variable SF 5515 Depositary reported to CA$H-LINK during the month. This data is derived from CA$H-LINK Deposit Reports and appears on the SAAs as product code 700 130. The date in Block 2 of the deposit ticket. It is the date the agency presented Voucher Date the deposit ticket and accompanying deposited items to the Depositary. The date must be the Depositary's business date at the time of the deposit. The difference between the Voucher Date and the Date of Deposit. The Voucher Delay imputed value of funds delayed is calculated by multiplying the amount of the voucher delayed by the Federal Funds Factor. (See Federal Funds Factor). The delay period is calculated as follows: The “from” date is the Voucher Date plus one business day. The to date is the Date of Deposit. If the Date of Deposit falls on a Friday, the to date is the Sunday, or Monday, if Monday is a Holiday, after the Date of Deposit. The time on each business day when CA$H-LINK ceases to designate wire Wire Cycle Cutoff cycle items. The cutoff is set l:00 p.m. eastern time on the business day after the Date of Deposit. The file created by CA$H-LINK and made available to FMS containing the Wire Cycle File net transfer amounts reported by Depositaries between 8:00 p.m. eastern time on the Date of Deposit and the end of the cycle at l:00 p.m. eastern time on the business Date of Deposit. An individual other than the original creator of a deposit ticket that verifies Witness deposit ticket information such as the ticket number, date, DSSN, total amount, FRB and endorsements prior to releasing the deposit to the armored courier. C.2.3 DOD DICTIONARY The DoD Dictionary of definitions and terms is available on the Internet at http://131.84.1.34/doctrine/jel/doddict/. 28 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.3 GOVERNMENT-FURNISHED PROPERTY C.3.1 GENERAL INFORMATION The Government will furnish to the Service Provider (SP) facilities, equipment, property, Automated Data Processing (ADP) Systems, Automated Information Systems (AIS), materials, supplies, training, and services for use in the performance of the Performance Work Statement (PWS) requirements. Unless otherwise specified, the term Government-Furnished Property (GFP) will be understood to encompass all types of support furnished by the Government. GFP will only be used for the performance of the work described in this PWS, or as authorized by the Contracting Officer (CO) or the CO’s designated representative. The Government will make all forms of GFP available to Offerors for inspection during the site visit provided for under FAR 52.237-1, Site Visit, prior to the submission of offers. During the site visit, Offerors may conduct visual inspections of the GFP and may request the Government to power up and/or engage mechanical or electronic items in order to assess operational condition. The SP’s acceptance and use of GFP offered in carrying out the requirement of this PWS does not relieve the SP of the responsibility for providing all resources, materials, and supplies necessary to perform the PWS requirements, unless otherwise stated in this PWS. The SP is responsible and accountable for the appropriate use and care of all GFP in accordance with (IAW) the requirements established in this section. C.3.2 GOVERNMENT-FURNISHED PROPERTY USE C.3.2.1 GFP listed as mandatory will be furnished by the Government and shall be used by the SP in the performance of work under the PWS. Mandatory GFP must be accepted and used by the SP. GFP listed as “optional” will be made available by the Government in an “as is” condition (See FAR 52.245-19, Government Property Furnished “As Is”) for inspection and may be accepted at the SP’s discretion. Failure or breakdown of optional GFP shall not excuse SP non-performance and shall not serve as the basis for any equitable adjustment. Both mandatory and optional GFP will be provided at no cost to the SP and will be subject to the conditions contained in FAR 52.245-11, Government Property (Facilities Use). TABLE C-3-01, GFP USE REQUIREMENTS Government-Furnished Property & Services Real Property (C.3.3) Equipment (C.3.4) Property (C.3.5) Data Systems (C.3.6) Material & Supplies (C.3.7) Training (C.3.8) Contract Services (C.3.11) Use Mandatory Mandatory Optional IAW requirements Optional Optional Mandatory C.3.2.2 Pursuant to an approved Phase-In Plan, the SP shall participate in conducting a 100% joint inventory of GFP. The Government will make the GFP available for the inspection/inventory. The SP shall submit the results of its inspection/inventory in a form satisfactory to the CO or the CO’s designated representative, and shall identify the SP accepted GFP, any assigned Government condition code, SP-assigned condition code, a basis for any discrepancy between the condition codes, and any existing damage the SP has determined cannot be attributed to normal “wear and tear.” (Table C-6-03, Mandatory Reports) Unless the SP 29 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement notes an exception, or pre-existing damage to the GFP, the GFP accepted by the SP shall be considered to be without damage. The SP shall not rely on the Government condition codes to determine what GFP is suitable for use. The Government will review only the equipment and facilities where the SP identifies an exception to the condition code or damage that cannot be attributed to normal “wear and tear.” The CO or the CO’s designated representative, and the SP shall resolve GFP condition discrepancies through direct negotiations. At the end of the PhaseIn Period, the GFP accepted by the SP will be made available for the SP’s use in the performance of the PWS requirements. The Government will retain all GFP that is not accepted by the SP. C.3.2.3 The SP shall be held financially liable for loss, damage, or destruction of GFP caused by the SP’s or the SP’s employees’ negligence, willful misconduct, or unauthorized use. C.3.2.4 The SP shall notify the CO or the CO’s designated representative immediately when it discovers the gain, loss, damage, or destruction of GFP. The SP shall conduct an initial search and/or informal investigation into the loss or damage of property and forward all research data to the CO or the CO’s designated representative. C.3.2.5 The SP shall perform the duties of the Responsible Officer IAW AR 735-5, Policies and Procedures for Property Accountability. C.3.2.6 The SP shall cooperate with Government representatives in related investigations. C.3.2.7 The SP shall initiate a DA Form 7531, Checklist and Tracking Document for Financial Liability Investigations of Property Loss, by forwarding the completed form to the CO or the CO’s designated representative whenever the loss, damage, or destruction of GFP meets the criteria outlined below: • • • The GFP item is identified in the Accountable Personal Property Management System (APPMS) or The GFP item should have been on the Accountable Property Records based on regulatory guidance, and The GFP loss is suspected to be attributable to theft, negligence, or abuse, regardless of the dollar value. C.3.2.8 The SP shall indemnify the Government and hold it harmless against claims for injury to persons or damage to SP-furnished property, or others arising from the SP’s possession or use of Government facilities, from its activities, or from its care and custody of the GFP relating to the performance of the PWS requirements. C.3.2.9 When the CO or the CO’s designated representative determines that any loss, damage, or destruction of Government facilities or property is caused by the SP’s negligence, willful misconduct, or unauthorized use, the CO or the CO’s designated representative may offset payments due to the SP for services performed by an amount equal to the documented value of the loss, damage, or destruction. The SP’s liability per occurrence shall be limited to $50,000 with a total liability limit of $1,000,000 per year. The liability limits defined above do not apply to the Government’s right to indemnification. C.3.3 GOVERNMENT-FURNISHED FACILITIES C.3.3.1 Government-Furnished Facilities (GFF), defined as facilities or structures provided by the Government for use in the performance of this PWS, is set forth in Table C-3-02, Government-Furnished Facilities. Use of GFF for the performance of the PWS is mandatory. 30 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement GFF are located on Naval Support Activity (NSA) Mid-South, Building 787, Millington, TN. Title to the GFF will remain at all times with the Government. TABLE C-3-02, GOVERNMENT-FURNISHED FACILITIES Building Room Square Description Number Number Footage 787 121 816 Administrative Office Space 787 130 1,968 Administrative Office Space 787 137 960 Administrative Office Space 787 147 576 Administrative Office Space 787 TBD 200 Administrative Office Space C.3.3.2 The SP shall, at a minimum, identify the location and extent of any existing damage above normal “wear and tear” for GFF. The SP shall notify the CO or the CO’s designated representative when GFF is no longer needed in the performance of this PWS. In addition, the SP shall not unilaterally terminate its authority to use the GFF under FAR 52.24511(k), Termination of Use of the Facilities. C.3.4 EQUIPMENT C.3.4.1 Government-Furnished Equipment (GFE) includes computers and peripherals, and communications equipment. GFE available to the SP is identified in the Table C-3-03, Government-Furnished Equipment. Government Equipment that will remain under Government control, but will be jointly used by the Government and the SP is identified in Table C-3-04, Joint Use – Government Equipment. The Government will determine whether GFE is suitable and shall be responsible for the cost of purchasing, transporting, installing, modifying, and repairing GFE as needed. The Government will update the records maintained in the APPMS database prior to the end of the Phase-In Period. GFE is offered in place and its current condition. Use of this equipment is mandatory. Any GFE not required by the SP will be retained or disposed of by the Government. TABLE C-3-03, GOVERNMENT-FURNISHED EQUIPMENT Bar Code Description (Include Manufacturer) 4 MONITOR (17 INCH), MITSUBISHI, FFF8705SKT 10 MONITOR (17 INCH), MITSUBISHI, FFF8705SKT 101 COMPUTER (PENTIUM), DELL, MMM 170 MONITOR (17 INCH), MITSUBISHI, FFF8705SKT 172 MONITOR (17 INCH), MITSUBISHI, FFF8705SKT 442 MONITOR (17 INCH), MITSUBISHI, FFF8705SKT 445 MONITOR (17 INCH), MITSUBISHI, FFF8705SKT 454 MONITOR (17 INCH), MITSUBISHI, FFF8705SKT 470 MONITOR (17 INCH), MITSUBISHI, FFF8705SKT 471 MONITOR (17 INCH), MITSUBISHI, FFF8705SKT 472 MONITOR (17 INCH), MITSUBISHI, FFF8705SKT 474 MONITOR (17 INCH), MITSUBISHI, FFF8705SKT 477 MONITOR (17 INCH), MITSUBISHI, FFF8705SKT 566 MONITOR (17 INCH), MITSUBISHI, FFF8705SKT 567 MONITOR (17 INCH), MITSUBISHI, FFF8705SKT 584 MONITOR (17 INCH), MITSUBISHI, FFF8705SKT 586 MONITOR (17 INCH), MITSUBISHI, FFF8705SKT Serial # 601540957 601541403 6B9Y3 511526566 601541370 512533321 512533213 511526535 511001970 511526534 601541401 511001963 601540438 511526794 512535430 512533061 601540963 Location Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Unit each each each each each each each each each each each each each each each each each Qty 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 31 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-3-03, GOVERNMENT-FURNISHED EQUIPMENT Bar Code Description (Include Manufacturer) 676 MONITOR (17 INCH), NOKIA, 447W059 680 MONITOR (17 INCH), NOKIA, 447W059 681 MONITOR (17 INCH), NOKIA, 681 682 MONITOR (17 INCH), NOKIA, 447W059 697 MONITOR (17 INCH), NOKIA, 447W059 699 MONITOR (17 INCH), NOKIA, 447W059 701 MONITOR (17 INCH), NOKIA, 447W059 702 MONITOR (17 INCH), NOKIA, 447W059 710 MONITOR (17 INCH), NOKIA, 447W059 711 MONITOR (17 INCH), NOKIA, 447W059 712 MONITOR (17 INCH), NOKIA, 447W059 715 MONITOR (17 INCH), NOKIA, 447W059 717 MONITOR (17 INCH), NOKIA, 447W059 718 MONITOR (17 INCH), NOKIA, 447W059 719 MONITOR (17 INCH), NOKIA, 447W059 720 MONITOR (17 INCH), NOKIA, 447W059 721 MONITOR (17 INCH), NOKIA, 447W059 724 MONITOR (17 INCH), NOKIA, 447W059 725 MONITOR (17 INCH), NOKIA, 447W059 730 MONITOR (17 INCH), NOKIA, 447W059 733 MONITOR (17 INCH), NOKIA, 447W059 734 MONITOR (17 INCH), NOKIA, 447W059 742 MONITOR (17 INCH), NOKIA, 447W059 754 MONITOR (17 INCH), NOKIA, 447W059 756 MONITOR (17 INCH), NOKIA, 447W059 760 MONITOR (17 INCH), NOKIA, 447W059 762 MONITOR (17 INCH), NOKIA, 447W059 763 MONITOR (17 INCH), NOKIA, 447W059 768 MONITOR (17 INCH), NOKIA, 447W059 772 MONITOR (17 INCH), NOKIA, 447W059 773 MONITOR (17 INCH), NOKIA, 447W059 774 MONITOR (17 INCH), NOKIA, 447W059 776 MONITOR (17 INCH), NOKIA, 447W059 780 MONITOR (17 INCH), NOKIA, 447W059 789 MONITOR (17 INCH), NOKIA, 447W059 792 MONITOR (17 INCH), NOKIA, 447W059 793 MONITOR (17 INCH), NOKIA, 447W059 794 MONITOR (17 INCH), NOKIA, 447W059 795 MONITOR (17 INCH), NOKIA, 447W059 796 MONITOR (17 INCH), NOKIA, 447W059 803 MONITOR (17 INCH), NOKIA, 447W059 805 MONITOR (17 INCH), NOKIA, 447W059 806 MONITOR (17 INCH), NOKIA, 447W059 808 MONITOR (17 INCH), NOKIA, 447W059 809 MONITOR (17 INCH), NOKIA, 447W059 810 MONITOR (17 INCH), NOKIA, 447W059 813 MONITOR (17 INCH), NOKIA, 447W059 815 MONITOR (17 INCH), NOKIA, 447W059 817 MONITOR (17 INCH), NOKIA, 447W059 818 MONITOR (17 INCH), NOKIA, 447W059 Serial # 9647064031 9647064036 9649065953 9648064172 9648064183 9647063849 947063881 9647063951 9648064182 9648064252 9648064440 9647063956 9647063802 9647063950 9647063954 9647063889 9647063816 9647063897 9647063833 9647063993 9647064067 9647063823 9647064059 9648064251 9648064162 9647064026 96470644022 9647063985 9647063986 99647063983 9647063887 9647063997 9647063923 9649065889 9649066038 9649065652 9649065850 9649065919 9649065751 9647063812 9648064360 9648064076 9648064179 9647063834 9647063868 9648063832 9647063938 9647063920 9647064015 9647064017 Location Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Unit each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each Qty 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 32 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-3-03, GOVERNMENT-FURNISHED EQUIPMENT Bar Code Description (Include Manufacturer) 820 MONITOR (17 INCH), NOKIA, 447W059 824 MONITOR (17 INCH), NOKIA, 447W059 828 MONITOR (17 INCH), NOKIA, 447W059 832 MONITOR (17 INCH), NOKIA, 447W059 833 MONITOR (17 INCH), NOKIA, 447W059 837 MONITOR (17 INCH), NOKIA, 447W059 938 COMPUTER (PENTIUM), IBM, 0784-NSI 1056 MONITOR (15 INCH), NOKIA, 447W059 1351 MONITOR (17 INCH), DELL, D1028L 1364 MONITOR (17 INCH), DELL, D1028L 1372 MONITOR (17 INCH), DELL, D1028L 1383 MONITOR (17 INCH), DELL, D1028L 1525 MONITOR (17 INCH), MICRON, MNN001046 1555 MONITOR (17 INCH), MICRON, MNN001046 1556 MONITOR (17 INCH), MICRON, MNN001046 1558 MONITOR (17 INCH), MICRON, MNN001046 1600 MONITOR (17 INCH), ADV DIGITAL SYS, S763 1605 MONITOR (17 INCH), ADV DIGITAL SYS, S763 1621 MONITOR (17 INCH), ADV DIGITAL SYS, S763 1633 MONITOR (17 INCH), ADV DIGITAL SYS, S763 1640 MONITOR (17 INCH), ADV DIGITAL SYS, S763 1748 MONITOR (15 INCH), DELL, M780 1751 MONITOR (15 INCH), DELL, M780 1756 MONITOR (15 INCH), DELL, M780 1830 COMPUTER (PENTIUM), MICRON, SE440BX2 1835 COMPUTER (PENTIUM), MICRON, SE440BX2 1844 COMPUTER (PENTIUM), MICRON, SE440BX2 1850 COMPUTER (PENTIUM), MICRON, SE440BX2 1885 COMPUTER (PENTIUM), MICRON, SE440BX2 1890 COMPUTER (PENTIUM), MICRON, SE440BX2 1892 COMPUTER (PENTIUM), MICRON, SE440BX2 1894 COMPUTER (PENTIUM), MICRON, SE440BX2 1896 COMPUTER (PENTIUM), MICRON, SE440BX2 1900 COMPUTER (PENTIUM), MICRON, SE440BX2 1904 COMPUTER (PENTIUM), MICRON, SE440BX2 1906 COMPUTER (PENTIUM), MICRON, SE440BX2 1909 COMPUTER (PENTIUM), MICRON, SE440BX2 1912 COMPUTER (PENTIUM), MICRON, SE440BX2 1917 COMPUTER (PENTIUM), MICRON, SE440BX2 1918 COMPUTER (PENTIUM), MICRON, SE440BX2 1919 COMPUTER (PENTIUM), MICRON, SE440BX2 1920 COMPUTER (PENTIUM), MICRON, SE440BX2 1921 COMPUTER (PENTIUM), MICRON, SE440BX2 1923 COMPUTER (PENTIUM), MICRON, SE440BX2 1925 COMPUTER (PENTIUM), MICRON, SE440BX2 2119 COMPUTER (PENTIUM), MICRON, D850GB 2124 COMPUTER (PENTIUM), MICRON, D850GB 2125 COMPUTER (PENTIUM), MICRON, D850GB 2130 COMPUTER (PENTIUM), MICRON, D850GB 2133 COMPUTER (PENTIUM), MICRON, D850GB Serial # 9647063919 9647064000 9647063908 9647063926 9647063925 9649066102 23C3702 9647063992 JB80S JB9NC JB9ME JB1AF FM8163423 FM8163536 FM8163544 FM8163526 8334Y002J00380 8334Y002J00116 8334Y002J00364 8334Y002J00443 834Y002J00371 5322DA491E 5322DA689 5322DA491C 2171179 2171167 2171200 2171187 2171146 2171218 2171213 2171079 2171147 2171212 2171110 2171208 2171178 2171081 2171174 2171135 2171124 2171205 2171192 2171156 2171132 3122063-01 3122078-01 3122077-01 3122014-01 3122042-01 Location Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Unit each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each Qty 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 33 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-3-03, GOVERNMENT-FURNISHED EQUIPMENT Bar Code Description (Include Manufacturer) 2144 COMPUTER (PENTIUM), MICRON, D850GB 2156 COMPUTER (PENTIUM), MICRON, D850GB 2159 COMPUTER (PENTIUM), MICRON, D850GB 2160 COMPUTER (PENTIUM), MICRON, D850GB 2167 COMPUTER (PENTIUM), MICRON, D850GB 2170 COMPUTER (PENTIUM), MICRON, D850GB 2172 COMPUTER (PENTIUM), MICRON, D850GB 2177 COMPUTER (PENTIUM), MICRON, D850GB 2181 COMPUTER (PENTIUM), MICRON, D850GB 2183 COMPUTER (PENTIUM), MICRON, D850GB 2186 COMPUTER (PENTIUM), MICRON, D850GB 2187 COMPUTER (PENTIUM), MICRON, D850GB 2188 COMPUTER (PENTIUM), MICRON, D850GB 2192 COMPUTER (PENTIUM), MICRON, D850GB 2231 COMPUTER (PENTIUM), MICRON, CLT654 2232 COMPUTER (PENTIUM), MICRON, CLT654 2235 COMPUTER (PENTIUM), MICRON, CLT654 2238 COMPUTER (PENTIUM), MICRON, CLT654 2241 COMPUTER (PENTIUM), MICRON, CLT654 2245 COMPUTER (PENTIUM), MICRON, CLT654 2246 COMPUTER (PENTIUM), MICRON, CLT654 2249 COMPUTER (PENTIUM), MICRON, CLT654 2251 COMPUTER (PENTIUM), MICRON, CLT654 2254 COMPUTER (PENTIUM), MICRON, CLT654 2255 COMPUTER (PENTIUM), MICRON, CLT654 2325 COMPUTER (PENTIUM), DELL, DHM 2328 COMPUTER (PENTIUM), DELL, DHM 2329 COMPUTER (PENTIUM), DELL, DHM 2331 COMPUTER (PENTIUM), DELL, DHM 2335 COMPUTER (PENTIUM), DELL, DHM 2336 COMPUTER (PENTIUM), DELL, DHM 2338 COMPUTER (PENTIUM), DELL, DHM 2339 COMPUTER (PENTIUM), DELL, DHM 2343 COMPUTER (PENTIUM), DELL, DHM 2345 COMPUTER (PENTIUM), DELL, DHM 2350 COMPUTER (PENTIUM), DELL, DHM 2351 COMPUTER (PENTIUM), DELL, DHM 2352 COMPUTER (PENTIUM), DELL, DHM 2354 COMPUTER (PENTIUM), DELL, DHM 2356 COMPUTER (PENTIUM), DELL, DHM 2357 COMPUTER (PENTIUM), DELL, DHM 2358 COMPUTER (PENTIUM), DELL, DHM 2360 COMPUTER (PENTIUM), DELL, DHM 2361 COMPUTER (PENTIUM), DELL, DHM 2362 COMPUTER (PENTIUM), DELL, DHM 2364 COMPUTER (PENTIUM), DELL, DHM 2365 COMPUTER (PENTIUM), DELL, DHM 2366 COMPUTER (PENTIUM), DELL, DHM 2368 COMPUTER (PENTIUM), DELL, DHM 2369 COMPUTER (PENTIUM), DELL, DHM Serial # 3122085-01 3122031-01 3122030-01 3122043-01 3122036-01 3122045-01 3122071-01 3122056-01 3122034-01 3122035-01 3122087-01 3122047-01 3122079-01 3122049-01 3382232-0001 3382256-0001 3382242-0001 3382244-0001 3382255-0001 3382233-0001 3382237-0001 3382246-0001 3382248-0001 3382253-0001 3382258-0001 BRMNJ41 6SMNJ41 BSMNJ41 2TMNJ41 3SMNJ41 7SMNJ41 HSMNJ41 3TMNJ41 DSMNJ41 JSMNJ41 9SMNJ41 FSMNJ41 ITMNJ41 9RMNJ41 BJXHJ41 GKXHJ41 2LXHJ41 9KXHJ41 5WXHJ41 FWXHJ41 2XXHJ41 3LXHJ41 7WXHJ41 HHXHJ41 BKXHJ41 Location Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Unit each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each Qty 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 34 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-3-03, GOVERNMENT-FURNISHED EQUIPMENT Bar Code Description (Include Manufacturer) 2372 COMPUTER (PENTIUM), DELL, DHM 2373 COMPUTER (PENTIUM), DELL, DHM 2375 COMPUTER (PENTIUM), DELL, DHM 2377 COMPUTER (PENTIUM), DELL, DHM 2378 COMPUTER (PENTIUM), DELL, DHM 2379 COMPUTER (PENTIUM), DELL, DHM 2381 COMPUTER (PENTIUM), DELL, DHM 2384 COMPUTER (PENTIUM), DELL, DHM 2385 COMPUTER (PENTIUM), DELL, DHM 2386 COMPUTER (PENTIUM), DELL, DHM 2388 COMPUTER (PENTIUM), DELL, DHM 2391 COMPUTER (PENTIUM), DELL, DHM 2392 COMPUTER (PENTIUM), DELL, DHM 2394 COMPUTER (PENTIUM), DELL, DHM 2396 COMPUTER (PENTIUM), DELL, DHM Serial # 5KXHJ41 JKXHJ41 JWXHJ41 7JXHJ41 4KXHJ41 FJXHJ41 3KXHJ41 5VXHJ41 3VXHJ41 GTXHJ41 6HXHJ41 FHXHJ41 1WXHJ41 4HXHJ41 JTXHJ41 Location Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Unit each each each each each each each each each each each each each each each Qty 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 TABLE C-3-04, JOINT USE - GOVERNMENT EQUIPMENT Bar Code Description (Include Manufacturer) 1299 1758 1761 1762 1763 1042 1728 1043 1044 1729 1040 1360 1581 1765 1584 1963 1964 2216 2214 1772 2111 2112 2113 2106 2263 2265 2266 2267 2268 2107 CD-ROM FACSIMILE, CANON, CFX-L4000 FACSIMILE, CANON, CFX-L4000 FACSIMILE, CANON, CFX-L4000 FACSIMILE, CANON, CFX-L4000 FACSIMILE, CANON, CFX-L4000 FACSIMILE, CANON, CFX-L4000 FACSIMILE, CANON, CFX-L4000 FACSIMILE, CANON, CFX-L4000 FACSIMILE, CANON, CFX-L4000 FACSIMILE, CANON, CFX-L4000 FACSIMILE, CANON, CFX-L4000 FACSIMILE, CANON, CFX-L4000 MAIL SORTER BIN, PITNEY BOWES, F350 PRINTER (DESKJET), EPSON, DFX 5000+ PRINTER (HIGH SPEED), EPSON DFX 8500, P970A PRINTER (HIGH SPEED), EPSON DFX 8500, P970A PRINTER (HIGH SPEED), HP, 8150HN PRINTER (HIGH SPEED), HP, 8150HN PRINTER (LASER), HP, C4215A PRINTER (LASER), HP, C4266A PRINTER (LASER), HP, C4266A PRINTER (LASER), HP, C4266A PRINTER (LASER), HP, C4266A PRINTER (LASER), HP, C4266A PRINTER (LASER), HP, C4266A PRINTER (LASER), HP, C4266A PRINTER (LASER), HP, C4266A PRINTER (LASER), HP, C4266A PRINTER (LASER), HP, C4266A Location Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Room No. 121 130 130 130 147 121 121 130 130 130 137 147 147 121 121 121 121 121 147 137 121 121 121 130 130 130 130 130 130 137 Unit each each each each each each each each each each each each each each each each each each each each each each each each each each each each each each Qty 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 35 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-3-04, JOINT USE - GOVERNMENT EQUIPMENT Bar Code Description (Include Manufacturer) 2108 2109 2110 2114 2116 2260 1806 635 1030 627 628 629 631 1024 1031 1026 PRINTER (LASER), HP, C4266A PRINTER (LASER), HP, C4266A PRINTER (LASER), HP, C4266A PRINTER (LASER), HP, C4266A PRINTER (LASER), HP, C4266A PRINTER (LASER), HP, C4266A TYPEWRITER (ELECTRONIC), IBM, 1419000 TYPEWRITER (ELECTRONIC), IBM, WHEELWRITE TYPEWRITER (ELECTRONIC), IBM, WHEELWRITE TYPEWRITER (ELECTRONIC), IBM, WHEELWRITE TYPEWRITER (ELECTRONIC), IBM, WHEELWRITE TYPEWRITER (ELECTRONIC), IBM, WHEELWRITE TYPEWRITER (ELECTRONIC), IBM, WHEELWRITE TYPEWRITER (ELECTRONIC), IBM, WHEELWRITE TYPEWRITER (ELECTRONIC), IBM, WHEELWRITE TYPEWRITER (ELECTRONIC), IBM, WHEELWRITE Location Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Millington Room No. 137 137 147 147 147 147 121 121 121 130 130 130 130 137 137 147 Unit each each each each each each each each each each each each each each each each Qty 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 36 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.3.4.2 The Government will be responsible for replacing GFE. Title to GFE purchased by the Government will remain at all times with the Government. The SP shall maintain inventory records and accountability of all GFE. The SP shall inventory and reconcile the Government provided APPMS listing bi-annually. All relocation of GFE must be approved by the CO or the CO’s designated representative. The physical movement of GFE will be performed by the Government. The Government will be responsible for disposal of GFE. The SP shall prepare and forward an ENG FORM 4900, Property Control Receipt to the CO or the CO’s designated representative to return GFE to the responsibility of the Government. Termination of use and disposal of GFE used by the SP shall not relieve the SP of any of its obligations or liabilities under the performance of this PWS. C.3.4.3 The SP shall work with the CO or the CO’s designated representative to request GFE replacement, augmentation, modernization, and systems projects. The plan must identify major and minor equipment acquisition projects in annual increments. Funding for such requests is accomplished at the discretion of the Government. C.3.4.4 SP personnel shall operate GFE and SP-furnished equipment in a safe manner. The SP shall complete and submit to the CO or the CO’s designated representative an equipment damage report for items identified as GFE (Table C-6-03, Mandatory Reports). This report shall be provided to the CO or the CO’s designated representative within one (1) working day of the mishap. C.3.4.5 Government-Furnished Information Technology (IT) assets being furnished for use in the performance of the PWS requirements are also set forth in Table C-3-03, GovernmentFurnished Equipment. The Government will provide/assign new Internet Protocol (IP) addresses for new equipment installed on the Government-Furnished Local Area Network (LAN). C.3.4.5.1 The Government will: • • • Replace or upgrade the Government-Furnished IT assets whenever Government mandates result in such replacement/upgrades. Maintain and provide support for problems with any mandated GovernmentFurnished software systems. Perform system administration functions for all IT infrastructure components to include mid-tier servers; exchange servers; file servers; LAN Telecommunication equipment to include hubs, switches