05c. Attachment No. J-4 Response to Questions Received_69319525R000001_SMI Program.xlsx
XLSX spreadsheet 15 KB Posted
- Attached to
- Safety Management Inspection (SMI)
- Solicitation number
- 69319525R000001
About this file
This is a Questions and Answers document containing 36 questions and responses related to a Safety Management Inspection (SMI) solicitation from the Federal Transit Administration. The document clarifies that there is no incumbent specifically for this procurement, though services were previously provided via task orders under another FTA program. Key personnel requirements include analysts with 5+ years of experience in safety risk management in a rail environment, and the prime contractor must perform at least 51% of the work.
Notable clarifications include: work can be performed at contractor offices, FTA HQ/regional offices, or other facilities within the US; security clearance requirements will be determined at award; technical factors are weighted more heavily than past performance in evaluation; past performance from state/municipal transit oversight contracts is acceptable; and travel must conform to Joint Travel Regulations. The FTA will provide access to safety inspection data and systems, welcomes innovation and technology improvements, and maintains final discretion over findings. Task orders are anticipated within 60 days after award, with potential cost adjustments based on requirements.
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Sheet1
| Question: | Response: | |
| 1. Can you clarify the number of FTEs for each labor category? The pricing matrix indicates different labor hours per CLIN. | The number of FTE's unless specifically stated in the SOW is at the offeror discretion. | |
| 2. On page 28 of the RFP (under H.6 Use DOT Contractor Personnel Security and Agency Access), the designated risk is TBD, with the language that contractor employees may be required to obtain security clearances. Can you confirm if security clearances will be required? If so, would we (the offeror) be required to have a Facility Clearance Level, or would the USDOT be the sponsor for clearance? | Page 28 of 90 will not change at this time; risk will be determined at award IF THE DESIGNATED RISK: THE BACKGROUND INVESTIGATIONS IS: TBD | |
| Low: | National Agency Check with Written Inquiries (NACI) | |
| Moderate: | Minimum Background Investigation (MBI) | |
| High: | Background Investigation (BI) | |
| 3. The Place of Performance (page 18, F.2) lists the primary work site for this effort at the “Government Location.” Can you confirm where the place of performance will be located? And can work be performed remotely, or will the contractor(s) be required to work on site? | All work conducted under requirement shall be performed within the United States and its territories. This may include, but not be limited to: the Contractor’s primary or remote offices, FTA HQ or regional offices, other government offices, and other facilities etc. | |
| 4. Is there an incumbent? Or is this a new opportunity? | There are no incumbents specifically for this procurement yet services were previously provided via task orders under another FTA program. | |
| 5. Will the evaluation criteria prioritize prior FTA experience, or will broader transit safety expertise be considered? | As per the RFP, Additional is advantageous. Experience in safety risk management in a rail environment and familiarity with SSO program requirements, including 49 USC 5329 and 49 CFR Part 674 are advantageous | |
| 6. How will FTA assess innovation and technology in evaluating proposals—will proposals incorporating automation, AI, or predictive analytics be considered favorably? | The Government welcomes opportunities to improve efficiencies and timeliness of the work to be performed. | |
| 7. Can past performance from state or municipal transit oversight contracts be used in place of federal past performance? | Yes, "The Government will evaluate past performance by assessing the offeror’s recent |
performance on projects similar in scope to this RFP and will be evaluated based on the contractor’s relevant past performance record on similar federal, state, local and commercial contracts." (B2 pg.85)
| 8. Are there any specific performance benchmarks for safety oversight beyond the general regulatory requirements? | No |
| 9. Will offerors be evaluated based on specific key personnel experience, or does overall firm experience carry more weight? | As per the RFP M.4.1 Relative Importance of Factor-The technical factor ratings are significantly more important than the past performance (Factor B) ratings. The non-price factors, when combined is more important than Price… B.2: Specific Experience of Personnel |
The Government will evaluate the degree to which the qualifications and/or experience of the proposed key personnel is relevant to the task(s) identified in the RFP.
