693JJ319R000017_6-18-2019.pdf

U.S. Department of Transportation

RFP No. 693JJ319R000017

Combined Synopsis/Solicitation for “Summer Transportation Internship Program for Diverse Groups (STIPDG)”

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart

12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation (SF1449) will not be issued.

The solicitation number is 693JJ319R000017. The solicitation is issued as a request for proposal (RFP).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-01, effective December 20, 2018.

This procurement is a full and open competition. The North American Industry Classification System (NAICS) code for this procurement is 541618 (Other Management Consulting Services); the small business size standard is $15 Million.

This combined synopsis solicitation contains twenty-five (25) firm-fixed price contract line items and twenty (20) time and materials contract line items in section B Schedule of the solicitation.

The objective of this requirement is to support the U.S. Department of Transportation, and its sub-agencies, by providing qualified women, persons with disabilities, and members of diverse groups with summer employment opportunities in transportation, where these groups have been traditionally under-represented.

A more detailed description of requirements, dates and place of performance are provided in the attached solicitation document. The Free on Board (FOB) point and acceptance point for deliverables are destination.

The provisions at 52.212-1 Instructions to Offerors–Commercial Items applies to this acquisition; an addenda to 52- 212-1 is provided in the attached solicitation document.

The provision at 52.212-2 Evaluation–Commercial Items applies to this acquisition; an addenda to 52-212-2 is provided in the attached solicitation document

Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications– Commercial Items, with its offer. If the offeror’s annual representations and certifications are current in the U.S.

Government System for Award Management (SAM), the offeror may merely state that the offeror’s representations and certifications are available through SAM in lieu of submitting the annual representations and certifications as part of the offeror’s proposal.

The clause 52.212-4 Contract Terms and Conditions–Commercial Items applies to this procurement. An addenda to 52-212-4 is provided in the attached solicitation document.

The clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders– Commercial Items, applies to this acquisition; additional Federal Acquisition Regulation (FAR) and other clauses applicable to this acquisition are included in the attached solicitation document.

Defense Priorities and Allocation System (DPAS) does not apply to this acquisition.

Questions regarding this solicitation shall be submitted in electronic format to the contract specialist at HCFA-32SRI@dot.gov, not later than 10:00 AM Eastern Time (ET), July 1, 2019.

Proposals shall be submitted in electronic format to the contract specialist at HCFA-32SRI@dot.gov not later than 10:00 AM ET, July 18 2019.

mailto:HCFA-32SRI@dot.gov

TABLE OF CONTENTS

SECTION TITLE PAGE No.

Cover Page Combined Synopsis/Solicitation for “Summer

Transportation Internship Program for Diverse Groups”

B SCHEDULE

C CONTRACT CLAUSES

D CONTRACT DOCUMENTS, EXHIBITS, OR

ATTACHMENTS

E SOLICITATION PROVISIONS

SECTION B – SCHEDULE

B. 1 SCHEDULE OF SERVICES

The Contractor shall furnish all non-personal services necessary to provide the Federal Highway Administration (FHWA) with a “Summer Transportation Internship Program for Diverse Groups,” as described in Section B.2 below.

This is a hybrid Firm-Fixed-Price (FFP) and Time and Materials (T&M) contract. This contract will include four (4) option years.

The maximum potential value of this contract including option Contract Line Items (CLINs) is

CLIN Tasks-Base Type Price

(to be completed by offeror)