and routers; and primary domain controllers and backup domain controllers to ensure standard and equal platforms between the U.S. Army Corps of Engineers (USACE) Enterprise Management Information System (CEEMIS) and the USACE Finance Center (UFC). Provide system administration services to include loading, configuring, and maintaining the operating system software, system readiness, user access, file back-up analysis, troubleshooting, and performing system/database recoveries. Conduct upgrades, changes, and implementation of new technology through the DDC structure. Perform technical support for the LAN, Network Operation System, metropolitan area circuitry (T-1 Lines), and wide area (long haul) communication environment. • • • 37 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement • • Retain responsibility for all firewall and Intrusion Detection System (IDS) software. Furnish upgrades and changes to any Government-Furnished and approved software for local servers, downloading software to end user workstations as appropriate. C.3.4.5.2 The SP shall not upgrade any workstation without the prior consent of the Government. The Government will be responsible for upgrading client operating systems with current service packs, security patches, etc. The SP shall not install any software application programs without prior consent of the Government. The SP shall not change workstation IP addresses currently assigned to Government-Furnished workstations. C.3.4.5.3 The SP shall conform to the IT standards established by the UFC to maintain network integrity, security and interoperability within the UFC and with the Department of Defense (DoD) community. The SP shall meet the minimum configurations established by the UFC for computing platforms used within the UFC in performance of the PWS requirements. The SP shall adhere to host requirements regarding all aspects of the telecommunications infrastructure. The IT guidelines are maintained in the Technical Library (TL). C.3.5 GOVERNMENT-FURNISHED PROPERTY GFP being provided for use in the performance of the PWS requirements is set forth in Table C3-05, Government-Furnished Property. TABLE C-3-05, GOVERNMENT-FURNISHED PROPERTY Description (Include Manufacturer and year Type manufactured) Modular Work Cubicle (10x10') Consisting Of: Computer Herman Desk, Work Table, Storage Cabinets, File Cabinets, Miller Shelving, Partitions, Chair (Typing) Loc Millington Unit Each Qty 86 C.3.6 GOVERNMENT-FURNISHED DATA SYSTEMS C.3.6.1 The Government will furnish and the SP shall use the following data systems in the performance of the PWS requirements. The Government will perform the upgrade and maintenance of Government-Furnished, non-commercially available systems. User manuals on the operations and functions of Government-Furnished data systems are available in the TL. Paragraph C-3.8, Training, describes the training requirements for Government-Furnished data systems. Table C-3-06, Government-Furnished Data Systems depicts the AIS that are used to support the requirements of this PWS. TABLE C-3-06, GOVERNMENT-FURNISHED DATA SYSTEMS System Name Functions Supported CA$H-LINK Treasury Cash Concentration System All CEEMIS Corps of Engineers Enterprise Management All Information System CEFMS Corps of Engineers Financial Management System All DDMS Defense Debt Management System Accounts Receivable & Debt Management Support Services 38 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-3-06, GOVERNMENT-FURNISHED DATA SYSTEMS System Name Functions Supported FDS Fedwire Deposit System Disbursing Support Services FedLine Federal Reserve On-Line Financial Services Disbursing Support Services Platform FormFlow Form Flow Software 2.23.2 All GOALS Government On-Line Accounting Link System Disbursing Support Services IATS Integrated Automated Travel System Travel Payment Support Services IPAC Intra-Governmental Payments and Collections Disbursing Support Services (System) Mindterm OPAC PACER PowerTrack REMIS RIMS TOPS Secured Shell Communication Package On-Line Payments and Collections (System) Public Access to Court Electronic Records DoD Commercial Transportation Vendor On-Line Payment Sys. Real Estate Management Information System Records Information Management System Telecommunications Ordering and Pricing System All Disbursing Support Services Disbursing Support Services Accounts Payable Support Services & Travel Payment Support Services Accounts Payable Support Services All Accounts Receivable, Debt Management, and Disbursing Support Services All All Accounts Payable Support Services All Accounts Payable & Disbursing Support Services Accounts Payable & Disbursing Support Services Disbursing Support Services Web DMS WebTrack WinS Web Document Management System Web Use Tracking Program Web Invoicing System MS Office Suite XP 2003 Vendor Address System-UFC InnerOffice Return Invoice System-UFC InnerOffice Incoming Checks System - UFC Inner Office C.3.7 MATERIAL AND SUPPLIES The Government will provide all materials and supplies necessary for work within the scope of this PWS for the entire duration of the contract period. SP shall use the Online UFC Shopping List to request materials and supplies. The purchase of unique items not available on the UFC Shopping List shall be at the discretion of the Government. The SP shall submit requests for special items through the CO or their designated representative, to the Deputy Director of Administration for funding and approval. Government-Furnished materials and supplies will include, but not be limited to printer maintenance kits, printer drum kits, printer transfer kits, printer fusers, copier and printer paper, printer toner, date stamp machine ribbons, check envelopes, and miscellaneous office supplies. C.3.8 TRAINING C.3.8.1 No formal Government-Furnished Training is available for the data systems listed in Table C-3-07, Government-Furnished Training. However, the Government will make available the informal, self-directed training tools listed in Table C-3-07 to support SP personnel training requirements. Systems for which no training tools will be provided, or are not available, are not listed below. The Government will also support “side-by-side” on-the-job training (OJT) 39 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement during the Phase-In Period. Training during the Phase-In Period will be limited to the week (5 working days) immediately preceding the start date for full performance, and will be conducted in a manner that does not limit the Government’s ability to accomplish all of the affected functions and tasks IAW applicable standards for accuracy and timeliness. User Manuals are maintained in the TL (TE-5, Technical Library Index) TABLE C-3-07, GOVERNMENT-FURNISHED TRAINING System Training Method CEEMIS On-The-Job-Training CEEMIS CEFMS CEFMS IATS INET IPAC WDMS Self Directed - User Manual On-The-Job-Training Self Directed - User Manual On-The-Job-Training On-The-Job-Training Self Directed - User Manual Self Directed - User Manual Duration Phase-In Period As Required Phase-In Period As Required Phase-In Period Phase-In Period As Required As Required NOTE: “As required” denotes that the SP shall ensure that the frequency and duration of SP employee training is sufficient to ensure all PWS requirements and standards are met C.3.8.2 The SP shall properly train all SP personnel during performance of this PWS. SP personnel shall complete all the training within the time specified in the above table. The SP shall maintain training records and shall make available upon request such records for review by the CO or the CO’s designated representative. The training records shall include, at a minimum, the name of the employee, a description of the training provided, and the date the employee successfully completed the training. C.3.8.3 The SP shall coordinate training to be provided during the Phase-In Period with the CO or the CO’s designated representative. C.3.8.4 After completion of the one-time Government supported Phase-In Period training, the SP shall train its employees as required to comply with the PWS requirements. Any additional training provided at the discretion of the Government does not relieve the SP of the responsibility for ensuring that the frequency and duration of SP employee training is sufficient to ensure all PWS requirements and standards are met. C.3.8.5 The Government will provide mandatory training on computer/information security, Security Awareness, ethics, and similar subjects on an as required basis. C.3.9 SUPPORT SERVICES The Government will provide the services listed in this section at no cost to the SP when used exclusively to perform the requirements of this PWS, except as noted below. C.3.10 COMMUNICATION SECURITY 40 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement All DoD communications are subject to Communication Security (COMSEC) review. SP personnel shall be aware that telecommunications networks are continually subject to be intercepted by unfriendly intelligence organizations. The DoD has authorized military departments to conduct COMSEC monitoring of DoD telephones and telephone systems. SP personnel shall be informed that use of DoD telephones and telephone systems constitutes consent to COMSEC monitoring. The SP shall disseminate the above information to all SP employees dealing with official DoD information. C.3.11 CONTRACT SERVICES The contract services identified below will be furnished by the Government at no cost to the SP. • • • • • • Facilities and Grounds Maintenance Services Facility Custodial Services Facility Security Services Mailroom Operation and Imaging Services Courier Services IT Support Services C.3.12 CUSTODIAL Custodial services shall be provided for GFF. The extent of service is listed in the current installation custodial contract. The SP shall notify the Custodial Contract CO or the CO’s designated representative in the event that the SP is not satisfied with the quality of service provided by the custodial SP C.3.13 FORMS C.3.13.1 The Government will provide forms (not produced through an automated system) that are currently used to perform the PWS requirements. Additionally, the Government will provide access (through the LAN and current forms software) to those forms that have been automated. Government forms to be provided are listed in Section C-6, Applicable Directives, Publications, Instructions, Forms and Reports. C.3.13.2 The SP shall requisition and replenish forms as necessary to meet PWS requirements through the CO or the CO’s designated representative. C.3.14 LOCAL AREA NETWORK C.3.14.1 LAN service will consist of access to the existing UFC LAN including the UFC electronic mail system and required software. The Government network system is Microsoft Windows 2000 Active Desktop. Microsoft Exchange is the e-mail system for the UFC. The Government will provide official use only Internet access through the Government-Furnished LAN. The SP shall prepare and submit Network Access Requests IAW applicable UFC procedures. C.3.14.2 The SP shall coordinate access for new SP employees or terminate access for departing SP employees with the CO or the CO’s designated representative. C.3.15 MAIL 41 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement Official mail generated by the SP will be processed by the UFC Mail Room and postage paid by the UFC. C.3.15.1 NSA Mid-South Post Office receives incoming official mail every working day. Mailroom staff will open and date stamp all mail. Mail room staff will image all invoices into the Web DMS system, sort each invoice by UFC Supported Activity, and deposit into individual mail bins outside the mail room. All negotiable instruments are retained in the mail room for pickup by the Disbursing Division staff. All other official USPS mail is sorted by office symbol and deposited in the mail bins outside of the mail room. Incoming special delivery mail (e.g.: Special Delivery USPS mail, FedEx, Airborne, and DHL) must be signed for by the responsible office before mail is released. C.3.15.2 Outgoing official mail can be deposited in one of two drop boxes that are provided within Building 787 for official mail or at the mail room. All mail containing negotiable instruments must be hand-carried to the mailroom. All special delivery mail (e.g.: FedEx, Airborne, DHL) must be taken to the mailroom for processing by 1300 each day for same day pickup. C.3.15.3 Unofficial mail is not processed through the UFC Mail Room. C.3.16 MEDICAL C.3.16.1 The Government will furnish emergency care on the same basis as provided to its own personnel. Transfer from Government care will be determined by attending medical authorities. Charges for Government-Furnished care will be made to the SP employee IAW the Defense Health Program (DHP) policies in effect at the time the care is furnished. For routine medical care that is non-work related, the SP employee’s insurance will be billed. For workrelated accidents, the SP employee will be billed and reimbursed through workmen’s compensation. C.3.16.2 Emergency medical services will consist of assistance for illness or injury that occurs to any SP employee while on the job or while traveling on the Installation to or from the job site. C.3.16.3 The SP shall reimburse the Government for emergency medical services made available to any SP employee requiring assistance for illness or injury that occurs on the job. If the Most Efficient Organization is the SP, the SP’s employees will be billed directly through standard Debt Management Procedures. C.3.17 PARKING C.3.17.1 SP employees will be provided parking spaces adjacent the UFC facility subject to space availability. C.3.18 POLICE AND FIRE PROTECTION C.3.18.1 The Government will provide law enforcement support for emergencies occurring on the Installation. The Government will provide general security service. Security Police phone extensions are 911 for emergencies, and 874-5533 for routine calls. C.3.18.2 The Government will provide fire and emergency services for emergencies occurring on the Installation. The SP shall notify the appropriate office for emergency services and shall cooperate with all police and fire programs, instructions, and drills. The SP shall 42 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement comply with Fire Prevention and Protection Regulation, NSAMIDSOUTHINST 11320. The Government will provide fire extinguishers and systems. The Installation Fire Department telephone extension is 911 for emergencies and 874-5268 for routine calls. C.3.19 TELEPHONE Telephone services will consist of those telephones and the level of service currently available at the UFC. SP personnel shall not relocate Government-Furnished telephone equipment or in any way tamper with the telephone distribution system. The SP shall notify the CO or the CO’s designated representative when maintenance or repair to the telephone line, or change in service is required. The SP shall use long distance phone service only for the purpose of performing the requirements of the PWS. The SP shall reimburse the Government for all other long distance calls. C.3.20 UTILITIES C.3.20.1 Government-Furnished utilities will consist of heat, water, sewage, and electric current at existing outlets as may be required for the work to be performed under the PWS requirements. The SP shall submit requests for utility services that do not exist within the GFF or the designated work areas through the CO or the CO’s designated representative, and shall reimburse the Government for the cost of providing the enhanced utility services. C.3.20.2 The SP shall ensure that all SP employees conserve utilities and comply with the local Energy Conservation Program. The SP shall seek to implement cost saving conservation methods to reduce electricity consumption relative to goals established by the Government. 43 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.4 SERVICE PROVIDER-FURNISHED EQUIPMENT, MATERIAL, SUPPLIES, AND SUPPORT SERVICES C.4.1 GENERAL INFORMATION C.4.1.1 The Government will provide the SP with all equipment, property, tools, materials, and office supplies necessary to perform the requirements of the PWS (See Section C.3, Government-Furnished Property.) C.4.1.2 The SP shall ensure that only those SP personnel who are properly licensed, certified and trained IAW DoD 4145.19-1, Joint Service Manual for Storage and Materials Handling, Chapter 4, Section VI, shall operate or maintain material handling equipment (MHE). C.4.1.3 Should specialized training be required, the SP shall provide and bear the cost for such training for SP employees, to include the employee's wages and benefits covering the training period, unless otherwise specified in the PWS. The SP shall maintain records of completed training and the certificates and licenses acquired through such training. C.4.2 SERVICE PROVIDER-FURNISHED PROPERTY C.4.2.1 The SP shall obtain the CO’s or the CO’s designated representative’s approval for the use of SP-Furnished Property (SPFP) to support the requirements of this PWS. Except as provided for in FAR 52.245-11(c), title to SPFP shall remain with the SP. SPFP shall meet the same safety requirements as those applicable to GFP. C.4.2.2 The SP shall ensure that all SPFP complies with the Americans with Disabilities Act. The SP shall be responsible for providing special equipment to meet American's with Disabilities standards. C.4.2.3 The Government will provide materials and supplies necessary for work within the scope of this PWS that are available through the online UFC Shopping List for the life of the contract. C.4.3 SERVICE PROVIDER OFFICE SUPPLIES C.4.3.1 The Government will provide office materials and supplies necessary for work within the scope of this PWS that are available through the online UFC Shopping List for the life of the contract. C.4.3.2 The SP shall obtain the CO’s or the CO’s designated representative’s approval for the purchase of office materials and supplies that are not available through the online UFC Shopping List. 44 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.5 SPECIFIC TASKS C.5.1 AN OUTLINE OF SECTION • • • • • • • • General Performance Requirements Management Accounts Payable Support Travel Support Accounts Receivable Support Debt Management Support Disbursing Support Miscellaneous Accounting Support Services C.5.2 GENERAL PERFORMANCE REQUIREMENTS The Service Provider (SP) shall meet the Performance Work Statement (PWS) requirements and performance standards after the end of the approved Phase-In Period and for the remainder of the performance periods. The SP shall provide all supervision and labor necessary to perform requirements within this PWS. The performance standards specified in this PWS shall take precedence over any other agency directive. During the performance periods, the SP is encouraged to identify potential process improvements designed to enhance service quality, costs, and response times. All work under this PWS shall be performed on a daily basis, except as otherwise stated. The FY04 workload for each of the specific tasks listed in Section C-5 is depicted in TE-02, Workload. C.5.2.1 Quality Control. The SP Quality Control Plan describes in detail how the SP ensures its employees deliver services that meet the contractor’s performance standards. The SP shall submit Quality Control Plan changes to the Contracting Officer for approval not later than 5 workdays prior to the proposed effective date of the change. C.5.2.2 Quality Assurance. The Government will monitor the SP’s performance under this contract as specified in the Performance Requirements Summary (PRS), TE-1. C.5.2.3 Performance Evaluation Meetings. The SP shall meet with the Contracting Officer Representative (COR) at least weekly during the first 30 calendar days after the contract start date to discuss the SP’s performance. Thereafter, the Contracting Officer will schedule meetings as determine necessary, but not less than once during each quarter. The SP shall annotate any area of non-concurrence and submit a written explanation of non-concurrences to the Contracting Officer not later than 5 workdays after receipt of the report. C.5.3 MANAGEMENT The SP shall direct, coordinate, and control the work efforts in accordance with this PWS. The SP shall identify, estimate, and plan resources required to do work as identified in this PWS. The SP shall review requests for work, investigate the request, and make coordination with the Government to accomplish work outside the requirements of the PWS, if necessary. The SP shall establish a method for receiving and managing work in order to coordinate and accomplish all requirements in this PWS. The “system” currently used to coordinate and accomplish work is through SOPs and multiple databases.” The SP shall coordinate and manage scheduling and performance of work to minimize the cost to the Government and 45 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement maximize the efficiency of work performed. The SP shall perform management of the services described in this PWS in accordance with United States Army Corps of Engineers (USACE) regulations, Finance Center (UFC) regulations, and all applicable laws, regulations, and documents cited in Section C.6, Applicable Directives, Publications, Instructions, Forms and Reports. C.5.4 ACCOUNTS PAYABLE SUPPORT SERVICES Accounts Payable Support Services encompasses the daily collection, sorting, and review of both electronic and “hard copy” financial information pertaining to commercial payables submitted by the 62 UFC Supported Activities (SA), commercial vendors, and financial institutions. Major responsibilities include responding to customer queries, identifying and researching errors and omissions, coordinating appropriate corrective actions, creating invoices in the USACE Financial Management System (CEFMS), and preparing all required supporting documentation for review and certification by a Designated Government Representative (DGR). Work requires a thorough working knowledge of UFC accounts payable processes, procedures, systems, and quantity, quality, and timeliness standards. Data review and entry requires proficiency in the use of a variety of automated systems, primarily CEFMS, a proprietary USACE operational finance and accounting software program. Work also requires familiarity and proficiency in the use of other Government and Commercial software and on-line data systems to include, but not limited to the Web Document Management System (Web DMS), PowerTrack, UFC Inner-Office Network (INET), Central Contractor Registry (CCR), and WInS. (See C.2. Acronyms and Definitions, and Table C-3-06, Government-Furnished Data Systems). Work must conform to the guidance and procedures contained in DoD 7000.14-R, DFAS-IN Regulation 37-1, and SOP UFC-13 (See C.6, Table C-6-01). C.5.4.1 The SP shall sort and distribute all documents received through the mailroom, by FAX, WEB download or email by UFC SA. C.5.4.1.1 The SP shall sort invoices by UFC SA, Vendor and category, i.e., discounts, real estate, utilities, invoices with receiving report, invoices without receiving report and expedited payments (SEE UFC SOP NUMBER 13). C.5.4.1.2 The SP shall verify consistency between Transmittal Sheets and attachments received from UFC SA, contact UFC SA to research and correct discrepancies, establish files, and return date stamped copy to originating UFC SA. C.5.4.1.3 The SP shall sign for and distribute Certified and Special Delivery Mail. C.5.4.1.4 SP shall receive Real Estate spreadsheets electronically from the UFC SA for invoice data input into CEFMS. The spreadsheets are for Leases and Janitorial Services that are paid within the last five disbursing days of the Disbursing Schedule. The Government will provide the Disbursing Schedule. C.5.4.2 The SP shall create CEFMS invoices (SEE TE-6, INVOICING PROCESS). C.5.4.2.1 The SP shall review invoices to determine if a payee is entitled to a particular type of payment in accordance with (IAW) Federal Code, Government regulations, and the 46 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement authorizing document/contract, ensure payment complies with applicable laws, regulations, policies, and procedures, and is made to correct payee. If necessary, the SP shall request corrected invoices from the vendor. C.5.4.2.2 The SP shall create CEFMS invoices for invoices received with proper documentation. C.5.4.2.3 The SP shall perform initial research and identify discrepancies. Discrepancies include, but are not limited to, missing obligation numbers, missing receiving reports, vendor name and/or address changes. C.5.4.2.4 The SP shall create a CEFMS invoice for invoices received without sufficient documentation by researching and resolving discrepancies to include seeking assistance from the DGR. C.5.4.2.5 The SP shall contact the UFC SA or Vendor for invoices that do not have sufficient information to process in CEFMS. Research requires frequent and substantial contacts with originating UFC SA when there is insufficient data to create a CEFMS invoice. C.5.4.2.6 The SP shall forward improper invoices to the DGR within one workday to be returned to the Vendor as an improper invoice. In accordance with FAR 52.232-25(a)(4) and DFARS 252.211, a proper invoice must contain the following: • • • • • • • • Name and address of the Contractor Invoice Date Contract Number or other authorization Description, quantity, unit of measure, unit price and extended price of supplies delivered or services performed Shipping and payment terms Name and Address of Contractor Official to whom the payment is to be sent (must be the same as that in the contract or a proper notice of assignment) Name (if practical), title, phone number, and mailing address of person to be notified in event of a defective invoice Any other information or documentation required by the contract. An improper invoice occurs: • • When the paying office is unable to determine if the goods or services being billed were in fact properly ordered under a specific contractual document, and received from the business concern designated in the order, If the paying office is unable to determine if the payment is being requested by the same business concern. 