Sources Sought Notice This is not a solicitation announcement. This is a small business sources sought synopsis only. The purpose of this sources sought synopsis is to gain knowledge of potential qualified small business sources relative to the NAICS Code. Responses to this sources sought synopsis will be used by the Government to make appropriate determinations about potential small business sources. After review of the responses to this source sought announcement, a solicitation announcement may be published. Applicable company GSA Schedule number or other available procurement vehicle. Project Description: The Substance Abuse and Mental Health Services Administration (SAMHSA)/Office of Financial Resources (OFR) carries out all Chief Financial Officer functions, including: 1) conducting necessary analyses to provide SAMHSA managers with reliable financial, cost, and performance information annually and throughout the year to manage programs; 2) evaluating and improving financial management systems, controls, and operations to eliminate waste, fraud, and abuse, and to improve asset management; 3) evaluating acquisition, grant, and contracting policy and practices; 4) evaluating plans to cut costs and improve effectiveness and efficiencies; 5) establishing effective SAMHSA financial organizational structure and financial personnel requirements; and 6) providing advice and guidance to the Assistant Secretary on budget; financial management; and program priority alignment with legislation and SAMHSA policies. Within OFR the Division of Grant Management (DGM), the Division of Budget (DOB), and Office of Financial Advisory Services (OFAS) are responsible for the management of SAMHSA’s discretionary and mandatory grant and cooperative agreement programs, for the management and execution of SAMHSA’s budget, and for the financial audit, oversight, and enforcement functions for SAMHSA. The Division of Grants Management (DGM) manages the administrative, business, and financial processes for over 5,000 SAMHSA discretionary and mandatory grant and cooperative agreement programs. The division ensures that all grant awards conform to applicable statutory, regulatory, and administrative policy requirements, from pre award through closeout. DGM collaborates with SAMHSA’s Offices and Centers to award grants, monitor recipients, and process post award amendments, such as budget revisions, changes in key staff, and extensions. DGM develops and implements SAMHSA’s grant policies, procedures, and practices to ensure effective customer service, consultation, and oversight in grants processes. DGM also liaises with other HHS organizations to ensure consistency between discretionary and mandatory grant award activities, including the Program Support Center’s Division of Payment Management Services, which provides payment system services for grants. The Contractor shall provide grant management support to SAMHSA’s DGM throughout the grant lifecycle from pre-award to closeout. The Division of Budget provides budget formulation and execution guidance and support to all centers and offices within SAMHSA. DOB leads the development, preparation, consolidation, and submission of the annual budget request. DOB interprets appropriation language and distributes funding across SAMHSA accordingly. DOB monitors and compares obligations against planned requirements to ensure proper and timely use of the appropriated funding. The contractor shall use existing Government financial systems and data, to provide budget formulation, budget execution, and appropriation support. The Office of Financial Advisory Services performs financial reviews of SAMHSA’s discretionary and non-discretionary grants. OFAS conducts risk assessments of current and prospective grantees to ensure their financial systems are adequate to administer federal awards. OFAS leads SAMHSA’s internal audits and prepares the agency’s management assurance report and the quarterly and year-end financial statements. OFAS is responsible for resolving Federal and non-Federal audit findings applicable to its programs. OFAS also processes all agency Hotline Complaints. The contractor shall use existing Government systems and data, to provide financial review and audit support to OFAS. The intended contract will provide the Government the option to extend the contract in one-year increments, for a 12-month base period and four (4) option years. Your responses to the questions provided below will assist the Government in selecting the appropriate acquisition method. Page limit: Maximum 20 pages (font size Times New Roman, 10 or larger). In addition, an accompanying copy of the company capability statement will also be accepted. The anticipated period of performance is a 12-month base period, with four (4) option year periods. After review of the responses received, a pre-solicitation synopsis and formal solicitation may be published. Response Response to this notice shall include company name, address, company Unique Entity Identifier (UEI), point of contact, telephone number, size of business pursuant to North American Industrial Classification Code (NAICS) and MUST respond to the following: 1. Is your business certified as a small business under NAICS code 541611? 2. Describe your experience and process for managing complex contracts with differing task areas. 3. Describe your capability to manage intense peak workloads, including being flexible and able to adapt during these times. 4. Describe your ability to support an organization with over 5,000 active grants. Include in your narrative specifics on processing administrative grant revisions/post award amendments for this volume of grants. 5. Describe your ability to support government leaders with respect to managing all aspects of grants management personnel, data requests, internal and external websites, and other administrative requirements. 