RFP_693JJ318R000028_7-31.pdf

693JJ318R000028

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

1 75

C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

(Date)(Hour) local timeuntildepository located in copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the

SOLICITATION

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

I

J

K

L

M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

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G

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B

A

SEC. DESCRIPTION PAGE(S) (X) DESCRIPTION SEC. (X)

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the

12. In compliance with the above, the undersigned agrees, if this offer is accepted within ______________ calendar days (60 calendar days unless a different period is inserted

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

CODE 24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

41 U.S.C. 253 (c) ( 10 U.S.C. 2304 (c) (

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

21. ACCOUNTING AND APPROPRIATION20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by government)

CODE

X

HCFA

FEDERAL HIGHWAY ADMINISTRATION

OFFICE OF THE CHIEF FINANCIAL OFFICER

OFFICE OF ACQUISITION & GRANTS MGMT

1200 NEW JERSEY AVENUE, SE

WASHINGTON DC 20590

Noon ET

Daniel Confer Daniel.Confer@dot.gov

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PAGE(S)

Sarah Berman

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

9. Sealed offers in original and zero

See Section L 08/30/2018

HTSNHI180082PR07/31/2018

daniel.confer@dot.gov

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 75

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

693JJ318R000028

(A) (B) (C) (D) (E) (F)

00001 Ongoing Course Development And Update, Development Of Training Material, And Related

Technical And Administrative Support Services.

Total Potential Value: $19,100,000

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

0.00

RFP 693JJ318R000028

This competitive acquisition is solicited in accordance with FAR Subpart 19.8-Contracting with the Small Business Administration (The 8(a) Program). This solicitation is restricted to 8(a) Small Business Concerns.

SECTION B - SUPPLIES OR SERVICES/PRICES

B.1 IDIQ MINIMUM AND MAXIMUM CONTRACT AMOUNTS

During the term of this Indefinite-Delivery-Indefinite-Delivery (IDIQ) contract, the Government shall place orders totaling a minimum of $50,000. The maximum amount of all task orders issued against all contracts awarded as a result of this acquisition shall not exceed a ceiling of $19,100,000.

The task orders placed under the contract may be Firm-Fixed Price (FFP), Labor Hour (LH), Time-and-Materials (T&M), or a hybrid of those three types of contracts based on a determination by the Contracting Officer (CO) at the task order level.

B.2 SCHEDULE OF RATES

Labor category requirements and labor rate ceilings governing task orders under this contract shall conform to the descriptions found in J.1 and shall be listed in the Microsoft (MS) Excel format found at J.2 and apply for each of the described categories for each of the contract years.

The unit of issue (rates) is the fully burdened fixed price hourly rate. Please see 52.216-29(c)(2).

The maximum amount of the contract listed in Section B.1 includes travel and materials. Travel and materials will be reimbursed at cost. Inclusion of indirect burden amounts or fee on material costs, including travel expenses, is not allowable.

Note: Resulting contract award(s) will include Attachment J.2 with the accepted Contractor loaded labor rates inserted in the pricing table.

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 BACKGROUND

Established by Congress in 1970, the National Highway Institute (NHI) is the training and education arm of the Federal Highway Administration (FHWA). NHI’s mission is to provide technical transportation training and associated materials to the surface transportation community. Since 2004, NHI has been authorized by the International Association of Continuing Education and Training (IACET) to award Continuing Education Units (CEU) to participants who successfully complete selected NHI training courses.

The target audience for NHI training courses is diverse and includes: Federal, State, regional, local, and Tribal transportation agencies; regional, State and metropolitan planning organizations; public safety and motor vehicle employees; and other United States (US) citizens and foreign nationals engaged or to be engaged in surface transportation work of interest to the

US.

Traditionally, the NHI offered Instructor-Led Training (ILT) within a classroom setting.

Sensitive to the time and travel constraints of customers and aware of advances in a wide array of instructional technologies, NHI has dramatically expanded their distance learning offerings.

These include Web-Based Training (WBT), Web-Conference Training (WCT), Videoconference training (VCT), flipped classroom training, blended learning, new technologies such as mobile apps and virtual world delivery, and new evolving training delivery platforms. NHI also develops and updates supplemental materials and services to support training, advance the state of practice and implement best practices. NHI charges external participants for many of its training courses and materials.

In addition, NHI provides specialized training and development services internally to FHWA, although NHI is not responsible for all aspects of employee development and training. Today, NHI administers memberships with industry associations on behalf of the agency. NHI also provides instructional systems design expertise, resources and programs to enhance the instructional skills and capabilities of FHWA employees, and, in some cases, will assist other FHWA offices with development of training that is not delivered though NHI. Finally, NHI identifies, tests, pilots and implements new tools and technologies to support learning.

