RFP_693JJ320R000002.pdf

RFP Number 693JJ320R000002

REQUEST FOR PROPOSAL (RFP) No. 693JJ320R000002

Issuing Office: Federal Highway Administration (FHWA)

Office of Acquisition and Grants Management (HCFA-21) 1200 New Jersey Avenue, SE Washington, DC 20590-0001

Agency Contact: Daniel Confer

Contract Specialist Telephone: (202) 366-0730 Daniel.Confer@dot.gov with a courtesy copy to HCFA-21SRI@dot.gov

Title: “Non-Personal Administrative Support Services for the

United States Department of Transportation (USDOT)”

RFP Release Date: October 28, 2019

Questions Due Date: 11:00am Eastern Time (ET), November 12, 2019

Proposal Due Date: 11:00am ET, November 27, 2019

NOTE: As a result of this RFP, FHWA anticipates awarding multiple Indefinite-Delivery-Indefinite-Delivery (IDIQ) contracts. This is a competitive 8(a) set-aside solicitation under Federal Acquisition Regulation (FAR) Part 19.8.

1200 New Jersey Avenue, SE Washington, DC 20590 mailto:Daniel.Confer@dot.gov mailto:HCFA-21SRI@dot.gov

PART I

1. GENERAL INFORMATION TO OFFERORS

The United States Department of Transportation (USDOT) Federal Highway Administration solicits proposals to provide non-personal administrative and relevant program support services, as described herein under Part III, Statement of Work (SOW).

This solicitation is prepared in accordance with FAR Part 12, Acquisition of Commercial Items and in conjunction with the policies and procedures for solicitation, evaluation, and award as prescribed in FAR 15, Contracting by Negotiation. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2019-06 dated September 10, 2019.

The North American Industry Classification System (NAICS) code is 561110 with an industry size standard of $8 million. A responsive offeror is one whose proposal conforms to the solicitation and will be most advantageous to the Government. It is the offeror’s responsibility to be familiar with applicable clauses and provisions. FAR Provisions and Clauses may be viewed and/or downloaded from https://www.acquisition.gov/browse/index/far.

To be eligible to receive a Government Contract an offeror must be registered and have an active registration in www.SAM.gov at the time of proposal submission.

As a result of this RFP, FHWA anticipates awarding a multiple award IDIQ contract. This is a competitive 8(a) set-aside solicitation under FAR Part 19.8. This solicitation is restricted to 8(a) Small Business Concerns.

This solicitation is intended to result in a multiple award IDIQ to support any USDOT facility throughout the United States of America (USA) CONUS and OCONUS as requested.

The Contractor shall furnish all non-personal administrative and relevant program support services to perform the tasks described under this contract. The Contractor shall furnish all non-personal services in support of the mission of the USDOT.

During the term of each IDIQ contract, the Government shall place orders totaling a minimum of $50,000. The maximum amount of all Task Orders (TOs) issued against the contracts awarded as a result of this acquisition shall not exceed a ceiling of $50,000,000.

The TOs placed under the contract may be Firm-Fixed-Price (FFP), Labor Hour (LH)/Time & Materials (T&M), or combination of both based on a determination by the Contracting Officer (CO) at the TO level.

https://www.acquisition.gov/browse/index/far

2. PERIOD OF PERFORMANCE

The period of performance for ordering under this contract is five (5) years from the effective date on the contract. TOs may be issued up to the final day within the period of performance provided they can be completed within 12 months past the end of the period of performance.

3. PLACE OF PERFORMANCE

The location of work to be performed under this contract shall be specified in each TO.

4. FAR 52.216-1 TYPE OF CONTRACT (APR 1984)

The Government contemplates awarding multiple IDIQ contracts utilizing FFP, T&M/LH, or a combination of both at the TO level as a result of this solicitation.

NOTE: See Part III for TO selection criteria and process.

5. 52.216-27 SINGLE OR MULTIPLE AWARDS (OCT 1995)

The Government may elect to award a single delivery order contract or task order contract or to award multiple delivery order contracts or task order contracts for the same or similar supplies or services to two or more sources under this solicitation.