00001 Task A – Contract Management FFP $

00002 Task B – Program Administration & Management

FFP $

00003 Task C – Program Documentation and Reporting

FFP $

00004 Task D-Intern Services FFP $

00005 Travel T&M NTE $44,240

00006 Other Direct Costs (ODC’s) (Housing, Stipends etc.)

T&M NTE $1,073,033

00007 Optional Task E-Event Support FFP $

00008 Optional Task E – Travel T&M NTE $25,000

00009 Optional Task E - ODC’s (Venue etc.) T&M NTE $5,000

Total Base $

CLIN Tasks-Option Year 1

00010 Optional CLIN: Task A – Option Year 1 Contract Management

FFP $

00011 Optional CLIN: Task B – Option Year 1 Program Administration & Management

FFP $

00012 Optional CLIN: Task C – Option Year 1 Program Documentation and Reporting

FFP $

00013 Optional CLIN: Task D- Option Year 1 Intern Services

FFP $

00014 Optional CLIN: Option Year 1 Travel T&M NTE $45,717

00015 Optional CLIN: Option Year 1 ODC’s (Housing, Stipends etc.)

T&M NTE $1,081,613

00016 Optional CLIN: Task E- Option Year 1 Event Support

FFP $

00017 Optional CLIN: Task E - Option Year 1 Travel T&M NTE $25,450

00018 Optional CLIN: Task E - Option Year 1 ODC’s (Venue etc.)

T&M NTE $5,000

Total Option Year 1

CLIN Tasks-Option Year 2

00019 Optional CLIN: Task A – Option Year 2 Contract Management

FFP $

00020 Optional CLIN: Task B – Option Year 2 Program Administration & Management

FFP $

00021 Optional CLIN: Task C – Option Year 2 Program Documentation and Reporting

FFP $

00022 Optional CLIN: Task D- Option Year 2 Intern Services

FFP $

00023 Optional CLIN: Option Year 2 Travel T&M NTE $47,238

00024 Optional CLIN: Option Year 2 ODC’s (Housing, Stipends etc.)

T&M NTE $1,098,538

00025 Optional CLIN: Task E- Option Year 2 Event Support

FFP $

00026 Optional CLIN: Task E - Option Year 2 Travel T&M NTE $25,914

00027 Optional CLIN: Task E - Option Year 2 ODC’s (Venue etc.)

T&M NTE $5,000

Total Option Year 2

CLIN Tasks-Option Year 3

00028 Optional CLIN: Task A – Option Year 3 Contract Management

FFP $

00029 Optional CLIN: Task B – Option Year 3 Program Administration & Management

FFP $

00030 Optional CLIN: Task C – Option Year 3 Program Documentation and Reporting

FFP $

00031 Optional CLIN: Task D- Option Year 3 Intern Services

FFP $

00032 Optional CLIN: Option Year 3 Travel T&M NTE $48,805

00033 Optional CLIN: Option Year 3 ODC’s (Housing, Stipends etc.)

T&M NTE $1,116,043

00034 Optional CLIN: Task E- Option Year 3 Event Support

FFP $

00035 Optional CLIN: Task E - Option Year 3 Travel T&M NTE $26,391

00036 Optional CLIN: Task E - Option Year 3 ODC’s (Venue etc.)

T&M NTE $5,000

Total Option Year 3

CLIN Tasks-Option Year 4

00037 Optional CLIN: Task A – Option Year 4 Contract Management

FFP $

00038 Optional CLIN: Task B – Option Year 4 Program Administration & Management

FFP $

00039 Optional CLIN: Task C – Option Year 4 Program Documentation and Reporting

FFP $

00040 Optional CLIN: Task D- Option Year 4 Intern Services

FFP $

00041 Optional CLIN: Option Year 4 Travel T&M NTE $50,419

00042 Optional CLIN: Option Year 4 ODC’s (Housing, Stipends etc.)

T&M NTE $1,134,073

00043 Optional CLIN: Task E- Option Year 4 Event Support

FFP $

00044 Optional CLIN: Task E - Option Year 4 Travel T&M NTE $26,391

00045 Optional CLIN: Task E - Option Year 4 ODC’s (Venue etc.)

T&M NTE $5,000

Total Option Year 4

Total ALL CLINS $

B.2 BACKGROUND

The U.S. Department of Transportation’s (DOT) FHWA manages an annual Summer Transportation Internship Program for Diverse Groups (https://www.fhwa.dot.gov/education/stipdg.cfm). For over two decades, the STIPDG has served as a succession-planning tool in providing a pool of qualified candidates to fill mission critical occupations in the DOT/FHWA. The intent of the STIPDG is to provide underrepresented groups such as women; persons with disabilities1; and racially and ethnically diverse individuals with summer employment opportunities in the field of transportation.

The 10-week STIPDG provides undergraduate, graduate and law students with opportunities to sharpen their research, written, and oral presentation skills while receiving hands-on work experience. Interns participate in field trips to National transportation projects and facilities, conferences, workshops, decision-making meetings, special events specific to their work assignments, and a DOT Career Fair specifically for STIPDG participants.

The STIPDG is managed by the FHWA’s Office of Innovative Program Delivery (OIPD).

Although the duration of the STIPDG is 10 weeks, beginning the first week of June and ending the second week of August, a full year of administrative and planning efforts by the FHWA and the selected Contractor precedes each summer program. The Contractor provides non-personal, professional support services to OIPD by administering and facilitating the program. The STIPDG interns are not Federal employees and do not serve in Federal positions. The Contractor obtains the services of the interns who will complete on-the-job training assignments under the daily direction of Federal or State Government employees who serve as mentors. The interns are paired with these mentors and their respective assignments based on their majors and areas-of-interest.

Each year, the STIPDG and its formal application are publicly advertised by OIPD from October

– January, with the application deadline ending in January. After the announcement period, the applications are evaluated by OIPD. Ongoing selections and notifications to interns are made throughout the Spring months.

B.3 OBJECTIVE

The objectives of this contract are:

1. To provide eligible college/university students with hands-on experience and on-the-job training while working on current transportation-related topics and issues;

2. To offer intern participants an opportunity to gain valuable professional experience and develop skills that will complement their academic pursuits, strengthen their understanding of the transportation industry and prepare them for future public service opportunities; and

3. To support the U.S. Department of Transportation, and its sub-agencies, by providing qualified women, persons with disabilities, and members of diverse groups with summer employment opportunities in transportation, where these groups have been traditionally under-represented.