NHI delivers its training courses based primarily on demand from customers, thus the number of training sessions delivered is variable and unknown in advance. The NHI website (http://www.nhi.fhwa.dot.gov/) provides a listing of current training courses, as well as information on training philosophy, instructor standards, and the NHI Style Guide. NHI participation has shown a consistent growth trend since at least 2006, with much of the growth resulting from web-based trainings. Instructor led training sessions have had generally steady participation and session ordering during this time with some year-by-year variation.

Organizationally, NHI is part of the FHWA Office of Technical Services (OTS), which also includes the Resource Center (RC) and the Knowledge Management (KM) unit. The OTS is the FHWA’s vehicle for providing technical assistance, training, and technology deployment to transportation agencies across the Nation. More information about the RC, the largest unit of http://www.nhi.fhwa.dot.gov/

OTS, is available at: https://www.fhwa.dot.gov/resourcecenter/. The OTS KM unit is responsible for activities that connect people across FHWA, as well as testing, piloting and implementing tools to make those connections. The unit works to create a culture of knowledge sharing and collaboration that improves FHWA’s ability to capture, share, organize and access critical knowledge.

C.2 OBJECTIVE

The objective of this contract is to provide NHI with non-personal support services for its day-to-day operations and fulfill its mission. The contract also supports specific operational needs of other OTS and FHWA offices that are consistent with the tasks below.

C.3 DELINEATION OF CONTRACTOR TASKS

Specific work to be performed will be set forth under individual task orders. Task orders under this IDIQ contract will be determined and issued on an as needed basis by the FHWA and will generally consist of work in the areas outlined below. When ordered, the Contractor shall provide the necessary personnel, material, equipment, services and facilities to perform the requirements.

C.3.1 Training Development Support

The Contractor shall provide training development support in two ways – 1) through direct training development activities, and 2) through assistance to the NHI Training Program Managers (TPMs) in reviewing deliverables, submitted by other Contractors, for compliance with NHI standards. The Contractor shall also perform ancillary responsibilities, including assisting NHI with accreditation processes, and developing and maintaining the NHI Style Guide and other instructional design guidance documents.

C.3.1.a Accreditation Processes

NHI was recognized as an accredited training provider by the IACET in 2008. In obtaining this accreditation, NHI is authorized to offer CEUs for its programs that qualify under the ANSI/IACET Standard. This accredited training may be used by highway industry professionals to maintain State issued Professional Engineer (PE), or other licenses. NHI is an approved provider of the American Institute of Certified Planners (AICP) certification maintenance (CM) credits for Planning and Freight series courses. Many State Departments of Transportation (DOT) require their bridge inspection team leaders and consultants to successfully complete NHI's bridge inspection training courses to fulfill a State's bridge inspection certification program and required regulations. NHI also maintains State-specific certifications in some subject areas. The Contractor shall assist NHI with maintaining accreditations and potentially seeking new ones. The Contractor shall communicate requirements related to accreditation to NHI staff and incorporate these requirements into NHI standards, guidelines and process documents.

C.3.1.b Training Standards of Practice and Guidance

The Contractor shall assist NHI TPMs with developing and maintaining training and instructional standards and guidelines based on adult learning theory and Government https://www.fhwa.dot.gov/resourcecenter/ requirements. NHI currently uses the ADDIE model as its instructional systems design (ISD) framework, with “ADDIE” being an acronym for the five phases of effective training – i.e., Analysis, Design, Development, Implementation and Evaluation. Standards and guidance may encompass, but are not limited to, training standards and style guides, references, sample materials for course developments, instructional standards and processes, delineation of Government requirements (particularly those related to 508 compliance), explanations of NHI processes, and forms and checklists to assist with understanding and reviews. Development of materials to support communication of developed standards and guidelines is also included.

Many of NHI’s current standards and guidelines are available via links at the bottom of the NHI website homepage. under “Resources for Instructors and Developers”.

C.3.1.c Training Needs Assessment

Needs assessment is the first step in the ADDIE process and is designed to determine program needs and best approaches for meeting learning objectives, considering multiple factors. The Contractor shall work with NHI TPMs and program and technical experts from FHWA and partner organizations to determine the best approaches for meeting specific training needs and business or operational goals. The team may draw on standard processes and checklists established for this purpose. Delivery methods are not limited to training courses, but also include job aids, micro-learning and other resources. Lifecycle costs and the ability of NHI customers to access the training are critical selection factors, as well as training quality. The results of the needs assessment guides the training design and development effort, whether those occur under this contract or under one of NHI’s other contracts. The Contractor may be asked to provide language that could be incorporated into other contract scopes of work, based on the needs assessment outcomes and resulting requirements for the end product and development process. The Contractor will often be the notetaker in needs assessment and project formulation meetings and maintain related documentation in NHI’s repositories.

