STIPDG_RFP_Question_Responses_7-3-2019_Final.pdf

Page # Paragraph # Question Response

Is there an incumbent providing similar work? Is so, whom, and can you provide the current contract number and exercised value?

Information on the previous award and incumbent can be found under Summer Transportation Internship Program for Diverse Groups (STIPDG) Solicitation Number: DTFH61-13-R-00029, https://www.fbo.gov/index.php?s=opportunity&mode=form&id=f fb74aa9aa3e04207dc9bfd78598fba6&tab=core&_cview=1

I am hoping to find out if there is an incumbent contractor currently performing these services, if similar services have been performed in the past, or if this is a new requirement. If there is an incumbent, could you please provide the contract or task order number?

Information on the previous award and incumbent can be found under Summer Transportation Internship Program for Diverse Groups (STIPDG) Solicitation Number: DTFH61-13-R-00029, https://www.fbo.gov/index.php?s=opportunity&mode=form&id=f fb74aa9aa3e04207dc9bfd78598fba6&tab=core&_cview=1

Paragraph 4 Please clarify that any bidder, large or small and or non-profit must not exceed the small business size standard of $15 Million.

This is a full and open competition; therefore, any Offeror (large, small, or non-profit) may submit proposals-regardless of the organization size. The small business size standard is utilized to determine what entities constitute a large business since those organizations must submit a subcontracting plan (if they choose to subcontract).

B.2 Paragraph 3

Is the first week of June a definite start date and continuing for nine additional consecutive weeks? Is DOT amenable to a start date in mid-May or not later than the following Monday in May?

No, a May start date is not an option due to the timing of student availability.

6 B.2 Paragraph 4 Please define the contractor's role during this timeframe. What is the process for including the contractor during this time?

The contractor's role will include the marketing and recruiting of applicants and collection and submittal of completed applications to FHWA as outlined in Task C. Program Documentation and Reporting

7 B.4 Paragraph 1

Please clarify the provision of academic and professional development training the contractor is to provide. Is the contractor to conduct the training, hire FHWA certified or approved trainers to conduct the training or coordinate the training with FHWA personnel?

The academic and professional development trainings are to be determined by the contractor with final approval by the COR.

7 B.4 Paragraph 2 Does the contractor recommend which field trips/seminars will be slated independent of DOT personnel?

The specific offerings of field trips and seminars are to be determined by the contractor with final approval by the COR.

7 B.4 Paragraph 2 Is housing provided for all interns or ONLY those domiciled greater than 50 miles from their duty station? Yes, housing is to be provided for all interns.

7 B.4 Paragraph 2 Is there a local travel stipend? if so, how much is it and what documentation must the intern provide for contractor reimbursement?

In general, there is no local travel stipend. The exception is for interns working in McLean, VA (See Pg. 13, D.4).

7 B.4 Paragraph 3 As the proposed meeting agenda is due 5 to 10 business days before the kick-off meeting, please provide samples of agenda's used in the past. Past kick-off meeting agendas are not available.

7 B.4 Paragraph 3 What is the timeframe in which the contractor should submit the meeting summary that captured the discussion of the kick-off meeting?

The timeframe for the meeting summary submission will be discussed with the contractor prior to the kick-off meeting.

8 Task B. 2.

Is the 24-hour emergency contact expected to be the Program Manager or is any other contractor personnel acceptable? Please clarify.

The emergency contact should be the Program Manager or his/her designee.

8 Task B. 3.

Will FHWA provide guidelines for preparing Mentor Guidelines? Please provide a copy of existing Mentor Guidelines.

Past Mentor Guidelines contain proprietary information and cannot be shared at this point in the procurement process.

FHWA's expectation is that the contractor will develop these guidelines and submit them as deliverables under the anticipated award.

8 Task B. 3.

Please clarify: Are mentors DOT personnel or industry personnel? If so, what authority does the contractor have vis-a-vis issuing a list of "do's and don'ts" and especially enforcement if mentors are DOT personnel and aren't obliged to adhere to contractor directives?

Mentors are DOT personnel. The FHWA COR will interface with DOT personnel to ensure compliance with program guidance and requirements.

8 Task B. 4. Where and what page in the RFP is Task A.3? On page 8, Task B.4, delete "Task A.3" and replace with "Task B.3".

8 Task B. 4.

Please clarify the academic expectations of STIPDG interns. Are there academic requirements that must be met during this summer program?