1 “disabilities” shall be defined as set forth in the ADA Amendments Act of 2008 https://www.fhwa.dot.gov/education/stipdg.cfm

B.4 SCOPE OF WORK

The Contractor shall be responsible for the daily management and administration of the STIPDG by: (1) managing and coordinating the housing and travel logistics of up to 100 college interns (specific number of student interns will be finalized each year no later than the first week of May); (2) coordinating and providing academic and professional development training sessions and field trips; (3) keeping an accurate record of intern and mentor information; (4) acting as interns’ and mentors’ primary point-of-contact, (5) setting and communicating STIPDG guidelines and expectations to both interns and mentors, and (6) providing FHWA with program-related data and reports.

The Contractor shall use contract funds for products or services that will directly benefit the interns and cover authorized expenses that students incur during their internship. Examples of acceptable products and/or services include: stipends (salaries), housing, travel/transportation, workshops, seminars and field trips; and other logistical support; including reasonable accommodations for persons with targeted disabilities2. Reasonable accommodations are defined as any adjustments within a work or housing site that allow an otherwise qualified employee or student with a disability to perform the necessary tasks required.

B.5 DELINEATION OF TASKS

Task A. Contract Management

The Contractor shall attend a kick-off meeting with the Contracting Officer’s Representative (COR) and other FHWA staff as appropriate. The purpose of the kick-off meeting is to discuss the Contractor’s technical approach to meeting the contract requirements and objective in order to ensure that desired outputs and outcomes are understood and achieved. Prior to the kick-off meeting, the Contractor shall submit to the COR a proposed meeting agenda. At the kick-off meeting the Contractor shall discuss the approach to meeting the project schedule and how the tasks will be completed to meet the timetable outlined in the deliverables schedule. Following the kick-off meeting, the Contractor shall submit a meeting summary that captures the discussion of the kick-off meeting.

The Contractor shall provide weekly briefings to the COR on the status of administrative and STIPDG planning activities. The briefings will be held via telephone or in person at the discretion of the COR. The Contractor shall follow up these weekly briefings with an email summary to document what was discussed orally. The Contractor shall also submit monthly progress reports in accordance with Section B.6.

2 “targeted disabilities” shall be defined as set forth on the form for self-identification of disability, Standard Form 256 (SF 256), issued by the Office of Personnel Management, or any replacements, updates, or revisions thereto.

Task B. Program Administration and Management

The Contractor shall:

1. Provide a Program Manager. This individual (or his/her designee) shall: 1) provide daily administrative management of intern and mentor assignment activities; 2) receive and handle all calls and inquiries from the COR; 3) provide guidance, answer questions, and resolve problems; and 4) respond to inquiries within one (1) business day of receipt.

2. Serve as the 24-hour emergency contact during the summer operation periods of the

STIPDG (June-August, annually), and be responsible for continuously securing and maintaining all emergency contact information for all interns in the STIPDG. This requirement shall be met by an actual person(s); not by voice mail, answering service, or answering machine. This individual(s) shall be on-call, and shall respond to all intern-related emergencies, including, but not limited to, medical and personal emergencies.

Medical and personal emergencies shall be defined as situations involving one of the following:

• Immediate threats to life, health, property or environment;

• Already caused loss of life, health detriments, property damage or environmental damage; and/or

• Incidents having a high probability of escalating to cause immediate danger to life, health, property or environment

3. Prepare and distribute Mentor Guidelines (Guidelines) to all STIPDG mentors. The Guidelines shall state the responsibilities of mentors for the duration of the program, including a list of “do’s” and “don’ts”. The Guidelines shall also include the Contractor’s designated points of contact, should mentors have any questions related to their responsibilities. Mentor Guidelines shall be finalized by April 30 of each year, but the Contractor shall submit a draft version to the COR by March 31 of each year in order to allow adequate time for review and/or approval. The COR will provide the mandatory changes or approval within fourteen (14) days after receipt. An amended final version will be due to the COR within seven (7) days from the date that the COR returned the list of mandatory changes to the Contractor.

4. Coordinate and facilitate Mentor Orientations (Orientations) for all STIPDG Mentors located both regionally and in DOT Headquarters. The Orientations shall explain the Guidelines prepared as part of Task A.3 and emphasize the responsibilities of mentors for the duration of the program. The Orientations shall also include a program overview and the Contractor’s designated points of contact. The Orientations shall also include an overview of important dates to remember, a review of the intern assessment requirements, and academic expectations of STIPDG interns. Mentors located in the Washington, DC area shall be in one facility, while the field mentors shall be connected via virtual teleconference or web conference. Mentors from field locations may participate in the Orientation session for DOT Headquarters, if that session better fits their schedules, and vice versa. These mentor meetings shall occur no later than May 15th of each year.

5. Coordinate all correspondence with STIDG applicants throughout the application process, which may include, but is not limited to, notifying applicants if their application materials have been received, requesting any missing information from applicants (as necessary), providing applicants with status updates, informing applicants whether or not they have been selected for the program, answering any application related questions, etc.

6. Serve as a liaison between interns and COR, which includes attending any meetings or other events as directed by the COR.