C.3.1.d Training Design and Development (External)

Most of NHI’s new products are developed via other contracts (referred to hereafter as other or external contracts) that include highway industry technical expertise as well as training expertise, or include specialized training capabilities. In these instances, the Contractor under this contract (referred to hereafter as the Contractor), shall assist the TPM throughout the project lifecycle.

The Contractor may be asked to provide input to the scope-of-work, Government cost estimate and other pre-procurement documentation to accomplish the agreed upon objectives and deliverables.

NOTE: The Contractor is not permitted to propose on any work that they provided assistance in the development of, see Section H.11.

The Contractor shall take an active role in monitoring all aspects of the design and development conducted under other contracts for compliance with NHI and Government standards and guidelines, including 508 compliance. The Contractor shall participate when required in project meetings with the external Contractor, and shall raise any concerns or issues at the earliest possible point, either during the meeting as an advisor to the TPM or after the meeting as requested by the TPM. The Contractor may also be required to take and maintain notes from these meetings or perform other coordination functions. The Contractor shall also review all draft and final products and provide comments and feedback to the TPM, which may be conveyed to the external Contractor. The Contractor shall conduct user and system tests on new products prior to Government acceptance. The Contractor may be asked to lead discussions with the external Contractor to clarify NHI processes and requirements or to seek solutions to points of disagreement or issues which arise. The Contractor may also be asked to assist with administrative and management aspects of the external contract, such as scheduling meetings or tracking contract requirements and status. The Contractor may be required to communicate directly with external Contractors under the guidance and direction of the TPM.

NOTE: The TPM and COs have full discretion over external contracts and are the only individuals able to direct or make decisions about external contracts. In all instances, the Contractor under this contract works through and under the direction of the assigned NHI TPM in interactions with external Contractors.

C.3.1.e Training Design and Development (Under this Contract)

The Contractor may be asked to perform design and development of a new training product or to update an existing course. In these cases, technical expertise related to the highway industry subject-matter will be provided by FHWA or another source from outside of the contract.. The Contractor is responsible for quality control of all delivered products and for ensuring that products follow NHI standards and guidelines (See C.5).

C.3.1.f New Media Production Support

New media may be needed to support training products or other activities in support of NHI’s mission. Designated assignments may also include video and other new media production. New media may include screen casting, film, video, radio, digital and other forms. Requested services may include script writing and creative concept development, product development, copywriting, casting, voice-over, talent negotiations, shooting, editing, fulfilling 508 compliance requirements and other related services. Graphic design, animation and artistic services may also be required to support some projects.

C.3.2 Training Delivery Support

NHI delivers technical transportation training to tens of thousands of participants each year through ILT, WBT, and WCT and blended approaches. Additional methods of delivery may be created during the course of this contract. The Contractor provides numerous training delivery support functions.

C.3.2.a Administrative and Customer Service Support

The Contractor shall provide training delivery support including scheduling courses, invoicing for courses, ensuring the fulfillment and delivery of training materials, managing course material files and electronic repositories, monitoring course evaluations, providing registrar services, and fulfilling customer service requests within defined timeframes. The Contractor shall manage and maintain customer service request tracking tools and regularly report on customer service metrics. Numerous Contractor personnel regularly interface with the public and NHI customers and are expected to demonstrate strong customer service skills at all times, as well as requisite knowledge of NHI policies, in order to accurately answer questions and support customer needs.

The Contractor may be asked to develop training, support tools or processes, and to perform data analysis to support customer service processes carried out by the Contractor or federal employees. Contractor personnel supporting these functions use numerous program-specific information systems.

C.3.2.b Course Hosting and Technical Support

The Contractor shall provide technical support for all WCT that NHI provides, as well as any new formats that require support directly from NHI. WCT and other new forms of learning are expected to be a growing part of NHI’s business offerings. The Contractor shall also support logistics, communication and course management responsibilities for courses and training activities that NHI hosts from its facility (currently, Arlington, VA), from USDOT headquarters in Washington, DC, or potentially other locations. The Contractor shall provide technical support to NHI customers regarding all course offerings, though technical assistance is most frequently requested with WBT.