6. QUESTIONS

Questions/Inquiries:

All questions concerning this RFP shall be submitted electronically to the Contract Specialist via e-mail at Daniel.Confer@dot.gov and HCFA-21SRI@dot.gov no later than the due date specified on page 1 of this RFP.

Each prospective offeror should attempt to state each question in such a way that the offeror would have no objection to FHWA publishing that precise question (and its answer) in a formal amendment to the solicitation. Additionally, each prospective offeror should attempt to word each question in such a way that the publication of that question (and its answer) would not divulge any information that the prospective offeror considers to be proprietary or confidential.

7. PROPOSAL REQUIREMENTS

In responding to this RFP, your proposal SHALL include the following mandatory business information regarding your firm:

a. Confirmation that the firm is a Small Business Administration (SBA) 8(a) certified program participant including entry and exit dates and SBA point of contact (name, telephone, email address).

b. Unique Entity Identifier (Generally the Data Universal Numbering System (DUNS) mailto:Daniel.Confer@dot.gov mailto:HCFA-21SRI@dot.gov

Number)

c. Commercial and Government Entity (CAGE) Code

d. Federal Tax Identification Number (9-Digits)

e. Correct Mailing Address for the Contract (include name, telephone, email address);

Note: Mailing address and entity name shall match the information in SAM.gov

f. Verification of registry in System for Award Management (SAM).

g. IF PROVISION 52.212-3 IS COMPLETED IN WWW.SAM.GOV

PROVIDE A STATEMENT ON YOUR PROPOSAL AND DO NOT

FILL OUT ATTACHED PROVISION.

Proposals submitted under this RFP shall be valid for a period of no less than 120 days from the closing date of the solicitation.

http://www.sam.gov/ http://www.sam.gov/

PART II

The Contractor shall furnish all non-personal administrative and relevant program support services to perform the tasks described under this contract. The Contractor shall furnish all non-personal services in support of the mission of the USDOT.

1. MINIMUM AND MAXIMUM CONTRACT AMOUNTS

During the term of each IDIQ contract, the Government shall place orders totaling a minimum of $50,000. The maximum amount of all TOs issued against all contracts awarded as a result of this acquisition shall not exceed a ceiling of $50,000,000.

The TOs placed under the contract may be FFP, LH/T&M, or hybrid based on a determination by the CO at the TO level.

2. SCHEDULE OF RATES & LABOR CATEGORY DESCRIPTIONS

Labor skill sets and rate ceilings governing this contract shall conform to the descriptions herein and be listed in the document found in the attached entitled “Pricing Table for Administrative Support” and apply for each of the described categories for each contract year. The unit of issue (labor rates) shall be fully burdened fixed-price hourly rates applicable to the prime contractor and all subcontractors or subconsultants proposed.

NOTE: Resulting contract award(s) will include as an attachment, the accepted Contractor loaded labor rates inserted in the pricing table. Price proposals shall adhere to the pricing structure established in the attached pricing table and RFP instructions

2.1 OFF-SITE PROGRAM MANAGER

The off-site Program Manager (PM) shall serve as the supervisor for all assigned personnel and shall provide administrative program management and oversight for each task order. As identified in the resume, the off-site PM shall have no less than five (5) years of relative experience to both manage and mentor staff with various administrative work assignments.

The off-site PM shall ensure that qualified personnel are assigned to the administrative positions required. Additionally, the off-site PM shall answer Government staff questions regarding the contract and task orders.

Minimum/Required Experience:

Five years of demonstrated experience with both performing and leading administrative support personnel as identified in Part III;

Five years of experience in the management of administrative personnel, and financial management experience;

Highly proficient with Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype, Access, Structured Query Language (SQL), SharePoint, current web browsers (i.e. Internet Explorer, Edge, Google Chrome, etc.) Adobe Acrobat, and scheduling/navigating conference applications (i.e. Adobe Connect, PolyCom Video

Teleconferencing (VTC)), automated administrative tracking management systems (i.e. travel management, time and attendance), and other work-related data entry systems, to include the ability to effectively mentor the contractor’s staff with these applications;

Ability to quickly become proficient in non-standard software programs required for Department usage, (any required training will not at the expense of the Government), and quickly mentor the contractor’s staff with these applications;

Highly proficient in grammar, spelling, punctuation and preparation of standard office documents, and the ability to mentor/instruct the contractor’s staff to perform this function;

Experience with mediation skills;

Familiarity with the Government Style Manual; and Experience communicating with individuals at all levels, both orally and in writing.