Task C. Program Documentation and Reporting

1. Collect internship candidate applications via an online application portal for all interested candidates. Applications for the Internship Program are to be accepted from October 1 – January 31. Students must have the option to apply online. The application shall collect the following information:

• Name, Gender, Citizenship Status, Date of Birth, Permanent Address, Current

Address, Primary email, Secondary email, Current Phone Number, Mobile Phone Number, Emergency Contact Information, Academic Status and Year, Grade Point Average, Diversity Survey Information, Veteran’s Status, Designation of Disability, and License to Drive;

• Preference in Transportation-Related Interest Areas (Top 3);

• Preferences of Geographical Locations (Top 3);

• Copy of the most recent Transcript/Grade Record/Report;

• At least one written reference (with comments) from a department chair, professor, advisor, employer using the attached 1-page Reference Form;

• Current 1-page Resume, reflecting work experience, volunteerism, awards, leadership, and extra-curricular activities;

• For Undergraduate Students: A typed essay, one-page, double-spaced, minimum 12-point type, on your transportation interests, describing how your participation in the STIPDG will enhance your educational and career plans and goals;

• For Graduate Students: A writing sample representing educational and career plans and goals;

• For Law Students: A Legal Writing Sample; and

• Application which must conform to the FHWA Privacy Policy.

Application packages must include all submitted information and documentation and will be transferred to FHWA at the conclusion of the application period. Only packages that include the necessary information and documentation for participation will be considered “complete”, and thus make an applicant eligible. Further, only applications of those candidates that meet the eligibility criteria will be considered eligible.

http://www.fhwa.dot.gov/privacy.htm

NOTE: The Contractor shall be responsible for collecting internship candidate applications. The Contractor shall transfer the application packages to FHWA within a week after application period closes.

A FHWA appointed committee will review the applications of eligible candidates and forward along select applicants for further review to participating DOT mentors. The Contractor will not need to review or select intern candidates for placement.

2. Maintain a secure and confidential database that includes applicant information including: name and addresses for home, school, and e-mail; telephone numbers;

academic status, grade point average (GPA) and major; race, ethnicity, gender and designation of disability status, license to drive and veteran’s status; college/university (noting if the school is a Minority Serving Institution (MSI) or Minority Institution of Higher Education (MIHE) while specifying each MSI category) and FHWA rating and ranking score. For selected interns, additional information such as emergency contact information (name, address, cell phone number), and mentor’s email and work address, telephone number, etc., shall be included. The Contractor shall use this data to develop ad hoc reports for FHWA, as directed by the COR. STIPDG database information shall only be accessible by FHWA, and identified STIPDG staff from the Contractor.

3. Market and recruit for the program utilizing professional job networks, college career center boards, and social media. The Contractor shall post job advertisements with MSI’s to promote the STIPDG Program and provide application details.

4. Maintain an accurate and secure mentor database of mentor information with detailed contact and mentor assignment information that includes: mentor name, location address, phone numbers, email addresses, assignment job description, requested student academic year, request date, requested student major(s), housing recommendations, need for a vehicle, etc. Contractor shall abide by all Federal regulations and guidance pertaining to securing personally identifiable information. Contractor shall adhere to the Federal regulations outlined by but not limited to the Office of Management and Budget (OMB), Department of Homeland Security, DOT and FHWA.

5. Develop and coordinate the completion and collection of Intern Evaluation Forms from participating STIPDG mentors after the first four weeks of the program and again at the end of the program. The Intern Evaluation Forms shall provide assessments of intern performance. Both versions of the Intern Evaluation Form (mid-program and end-of-program) shall be reviewed and approved by the COR prior to distribution to the mentors.

The COR will return any comments or revisions seven (7) days after receipt of the Intern Evaluation Forms. The Contractor will have seven (7) additional days to adopt the required changes and resubmit the Intern Evaluation Forms.

6. Develop and coordinate the completion and collection of Mentor Evaluation Forms from participating STIPDG interns after the first four weeks of the program and again at the end of the program. The Mentor Evaluation Forms will provide assessments of mentor performance. Both versions of the Mentor Evaluation Forms (mid-program and end- of-program) shall be reviewed and approved by the COR prior to distributing them to the interns. The COR will return any comments or revisions seven (7) days after receipt of the Mentor Evaluation Forms. The Contractor will have seven (7) additional days to adopt the required changes and resubmit the Mentor Evaluation Forms.

7. Develop and submit an Intern Evaluation Summary Report at the end of the 10-week program which contains interns’ biographical sketches, evaluations, activities, and written reports by September 30 of each year. This Report shall be subject to the review, comment, and approval of the COR. The Contractor will have seven (7) additional days to adopt the required changes and resubmit the report.

8. Develop and submit a Contractor Annual Assessment on program accomplishments, expenditures, activities, diversity trends and reports of representation for targeted populations, problems encountered, required changes for program improvement, etc. by September 30th of each year. The Contractor Annual Assessment shall be subject to the review, comment, and approval of the COR. The Contractor will have seven (7) additional days to adopt the required changes and resubmit the Assessment.