47 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.5.4.2.7 The SP shall prepare detailed EXCEL spreadsheets listing vendor invoices that do not have sufficient data to process in CEFMS. C.5.4.3 The SP shall review the Disbursing Log “Error” Report. C.5.4.3.1 The SP shall print, review, log, identify and resolve or initiate necessary corrective actions on detected errors. C.5.4.3.2 The SP shall forward unresolved discrepancies to the DGR with supporting documentation and research. C.5.4.4 The SP shall run the CEFMS Process Receipt Voucher Log (CEFMS Report ID: Exam.log). C.5.4.4.1 The SP shall use the Process Receipt Voucher Log (CEFMS Report ID: Exam.log), to prepare invoices that are identified in the Report as being ready for certification by the DGR, by attaching applicable receiving reports and similar documentation, and organizing IAW assignment of claims, late payments, discounts, real estate, and utilities. C.5.4.4.2 The SP shall identify and submit late payments to the DGR for verification and approval. C.5.4.4.3 The SP shall research and correct receipt voucher discrepancies identified in the Process Receipt Voucher Log (CEFMS Report ID: Exam.log). C.5.4.4.4 The SP shall prepare all necessary documentation for DGR approval for transactions requiring special handling (See TE-10). C.5.4.5 The SP shall run, verify, and file daily Accounts Payable Transmittals for each of the 62 UFC SA. C.5.5 TRAVEL PAYMENT SUPPORT SERVICES Travel Payment Support Services encompasses the daily review of Temporary Duty (TDY) Travel documentation submitted by the 62 UFC SA. Major responsibilities include responding to customer inquiries, identifying and researching errors and omissions, coordinating appropriate corrective actions, and preparing TDY Travel Vouchers, together with all necessary supporting documentation, for review and certification for payment by a DGR. Work requires a thorough knowledge of UFC TDY Travel payment processes, procedures, systems, and quantity, quality, and timeliness standards. Data review and entry requires proficiency in the use of a variety of automated systems, primarily CEFMS, a proprietary USACE operational finance and accounting software program, and the Integrated Automated Travel System (IATS), a Department of Defense (DoD) software application (See C.2. Acronyms and Definitions, and Table C-3-06, Government-Furnished Data Systems). Work must conform to the guidance and procedures contained in the Joint Travel Regulation (JTR), Volume 2, the Joint Federal Travel Regulation (JFTR), Volume 1, and SOP UFC-05, TDY, Permanent Change of Station (PCS), and Local Travel Procedures (See C.6, Table C-6-01). 48 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.5.5.1 The SP shall process TDY Travel Vouchers daily. C.5.5.1.1 The SP shall download CEFMS TDY Travel voucher settlement data daily to the IATS for each UFC SA. C.5.5.1.2 The SP shall review and enter TDY Travel information and data in IATS and CEFMS, as applicable. C.5.5.1.3 The SP shall review TDY Travel documentation to determine that payment is authorized and can be made, and compute entitlements. C.5.5.1.4 The SP shall identify, research, and correct discrepancies in coordination with travelers and/or responsible UFC SA Travel Approving Official (TAO) and/or Transportation Officer (TO). C.5.5.1.5 The SP shall print copies of completed vouchers, along with any applicable special handling requirements, and provide to the DGR for certification. C.5.5.2 The SP shall process requests for TDY Travel Advance Payments. C.5.5.2.1 The SP shall receive and record requests for TDY Travel Advance Payments, verify eligibility, and determine that advance payment is authorized and can be made, i.e., match CEFMS TDY orders with approval signatures, and establish and maintain files for each TDY Travel Advance Payment. C.5.5.2.2 The SP shall prepare TDY Travel Advance Payment requests for certification by the DGR, by attaching applicable documentation, and organizing by UFC SA and date of submission. C.5.5.2.3 The SP shall ensure outstanding TDY Travel Advance Payments are liquidated against the travel settlement voucher. C.5.5.2.4 The SP shall review outstanding TDY Travel Advance Payments on a weekly basis to identify outstanding payments over 60 days past date of issue, and submit past due Advances with all supporting documentation to the DGR. C.5.5.2.5 The SP shall create and process bills in coordination with the DGR to recoup delinquent advances. C.5.5.3 The SP shall create bills to recoup overpayment due to audits, supplementals, and other errors, and submit the bills with all supporting documentation to the DGR for certification. C.5.6 ACCOUNTS RECEIVABLE SUPPORT SERVICES Accounts Receivable Support Services encompasses the daily collection, sorting, and review of both electronic and “hard copy” financial information pertaining to Government payables and Government and commercial receivables submitted by the 62 UFC SA, other Government entities supported by USACE, and financial institutions. Major responsibilities include responding to customer queries, identifying and researching errors and omissions, coordinating 49 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement appropriate corrective actions, creating payables and receivables in CEFMS, and preparing all required documentation for review and certification by a DGR. Work requires a thorough knowledge of UFC accounts receivable and Government order payable processes, procedures, systems, and quantity, quality, and timeliness standards. Data review and entry requires proficiency in the use of a variety of automated systems, primarily CEFMS, a proprietary USACE operational finance and accounting software program. Work also requires familiarity and proficiency in the use of other Government software and on-line data systems to include, but not limited to the USACE Enterprise Management Information System (CEEMIS), Web DMS, and BART. (See C.2. Acronyms and Definitions, and Table C-3-06, Government-Furnished Data Systems). Work must conform to the guidance and procedures contained in DoD 7000.14R, DFAS-IN Regulation 37-1, and SOP UFC-02, SOP UFC-04, SOP UFC-06, SOP UFC-09, SOP UFC-10, and SOP UFC-14 (See C.6, Table C-6-01). C.5.6.1 The SP shall sort and distribute all documents received through the mailroom, by FAX, WEB download or email by UFC Supported Activity C.5.6.2 The SP shall process intra-government bills in CEFMS. C.5.6.2.1 The SP shall generate intra-government bills the first business day of the month and other times as determined by the DGR. C.5.6.2.1.1 The SP shall transmit Corps-to-Corps intra-government bills to the appropriate UFC SA. C.5.6.2.1.2 The SP shall review and identify errors, research and correct errors, follow-up on missing obligation/insufficient funding, request funding for insufficient funds, and reconcile discrepancies. C.5.6.2.1.3 The SP shall prepare and submit bills for certification by the DGR, by attaching applicable documentation, and organizing by UFC SA. C.5.6.2.1.4 The SP shall review non-Corps Intra-Government bills to identify debtors with Trading Partnership Agreement (TPA)/ Inter-Governmental Payment and Collection (IPAC) collections. These bills shall be reviewed and submitted to the DGR within five working days after generating the bills. C.5.6.2.1.5 The SP shall print supporting documentation for hard copy IntraGovernmental bills with Command Indicator Codes (CIC) and include the documentation with the bill mailing. C.5.6.2.1.6 The SP shall mail hard copy bills as required. C.5.6.2.2 The SP shall manually record incoming “hard copy” Government order bills in CEFMS. C.5.6.2.2.1 The SP shall record incoming “hard copy” bills against the appropriate UFC SA obligation. 50 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.5.6.2.2.2 The SP shall review incoming “hard copy” bill for errors, and research and correct all identified errors. C.5.6.2.2.3 The SP shall review incoming “hard copy” bills to identify debtors with TPA and forward transmittal sheets, DD Forms 1556 and bills to the Disbursing Division. C.5.6.2.2.4 The SP shall prepare incoming “hard copy” bills for certification by the DGR to include attaching all applicable documentation and organizing by SA. C.5.6.2.3 The SP shall review, process, and mail Revenue Generating Agreement (RGA) bills for agreed upon SA. C.5.6.3 The SP shall process Proponent Sponsored Engineer Corps Training (PROSPECT) bills. C.5.6.3.1 The SP shall print, review and match DD Form 1556 to PROSPECT bills. C.5.6.3.1.1 The SP shall record Corps-to- PROSPECT bills against the appropriate UFC SA obligation. C.5.6.3.1.2 The SP shall review and identify errors, research and correct errors, follow-up on missing obligation/insufficient funding, and request funding for insufficient funds. C.5.6.3.2 The SP shall prepare PROSPECT payments for certification by the DGR by attaching applicable documentation and organizing by UFC SA. C.5.6.3.2.1 The SP shall review non-Corps PROSPECT bills to identify debtors with a TPA and forward transmittal sheets, DD Forms 1556 and bills to the Disbursing Division. C.5.6.3.2.2 The SP shall mail hard copy bills as required. C.5.6.4 The SP shall review, identify, and initiate follow-up collection action for current accounts receivables. C.5.6.4.1 The SP shall review Other Miscellaneous Debts, identify requirement, and prepare and mail/email the first written notice for debt payment IAW the Debt Collection Improvement Act (DCIA). C.5.6.4.2 The SP shall process Travel Advice Notice Letters via email attachment and certified receipt requested United States Postal Service (USPS) mail with all backup, for payment IAW the DCIA. C.5.6.5 The SP shall record and prepare the offsetting accounting entry to update CEFMS for certification and complete Government On-Line Accounting Link System (GOALS) transactions. C.5.6.6 The SP shall print, verify, and submit daily transmittals with required backup to the Disbursing Division. 51 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.5.7 DEBT MANAGEMENT SUPPORT SERVICES Debt Management Support Services encompasses the daily collection and review of both electronic and “hard copy” delinquent accounts receivable information collected from the 62 UFC SA, and commercial vendors and financial institutions. Major responsibilities include identifying and researching delinquent receivables, and preparing past-due notices and billings, together with all required supporting documentation for review and certification by a DGR. Work also entails the reconciliation of open accounts and the preparation of a variety of associated reports. Work requires a thorough knowledge of UFC accounts receivable and debt management processes, procedures, systems, and quantity, quality, and timeliness standards. Data review and entry requires proficiency in the use of a variety of automated systems, primarily CEFMS, a proprietary USACE operational finance and accounting software program. Work also requires familiarity and proficiency in the use of other Government and commercial software and on-line data systems to include, but not limited to CEEMIS, Web DMS and DCAS. (See C.2. Acronyms and Definitions, and Table C-3-06, Government-Furnished Data Systems). Work must conform to the guidance and procedures contained in the DCIA, DoD 7000.14-R, DFAS-IN Regulation 37-1, and SOP UFC-02, SOP UFC-04, SOP UFC-06, SOP UFC-09, SOP UFC-10, and SOP UFC-14 (See C.6, Table C-6-01). USACE DEBT MANAGEMENT SERVICES WERE CONSOLIDATED UNDER THE UFC ON 1 OCTOBER 2004. ALL DATA COLLECTED REFLECTS THE LEVEL OF DELINQUENT DEBT THAT WAS OUTSTANDING FROM 01-OCT-2003 – 30-SEP-2004. C.5.7.1 The SP shall sort and distribute all documents received through the mailroom, by FAX, WEB download or email by UFC SA. C.5.7.2 The SP shall review delinquent accounts receivable to ensure due process for debt disposition is in accordance with the DCIA. C.5.7.2.1 The SP shall analyze, document, and record follow-up actions on delinquent accounts receivable in CEFMS. C.5.7.2.2 The SP shall access the CEFMS Open Items Listing to identify and determine delinquent billings that require follow-up collection action. C.5.7.2.3 The SP shall research and process bills resulting from IPAC rejects. C.5.7.2.4 The SP shall generate, sort by action needed, prepare, email and/or mail customer delinquency notices. The SP shall send the delinquent notice for vendor and other outof-service debts by certified receipt requested USPS mail, if email is not available. C.5.7.2.5 The SP shall review, identify, and initiate follow-up collection action for delinquent PROSPECT bills. 