Academic expectations during the internship are to be determined by the contractor. In the past interns have been required to provide oral and written presentations regarding their professional development during the internship. All academic requirements during the internship are monitored and evaluated by the contractor.

9 Task C. 1. Is there a required GPA on a 4.0 scale? No GPA requirement

9 Task C. 1.

Please clarify which transcript is admissable, either the official or unofficial transcript or only the official transcript? An official transcript is required.

9 Task C. 1. Does the Legal Writing Sample have a page limit? There is a 5 page limit for the legal writing sample.

10 Task C. 1. Can the contractor provide DOT a secure portal with each applicants' required materials included?

Yes, the contractor can provide a secure portal to access applicant materials.

10 Task C. 2. Will position descriptions be provided to the contractor?

Job descriptions are an element of Task C.4. FHWA will provide job descriptions.

10 Task C. 6.

Please provide a copy of the Mentor Evaluation Forms used both after the first four weeks of the program and at the end of the program.

Past Mentor Evaluation forms contain proprietary information and cannot be shared at this point in the procurement process.

FHWA's expectation is that the contractor will develop these evaluation forms and submit them as deliverables under the anticipated award.

11 Task C. 7.

Please provide a copy of the mid-program and end of program intern evaluation forms currently being used. In the alternative, can the contractor submit a copy of current mid year and end of the year evaluation forms it has utlized?

Past intern evaluations contain proprietary information and cannot be shared at this point in the procurement process.

FHWA's expectation is that the contractor will develop these evaluation forms and submit them as deliverables under the anticipated aware.

11 Task C. 8. Please provide a copy of the Contractor Annual Assessment document currently being used.

Past Contractor Annual Assessment forms contain proprietary information and cannot be shared at this point in the procurement process. FHWA's expectation is that the contractor will develop these annual assessment forms and submit them as deliverables under the anticipated award.

11 Task C. 10. Please provide samples of recognition certificates used in the past. Please see example provided.

13 Task D. 4.

Is it acceptable for the contractor to arrange for these interns to commute together each workday to and from their duty station via Uber or Lyft? Shared-ride services are an acceptable form of transportation.

13 Task D. 6.

Does the contractor plan and organize the Washington, DC local field trips or work with the program office(s) to plan and organize the field trips? Similarly, does the contractor work with the Field Program Offices to plan and coordinate these interns' local day field trips?

The contractor will plan and organize local field trips for interns in the Washington, DC area. The COR will approve and disapprove all local field trips for interns in the Washington, DC area. Field offices will identify and propose field trips for field-based interns. The contractor will collect proposed field trips for field-based interns and submit to the COR. The COR will approve and disapprove all requests for field-based interns.

14 Task E. c.

Please provide a list of the facilities used in the past for the End-of-Program Awards Ceremony.

What did these faclities costs the contractor/DOT?

FHWA has not held an End-of-Program Awards ceremony as outlined in the RFP in the past several years. Information on facilities and costs are not readily available.

Task E. c. 2nd

Paragraph For the final week of the program, is the housing for the non-Washington, DC based interns required to have kitchen facilities and on-site laundry? No, kitchen and laundry facilities are not required.

B.7 (a) (6) If a small business is selected is this requirement not required?

This requirement is not required if the contractor is a small business.

22 C.4.13 (b)

Does DOT's IT security preempt email transmission of attachments containing zip files? If so, what other means are available for submitting secured data? What are the DOT IT protocols that your contractor must adhere?

The FHWA does not prohibit the transmission of attachments containing zip files. The RFP states, "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:..." There is no special FHWA IT protocol for invoice submission.

DOT indicates that price will not be scored. However, you state bidders pricing must be reasonable. What is the standard DOT shall utilize to determine price reasonableness?

In order to determine whether an Offeror’s proposed pricing is fair and reasonable, FHWA shall utilized one or more of the price analysis techniques specified under FAR 15.404-1(b).

9 1

Regarding collecting internship candidate applications via an online application portal, is the portal a current government tool the contractor will have access to, or is this something the contractor needs to provide?

No, this is not a current government tool. The contractor shall provide the online application portal.

10 3 Regarding marketing and recruiting for the program, how many channels, distinct networks or schools are anticipated?

The ultimate goal is to recruit a sufficient number of students to meet internship program goals. There are no specific number of recruiting outlets that must be used.

10 3

Regarding marketing and recruiting for the program, there does not appear to have an associated ODCs. Are all anticipated recruiting channels no cost, or the contractor is not required to use any channels with posting fees?