6. Describe your expertise with developing, delivering, and managing grant training for internal and external stakeholder. 7. Describe your ability to support a large grant directorate in researching, developing, coordinating, updating, and managing the development of policy and procedures for grants management. 8. SAMHSA utilizes the National Institutes of Health (NIH) electronic Research Administration (eRA), a web-based system to process and administer its grant and cooperative agreements, and the HHS Payment Management System (PMS), a centralized grants payment system and cash management system operated by the HHS Program Support Center (PSC), Division of Payment Management (DPM). Describe your experience utilizing eRA and PMS to manage grants and/or cooperative agreements. 9. Describe your experience supporting the government formulate federal budgets, including drafting federal annual budget proposals, analyzing historical budget data and trends, and reviewing budget proposals for accuracy. 10. Describe your experience supporting the government execute federal budgets, including monitoring and tracking budget and expenditures in real-time, implementing financial controls to prevent overspending and ensure compliance, and addressing any deviations from the approved budget and propose adjustments as needed. 11. Describe your experience supporting the government with financial reporting, analysis, and forecasting, including generating regular financial reports on budget status and variances, conducting financial analysis to identify trends and patterns, developing forecasting models for future budgetary needs, and ensuring compliance with reporting requirements and deadlines. 12. SAMHSA utilizes the United Financial Management System (UFMS), the Financial Business Intelligence System (FBIS), the Enterprise Reporting System (ERS), and Max.Gov to track, monitor, and report on the SAMHSA budget. Describe your experience utilizing these systems to manage federal budgets. 13. Describe your ability to support the federal government in recommending audit resolutions for both Federal and non-Federal audit findings. Federal findings refer to Office of the Inspector General (OIG) and/or Government Accounting Office (GAO)findings over federal grant recipients while non-Federal findings refer to single audit report findings. Include working knowledge, experience and staff qualifications (i.e., accounting degree, Certified Public Accountant (CPA) certifications, years of experience, etc.). 14. Describe your ability to support the federal government in performing desk audits over organizations on drawdown restriction, which would include review of all payment requests for reimbursement. Include working knowledge, experience and staff qualifications (i.e., accounting degree, CPA certifications, years of experience, etc.). 15. Describe your ability to support the federal government in conducting financial risk assessments over organizations receiving federal awards. Describe the scope that was undertaken as part of your financial risk assessment. Include working knowledge, experience and staff qualifications (i.e., accounting degree, CPA certifications, years of experience, etc.). 16. Describe your ability to support the federal government in conducting financial audits (including site visits and desk audits). Describe the scope that was undertaken as part of your audit support. Include working knowledge, experience and staff qualifications (i.e., accounting degree, CPA certifications, years of experience, etc.). 17. Describe any additional support provided to federal agency’s financial compliance, enforcement, and oversight activities. Include working knowledge, experience and staff qualifications (i.e., accounting degree, CPA certifications, years of experience, etc.). 18. Describe your ability to analyze and report out on financial, grant application/peer reviewer, and grant management data on an ad hoc basis with tight turn arounds. 19. Describe your ability to provide technical writing to develop materials, including but not limited to brochures, booklets, posters, flyers, presentations and presentation materials, and emails for mass distribution, as well materials to contribute portions of other publications. 20. Describe your ability to provide project management support, analytic, and technical writing support for ad-hoc projects on a tight timeline. Showing your ability to ramp up support for ad-hoc projects and your process for building understanding to effectively develop deliverables on a tight timeline. Applicable company GSA Schedule number or other available procurement vehicle. As stated above, this is a Sources Sought ONLY and all interested and capable small business offerors are encouraged to respond and must submit complete documentation of their capabilities. This is not a request for competitive proposals. It is issued solely for Information and Planning Purposes – It does not constitute a Solicitation, nor does it restrict the Government as to the ultimate Acquisition Approach. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. The government requests that no proprietary or confidential business data be submitted in a response to this notice. However, responses that indicate the information therein is proprietary will be properly safeguarded for Government use only. Responses to this small business sources sought that do not provide sufficient information for evaluation will be considered non-responsive. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. Please respond by 3:00 PM ET on May 22, 2024, with your response to the areas of expertise above and your intent, if affirmative. No extensions will be granted. Please note that an affirmative intent is not binding. All Responses are to be submitted electronically, with Subject “Company Name, Sources Sought – “ OFR Technical Support Contract) ” to the following email:
[email protected]