C.3.2.c Management of Instructor Development and Quality Program

Hundreds of instructors teach for NHI. Most instructors are either FHWA employees or associated with one of NHI’s other contracts. NHI requires completion of an instructor certification process for all instructors who have been actively teaching for a year or more. The certification process includes requirements to complete one of NHI’s instructor development courses. NHI also provides regular communication to instructors via a newsletter and instructor webinars. In addition, NHI provides instructional expertise and resources to the rest of the FHWA for employees who instruct in many different capacities. The Contractor shall support all of these activities in their current form or as they evolve into new methods of maintaining quality instruction for NHI courses and across FHWA.

The Contractor, under this contract, shall provide expertise in the area of course instruction and provide various related services to manage NHI’s current and future instructor programs. The Contractor shall stay up-to-date on industry trends and best practices regarding course instruction methods. The Contractor shall assist NHI with maintenance of existing and creation of new courses and resources for instructors and may be asked to instruct related courses. The Contractor may be asked to develop learning frameworks or competency programs for instructor development. The Contractor shall maintain NHI instructor records and periodically generate reports that draw on these records.

The Contractor shall monitor performance of individual NHI instructors based on defined thresholds and criteria by reviewing performance indicators from participant and host evaluations and feedback from course observers. The purpose of this monitoring is to identify any areas for correction so that they may be addressed. The Contractor may be asked to help develop and maintain these criteria and thresholds based on instructional theory and practical experience. The Contractor may be asked to observe instructors while teaching to diagnose problems and/or provide coaching.

The Contractor shall also support the instructor certification processes in a number of ways, including: by providing Master Trainers who have expertise and experience in adult instruction to observe, coach and evaluate new instructors based on defined criteria; by managing requests for instructor certification and providing related customer service; by managing Master Trainer records and fulfilling Master Training observation requests; by assisting NHI with developing criteria and processes for instructor certification and for Master Trainer observations and drafting related documentation and communication; and by developing tools to assist with these processes.

C.3.3 Management of a Training Program

C.3.3.a Course and Program Evaluation Support

Evaluation is critical for measuring individual learning and the overall quality of a training program. NHI currently measures participant learning in each of its courses using the Kirkpatrick evaluation framework at Level II, which requires testing of a participant’s mastery of course materials. The Contractor shall work with NHI TPMs and other Contractors define appropriate tests of participant learning for each course and may develop testing mechanisms. NHI also conducts surveys of course participants, hosts, and customers who contact the organization for support. The Contractor shall help develop evaluation methods, frameworks and tools to support business goals. It shall also help NHI manage course and program evaluation data and processes.

C.3.3.b Curricula Review and Management

The Contractor supports NHI in managing a curriculum of over 350 active courses. This catalog may continue to grow during the contract period-of-performance. The Contractor may be asked to periodically review aspects of the catalog or specific courses. Such reviews may entail reviewing course information for the entire catalog to identify specific issues or looking more in-depth at specific courses or groups of courses. The purpose of reviews may vary. The Contractor also plays an active role in supporting NHI in maintaining the quality of existing courses. The Contractor shall assist NHI in reviewing participant evaluations and feedback from instructors to identify problems in courses and potential remedies.

C.3.3.c Course Content Management

The Contractor assists NHI with maintaining all course records in electronic repositories. This includes management of all course files and materials and version histories. It includes maintaining metadata and other information necessary to catalog records. The Contractor may also assist NHI with writing and maintaining course descriptions and information about the courses that display to the public on NHI’s website. Content may be managed through multiple systems and platforms.

C.3.3.d Product Testing and Trouble Shooting

The Contractor shall assist NHI with testing new products on NHI systems and organizing user acceptance testing if requested. In addition, periodically, upgrades take place to NHI’s content management and learning management platforms. The Contractor shall assist NHI with monitoring upgrade activities and assessing potential or actual impacts to NHI courses and delivery systems. The Contractor may be asked to monitor the impacts of software and system upgrades as they occur, frequently outside of normal business hours. The Contractor shall work with NHI and other Contractors to generate potential solutions to problems, and may be involved with implementing solutions. The Contractor shall also assist with testing other software upgrades to assess their potential impact to NHI operations. Finally, the Contractor shall assist NHI customers with technical challenges that they encounter with NHI courses, particularly with running NHI web-based trainings.

C.3.3.e Section 508 Compliance Support

The Contractor shall assist NHI with serving customers with special needs and meeting Sections 504 and 508 of the Rehabilitation Act. The Contractor shall maintain awareness of compliance requirements, as well as tools and practices for achieving and testing for compliance. The Contractor may be asked to advise and support NHI in the development of procedures and practices for achieving requirements and making its products accessible to a wide audience, including those with special needs. The Contractor may be asked to test products and/or update products to meet related standards.