9. Respond in a timely manner (within one (1) business day unless otherwise specified) to

FHWA requests for intern information and/or demographic reports. (For example, the Contractor may be required to assist the FHWA with requests for intern information and/or demographic reports by compiling and providing data from the above database, see Task C.2, on an ad hoc basis. It is anticipated that there will be no more than two requests a month.)

10. Develop and produce recognition certificates for each individual intern in the STIPDG to the COR, to later be signed with appropriate signatures from DOT staff or officials. The Contractor shall develop the design and formatting of the certificate and submit to the COR for approval, no later than week two (2) of the program. The COR will provide comments or approval of the certificate design within seven (7) business days. The Contractor will have two (2) additional days from that point to incorporate any necessary changes. The Contractor shall request and receive written approval from the COR before printing the certificates. FHWA will coordinate attaining the signatures for the certificates. Upon completion of the program, the Contractor shall distribute or mail a copy of the certificate, along with a group picture of all interns, which will be provided by FHWA, to all interns who successfully complete the program. FHWA will provide a copy of a prior year certificate as a sample for design formatting. Slight variations to prior year formatting involving text, colors, and font will be accepted.

11. In addition to the weekly briefings and the monthly progress reports, the Contractor shall bring actual or potential problems to the attention of the COR and Contract Specialist (CS) as soon as they are known. Oral reports shall be followed by emailed written reports to the COR within one (1) business day of the original notification, unless otherwise directed by the COR or CS.

Task D. Intern Services

1. Develop and distribute a Welcome Package that will be sent to all interns and their mentors upon intern selection to his/her assigned work location. The package shall include detailed instructions about the program’s schedule and other key information including, but not limited to: stipend payment schedule, payroll tax withholdings, travel arrangements, housing arrangements/instructions, local hospital and health care services information, local transportation information, leave privileges, proposed project assignments, and an internship agreement. The Contractor shall tailor Welcome Packages for each respective city that interns are placed in, as travel arrangements, housing arrangements/instructions, hospitalization information, local transportation, etc.

will vary by location. A draft version of each Welcome Package prepared shall be submitted to the COR within 45 calendar days prior to start of each year’s program to allow adequate time for COR review and approval prior to distribution to the interns and mentors. The COR will return comments seven (7) days after receipt of the draft. The Contractor will have seven (7) additional days to adopt the required changes and resubmit the Welcome Package.

2. Coordinate and procure, on behalf of intern participants, nationwide housing that must have reservations for move-in as early as the Friday prior to the June start date of the summer operation period each year. Interns that elect to utilize STIPDG provided housing must live in housing provided by the Contractor and must comply with Contractor housing rules and regulations. The Contractor must execute intern move-in on the dates of the Friday through Sunday prior to the June start date of the summer operation period, unless otherwise given approval by the COR. The Contractor shall include verification that housing is Federal Emergency Management Administration (FEMA)-approved and the Americans with Disabilities Act (ADA) compliant and accessible. All housing shall be: (1) a furnished extended stay housing facility with accompanying amenities of a kitchenette area, on-site laundry, wireless internet access;

(2) less than one (1) hour by local transportation from the intern’s assigned worksite; (3) within walking distance to public transportation and restaurants; and (4) accessible to medical and emergency services and facilities, places of worship, and local cultural activities. The contractor shall coordinate and procure housing for 10 weeks for Washington, DC based and regional interns. If optional Task E is exercised the Contractor shall coordinate and procure housing for the first nine (9) weeks for the regional interns of the program for the intern’s assigned duty location. The Contractor will then arrange travel to Washington, DC and provide housing for regionally assigned interns for the final week of the program.

3. Arrange and procure all travel, as required, for approximately 50 STIPDG interns who live outside the commuting areas (more than 50 miles, one way) of their assigned duty locations. This includes travel to and from the assigned duty location at the beginning and end of the program and travel for approximately 40 regionally assigned interns who may come to Washington, DC for the final week of the program. The Contractor shall arrange ground transportation for interns from bus/airport/train terminals, ensuring that they arrive at their assigned housing locations on schedule, and without incident.

4. Arrange and procure travel for the additional daily commuting expense for up to eight (8) interns working in McLean, VA. Students working in this location have limited public transportation options-the closest public transportation stops by both rail and bus are four to five (4-5) miles away from the research facility.

5. Make stipend payments to STIPDG interns during the program (no less than bi-weekly) and withhold appropriate payroll taxes and other required deductions; based on $4,000 total stipend for approximately 70 undergraduate interns and $5,000 total stipend for approximately 30 graduate and law interns. The total stipend amount reflects the total level of payment for the summer period.

