Loren Data's SAM Daily™

FBO DAILY ISSUE OF AUGUST 26, 2012 FBO #3928
DOCUMENT

R -- CONFERENCES - Attachment

Notice Date

8/24/2012
 

Notice Type

Attachment
 

NAICS

541618 — Other Management Consulting Services
 

Contracting Office

Department of Veterans Affairs;Stragetic Acquistion Center (SAC);10300 Spotsylvania Ave;Shreveport LA 71101
 

ZIP Code

71101
 

Solicitation Number

VA798S12I0042
 

Response Due

8/31/2012
 

Archive Date

9/30/2012
 

Point of Contact

Contract Specialist
 

E-Mail Address

Spotsylvania
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

Firm Fixed Price contract Line items Proposed Schedule ROM Policy Review 15 work days after contract award $ Conference Review 30 work days after contract award $ Best Practices formulation5 work days after Conference review $ Weekly Status Report - COB Friday INC Interim Report - 45 Days INC Final Report - 90 days INC DRAFT STATEMENT OF WORK 1.INTRODUCTION The Department of Veterans Affairs (VA) has established policies and procedures related to conference planning. These policies and procedures supplement the Federal Travel Regulation (FTR). As defined in the FTR, conferences include meetings, retreats, seminars, symposiums, or events that involve attendee travel. To improve the quality of VA conference planning and execution, the Secretary directed a comprehensive review of VA's conference planning activities and acquisition processes. 2.SCOPE OF WORK The purpose of this task is to provide a thorough review of VA's policies and procedures related to conference planning and the acquisition of conference-related supplies and services. The review shall include an assessment as to the adequacy of VA's controls over conference planning and related acquisition processes and how those controls are implemented throughout the Department. 3.APPLICABLE DOCUMENTS 3.1The standard of the adequacy of controls are set forth in the 3.1.1Office of Management of Budget (OMB) Circular A-123, Management's Responsibility for Internal Control and the 3.1.2U. S. Government Accountability Office (U.S. GAO) Standards for Internal Control in the Federal Government (the Green Book). 3.1.3VA Internal Control Documents - To be provided by VA at the time of contract award. 4.0 SPECIFIC DUTIES. 4.1The contractor shall provide all required labor and supplies to perform the work required and produce the specific deliverables within the performance period stated in this Statement of Work. The contractor shall provide a thorough review of VA's policies and procedures related to conference planning and the acquisition of conference-related supplies and services. The review shall include an assessment as to the adequacy of VA's controls over conference planning and how those controls are implemented throughout the Department. 4.1.1Policy Review. The review shall identify past policies and recent changes and revisions to policies implemented for VA as well as government-wide. The contractor shall perform an assessment of possible "weak points" in the policies in light of recent events and provide recommendations for improvement. 4.1.2Conference Review. The review will include a review of randomly sampled VA-sponsored conferences attended by 50 or more VA personnel to determine compliance with policies and procedures. From January 2009 to June 2012, there have been 948 VA-sponsored conferences with 50 or more VA employees in attendance. The sample size must be sufficient to enable the contractor to provide a credible assessment as to the adequacy of compliance for VA-sponsored conferences across the Department. 4.1.2.1Analysis will be conducted on records, on paper, and electronic media. This will include analysis on the receipt of gifts, gratuities, or unbilled services provided to conference planners or other VA employees, and the necessity of preconference planning travel. Due to an ongoing investigation, in the event the contractor identifies the need to speak to a person involved, the name of the person and the data required shall be submitted to the Contracting Officer's Representative (COR) for clearance with the investigation office. Once the investigation office has indicated the contact will not impede the investigation, the COR will advise the contractor in writing that they may conduct the interview. There are to be no interviews that could interfere with ongoing investigation(s). 4.1.2.2A list of conferences will be provided by the VA at time of contract award. After the contractor identifies the selected conferences for review, documents held within the Department relating to them, including preplanning correspondence; contracts or purchase agreements; and invoices, will be made available to the contractor. In the course of the review, should additional information be required, this shall be identified to the COR in writing. 4.1.3Best Practices - The review will address possible best practices including whether a lead office within VA should be designated or established for reporting and oversight of VA conference activity. 4.2The contractor will coordinate its activities through the VA COR to ensure that their activities do not interfere with the ongoing OIG investigation. 5.0DELIVERABLES 5.1Weekly Status Report. On a weekly basis, the contractor will provide a report detailing actions taken and the current status of the compliance review, including any problems encountered, which can be used to monitor progress toward completion. Proposed contractor format shall be submitted within 5 work days after the contract award. After approval by the government, weekly reports shall be submitted by close of business Friday. (If a firm fixed price contract is used the report shall include percentage of task completion. If a labor hour contract is used, the report shall include labor hours expended and remaining funding.) 5.2Policy Review. Within 15 work days from notice of contract award, the contractor will provide the Policy Review described in section 4.1.1. 5.3Conference Review. Within 30 work days from notice of contract award, the contractor will provide the Conference Review described in section 4.1.2. 5.4Best Practices Review. Within 5 work days from completion of the Conference Review, the contractor will provide the Best Practices Review described in section 4.1.3 5.4Comprehensive Review Report of VA's Conference Planning Activities and Acquisition Processes (Interim Report). Within 45 work days from notice of contract award, the contractor will provide an Interim Report, which includes its findings and analysis regarding the adequacy of current processes. 5. 5Comprehensive Review Report of VA's Conference Planning Activities and Acquisition Processes (Final Report). Within 90 work days from notice of contract award, the contractor will provide a Final Report, which includes its findings and analysis regarding the adequacy of current processes.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/notices/f084b43aac2ff98f55bd8db1f5571b69)
 

Document(s)

Attachment
 

File Name: VA798S-12-I-0042 VA798S-12-I-0042.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=455612&FileName=VA798S-12-I-0042-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=455612&FileName=VA798S-12-I-0042-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN02854504-W 20120826/120825000244-f084b43aac2ff98f55bd8db1f5571b69 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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