C.3.3.f Research and Awareness of New Tools, Trends in the Training Industry and Instructional Methodology

The Contractor is expected to maintain awareness of training industry trends, best practices, new methodologies and tools, at their own cost, in order to advise the Government and to develop quality products. The Contractor may also be asked to perform research on new tools or techniques and/or to participate in training industry forums in support of the Government.

C.3.3.g Marketing and Communication Support

Effective marketing and communication practices are critical to achieving the program mission.

NHI’s website is an essential means of reaching out to a broad cross section of people and organizations that have an interest in transportation industry training, and it serves as an e-commerce site allowing purchases of training and materials. NHI also markets through electronic newsletters, special promotions, participation in selected trade shows, informational materials, internal and external presentations, outreach to partners, articles in trade journals, and other means. Marketing methods may change over time. Marketing services provided by the Contractor may include, but are not limited to, market analysis and assistance with determining the best approaches for reaching the target audiences, message development and testing, other technical writing, editing, website analytics, website-content development, and graphic design.

Branding assistance may be requested from the Contractor as well. Providing professionally written and designed documents is an important part of the overall outreach effort. The content for some products may be produced by other sources, but assistance may be needed with editing and or graphic design work. Products will also need review/editing to ensure compliance with NHI and Government requirements.

C.3.3.h Systems Support

The Contractor supports NHI’s specialized Information Technology (IT) systems, including those for learning and content management, web and video conferencing, the external facing website, business management, and interfaces that allow NHI to operate its training program.

Systems include those that help NHI run its internal operations as well as those that support the training program. The Contractor assists NHI with IT strategy and research, fulfillment of Government IT requirements, diagnosis of problems and trouble-shooting, configuration management, creating change requests, testing system changes, responding to customer service calls related to NHI systems issues, maintenance of IT records, data management and migration, communicating IT issues and other related services. The Contractor maintains IT standard operating procedures and system documentation. The Contractor provides support to NHI’s customers with NHI System related customer service issues, including password resets and more complex requests. The Contractor provides many of these functions in coordination with other DOT personnel and other Contractors. The Contractor is not responsible for desktop support or management of DOT provided equipment and software; these services are provided by separate contract.

C.3.3.i Data Analysis and Business Process Improvement

The Contractor performs complex data analysis, requiring manipulation of large quantities of data from data bases; business analysis; process improvements and support for implementing process improvements involving office and training program procedural changes as well as system tools and configurations.

C.3.4 General Administrative, Office and Conference Center Support

General administrative and office support provided by the Contractor includes, but is not limited to, administrative support to the staff, office reception, data entry, financial assistance, travel management, assistance with de-obligations of completed contracts and task orders, generation of purchase requests, file and records management, facilities and equipment management, supply management, and other general office support. This also includes administrative services necessary to support NHI’s conference facility, which currently includes four conference rooms that seat 30-48 participants each. Contractor responsibilities include scheduling and ordering support, customer service, maintenance of common spaces, equipment management, set up of tables and equipment and other related services.

C.3.5 Support to Other FHWA Offices and Programs

Other FHWA offices and programs may use this contract vehicle to obtain services covered under the preceding tasks. Contractor personnel may be required to be stationed in major FHWA field offices across the country and/or to perform work from remote locations.

C.4 REQUIREMENTS FOR IMPLEMENTING SECTIONS 504 AND 508

STANDARDS

NHI adheres to the requirements of Section 504 and 508 compliance in its training development and delivery efforts. NHI and its Contractors must, to the greatest degree possible, meet all accessibility needs of its participants. While it is not feasible to anticipate every situation and every learner's needs, putting forth a best effort is mandatory. Task order language will provide additional specifics on the requirements for each deliverable.

Section 504 applies to accessibility for all participants in training classes. These requirements specifically address classroom settings, course materials, and accommodations for special needs.

Section 508 of the Rehabilitation Act requires that Federal agencies provide access to electronic information and data to people with disabilities that is comparable to people without disabilities.

These requirements apply to electronic media, such as Web postings, Web sites, computer simulations, and videos.

Some of the deliverables to be developed under this contract are subject to the requirements of Sections 504 and 508 of the Rehabilitation Act of 1973, as amended. Unless otherwise indicated, by submission of their proposal and acceptance of award, the Contractor represents that all required 504 and 508 compliance requirements will be met.

Contractors shall provide documentation of testing of all electronic materials and submit proof of compliance testing (results, reports, etc.). This documentation shall accompany the submitted final deliverables. The Government is not responsible for providing Section 508 guidance and training. The Government will be using the checklists in Section J to test for 508 compliance.