6. After receiving prior approval from the COR for each planned field trip, the Contractor shall organize up to six (6) local (day) field trips for the Washington, DC-based DOT STIPDG interns for purposes of touring national transportation projects. In addition, there are some mentor-sponsored activities that may involve travel, and for these activities, the Contractor shall coordinate and pay for intern participation. Activities may include, but are not limited to, attending workshops, seminars, bridge inspections, etc. It is anticipated that up to 40 interns may be involved in mentor-sponsored activities that involve travel. Mentor sponsored activities requiring travel require the prior written approval of the COR. Additionally, the Contractor shall ensure that all STIPDG interns have a similar experience with respect to their STIPDG internship seminars and field trips.

7. Develop, coordinate, and procure support for the following critical pre-planning activities, and provide paid or in-kind facilities in support of all activities:

a. Coordinate reasonable accommodations. The Contractor shall procure reasonable accommodations, as required and requested and in advance, which shall be consistent with the standards of the DOT’s Disabilities Resources Center (DRC) (https://www.transportation.gov/drc/disability-resource-center).

b. Coordinate and facilitate “welcome” briefings via webinar for non-Washington, DC based STIPDG interns and mentors during the first week of the program. The welcome package developed in D1 will be discussed during the webinar. An exact date will be provided by the COR. (This webinar is expected to up to four (4) hours.)

c. Host and facilitate a “welcome” briefing for STIPDG interns and mentors that are located in the Washington, DC metropolitan area during the first week of the program. The welcome package developed in D1 will be discussed in the webinar.

An exact date will be provided by the COR. (This event is expected to take up to four (4) hours.)

Optional Task E. Event Support

1. Develop, coordinate, and procure support for the following activities of the final week of the program, and provide paid or in-kind facilities in support of all activities:

a. Obtain facility in Washington, DC that will be used for the DOT Career Showcase event. This event will be held during the final week of the program. An exact date will be provided by the COR no later than the end of July. The FHWA will host this event.

b. Obtain facility, host, and facilitate a Policy Research Presentation Forum - all

STIPDG interns shall make oral presentations to be held at the Contractor-provided conference-room space. The Contractor shall prepare forms for presentation evaluations/critiques for all STIPDG interns, which shall be reviewed and approved by the COR prior to the event. Oral presentations will be spread out concurrently over multiple timeslots throughout the scheduled day, which will be held in Washington, DC. The exact date will be provided by the COR. (This event is expected to take one (1) day.

c. Obtain facility, host, and facilitate an End-of-Program Awards Ceremony to include interns, some mentors, and senior DOT and FHWA staff agency representatives. The Contractor shall coordinate the criteria for intern and mentor awards, attendance reservations (RSVPs), the ceremony agenda, procure the awards (subject to advance written approval of the COR), and schedule a public speaker with expertise in the transportation, diversity, public service or professional development arena. This event will occur during the final week of the program, and an exact date will be provided by the COR. (This event is expected to take 4 hours.)

It should be noted that the events relating to the Optional Task E occur in the Washington, DC area during the final week of the program. The Contractor shall arrange for travel for all non- Washington, DC based interns to travel to the Washington, DC area for the final week of the program, and shall obtain and coordinate housing for these interns in the Washington, DC area for the final week of the program. At the conclusion of the program, the Contractor shall arrange for the non-Washington, DC based interns to travel to their homes/permanent locations, unless their home/permanent location is within 50 miles of Washington, DC.

B.6 MONTHLY PROGRESS REPORTS

The Contractor shall submit progress reports to the COR and the CS. These reports shall be prepared on a monthly basis and submitted within the first five (5) business days of the month following the reporting period. The reports shall be in format as directed by the COR and, at a minimum, include the following items:

(a) Clear account of the work performed under each task during the reporting period;

(b) Outline of the work to be accomplished during the next reporting period; and

(c) Description of any problem encountered or anticipated that will affect the completion of any work within the timeframe set, together with recommended solutions to such problems; or, a statement that no problems were encountered.

B.7 ANNUAL REPORT

The contractor shall furnish one (1) electronic copy (in Microsoft (MS) Office 2016 or equivalent) of a letter-type annual report to the CO 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) 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; and

(6) Utilization of Small Businesses.

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

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 -- CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html

C.2 52.212-4 -- CONTRACT TERMS AND CONDITIONS—COMMERCIAL

ITEMS. (OCT 2018)

C.3 52.212-4 -- CONTRACT TERMS AND CONDITIONS—COMMERCIAL

ITEMS. (OCT 2018) ALTERNATE I (JAN 2017).

C.4 ADDENDUM TO FAR 52.212-4 -- CONTRACT TERMS AND

CONDITIONS—COMMERCIAL ITEMS

The following clauses are incorporated into 52.212-4.

C.4.1 52.227-14 RIGHTS IN DATA-GENERAL. (MAY 2014)

C.4.2 52.217-5 EVALUATION OF OPTIONS. (JULY 1990)

C.4.3 52.217-8 OPTION TO EXTEND SERVICES. (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The CO may exercise the option by written notice to the Contractor within the period of performance.

C.4.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT. (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor anytime prior to contract expiration; provided that the Government gives the Contractor a preliminary written notice of its intent to extend anytime prior to contract expiration. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 66 months.

http://www.acquisition.gov/far/index.html

C.4.5 PERIOD OF PERFORMANCE

The period of performance under this contract consists of a 12-month base period, beginning on the effective date of the contract, and four 12-month option periods. In no event shall the total contract performance period exceed 12 months without the written authorization from the CO.