52 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.5.7.2.6 The SP shall monitor delinquent receivables, to include RGAs requiring special monitoring, to identify delinquent debts and perform follow-up collection action. C.5.7.2.7 The SP shall perform analysis on delinquent receivables to determine appropriate disposition of debt. C.5.7.2.8 The SP shall review and analyze requests for waivers of indebtedness. C.5.7.2.9 The SP shall process requests for salary and administrative offsets from other DoD components or Federal agencies. C.5.7.2.10 The SP shall determine waiver status for administrative fees, interest, and penalty charges for bills generated and collected by the UFC and provide the DGR with recommended action(s). C.5.7.2.11 The SP shall prepare, process, and maintain associated records of payroll offsets and installment agreements with or without amortization schedules. C.5.7.2.12 The SP shall prepare and issue the second and all subsequent written notices for Government, vendor, and other out-of-service debts IAW applicable laws, regulations, policies and procedures. The SP shall send the delinquent notice and backup for vendor and other out-of-service debts by certified receipt requested USPS mail. C.5.7.2.13 The SP shall prepare and issue/mail the second and all subsequent employee TDY and PCS Travel Advice Notice Letters via email and mail, with all backup, for payment IAW applicable laws, regulations, policies and procedures. The SP shall send the delinquent notice and backup by certified receipt requested USPS mail if email is not available. C.5.7.2.14 The SP shall verify CEFMS generated interest penalty and administrative fees are correct and recorded as income when earned. C.5.7.2.15 The SP shall submit recommended adjustments to interest penalty and administrative fees as needed to the DGR. C.5.7.2.16 The SP shall identify invalid debts and submit recommend corrective action to the DGR C.5.7.2.17 The SP shall review transactions for severely delinquent debts to ensure proper posting in CEFMS. C.5.7.2.18 The SP shall monitor all delinquent customer order accounts that contain a CIC to determine when follow-up action is necessary and take action. C.5.7.2.19 The SP shall maintain follow-up documentation for all delinquent bills. C.5.7.2.20 The SP shall review non-Corps Intra-Government delinquent bills to identify debtors with a TPA. The SP shall submit these bills to the DGR when identified. 53 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.5.7.2.21 The SP shall compare CEFMS billing history and the customer’s payment history to reconcile discrepancies. C.5.7.2.22 The SP shall review debts and assess fees for checks returned by financial institutions. C.5.7.2.23 The SP shall analyze bills with closed source appropriations, coordinate with the UFC SA and customer, and determine necessary action to obtain payment. C.5.7.3 The SP shall reconcile open delinquent accounts receivable documentation. C.5.7.3.1 The SP shall reconcile open delinquent accounts receivable documentation to CEFMS accounts receivable reports for electronic submission to the DGR. C.5.7.3.2 The SP shall identify, prepare, and maintain an itemized list of debt excluded from reportable delinquent debt and electronically submit the itemized list each month to the DGR. C.5.7.3.3 The SP shall prepare a write-off analysis for debts exceeding two (2) years and submit a “hard copy” open delinquent accounts receivable file with supporting documentation to the DGR. C.5.7.3.4 The SP shall prepare and provide input to the DGR on the status of open accounts receivable for inclusion in the Defense Finance and Accounting Service (DFAS) Monthly Receivable Report (MRR). C.5.7.3.5 The SP shall identify debts that meet the requirement for the annual submission on Internal Revenue Service (IRS) 1099-C, Cancellation of Debt and prepare and submit an electronic spreadsheet of required data fields to the DGR. C.5.7.3.6 The SP shall generate monthly CEEMIS Accounts Receivable Reports and provide data for established management metrics for electronic submission to the DGR. C.5.8 DISBURSING SUPPORT SERVICES Disbursing Support Services encompasses the daily sorting and review of both electronic and “hard copy” financial information and financial instruments submitted by the 62 UFC SA, Government agencies and commercial vendors. Major responsibilities include processing and recording all collection and disbursements generated in support of the USACE worldwide operations; logging and depositing financial information; responding to customer queries; identifying and researching errors and omissions, and coordinating appropriate corrective actions. Work requires a thorough knowledge of UFC disbursing and collection processes, procedures, systems, and quantity, quality, and timeliness standards. Data review and entry requires proficiency in the use of a variety of automated systems, primarily CEFMS, a proprietary USACE operational finance and accounting software program. Work also requires familiarity and proficiency in the use of other Government and Commercial software and on-line data systems to include, but not limited to CASHLINK2, GOALS, IPAC, and Web DMS, (See C.2. Acronyms and Definitions, and Table C-3-06, Government-Furnished Data Systems). Work 54 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement must conform to the guidance and procedures contained in DoD 7000.14-R, DFAS-IN Regulation 37-1, and SOP UFC-02 through SOP UFC-17 (See C.6, Table C-6-01). C.5.8.1 The SP shall provide general Disbursing Support Services. C.5.8.1.1 The SP shall receive, sort and distribute "hard copy" UFC Transmittal Sheets and supporting documentation received from internal UFC customers. C.5.8.1.2 The SP shall access the electronic mailbox for rejected travel advice notice, identify correct email addresses, electronically notify the traveler and the Finance and Accounting Officer (FAO) at the UFC SA electronically of errors in the CEFMS information (Screen 10.131) and provide the original email. The SP shall forward all other email received in this electronic mailbox to the DGR C.5.8.1.3 The SP shall access the designated electronic mailbox, print, file and distribute the documentation supporting deposits that are made in foreign countries. The SP shall forward all other email received in this electronic mailbox to the DGR C.5.8.1.4 The SP shall receive, sort and distribute all mail not associated with negotiable instruments (NI). C.5.8.1.5 The SP shall sign for and receive from the mailroom all incoming NI. The SP shall log and reconcile incoming checks for collection upon receipt. C.5.8.1.5.1 The SP shall verify Receiving Officer Vouchers (ROV) for all UFC SA, research discrepancies, sort by priority and UFC SA, and submit to the DGR for certification. C.5.8.1.5.2 The SP shall sort all other NI based on required action. C.5.8.1.5.3 The SP shall process USPS returned mail, determine correct address and remail. C.5.8.1.5.4 The SP shall sort NI requiring collection action IAW the UFC SA identified to receive credit for funds. C.5.8.1.6 The SP shall monitor the "specials" bin, pull documents for files and distribute. C.5.8.1.7 The SP shall receive and process Government Bill of Lading (GBL) documentation and other travel related payments that require special handling. 55 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.5.8.1.8 The SP shall receive and process traveler banking data from districts/traveler, providing to the DGR for certification. C.5.8.1.9 The SP shall research, validate and process CCR data and submit to the DGR for certification. C.5.8.1.10 The SP shall receive and process documentation received via facsimile. C.5.8.2 The SP shall provide collection services C.5.8.2.1 The SP shall create and process debit vouchers for all UFC SA, to include performing research to identify the original Collection Voucher (CV), remit item number and Engineering Reporting Organization Code (EROC) where funds were originally collected. C.5.8.2.1.1 The SP shall prepare a negative collection voucher(s) for certification by the DGR, create a debit voucher for confirmation by the DGR and provide copies of the dishonored checks for RGA for all UFC SA, to the UFC Debt Management Division for action. C.5.8.2.1.2 The SP shall prepare a negative collection voucher(s) for certification by the DGR, create a debit voucher for confirmation by the DGR for non-RGA and non-recreation fees dishonored checks for all UFC SA, and provide notice and copies of the dishonored checks to the UFC SA FAOs for action. C.5.8.2.1.3 The SP shall prepare negative collection voucher(s) for certification by the DGR, and create a debit voucher for confirmation by the DGR for dishonored checks received for recreation fees originally collected on behalf of the USACE by either the UFC or the National Recreation Reservation Service (NRRS). C.5.8.2.1.3.1 The SP shall . identify and consolidate dishonored recreation fee checks valued at $10 or greater and prepare a transmittal for the Disbursing Officer’s (DO) signature and submission to the contractual collection agency for processing, currently PROCHECK. C.5.8.2.1.3.2 The SP shall identify, document and file dishonored recreation fee checks valued at $10 or less pending destruction by the DGR. C.5.8.2.1.4 The SP shall create collection vouchers for certification by the DGR for transactions received through CASHLINK2, to include all deposit vouchers, Electronic Funds Transfer (EFT) rejects, wire transfers, incoming EFT payments, and REX transactions for the UFC SA identified to receive a credit for funds. C.5.8.2.1.5 The SP shall process credit card transactions for all SA to include terminal transactions, creating collection vouchers for certification by the DGR, creating deposit tickets for confirmation by the DGR and verifying deposits received through the Bank of America “Bammers” system for credit card transactions processed outside the UFC. C.5.8.2.1.6 The SP shall create collection vouchers for certification by the DGR for NI that are not associated with an ROV for the UFC SA identified to receive credit for funds. 56 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement The SP shall identify, create an appropriation refund and other miscellaneous billings when required to ensure funds are properly collected. C.5.8.2.2 The SP shall prepare collections and/or deposits actions for deposits made into the Treasury General Accounts (TGA) deposits in CASHLINK2, to include the creation of collection vouchers for certification by the DGR, and the creation of deposit ticket for DGR confirmation. C.5.8.3 The SP shall provide deposit services. C.5.8.3.1 The SP shall create deposit tickets for all UFC SA for DGR confirmation to include scanning all deposit tickets and checks into the UFC Web DMS. C.5.8.3.2 The SP shall witness deposit tickets and prepare for pick up by an armored courier. NOTE: Witnessing cannot be performed by the individual who created the deposit ticket(s). C.5.8.3.3 The SP shall coordinate deposit pick ups with the Armored Car courier service. C.5.8.3.4 The SP shall confirm deposit tickets upon verification of funds in Cashlink2. C.5.8.3.5 The SP shall update the Cashlink2 spreadsheets and file deposit tickets. C.5.8.4 The SP shall provide check issue and related support services C.5.8.4.1 The SP shall assist with issuing US Treasury checks by assisting with the daily check issue routine. C.5.8.4.2 The SP shall assist with the disbursement of EFT payments for UFC SA. . C.5.8.4.3 The SP shall reconcile check registers, account for all daily 5515 Debit Vouchers and fax Summary 5515 Debit Vouchers to the Federal Reserve Bank. C.5.8.4.4 The SP shall assemble the daily, automated disbursement/collection registers for submission to the DGR. C.5.8.4.5 The SP shall pull checks and stubs that require special handling and process/distribute. C.5.8.4.6 The SP shall prepare checks, stubs, W-2s, 1099-MISC and 1099-S as required for mailing. C.5.8.5 The SP shall provide IPAC support services. C.5.8.5.1 The SP shall prepare IPAC TPA for signature by the DO and other Federal Agencies and maintain files of signed TPAs. 57 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.5.8.5.2 The SP shall download and