| 10. Will the FTA provide historical safety inspection data to inform risk assessments? | Yes, data will be provided. |
| 11. Can the contractor recommend modifications to existing safety oversight processes based on industry best practices? | Yes, recommendation will be considered. |
| 12. Will the contractor have access to FTA’s data systems and previous inspection reports, or will data be provided upon request? | Yes, data will be provided as well as access to systems. |
| 13. How often will on-site inspections be required and what flexibility is there for remote/virtual oversight? | The expectation is if there is an onsite inspection then the offeror would be required to be onsite however, the frequency of the inspections vary. |
| 14. Are there any specific technical certifications or qualifications required for personnel beyond those mentioned in the SOW? | No |
| 15. What are the defined success criteria for each phase of the Safety Management Inspection (SMI)? | Adherence to the deliverable schedule |
| 16. Will FTA provide a standardized reporting format or templates for inspection findings and corrective action plans? | No |
| 17. What is the expected turnaround time for FTA review and approval of submitted reports and CAPs? | The turnaround time will vary based on size, scope and complexity of the report and caps submitted. |
| 18. Will the contractor be responsible for stakeholder engagement and communication with SSOAs and RTAs, or will that remain an FTA function? | The statkholder engagment is a shared function under the direction of the FTA. |
| 19. What level of security clearance is required for personnel conducting on-site inspections? | Same as question 2. |
| 20. Will the contractor have authority to issue preliminary recommendations for safety improvements prior to formal FTA approval? | Yes |
| 21. Are there any specific non-disclosure or confidentiality requirements related to the safety inspections? | The standard non disclosure policies apply to this contract. |
| 22. What is the expected timeline for task order issuance following contract award? | The Government antipates within 60 days after award. |
| 23. How will disputes over findings between the contractor, SSOAs, and RTAs be resolved? | The FTA maintains sole and final discretions over findings. However, we welcome input and expertise on the decision making process. |
| 24. Does the FTA have a preferred subcontracting structure, or is the prime contractor free to determine allocations? | The prime contractor must perform at least 51% of the work. |
| 25. What is the minimum percentage of work that must be self-performed by the prime contractor? | The FTA requires that the Key Staff identified perform the necessary work (per SOW). Whether performed by the prime or the sub contractor. Thus, as previously stated, the prime contractor must perform at least 51% of the work. |
| 26. Can subcontractors be utilized for on-site inspections, or must they be conducted by prime contractor personnel? | same as question 25. |
| 27. Are there any limitations on travel budgets or per diem allowances beyond standard federal travel regulations? | All travel must be in conformance with the Joint Travel Regulations (JTR) |
| 28. Will there be an opportunity for cost adjustments based on the volume of inspections required over time? | Yes, there could be cost adjustments based on requirements as needed for task orders . |
| 29. The RFP states that the proposal should be in 12 pt. Does this also count for the resumes? Currently, the resume template is in 11 pt. Times New Roman. | The template is 11pt. Times New Roman in order to keep all the information on 1 page. Please submit all documents as specified in the instructions. |
| 30. Should resumes be part of Vol. 1 Technical or Vol. 2 Key Personnel? (The RFP discusses them at the end of the Vol. 1 description; however, they could also be part of the personnel volume.) | Vol. 2 Key Personnel updated the verbiage for to read Volume I – Technical Proposal (see page 78 of 90) |
| 31. Do cover letters, volume covers, or tables of content count in volume page count? | Yes |
| 32. The second paragraph of Section 1. Background of the SOW states that FTA may use its inspection and enforcement authorities when it has concerns with ongoing safety issues at an SSOA or RTA. The paragraph further states that FTA's review may encompass bus operations. Does this mean that FTA is not considering conducting SMIs in response to safety issues at agencies that do not operate a rail transit mode? | No |
| 33. Under Task 2 - CLIN 0002 - Development of Oversight Plan for Corrective Action Plans and Action Items, bullet point number five, the SOP states, "The contractor shall maintain consistency of any data analysis tools and tracking mechanisms during transitions to future tracking tools and mechanism to ensure all data is updated into the new tools." Which entity will be responsible for entering existing data: the successful contractor for this RFP or the contractor/entity developing the new tool(s)? Which entity will be responsible for correcting any existing data incorrectly entered into the new tool(s): the successful contractor for this RFP or the contractor/entity developing the new tool(s)? | The Government will be responsible for the accuracy of the existing data and development of the tool. |
| 34. Under Task 5 - CLIN 0005 Programmatic and Technical Support, Closure of a SMI, the SOW states that "the Government does not expect the contractor to maintain personnel on staff waiting to perform this work." To what extent, if any, does this clause apply to any other CLIN section in the SOW? | The SMI Assignments are distributed on a as needed basis and this is relevant to the entire Statement of Work. |
| 35. Section 8.0 Personnel, Non-Key Personnel Relevant Experience states that analysts must have at least five years experience and experience in safety risk management in a rail environment. May the successful contractor also engage analysts with other, needed technical expertise that do not otherwise meet these qualifications provided their work is overseen by someone with at least the level of qualification described in the Analyst position? | The offeror may engage analyst to provide support to those with the appropriate technical expertise which is per what we requested concerning the labor category. |
| 36. As described in various sections of the SOW and RFP, FTA may issue one or more Special Directives (SD) or Immediate Action Letters (IAL) in response to safety concerns and findings. Both documents describe the ongoing monitoring and closure process for SDs. Although not explicitly described in the SOW or RFP, should the applicant expect similar ongoing monitoring and closure processes for IALs for the purposes of the bid? | Yes, there is a requirement that the offeror to maintain ongoing monitoring and closure processes for both SD and IAL's. |
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