Minimum Education: Bachelor’s degree in any field of study or post-secondary training is highly desired, but not required.

2.2 ON-SITE PROGRAM MANAGER

The on-site Program Manager (PM) shall serve as the supervisor of the contractor’s administrative personnel for their specific task order. The on-site PM is only required on task orders with multiple contractor personnel, and then only at the request of the Government.

(Note, if an on-site PM is required for a TO, an off-site PM shall not be required). The on-site PM shall have no less than five (5) years of relative experience managing and mentoring staff with various administrative work assignments. The on-site PM shall ensure that qualified personnel are assigned to the administrative positions required for the specified work requirements. Additionally, the on-site PM shall answer Government staff administrative questions within relevance of their specific task order.

Minimum/Required Experience:

Five years of demonstrated experience with both performing and leading administrative support personnel as identified in Part III;

Five years of experience in the management of administrative personnel, and financial management experience;

Highly proficient with Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype, Access, SQL, SharePoint, current web browsers (i.e. Internet Explorer, Edge, Google Chrome, etc.) Adobe Acrobat, scheduling/navigating conference applications (i.e. Adobe Connect, PolyCom VTC), automated administrative tracking management systems (i.e. travel management, time and attendance), and other work-related data entry systems; to include the ability to effectively mentor the contractor’s staff with these applications;

Ability to quickly become proficient in non-standard software programs required for Agency usage, (any required training will not at the expense of the Government), and quickly mentor the contractor’s staff with these applications;

https://www.govinfo.gov/collection/gpo-style-manual?path=/GPO/U.S.%20Government%20Publishing%20Office%20Style%20Manual

Highly proficient in grammar, spelling, punctuation and preparation of standard office documents, and has the expertise to mentor/instruct the contractor’s staff to perform this function;

Experience with mediation skills;

Familiarity with the Government Style Manual; and Experience communicating with individuals at all levels, both orally and in writing.

Minimum Education: Bachelor’s degree in any field of study or post-secondary training is highly desired, but not required.

2.3 ADMINISTRATIVE SUPPORT I

The Administrative Support I shall provide basic technical and administrative day-to-day support services. The individual shall perform both routine administrative, clerical and related duties in support of the Government team or individuals, to include telephone coverage. Office front desk support shall be required of the Administrative Support I, unless the requesting office chooses to remove this support when preparing a task order. The individual shall have sufficient knowledge in automated office software suites to include Microsoft products such as Word, PowerPoint, Outlook, Excel, Access, SQL, SharePoint, web browsers, time and attendance tracking systems, and other basic data entry application systems. Also, the individual shall display good customer service skills and be flexible in adapting to deadlines and changing priorities.

Minimum/General Experience:

One to two years of relevant experience;

Good written and oral communication skills;

Organizational skills;

Ability to work both individually and as part of a team; and Proven ability to produce quality work under deadlines.

Minimum Education: High School Graduate or General Education Diploma (GED).

2.4 ADMINISTRATIVE SUPPORT II

The Administrative Support II shall have knowledge and demonstrated experience in the administrative area. Additionally, the individual shall have demonstrated knowledge of Federal Government office policies, processes and procedures, and the ability to quickly grasp newly assigned processes and procedures, to include performing complex administrative, clerical and related duties in support of a specific Government team, event, or individual. Possesses strong written and oral communication skills, able to apply sound business judgment, and has the ability to be resourceful, creative, and a problem solver. The Administrative Support II shall have a thorough knowledge of correspondence protocol, to include both utilizing correspondence software tools, and hard copy correspondence packages. The individual shall be able to work independently in the absence of specific instructions on a number of tasks with a high degree of speed using organizational skills, and perform these duties with demonstrated ability to maintain effective relations with clients and staff (on-site and remote), exercise confidentiality, discretion, and demonstrate strong customer service skills. Office front desk support may also be required of the Administrative Support II. Additionally, is flexible in adapting to deadlines and changing priorities.

