Project Management Technical Admin Support Services

This is not a solicitation for proposals or quotations. The Department of State, Bureau of Arms Control and Nonproliferation, Office of the Nonproliferation and Disarmament Fund (ACN/NDF), is conducting market research to identify qualified sources capable of providing professional technical administrative support services for ACN/NDF's Project Management support activities. The objective of the anticipated requirement is to optimize daily operations, streamline workflow management, and ensure the seamless execution of project milestones through dedicated technical administrative assistance. ACN/NDF is seeking information on contractors capable of providing full-service technical administrative support services tailored to Department of State, NDF’s core functional areas in support of project management, financial management, travel, acquisition and Grants management programs.

Anticipated Scope of Work:

The anticipated scope includes, but is not limited to, the following core functional areas:

• Travel Coordination & Expense Processing Support — domestic/international travel arrangements, expense report processing and reconciliation.
• Document & Information Management Support — drafting, proofreading, and formatting correspondence, memorandums, technical reports, and briefing materials; electronic filing and version control; inquiry routing.
• Data Entry & Program Tracking Support — maintaining program databases, tracking spreadsheets, and performance metrics; compiling data for periodic reports.
• Pre-Award Grants & Financial Assistance Support — preparing Notice of Funding Opportunities (NOFOs), coordinating grant intake, and supporting independent merit review panels.
• Post-Award Grants Administration Support — monitoring grantee compliance, processing progress reports, tracking Federal Financial Reports (FFRs), and compiling award closeout documentation.

Anticipated Personnel Qualifications:

Respondents should be prepared to demonstrate that personnel possess (or can be readily hired/trained with) working familiarity with or similar to:

• Department of State financial management systems (e.g., GFMS or successor platforms);
• Department of State travel management systems (e.g., E2 Solutions or successor platform);
• Federal grants management platforms (e.g., GrantSolutions, or equivalent pre-/post-award systems);
• Project Information Management System (PIMS) or equivalent post/program-level information management systems; and
• Advanced Microsoft Office Suite proficiency (Word, Excel, PowerPoint, Outlook).

Security Requirements:

All personnel performing under the anticipated contract must possess and maintain a minimum of SECRET-level security clearance at time of award and throughout the period of performance.

INSTRUCTION TO RESPONDENTS:

Interested and capable sources are requested to submit a capability statement not to exceed [5] pages (excluding cover page and resumes), addressing the following:

a. Company Information

• Company name, address, point of contact, phone/email, and UEI number.
• Business size and socioeconomic status (e.g., small business, 8(a), WOSB, SDVOSB, HUBZone) under the applicable NAICS code.
• Applicable contract vehicles (e.g., GSA MAS Schedule, GWAC) through which this requirement could be acquired, if any.

b. Relevant Corporate Experience

• Description of up to three (3) recent (within the last 5 years) contracts or task orders of similar size, scope, and complexity, including contract number, dollar value, period of performance, customer POC, and a brief description of services performed.

c. Technical Capability Statement Respondents should specifically address their capability and approach in each of the following areas:

1. Systems Proficiency: Demonstrated personnel experience/familiarity with Department of State financial management systems, travel management systems, federal grants management platforms, PIMS or equivalent program tracking systems, and advanced Microsoft Office Suite applications.

2. Personnel Qualifications & Staffing Approach: Approach to recruiting, retaining, and training personnel to meet the qualifications described above, including sample resumes or labor category descriptions for proposed key personnel.

3. Security Clearance Capability: Demonstrated ability to provide personnel who currently possess, or can promptly obtain and maintain, an active SECRET-level clearance for the duration of performance.

4. Grants Administration Experience: Specific experience supporting pre-award and/or post-award federal grants administration functions, including NOFO preparation, merit review panel coordination, and grantee compliance monitoring.

d. Rough Order of Magnitude (ROM) Pricing (Optional) Respondents may optionally provide a ROM price range for performing the anticipated scope of work, based on the labor and travel assumptions described above, for market research purposes only. This is not a request for proposal and will not be used for award purposes.

This RFI/Sources Sought Notice is issued solely for market research and information-gathering purposes under FAR Part 10. It does not constitute a solicitation, and the Government will not pay for information submitted in response. Not responding to this RFI does not preclude participation in any future request for proposal (RFP) or request for quotation (RFQ), if any is issued. Any information submitted by respondents to this RFI is strictly voluntary.