Vendors can view Section 508 of the Rehabilitation Act (http://www.access-board.gov/508.htm) and the Federal IT Accessibility Initiative (Home Page) (http://section508.gov/) and standards at https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards for detailed information.

The following paragraphs summarize the requirements for preparing FHWA reports in conformance with Section 508 for eventual posting by FHWA to an FHWA-sponsored website.

If you have further questions, please contact the FHWA Contracting Officer’s Representative

(COR).

Electronic documents with images Provide a text equivalent for every non-text element in all publications prepared in electronic format. (For every non-text element, include an Alt Text description of the element.)

• An image that is merely decorative may require only a brief text-equivalent description.

If the image conveys information that is important to the content of the report, then text sufficient to reasonably describe that image and its purpose within the context of the report must be provided.

• Text ascribed to photographs should provide as much descriptive information as possible as to meet Section 508 compliance requirements, e.g., date, location, description, and other necessary information.

• Video with narration or instructive voice must be closed-captioned.

• All HTML deliverables must conform to "Minimum Requirements for FHWA Web

Pages." See www.fhwa.dot.gov/wpcz/minimum.htm.

For specific standards pertaining to the delivery type, see the appropriate appendices referenced in the NHI Style and Standards Guide and NHI Web-based Training Standards Guide.

http://www.access-board.gov/508.htm http://section508.gov/ https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards

Electronic documents with complex charts or data tables When preparing documents with complex charts or data tables, provide enough alternate information so that assistive technologies can read them aloud.

• Identify row and column headers for data tables.

• Provide the information in a non-linear form.

• Associate data cells and header cells for data tables that have two or more logical levels of row or column headers

Electronic documents with forms When electronic forms are designed to be completed on-line, the form shall allow people using assistive technology to access the information, field elements, and functionality required for completion and submission of the form, including all directions and cues.

Note: The standards do not require the installation of specific accessibility-related software or the attachment of an assistive technology device, but merely require that the EIT be compatible with such software and devices so that it can be made accessible if so required by the agency in the future.

C.5 NHI STANDARDS AND STYLE GUIDES

Development Standards

All work performed under this contract shall meet, as appropriate, the applicable performance standards below or as modified over time and posted to the NHI website:

• The contractor shall follow the requirements outlined in “Developing an NHI Course” which provides links for the current Styles and Standards Guides for the various delivery formats.

• Section 508 Checklist for MS Word Documents (J.4)

• Section 508 Checklist for PDF Documents (J.5)

• Section 508 Checklist for PowerPoint Documents (J.6)

C.6 MONTHLY PROGRESS REPORT

The Contractor shall furnish an electronic copy of a monthly progress report to the Contract Specialist (CS) and the COR, with each monthly invoice, but no later than the 10th of the month following the calendar month being reported.

Each report shall contain concise statements covering the activities relevant to the statement of work, including:

A. Summary level for all tasks under the contract that includes as a minimum:

1. A description of any task order problem(s) encountered or anticipated that will affect the completion of the requirement within the time and fiscal constraints as set forth in the individual task order(s), together with recommended solutions to such problems; or, a statement that no problems were encountered.

https://www.nhi.fhwa.dot.gov/resources/intro_developing.aspx

2. Any contract improvement recommendations.

3. Any task order improvement recommendations.

4. A listing of all invoices, invoice amounts, and the task order balance (and any projected funding needs).

Contract Number

Task Order Number

Task Name Issue Proposed Resolution

Task Order Improvement Recommendation

B. Summary on a task by task basis for all work under each specific task order that includes:

1. A clear and complete account of the work performed on each task and an outline of the work to be accomplished during the next report period.

2. A chart showing expenditures and funding balances:

The Contractor shall maintain a file of contract/task order records and reports for this contract on a Government SharePoint site or other data repository specified by the COR. Information on the site shall include, but shall not be limited to:

• Monthly financial report

• Monthly progress reports

• Task order financial status report

• Task order progress report

• An up-to-date Contractor team roster

• A list of major tasks, milestones, deadlines and completion status

• Customer service report

• Ad hoc contract-related reports as requested by the CO, COR, or TPM.

• Records of meetings with the COR and TPM.

• Other contract items determined to be beneficial.

Note: Individual task orders may require additional monthly reporting requirements. If so, that information will be delineated in the Task Order.

Note: If there are no active task orders, the Contractor shall submit a monthly statement indicating that there are no active task orders in lieu of the documentation contained above.

C.7 ANNUAL PROGRESS REPORT

The Contractor shall furnish 1 electronic copy (in MS Word 2016 or Adobe Acrobat) of a letter-type annual report to the CS and to the COR on or before 30 calendar days before the end of each contract year. The annual report shall contain the following:

(a) A discussion of the activities conducted during the period being reported.