The FHWA does not anticipate that the contractor will incur costs for marketing and recruiting; however, if the contractor should find it absolutely necessary to do so, minimal ODC charges (i.e., CLINs 00006, 00015, 00024, 00033, 00042) for the costs would be acceptable.

12 1 For developing welcome packages, how many distinct cities are possible for interns to be placed in?

There is no specific limit, but the FHWA anticipates intern placements in up to 50 locations.

12 2 How many distinct locations could the contractor be required to provide housing?

The contractor may be required to provide up to 50 housing locations.

12 2 Does local transportation ("less than one (1) hour by local transportation from the intern’s assigned worksite") mean by public transportation?

If public transportation is available, it can include public transportation.

13 6 How many potential mentor-sponsored activities are anticipated for the up to 40 interns?

FHWA anticipates that there could potentially be 2 to 3 activities per intern.

44 1 Is the government defining which positions are considered key, or is this the descretion of the contractor?

Key personnel includes, but is not limited to, the Program Manager. See Pg. 28, C.4.28.

8 2 In serving as an emergency contact, what specifically does responding to medical or personal emergencies entail (in-person response, financial responsibility, etc.)?

The contractor would be expected to communicate with interns and/or their emergency contact(s) to provide initial assistance in addressing the emergency. An in-person physical response is ideal;

however, in cases of geographical limitations, other communication approaches may be acceptable. Following initial contact, the contractor shall communicate with the COR, as soon as possible, for further guidance. Outside of any applicable established law, the contractor is not anticipated to assume financial responsibility related to emergency medical costs.

10 3 What is the average marketing amount spent in previous years to promote the STIPDG program through professional job networks, college career center boards, and social media?

There is no historic marketing information available as this was previously handled internally by FHWA.

9 5 Will the contractor be responsible for arranging any physical or virtual interviews for the intern applicants? No, FHWA will make all arrangements for intern interviews.

13-Dec 3 & 4 Will interns be expected to submit receipts for expenses in advance of the contractor reimbursing them?

The protocol of reimbursement is at the discretion of the contractor.

13 6

What are some examples of field trips and workshops that STIPDG interns have attended in the past?

Examples of past field trips include: trip to Air & Space museum, Virginia Railway Express tour, Port of Baltimore tour, and Virginia Railway Express tour. Workshops include the following topics presented live at HQ with webcasting for field-based interns: Goal Setting, Emotional Intelligence and Job Applications & Interviewing skills.

10 Are the mentors DOT employees? Yes

8 4 Will the contractor be responsible for reimbursing travel expenses for the DOT mentors to attend mentor orientations in their respective regional location or location of their choice? No

3 1 (B.1) it states: “The maximum potential value of this contract including option Contract Line Items (CLINs) is $__________________.” Can DOT clarify if there is a maximum value of this contract?

No-there is not a maximum value for the contract. However, the overall price will have to be determined to be fair and reasonable through price analysis.

5 pricing chart it indicates, “ 00044 - Optional CLIN: Task E - Option Year 4 Travel - T&M - NTE $26,391”. The amount for option year 4 travel, $26,391” is the same amount as indicated in line 00035 for “Option Year 3 Travel”. All other amounts in the chart reflect an increase in costs from option year 3 to option year 4.

Can DOT clarify whether there is expected to be an increase in costs for line 00044? CLIN 00044 DELETE: $26,391 and INSERT: $26,883

3-5 pricing chart the following lines include a total amount for “Travel”:

00005, 00014, 00023, 00032, & 00041. Is this travel budget allocated only for intern travel, or does it include expected travel for administering staff for program activities such as site-visits?

The travel budget includes intern and necessary contractor travel.

52 1 (4) it states “A Small Business Subcontracting Plan is required by all Prime Offerors not qualifying as a “Small Business” entity for the NAICS industry subsector identified on page one (1) of the RFP.” If a prime offeror does not qualify as a small business is it required to identify and include a small business sub-contractor in the proposal?

No. Regardless of size, the prime contractor is not required to subcontract any work under this potential contract.

52 1 (4) it states “A Small Business Subcontracting Plan is required by all Prime Offerors not qualifying as a “Small Business” entity for the NAICS industry subsector identified on page one (1) of the RFP.”

Will proposals where the prime offeror is not a small business be considered more competitive if they include a small business subcontractor?

No. If the prime contractor is a large business, and proposes subcontracting opportunities, the prime contractor shall include a proposed subcontracting plan (See RFP Attachment 1).

ConsolidatedResponses