process all IPAC transactions through GOALS daily, and process to identify obligation status. C.5.8.5.3 The SP shall download all IPAC transactions through the GOALS IPAC system and upload into CEEMIS2. C.5.8.5.4 The SP shall download all IPAC transactions through the GOALS IPAC system daily as Acrobat Adobe files and save to the disbursing drive to meet official file retention requirements. C.5.8.5.5 The SP shall provide copies of supporting documentation for IPAC transactions as requested by Customer Agency Location Code (ALC). C.5.8.5.6 The SP shall process Intra-Government EFT payment, collection and adjustment transactions through the GOALS IPAC system and within CEFMS. C.5.8.5.7 The SP shall reconcile entries in GOALS. C.5.8.6 The SP shall provide miscellaneous disbursing and operational support services. C.5.8.6.1 The SP shall assist the DGR in the stop payment process by receiving the IPAC transaction from Treasury and forwarding to the DGR for identification; creating the collection voucher for DGR certification; creating the deposit ticket for DGR confirmation, preparing the SF 1034 for DGR manual certification (hardcopy) and by preparing the miscellaneous disbursement in CEFMS for DGR certification prior to re-disbursement. The SP shall prepare and mail supporting documentation with Treasury Check payments and provide a copy of the documentation to the DGR. C.5.8.6.2 The SP shall assist the DGR in the processing of EFT rejects by identifying the reason for return; conducting research to identify the proper payment method and address; creating the collection voucher for DGR certification; creating the deposit ticket for DGR confirmation, preparing the SF 1034 for DGR manual certification (hardcopy) and by preparing the miscellaneous disbursement in CEFMS for DGR certification prior to re-disbursement. The SP shall prepare and mail supporting documentation with Treasury Check payments update spreadsheets with tracking and resolution information. C.5.8.6.3 The SP shall prepare the SF 1034 for DGR manual certification (hardcopy) and the miscellaneous disbursement in CEFMS for DGR certification for miscellaneous disbursements to include SF1164, Return of Advances, and Payroll disbursements. The SP shall prepare and mail supporting documentation with Treasury Check payments after the payment is issued. C.5.8.6.4 The SP shall provide escort services to visitors to the Disbursing Division to include SP and DGR employees and custodial staff. C.5.9 MISCELLANEOUS ACCOUNTING SUPPORT SERVICES 58 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement Miscellaneous Accounting Support Services describes those support services that are common to the functions and tasks described in Sections C.5.1 through C.5.8. The services described in C.5.9 shall be provided in a manner that fully supports compliance with all applicable guidance, processes, procedures, and standards. The workload depicted in TE-2, Workload, for Sections C.5.4 through C.5.8 encompasses the workload that is associated with the miscellaneous accounting support services that are described in this Section. C.5.9.1 The SP shall provide miscellaneous accounting support services. C.5.9.1.1 The SP shall prepare routine spreadsheets and similar analysis tools to support review, analysis, and reporting requirements and submit to the DGR as applicable. C.5.9.1.2 The SP shall support routine special projects requirements. C.5.9.1.3 The SP shall provide routine customer service and support for UFC SA, vendors, and other UFC customers. C.5.9.1.4 The SP shall maintain records and office files IAW Army Records Management Information System (ARIMS). C.5.9.1.5 The SP shall request document retrieval/return to/from the document storage area through the UFC Directorate of Administration. C.5.9.1.6 The SP shall shred documents containing information covered by the Privacy Act and other documents as identified by the DGR. C.5.9.1.7 The SP shall coordinate with UFC SA to resolve routine issues. C.5.9.1.8 The SP shall answer routine email inquiries. C.5.9.1.9 The SP shall submit trouble calls through the Directorate of Administration if printer, copier or facsimile machines are not working properly. C.5.9.1.10 The SP shall ensure printer, copier and facsimile machines are filled to capacity several times each day and at the end of each day. 59 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement C.6 APPLICABLE DIRECTIVES, PUBLICATIONS, FORMS, AND REPORTS C.6.1 GENERAL INFORMATION The statutory, regulatory, and other guidance identified in this document govern the provision of the services described in Section C-5. The Publications are available at the web sites identified in Table C-6-01. C.6.1.1 The Forms identified in Table C-6-02 and are available at http://www.USACE.mil/dss/forms/. C.6.1.2 Publications cited in this Performance Work Statement (PWS) are current as of the date the PWS was prepared. Commercial practices for documentation will be considered where the delivery of services is determined by the Government to equal or exceed the requirements of this PWS and all applicable guidance. The Service Provider (SP) shall use R-Forms (Reproducible) and E-Forms (Electronic) to the maximum extent possible. Samples of nonstandard Government forms required for the fulfillment of this requirement will be available for SP review upon request. The SP shall accomplish the tasks set forth in this requirement in accordance with (IAW) the identified references and the following guidelines: • • If there is a conflict between Section C and the cited references, the cited references shall have precedence over Section C. If there is a conflict between or among two or more such references, those issued by a higher authority shall have precedence over those issued by a lower authority. If there is a conflict between or among those issued at the same level of authority, those with a later date of issue shall have precedence over those with earlier dates of issue. Any task set forth in any such reference that calls for the exercise of discretionary Government authority that cannot be delegated shall be subject to the final approval of the Government Official having such authority. During performance of the PWS requirements, the SP shall use the most current publications and forms unless otherwise directed by the Contracting Officer (CO) or the CO’s designated representative. • • C.6.1.3 The SP shall abide by all directives and references listed below in the performance of the requirements in the PWS even if the directives and references are not specifically listed in other sections of the PWS. C.6.1.4 The Government will have unlimited rights to use, duplicate, or disclose the SP’s operating logs and forms, in whole or in part, in any manner, for purposes associated with performance of this contract. The purpose of this statement is to minimize disruptions in service and preserve historical data in the event the SP is changed. This does not apply to publications determined to be proprietary to the SP. Records maintained by the SP remain the property of the Government and will be retained IAW the applicable disposition instructions. C.6.2 DEVIATION FROM GUIDANCE C.6.2.1 The SP shall use the following procedures prior to deviating from Government publications or forms in the performance of this requirement: • Develop, publish, and maintain a current manual of SP publications and forms. 60 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement • • • • Specifically delineate the SP’s responsibilities and actions that deviate from the applicable Government publication(s) or form(s). Comply with the intended effect or product contemplated. Submit to the CO or the CO’s designated representative for review and acceptance prior to use or implementation. Ensure publication or form is not in conflict with any portion of this PWS. C.6.2.2 The Government will have unlimited rights to use, duplicate, or disclose such SP publications, in whole or part, in any manner and for any purpose whatsoever. In the event follow-on performance is awarded to other than the incumbent, the incumbent SP’s publications shall be made available to the successor SP for information purposes until the successor SP publications are published and approved by the Government. C.6.3 PUBLICATION CHANGES The Government will provide the SP with all changes to publications and forms. Supplements or amendments to listed publications can be issued to the SP from any organization level at any time during the performance of the PWS requirements. The SP shall immediately implement those changes to mandatory publications that result in a decrease or no change in cost of performance. If any such change causes an increase in the cost of performance the SP shall notify the CO or the CO’s designated representative immediately and receive written approval to implement the changes. The SP shall submit to the CO or the CO’s designated representative a price proposal within 30 calendar days following receipt of the change by the SP for any change that results in an increase in the cost of performance. The CO or the CO’s designated representative and the SP shall negotiate the change pursuant to the “Changes” clause of the contract. C.6.4 DOCUMENT LISTING For policy and regulation documents specified throughout this PWS, the omission of a chapter or paragraph reference dictates compliance with the entire document. In addition to the documents listed below, the SP shall comply with all other applicable federal, state, and local laws, ordinances and regulations. The following table provides a convenient listing of reference documents specified in this PWS. TABLE C-6-01, PUBLICATIONS Source US Code: http://www.gpoaccess.gov/uscode/index.html Title 12, Banks and Banking Title 31, Money & Finance: Treasury (With Updates) Date Applies to: Title 41, Public Contracts and Property Management The Debt Collection Improvement Act of 1996 (DCIA) PL 104-134 03/18/04 Disbursing Accounts Payable, Accounts Receivable, & Disbursing Support Services Accounts Payable Support Services 06/18/05 Accounts Receivable, Debt Management, & Disbursing Support Services US Code of Federal Regulations: http://www.gpoaccess.gov/cfr/ 31 CFR IX Parts 900-904, Federal Claims Collection Standards 5 CFR 550 - Pay Administration (General); Collection by Offset From Indebted Government Employees, Subpart K (Source: 49FR 27472, Debt Management Debt Management & Disbursing Support Services 61 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-6-01, PUBLICATIONS Source 07/03/84, unless otherwise noted) 5 CFR 1315 (Final Rule): Prompt Payment (Formerly OMB Circular A125) (Source: 64FR 52586, 09/29/99 unless otherwise noted) Date All Applies to: Department of Treasury Publications: http://fms.treas.gov/publications.html The FAST Book, Federal Account Symbols and Titles (With Updates) 2005 Green Book 2004, Guide to Federal Government ACH Payments and 2004 Collections The United States Standard General Ledger (With Annual Supplement) 2005 Treasury Report on Receivables (TROR) Guidance (With Updates) 2005 Treasury Financial Manual (With Updates) 2005 Disbursing Support Services Disbursing Support Services All Debt Management Support Services All Office of Management & Budget Publications: http://www.whitehouse.gov/omb/circulars/ OMB Circular A-25 – Transmittal Memorandum #1, User Charges 07/08/93 Accounts Receivable, Debt Management, & Disbursing Support Services OMB Circular No. A-129, Issuance of Transmittal Memorandum 04/19/04 Accounts Receivable, Debt Amending OMB Circular No. A-129, "Policies for Federal Credit Management, & Disbursing Programs and Non-Tax Receivables" Write-Off, and OMB Circular ASupport Services 129, Delinquent Debt, OMB Circular A-129, Provisions, Delinquent Debt Collection Process, and Memorandum M-04-10 OMB Circular No. A-76, Performance of Commercial Activities 05/29/03 Service Provider OMB Circular A-134 – Financial Accounting Principles and Standards 05/20/93 All Federal Reserve Bank Publications: http://www.frbservices.org/OperatingCirculars/index.html Operating Circular No. 3, Collection of Cash items and Returned Checks 10/28/04 Disbursing Support Services Operating Circular No. 4, Automated Clearing House Items 08/01/04 Disbursing Support Services Operating Circular No. 5, Electronic Access Certification Practice 12/15/04 Disbursing Support Services Operating Circular No. 6, Funds Transfers Through the FedWire Funds 08/01/04 Disbursing Support Services Service Operating Circular No. 7, FedWire Securities Account Maintenance and 08/01/04 Disbursing Support Services Transfer Services Federal Acquisition Regulation (FAR) (With Changes): http://www.arnet.gov/far/ Federal Acquisition Regulation (FAR) (With Changes) 03/01/05 Accounts Payable, Accounts