C.4.6 METHOD OF DELIVERY

Electronic copies shall be delivered using the 2016 MS Office suite of tools (for example, MS Word, MS Excel, MS Powerpoint, MS Project, Or MS Access format) version 2016 or later, unless otherwise specified by the COR. Electronic submission shall be made via email, unless otherwise agreed to by the COR.

C.4.7 DELIVERABLE/DELIVERY SUMMARY

Task Deliverable Medium/Format Due Date Task A:

Contract Management

Kick-Off Meeting Summary Electronic copy in MS Word

15 business days after meeting

Weekly Briefings Electronic copy in MS Word

Weekly

Monthly Progress Reports Electronic copy in

PDF

Monthly

Task B: Program Administration and Management

Draft Mentor Guidelines Electronic copy in MS Word

March 31

Final Mentor Guidelines Electronic copy in MS Word

April 30

Collection of Mentor Assignment Requests

Electronic copy in MS Word

October 1 – December

Mentor Orientation (Regional)

Virtual meeting Teleconference

May 15

Mentor Orientation (Washington, DC)

In-Person Meeting

May 15

Task C: Program Documentation and Reporting

Collection of Student Applications

Electronic copy in MS Word

October 1- January 31

Draft Intern Evaluation Form (Mid-Program)

Electronic copy in MS Word

Week 2 of Summer Session

Final Intern Evaluation Form (Mid-Program)

Electronic copy in MS Word

Week 4 of Summer Session

Draft Mentor Evaluation Form (Mid-Program)

Electronic copy in MS Word

Week 2 of Summer Session

Final Mentor Evaluation Form (Mid-Program)

Electronic copy in MS Word

Week 4 of Summer Session

Draft Intern Evaluation Form (End of Program)

Electronic copy in MS Word

Week 8 of Summer Session

Final Intern Evaluation Form (End of Program)

Electronic copy in MS Word

Week 10 of Summer Session

Draft Mentor Evaluation Form (End of Program)

Electronic copy in MS Word

Week 8 of Summer Session

Final Mentor Evaluation Form (End of -Program)

Electronic copy in MS Word

Week 10 of Summer Session

Draft Intern Evaluation Summary Report (End-of- Program)

Electronic copy in MS Word

Week 8 of Summer Session

Final Intern Evaluation Summary Report (End-of- Program)

Electronic copy in MS Word

Week 10 of Summer Session

Draft Contractor Annual Assessment

Electronic copy in MS Word

September 14

Final Contractor Annual Assessment

Electronic copy in MS Word

September 30

Draft Recognition Certificates

Electronic copy in MS Word

May 1

Final Recognition Certificates

Electronic copy in MS Word

May 8

Task D: Intern Services

Draft Welcome Package Electronic copy in MS Word

February 1

Final Welcome Package Electronic copy in MS Word

May 1

Intern “Welcome Briefing” (Regional Interns)

Virtual meeting Teleconference

First Day of Summer Session

Intern “Welcome” Briefing (Washington, DC Interns)

In-Person Meeting First Day of Summer Session

Optional Task E:

Event Support

Facility in Washington, DC to Host DOT Career Showcase Event and Policy research event

NA July 15

C.4.8 PLACE OF DELIVERY

All deliverables, except the annual and monthly progress reports, shall be delivered to the COR.

The annual and monthly progress reports shall be delivered to the COR and CS.

C.4.9 PLACE OF PERFORMANCE

Unless otherwise specified in Section B, work performed under this contract shall be performed at the Contractor’s facility.

C.4.10 CONTRACT ADMINISTRATION DATA

The Contractor shall provide sufficient management to ensure that this contract is performed efficiently, accurately, on time, and in compliance with the requirements of this document.

Specifically, the Contractor shall designate a single Program Manager (PM) to oversee this contract and supervise staff assigned to this contract. The PM will be responsible for overall management of the contract, including quality control and assurance for all products delivered to the government and availability of resources to complete all tasks. There will be one PM for the resulting contract.

Facilitate and host Policy Research Presentation Forum

N/A August 5

Develop Forms for Presentation evaluations (Draft)

Electronic Copy in MS Word

July 1

Final Forms for Presentation Evaluations

Electronic Copy in MS Word

July 8

Facility – End of Program Awards

N/A July 15

Develop criteria for intern and mentor awards

Electronic Copy in MS Word

July 1

Draft Awards N/A July 1

Final Awards N/A July 8

Coordinate attendance (invitations and RSVPS) for End of Program awards

Electronic Copy in MS Word

July 15

Schedule Speaker for End of Program Awards

July 15

The Contractor shall provide all personnel, supplies, facilities, transportation, materials, supervision, and other items and non-personal services necessary to meet the requirements of this contract.