(b) A brief narrative commenting on performance during the reporting period for each of the following areas:

(1) Quality of Product/Service

(2) Schedule

(3) Cost Control

(4) Business Relations

(5) Management of Key Personnel

(6) Utilization of Small Businesses

(7) Other

The annual report will be used by the COR as part of the annual performance review.

SECTION D - PACKAGING AND MARKING

D.1 PACKAGING

Preservation, packing, and packaging of items for shipment shall be in accordance with best commercial practices and adequate for acceptance by common carrier for safe transportation at the most economical rates.

The Contractor shall clearly mark each shipment with the company name, the contract number, task order number (if applicable), and as appropriate the item identification, quantity of items, and notice of partial or final delivery.

Ship to: Federal Highway Administration

National Highway Institute 1310 North Courthouse Road, Suite 300 Arlington, VA 22201

Marked for: [ Insert COR’s Name]

SECTION E – INSPECTION AND ACCEPTANCE

E.1 ACCEPTANCE

All work hereunder shall be subject to review by the Government. The COR as specified in each notification letter at the contract and task order level, is responsible for inspection and acceptance of all incoming shipments, documents, and services.

52.246-4 Inspection of Services - Fixed-Price. (AUG 1996)

52.246-6 Inspection - Time-and-Material and Labor-Hour. (MAY 2001)

SECTION F – DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

The period of performance for ordering under this contract is five (5) years from the effective date on the contract. In no event shall the total contract performance period exceed five-years without written authorization from the CO.

Task orders may be issued up to the final day within the period of performance provided that they can be completed within 12 months past the end of the period of performance. There are no option periods under the contract; however, options may be used for task order performance.

F.2 PLACE OF DELIVERY

The Contractor shall submit interim and final deliverables electronically to the COR. The Contractor shall include the contract number (and task order number if appropriate) in the email for each deliverable. The Government may request the Contractor to include specified keywords in the subject line of emails containing deliverables. Additionally, the Government may request the Contractor to submit deliverables to an electronic repository as specified by the COR.

F.3 PLACE OF PERFORMANCE

The location of work performed under this contract will be specified in each task order.

F.4 DELIVERABLE/DELIVERY SUMMARY

For task orders issued under this contract, specific deliverables and due dates will be specified in the task order documents. Below is a general guide for the anticipated deliverables under the contract.

Deliverable Frequency Number of Copies Medium/Format Submit To

Progress Reports Section C.6

Monthly, submitted by the 10th of the month following the month reported.

One electronic copy

Electronic copy in either MS Word or Adobe Acrobat formats.

COR and CS

Annual Reports Section C.7

Annually, on or before 30 calendar days before the end of each contract year

One electronic copy

Electronic copy in either MS Word or Adobe Acrobat formats.

COR and CS

F.5 TASK ORDER DELIVERABLES

Task orders will identify specific deliverables and performance standards required in the performance of each order.

F.6 CLAUSES INCORPORATED BY REFERENCE

52.242-15 Stop-Work Order. (AUG 1989)

52.242-17 Government Delay of Work. (APR 1984)

52.247-34 F.O.B. Destination. (NOV 1991)

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 PAYMENT

For each FFP task order, the Government shall pay the Contractor for the prices delineated in each task order. Payment shall be made upon review and written acceptance of the FFP deliverable(s) by the Government.

For each LH or T&M task order, the Contractor may request payment no more than monthly, for work performed during the preceding reporting period. The Contractor shall provide sufficient detail, including fully burdened labor rates and hours worked, to support the invoice.

The Contractor shall not accrue costs in excess of the amount funded under a LH or T&M task order. Any work performed in excess of the amount funded is at the Contractor’s own risk.

Note: For each T&M task order, allowable materials costs, including travel expenses shall be reimbursed at cost. Inclusion of indirect burden amounts or fee on material costs, including travel expenses, is not allowable.

G.2 NOTIFICATION OF EXPENDITURE OF FUNDS

The Contractor shall notify the CS and COR in writing, within 5 calendar days, when costs incurred exceed 75% of the obligated funds on a LH or T&M line item or task order.

G.3 TRAVEL AND PER DIEM

Travel (other than local) may be expected to occur throughout the duration of the contract and must have the advance written approval of the COR.

The Contractor shall invoice in accordance with FAR 31.205-46, Travel Costs, and Federal Travel Regulations, and must submit documentation of all travel costs.

Travel requirements under this contract shall be met using the most economical form of transportation available. All travel shall be scheduled sufficiently in advance to take advantage of offered discount rates, unless authorized by the CO.