Receivable, Debt Management, & Disbursing Support Services Joint Travel Regulations: http://www.dtstravelcenter.dod.mil/secs/TR_Main.cfm Joint Travel Regulations (JTR) Volume 2 – DoD Civilian Personnel Accounts Payable & Travel (Includes all Circulars through 2001-27) (With Updates) Payment Support Services Joint Federal Travel Regulations (JFTR) Volume 1 – Uniformed Military 11/12/04 Accounts Payable & Travel Payment Support Services Department of Defense Publications: http://www.dtic.mil/whs/directives/corres/pub1.html DoD Activity Address Code Directory (DoDAAD), DoD 4000.25-6-M 01/01/05 All (With Continuing Web Updates) DoD 7000.14-R, Department of Defense Financial Management NA All Regulation: 62 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-6-01, PUBLICATIONS Source Volume 1, General Financial Management Information, Systems and Requirements Volume 4, Accounting Policy and Procedures Volume 5, Disbursing Policy and procedures Volume 6A, Reporting Policy and Procedures Volume 8, Civilian Pay Policy and Procedures Volume 9, Travel Policy and Procedures Volume 10, Contract Payment Policy and Procedures Volume 11A Reimbursable Operations, Policy and Procedures Volume 12, Special Accounts Funds and Programs DoDI 2000.16, DoD Antiterrorism Standards DoDI 3020.37, Continuation of Essential DoD Contractor Services DoD 4145.19R-1, Joint Services Storage and Materials Handling Date 04/00/01 All 01/00/01 12/00/01 03/00/02 02/00/02 09/00/00 04/00/02 05/00/01 01/00/02 Applies to: All All All All All All All All Service Provider Service Provider 09/19/79 Service Provider Defense Finance and Accounting Service Publications: http://www.asafm.army.mil/pubs/dfas.asp DFAS Manual 37-100-03, Financial Management, The Army 2005 Accounts Receivable, Debt Management Structure Fiscal Year 2005 (With Updates) Management, & Disbursing Support Services DFAS-IN Regulation 37-1, Finance and Accounting Policy 01/01/00 All Implementation Department of Army Publications: http://www.army.mil/usapa/ DA PAM 27-162, Claims Procedures AR 25-400-2, The Army Records Information Management System (ARIMS) AR 735-5, Policies and Procedures for Property Accountability 08/08/03 Accounts Payable, Accounts Receivable, Debt Management, & Disbursing Support Services 03/18/03 All 02/28/05 Service Provider U.S. Army Corps of Engineers Publications: http://www.usace.army.mil/publications/eng-regs/er.htm ER 37-2-10 Title: Financial Administration - Accounting and Reporting - 02/11/04 All Civil Works Activities (Errata 1) ER 405-1-12Title: Real Estate Handbook 11/20/85 Accounts Payable, Accounts Receivable, & Debt Management Support Services ER-1130-2-550, Recreation Operations and Maintenance Policies, Chapter 11/15/96 Accounts Payable & 9, Recreation Use Fees (Change 1 - 10/01/99; Change 2 - 03/01/02; Disbursing Support Services Change 3 - 08/15/02) USACE Finance Center Publications: http://www.fc.usace.army.mil/Publications_a/pub_a.html#EXTERNAL UFC-2 Accounts Receivable and Payment of Government Orders 11/19/99 Accounts Receivables & Disbursing Support Services UFC-3, Collection/Deposit Procedures 04/14/00 Accounts Receivables & Disbursing Support Services UFC-4 Huntsville Training Billings 01/26/98 Accounts Receivables, Debt Management, & Disbursing Support Services UFC-5 TDY, PCS, and Local Travel Procedures (UFC 98-05) 05/10/00 Travel Payment Support 63 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-6-01, PUBLICATIONS Source UFC-6, Transactions for Others/by Others/Inter-Fund Date 02/01/98 Applies to: Services Accounts Payable, Accounts Receivable, & Debt Management Support Services Disbursing Support Services Disbursing Support Services Accounts Receivable & Debt Management Support Services Accounts Receivable & Debt Management Support Services UFC-7 Wire Transfers by Non-Federal Sponsors UFC-8 Electronic Funds Transfer by Non-Federal Sponsors UFC-9 Establishing FEMA Customer Orders & Reimbursable Billings 01/21/99 06/01/99 02/06/04 UFC-10 Accounts Receivable/Delinquent Follow-up 11/19/99 UFC-11, Accrued Leave UFC-13 Accounts Payable UFC-14 On-Line Payments and Collections UFC-15, Retention of Payroll Related Documents UFC-16, Processing Customer Order Refunds UFC-17, Credit Card Remittances UFC Administrative Handbook 01/11/99 06/01/01 Accounts Payable Support Services 03/13/01 Accounts Payable, Accounts Receivable, & Disbursing Support Services 11/02/99 Disbursing Support Services 04/21/00 Accounts Receivable & Debt Management Support Services 12/19/00 Disbursing Support Services 05/01/05 All Naval Support Activity Mid-South: http://www.nsamidsouth.navy.mil/pubs-trng.htm#pubs OPNAVINST 5530.14, Physical Security Program Service Provider NSAMIDSOUTHINST 11320, Fire Protection and Prevention Service Provider C.6.5 FORMS The Government will have unlimited rights to use, duplicate, or disclose the SP’s operating logs and forms, in whole or in part, in any manner, for purposes associated with execution of this award. The purpose of this statement is to minimize disruptions in service and preserve historical data in the event the SP is changed. This does not apply to publications determined to be proprietary to the SP. Records maintained by the SP remain the property of the Government and will be retained IAW the applicable disposition instructions. TABLE C-6-02, FORMS Form Date Applies to: Standard Forms: http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?formType=SF SF 1034, Public Voucher for Purchases and Services Other Than Personal 09/01/73 Accounts Payable & Disbursing Support Services SF 1093, Schedule of Withholdings 03/21/03 Accounts Payable & Disbursing Support Services SF 1105, US Government Freight Waybill Accounts Payable Support Services SF 1113, Public Voucher for Transportation Charges 11/01/86 Accounts Payable Support Services 64 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-6-02, FORMS Form SF 1164, Claim for Reimbursement for Expenditures on Official Business SF 1199A, Direct Deposit Sign-Up Form SF 182, Request, Authorization, Agreement and Certification of Training SF 215, Deposit Ticket SF 44, Purchase Order-Invoice-Voucher Applies to: Disbursing Support Services Disbursing Support Services All Disbursing Support Services Accounts Payable Support Services SF 5515, Debit Voucher 05/01/88 Disbursing Support Services Department of Defense Forms: http://www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm DD 139, Pay Adjustment Authorization Accounts Receivable, Debt Management, & Disbursing Support Services DD 448, Military Interdepartmental Purchase Request 06/01/72 Accounts Receivable, Debt Management, & Disbursing Support Services DD 448-2, Military Interdepartmental Purchase Request Acceptance Accounts Receivable, Debt Management, & Disbursing Support Services DD 1155, Order for Supplies or Services All DD Form 200, Financial Liability Investigation of Property Loss Service Provider DD 2481, Request for Recovery of Debt Due the United States by Salary Accounts Receivable & Debt Offset Management Support Services DD Form 1164, Service Order for Household Goods 09/01/98 Disbursing Support Services DD Form 1351, Travel Voucher 07/01/99 Travel Payment Support Services DD Form 1351-2, Travel Settlement Voucher (Travel Claim) 07/04/05 Travel Payment Support Services DD Form 1556, Request, Authorization, Agreement, Certification of 08/02/05 All Training and Reimbursement DD Form 1610, Request & Authorization for TDY Travel of DoD 05/03/05 Travel Payment Support Personnel Services DD Form 1705, Application for Reimbursement of Expenses Incurred by 10/02/05 All DoD Civilian Employees Department of Army Forms: http://www.army.mil/usapa/ DA 448-1, Military Interdepartmental Purchase Request Acceptance Accounts Receivable, Debt Management, & Disbursing Support Services DA Form 1857, Statement of Account 06/01/83 Accounts Receivable, Debt Management, & Disbursing Support Services DA Form 4445-R, Voucher for Transfer Between Appropriations of Accounts Receivable, Debt Funds Management, & Disbursing Support Services DA Form 7531, Checklist and Tracking Document for Financial Liability 08/01/04 Service Provider Investigations of Property Loss U.S. Army Corps of Engineers Forms: http://www.usace.army.mil/publications/forms/ep253-1.htm ENG Form 4900, Property Control Receipt 02/01/92 All ENG Form 93, Progress Payment 03/01/78 Accounts Payable Support Services USACE Finance Center Forms: www.fc.usace.army.mil/Publications_a/pub_a.html#electronic UFC-AO-1, UFC-AO-2, Transmittal Letter (Receiving Voucher Routing Slip-Credit Disbursing Support Services 65 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) Date 04/02/05 06/01/87 12/01/79 05/20/96 10/01/83 USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-6-02, FORMS Form Card Only) UFC-DISB-1, Receiving Voucher Routing Slip (Check/Money Orders) UFC-DISB-2, UFC-DISB-3, Receiving Voucher Routing Slip (Direct Deposit Only) UFC-DISB-4, Direct Deposit Authorization Form UFC-DISB-5, Check Trace Authorization Form UFC-DISB-6, SF 1164 Reimbursement Request Transmittal Letter UFC-DISB-7, Wire Transfer Authorization Form Date 10/01/04 10/01/04 05/01/04 10/01/04 10/01/04 Applies to: Disbursing Support Services Disbursing Support Services Disbursing Support Services Disbursing Support Services Disbursing Support Services Disbursing Support Services 10/01/04 Disbursing Support Services C.6.6 REPORTS TABLE C-6-03, MANDATORY REPORTS A report is a formal account of proceedings or transactions in written or verbal format. Reports document critical priorities and decisions. Reports serve as important references and sources of information. The reports listed in Table C-6-03 are not all-inclusive. PWS Report Title Requester Frequency Due Date Para C.1.5 Site Manager Change CO, COR As Required NLT 15 Working Days Prior Notification Report to Change C.1.5 Site Manager Information CO, COR One Time Phase-In Period Start Date C.1.10.1 Suspected Hazard Report UFC Each Incident Immediate Upon Identifying Facility Incident Manager C.1.11.4 Lost/Damaged CAC Report CO, COR Each Incident Immediate Upon Identifying Loss/Damage C.1.13 Quarterly Key, CAC, and CO, COR Quarterly Five Working Days ESIG Inventory Report Following End of Quarter C.1.13.3 Lost Key Report CO, COR Each Incident COB & Not More Than 1 Working Day of Loss C.1.13.5 Lost/Damaged ESIG Card CO, COR Each Incident Immediate Upon Identifying Report Loss/Damage Within 10 Working Days of C.1.16 Essential Personnel Listing CO, COR One TimePhase-In Period Start Date Phase-In Period; Update With Each Change C.1.17.2 Phase-In Period Status CO, COR WeeklyFirst Workday of Each Week Report Phase-In of Phase-In Period Period C.3.2.2 Phase-In Period GFP Joint CO, COR One Time NLT 5 Working Days Prior Inventory Report to Phase-In Period End Date C.3.4.4 Equipment Damage Report CO, COR Each Incident Within 1 Working Day of Identifying Damage C.5.2.2 Quality Control Plan CO, COR Each change NLT 5 Working Days Prior to effective date of change C.5.2.3 Performance Evaluation CO, COR Occasion of NLT 5 Working Days after Meeting Report nonreceipt of evaluation report concurrence 66 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TABLE C-6-03, MANDATORY REPORTS A report is a formal account of proceedings or transactions in written or verbal format. Reports document critical priorities and decisions. Reports serve as important references and sources of information. The reports listed in Table C-6-03 are not all-inclusive. PWS Report Title Requester Frequency Due Date Para with performance evaluation C.7 TECHNICAL EXHIBITS This PWS incorporates the following list of Technical Exhibits by reference, with the same force and effect as if they were given in full text. TE 1, PERFORMANCE REQUIREMENTS SUMMARY – POSTED AS A SEPARATE DOCUMENT. TE-2, WORKLOAD – POSTED AS A SEPARATE DOCUMENT. TE-3, SUPPORTED ACTIVITIES – POSTED AS A SEPARATE DOCUMENT. TE-4, TABLE INDEX – POSTED AS A SEPARATE DOCUMENT. TE-5, TECHNICAL LIBRARY INDEX – POSTED AS A SEPARATE DOCUMENT. TE-6, INVOICING PROCESS – POSTED AS A SEPARATE DOCUMENT. TE-7, CEFMS/IATS DOWNLOAD AND PROCESSING PROCEDURE– POSTED AS A SEPARATE DOCUMENT. TE-8, CEFMS GOVERNMENT ORDER BILLING PROCESS – POSTED AS A SEPARATE DOCUMENT. TE-9, CEFMS COLLECTION VOUCHER PROCESS – POSTED AS A SEPARATE DOCUMENT. TE-10, SPECIAL HANDLING PROCEDURES – POSTED AS A SEPARATE DOCUMENT. TE-11, CEFMS LOGIN PROCEDURES – POSTED AS A SEPARATE DOCUMENT. TE-12, CEEMIS LOGIN AND REPORTS PROCEDURES – POSTED AS A SEPARATE DOCUMENT. TE-13, CONTRACT DATA REQUIREMENT LIST (Amendment 0002) 67 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104) USACE Finance Center Accounting Support Service Performance Work Statement TE-14, TOTAL FTE BY DIVISION (Amendment 0002) 68 FOR OFFICIAL USE ONLY - SOURCE SELECTION SENSITIVE (See FAR 3.104)