Minimum/General Experience:

Four years of experience performing office administration duties without day-to-day direction;

Accurate typing of at least 35 wpm;

Proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype, Access, SQL, SharePoint, current web browsers (i.e. Internet Explorer, Edge, Google Chrome, etc.), Adobe Acrobat, and scheduling/navigating conference applications (i.e. Adobe Connect, PolyCom VTC), automated administrative tracking management systems (i.e. travel management, time and attendance), and other work-related data entry systems;

Highly proficient in grammar, spelling punctuation, and preparation of standard/ executive level office documents;

Familiarity with the Government Style Manual; and Demonstrated experience communicating with individuals at all levels, both orally and in writing.

Minimum Education: High School Graduate or GED

2.5 ADMINISTRATIVE SUPPORT III

The Administrative Support III shall have significant experience in the administrative area with a demonstrated knowledge of office policies, processes and procedures, and the ability to rapidly grasp newly assigned processes and procedures. This individual works well under pressure. The individual shall perform complex administrative, clerical and related duties in support of a specific Government team, event, or individual. Therefore, in addition to the significant experience, a strong administrative problem-solving skills background is essential to bring administrative issues/problems to resolution, as quickly as possible. This individual shall possess excellent written and oral communication skills, apply sound business judgment, and be resourceful and creative. To ensure deadlines and last-minute assignments are handled timely, administrative multi-tasking must be a priority to ensure that the assigned work is to be performed in a highly efficient, organized, and accurate manner. The Administrative Support III shall have extensive knowledge/experience with office correspondence protocol, to include both utilizing correspondence software tools, and hard copy correspondence packages. The Administrative Support III shall be able to work independently to perform these duties with limited effort, and minimal disruption to the office. It is essential that the Administrative Support III maintain effective relations (customer service) with clients, staff, and customers, via on-site or remote. Also, it is imperative that the Administrative Support III exercises confidentiality, discretion, and the ability to be a team player. Office front desk support may also be required of the Administrative Support III. Additionally, the individual is flexible in adapting to deadlines https://www.govinfo.gov/collection/gpo-style-manual?path=/GPO/U.S.%20Government%20Publishing%20Office%20Style%20Manual and changing priorities. The Administrative Support III may be called upon to mentor junior Contractor staff with administrative tasks.

Five years of experience performing office administration duties without day-to-day direction;

Experience supporting senior level managers;

Accurate typing of at least 35 wpm;

Highly proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype, Access, SQL, SharePoint, current web browsers (i.e. Internet Explorer, Edge, Google Chrome, etc.), Adobe Acrobat, and scheduling/navigating conference applications (i.e. Adobe Connect, PolyCom VTC), automated administrative tracking management systems (i.e. travel management, time and attendance), and other work-related data entry systems;

Highly proficient in grammar, spelling punctuation, and preparation /proof reading all standard/executive level office documents;

Familiarity with the Government Style Manual; and Significant experience communicating with individuals at all levels, both orally and in writing.

2.6 EXECUTIVE ASSISTANT (ADMINISTRATIVE SUPPORT IV)

As the Government Executive’s front office/first line point of contact, the Executive Assistant shall possess a very high level of poise, professionalism, with an approachable, confident persona. It is imperative that the Executive Assistant tactfully interacts with visitors and staff in a respectful manner. The Executive Assistant’s customer service skills are to be readily apparent to all customers and stakeholders. In this position, the individual shall be considered a subject matter expert for all assigned administrative tasks. The Executive Assistant shall have an extensive and demonstrated knowledge of office policies, processes and procedures, and the ability to quickly grasp newly assigned processes and procedure. As required, the Executive Assistant must to able to expedite any last-minute assignments, to include making efficient adjustments/corrections to the Executive’s documentation. The Executive Assistant shall have very strong written and oral communication skills, demonstrates the ability to interpret/apply sound business judgment, and be resourceful, creative, and a problem solver. The Executive Assistant shall have extensive knowledge of correspondence protocol, to include both utilizing correspondence software tools, and hard copy correspondence packages. The Executive Assistant shall be able to work independently in the absence of specific instructions on a number of tasks with a high degree of speed using organizational skills, and perform these duties while exhibiting the ability to maintain effective relations/results with clients and staff (on-site and remote). The Executive Assistant shall exercise confidentiality, discretion, and problem-solving skills. Office front desk support may also be required of the Executive Assistant. Additionally, the individual shall be flexible in adapting to deadlines and changing priorities.