C.4.11 CONTRACTING OFFICER’S AUTHORITY

The CO is the only person authorized to make or approve any changes in any of the requirements of this contract, and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely in the CO. In the event the Contractor makes any changes at the direction of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract terms and conditions, including price.

Contracting Officer’s Address:

USDOT Federal Highway Administration 1200 New Jersey Avenue, SE Room: E62-204 – Mail Code: HCFA-32 Washington, DC 20590

C.4.12 CONTRACTING OFFICER’S REPRESENTATIVE

(a) The CO 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 CO shall designate a COR by written notice to the Contractor. The COR’s responsibilities shall include technical monitoring of the Contractor’s performance and inspecting and accepting deliveries under the contract.

The COR shall be appointed in writing, at which time all the responsibilities of the COR shall be detailed, and a copy of the appointment memorandum shall be furnished to the Contractor. Any changes to the COR delegation shall be made in writing, either by changes to the existing memorandum, or by issuance of a new appointment memorandum. Copies of any changes shall be provided to the Contractor.

(c) The COR is not authorized to perform, formally or informally, any of the following actions:

1. Promise, award, agree to award, or execute any contract, contract modification, or notice of intent that changes or may change this contract;

2. Waive or agree to any modification of the delivery schedule;

3. Make any final decision on any contract matter subject to the Disputes Clause;

4. Terminate, for any reason, the Contractor’s right to proceed, or issue any order causing the Contractor to stop work; or

5. Obligate in any way, the payment of money by the Government.

(d) The Contractor shall comply with the written or oral direction of the CO or authorized representative(s) acting within the scope and authority of the appointment memorandum. The Contractor need not proceed with direction that it considers to have been issued without proper authority. The Contractor shall notify the CO in writing, with as much detail as possible, when the COR has taken an action or has issued direction (written or oral) that the Contractor considers to exceed the COR’s appointment, within 3 days of the occurrence. Unless otherwise provided in this contract, the Contractor assumes all costs, risks, liabilities, and consequences of performing any work it is directed to perform that falls within any of the categories defined in paragraph (c) prior to receipt of the CO’s response issued under paragraph (e) of this clause.

(e) The CO shall respond in writing within 30 days to any notice made under paragraph (d) of this clause. A failure of the parties to agree upon the nature of a direction, or upon the contract action to be taken with respect thereto, shall be subject to the provisions of the Disputes clause of this contract.

(f) The Contractor shall provide copies of all correspondence to the CO and the COR.

(g) Any action(s) taken by the Contractor, in response to any direction given by any person acting on behalf of the Government or any Government official other than the CO or the COR acting within his or her appointment, shall be at the Contractor’s risk.

C.4.13 INVOICES

Submit all invoices to one of the following invoice addresses:

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.

(a) Include the invoice and supporting documentation as an attached PDF document.

Supporting documentation shall include:

(1) Name and address of the Contractor.

(2) Invoice number, invoice date, and contract number.

(4) Period of work billed.

(5) Amount billed by CLIN with any established milestone payments clearly labeled.

(6) Receipts and other back-up documentation for travel and ODCs

(7) Total amount of billing and cumulative total billed for all work.

(8) Name, title, phone number, and mailing address of person to be contacted in the event of a defective invoice.

(9) Name of the CO.

mailto:9-AMC-AMZ-FHWA-Invoices@faa.gov

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

(1) Invoice No.

(2) Contract Number

(3) Name of your Company/Organization

(4) Attention: [Insert Contract Specialist Name]

Example: Invoice No. 35 – 693JJ318C000XX – 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]

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

C.4.14 PAYMENT

For each FFP CLIN, the Government shall pay the Contractor for the prices delineated in Section B. Proportional payments may be made based on an established Milestone Payment Schedule for work performed and accepted. Payment shall be made upon review and written acceptance of the FFP deliverable(s) by the Government.

For each T&M CLIN, the Contractor may request payment on a monthly basis for work performed during the preceding month. The Contractor shall provide sufficient detail to support the invoice. The Contractor shall also provide a detailed listing of other direct costs including equipment, materials, and travel and their corresponding receipts. Other direct costs shall only be billed at cost with no overheads or fee added. The Contractor shall not accrue costs in excess of the amount funded under the T&M CLINs. Any work performed in excess of the amount funded is at the Contractor’s own risk.

C.4.15 NOTIFICATION OF EXPENDITURE OF FUNDS

For T&M CLINs, the Contractor shall notify the CS and COR in writing, within 10 calendar days, when costs incurred exceed 75% of the obligated funds.

NOTE: In the case of T&M CLINs, the Contractor shall not accrue costs in excess of the amount funded. Any work performed in excess of the amount funded is at the Contractor’s own risk.

C.4.16 TRAVEL AND PER DIEM

Travel (other than local) may be expected to occur throughout the duration of the contract. The COR will issue the written request for travel if required (excluding local travel).

The Contractor shall invoice cost reimbursable travel 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 web site provides information on current Per Diem rates:

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

C.4.17 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 (SOW) or other applicable aspects of this contract shall include the subcontract(s) only to the extent that…