The following website provides information on current Per Diem rates:

http://www.gsa.gov/portal/category/100120 http://www.gsa.gov/portal/category/100120

G.4 SUBCONTRACTS – ADVANCE NOTIFICATION AND CONSENT

Under this contract, the requirement of FAR 44.2, Consent to Subcontracts, has been fulfilled for the following subcontracts:

[APPROVED SUBCONTRACTOR NAME – to be completed by CO at award]

Any future change or revision to the Statement of Work or other applicable aspects of this contract shall include the subcontract(s) only to the extent that performance of the subcontract(s) is directly affected by the change or revision.

G.5 INVOICES

Invoices shall not be sent prior to acceptance of the deliverable or the services being billed.

All invoices and required supporting documents shall be sent via e-mail to the following e-mail address:

9-AMC-AMZ-FHWA-Invoices@faa.gov, and other recipient(s) (if applicable) as directed by the

COR.

(a) Include the invoice as an attached PDF document

(b) Include in the e-mail subject line the following:

(1) Invoice No.

(2) Contract Number

(3) Name of your Company/Organization

(4) Attention: Contract Specialist

Example: Invoice No. 35 – 693JJ318D0000X – Contractor Name

– Attention: [Insert Contract Specialist Name]

If the invoice and supporting documents exceed 8 MB as an e-mail attachment, the Contractor must select one of the other submission options presented below:

Invoices submitted via an overnight service must use the following physical address:

MMAC

FHWA/AMZ-150

6500 S. MacArthur Blvd Oklahoma City, OK 73169 Attention: [Insert Contract Specialist Name] Express Delivery Point of Contact: Lead Accounting Technician

Invoices may be submitted via regular U.S. Postal Service to the following address:

Federal Highway Administration Invoice Processing P.O. Box 268865 Oklahoma City OK 73126-8865 Attention: [Insert Contract Specialist Name] mailto:9-AMC-AMZ-FHWA-Invoices@faa.gov

An invoice submitted to an address other than those identified will be returned to the vendor as non-conforming.

G.6 TECHNICAL DIRECTION

Performance of the work under this contract is subject to the Technical Direction of the COR.

The Contracting Officer may also appoint a task order Contracting Officer’s Representative (TOCOR) to provide Technical Direction related to specific task orders under this IDIQ contract.

The term “Technical Direction” is defined to include, without limitation, the following:

(a) Direction to the Contractor which redirects the efforts, shifts work emphasis between work areas, requires pursuit of certain lines of inquiry, fills in details or otherwise serves to accomplish the statement of work;

(b) Provision of information to the Contractor that assists in the interpretation of drawings, specifications or technical portions of the work description; and,

(c) Review and approval/rejection of technical reports, drawings, specifications and technical information to be delivered by the Contractor.

All Technical Direction must be within the general scope of work stated in the contract and task order. The COR and TOCOR do not have the authority to and may not issue any Technical Direction that:

(a) constitutes an assignment of additional work outside the general scope of the base contract;

(b) constitutes a change as defined in the base contract clause entitled “Changes”;

(c) in any manner causes an increase or decrease in prices set forth in Section B; or

(d) changes any of the expressed terms, conditions or specifications of the contract.

All Technical Direction must be issued in writing, or shall be confirmed in writing by the COR or TOCOR (as applicable) within 3 working days after issuance. The Contractor shall proceed promptly with the performance of duly issued Technical Directions. However, if in the opinion of the Contractor, the direction issued by the COR or TOCOR is within one of the prescribed categories in (i) through (vi) above, the Contractor shall not proceed, but shall notify the Contracting Officer in writing, within 3 working days after receipt of any such direction. The Contracting Officer will determine if the Technical Direction is proper, or if a contract modification would be required to properly implement the direction. Failure of the parties to agree upon the nature of the direction or upon the contract action to be taken with respect thereto shall be subject to the clause included in Section I entitled “Disputes.”

G.7 CONTRACTING OFFICER’S REPRESENTATIVE AND TASK ORDER COR

(a) The Contracting Officer is the only individual authorized to enter into or terminate this contract, modify any term or condition of this contract, waive any requirement of this contract, or accept nonconforming work delivered under this contract.

(b) The Contracting Officer has designated __(to be completed by CO at award)___ as the Contracting Officer’s Representative (COR) for this award. The COR’s responsibilities shall include technical monitoring of the Contractor’s performance on the overall contract award and inspecting and accepting deliveries under the contract. The COR will be appointed in writing, at which time ALL of the responsibilities of the COR shall be detailed, and a copy of the appointment memorandum shall be furnished to the Contractor.