https://www.govinfo.gov/collection/gpo-style-manual?path=/GPO/U.S.%20Government%20Publishing%20Office%20Style%20Manual

Five years of experience performing office administration duties without day-to-day direction;

Experience supporting senior level managers;

Accurate typing of at least 35 wpm;

Highly proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype, Access, SQL, SharePoint, current web browsers (i.e. Internet Explorer, Edge, Google Chrome, etc.) Adobe Acrobat, and scheduling/navigating conference applications (i.e. Adobe Connect, PolyCom VTC), automated administrative tracking management systems (i.e. travel management, time and attendance), and other work-related data entry systems;

Subject matter expert in grammar, spelling punctuation, and preparation/proof reading all standard/executive level office documents;

Familiarity with the Government Style Manual; and Significant experience communicating with individuals at all levels, both orally and in writing.

https://www.govinfo.gov/collection/gpo-style-manual?path=/GPO/U.S.%20Government%20Publishing%20Office%20Style%20Manual

PART III

STATEMENT OF WORK

1. BACKGROUND

In support of the shared services initiative, the USDOT has a need to procure non-personal administrative support services for the Operating Administrations (OA) within the USDOT.

OAs include: Federal Aviation Administration (FAA), Federal Highway Administration, Federal Motor Carrier Safety Administration (FMCSA), Federal Railroad Administration (FRA), Federal Transit Administration (FTA), Maritime Administration (MARAD), National Highway Traffic Safety Administration (NHTSA), Office of the Inspector General (OIG), Office of the Secretary (OST), Pipeline and Hazardous Materials Safety Administration (PHMSA), and the Saint Lawrence Seaway Development Corporation (SLS).

2. OBJECTIVE

The objective for this requirement is to provide on-site, non-personal administrative support services on an as needed basis in support of organizational requirements within the USDOT.

3. SCOPE

To fulfill the objective of this contract, the Contractor shall provide support services that span a wide range of responsibilities for administration (i.e. front desk support/receptionist, basic office administrative tasks, travel preparation, time keeping, correspondence preparation, fleet vehicle management, etc.), and either on-site or off-site program management support (task order specific).

Due to the unknown nature of forthcoming performance requirements, the exact number, location, and specific work assignments cannot be determined at this time. The requirements for staffing will be based on examples of duties described in Section 4, developed to meet the specific requirements of the requesting USDOT organizational offices.

The Contractor shall manage its staff and ensure the quality of service being provided under each task order. With the exception of the off-site PM, it is the Government’s expectation that all services shall be completed at the identified task order location.

4. TASK AREA SPECIFIC REQUIREMENTS

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 OAs and will generally, consist of work outlined below.

When ordered, the Contractor shall provide the necessary personnel to perform the requirements.

Individual TOs will be managed, monitored, and evaluated by the requiring USDOT OA.

4.1 Program Management Support (Off-Site and On-Site)

The PM shall be responsible for understanding the various work assignments under each task order and ensuring that qualified personnel are assigned to the positions required under specified work requirements.

Specific work activities will be identified in the individual task order; however, work assignments may include, but are not limited to the following:

a. Coordinate Contractor employee schedules and work priorities with each office’s assigned point of contact, and monitor staff time sheets and leave requests;

b. Mentor Contractor staff in the accomplishment of their work duties;

c. Resolve Contractor staff grievances and taking disciplinary action when necessary;

d. Develop and motivate assigned Contractor staff to improve performance and quality throughout the duration of the performance period;

e. As required, meet (in-person, telephonically, or via Skype) with the Contracting Officer’s Representative (COR) or assigned office point of contact to discuss task order work assignments, schedules, workloads, potential problems and their resolutions;

f. Submit progress reports as described in Sections 8 and 9 below;

g. Conduct monthly staff meetings with all staff members to make assignments, review workloads, discuss plans, address problems and develop solutions. These meetings can be conducted by teleconference and will not be billable to the Government;

h. When necessary, replace personnel with a security cleared individual; if the regularly assigned contractor personnel will be absent for more than two (2) business days. If unable to do so, the Program Manager may be required to complete on going task order work, until the contractor replacement has cleared security, and has been granted access to all applicable systems; and

i. Assist in collecting/submitting security documents and ensure appropriate documents are signed.

4.2 Administrative Assistance (Administrative Support I)

assignments for the Administrative Support I may include, but are not limited to the following:

a. Receive visitors and telephone calls, and relay these visitors and callers to the appropriate person within the office;

b. Manage incoming and outgoing mail service;

c. Review and provide data entry updates to ensure pertinent information is recorded correctly in the agency’s various automated systems;

d. Perform general typing assignments of correspondence, reports, records and technical papers. This may include incorporating tables, charts, graphs, and incorporating presentation materials and graphics into the correspondence. Additionally, shall prepare correspondence to ensure proper format, checking for typographical accuracy, and conformance with procedural instructions;

e. Arrange meetings and conferences to include the following: locating facilities, room reservations, scheduling, arranging call-in numbers and/or webinar registration details, notifying all participants, and assembling materials to be handed out at meetings and conferences, and/or distributing electronically for conference calls and webinars;

f. Schedule appointments for various staff members as required. This may include coordination with other offices within the agency and the USDOT;

g. Maintain files in accordance with statutory record-retention requirements and

Departmental policies and directives, which may involve establishing new files and disposing of outdated or otherwise unneeded records;

h. Update office time and attendance in agency’s time keeping system, to include resolving time keeping discrepancies;

i. Update SharePoint websites, and monitor office updates on agency’s internal and external websites to include office’s information in Microsoft Outlook, and resolve discrepancies in a timely manner;

j. Fleet Management - Performs, various responsibilities driving Government owned vehicle, submit periodic reports to GSA, coordination of services and purchases with GSA (GOVs Maintenance, licensing/registration, mileage reporting, fuel reports, E- 85 special reporting);

k. Prepare, assemble, print and ship course material for training and presentations; set-up training and conference rooms, create certificates; and

l. Assist with scheduling interviews, as needed.

4.3 Administrative Assistance (Administrative Support II)

assignments for the Administrative Support II may include, but are not limited to the following:

a. Type correspondence, reports, records and technical papers. This may include tables, charts, graphs, and presentations as well as various government forms such as requisition forms;

b. Proofread outgoing correspondence to ensure proper format and conformance with procedural instructions, screen for grammar, spelling errors, punctuation and content.

Determine that all necessary incoming and background material is attached to the file;

c. Reply to general inquiries that do not require technical knowledge of programs under the control of the requesting office. These replies may consist of letters of acknowledgement, acceptance of invitations and cancellations. Follow up on routine correspondence of a non-technical nature in the executive’s name or in his or her own name as secretary to the executive;

d. Search for, assemble, and summarize information from management systems, files and other documents as requested by the executive or office staff in order to reply to correspondence, prepare reports, briefing papers, etc.;

e. Arrange meetings and conferences to include the following: locating facilities, room reservations, scheduling, arranging call-in numbers and/or webinar registration details, notifying all participants, and assembling materials to be handed out at meetings and conferences, and/or distributing electronically for conference calls and webinars;

f. Assist in the preparation of agendas for meetings, contact attendees of meetings, prepare correspondence and minutes of meetings, and distribute these materials;

g. Make travel arrangements for personnel as requested. This may include hotel and rental car reservations, plane and train tickets, travel advances, travel authorization requests, travel vouchers, and itineraries;

h. Fleet Management - Performs, various responsibilities driving Government owned

GSA (GOVs Maintenance, licensing/registration, mileage reporting, fuel reports, E- 85 special reporting);

i. Maintain assigned office calendars and schedules, appointments, and meetings based upon own initiative through personal knowledge of workload and current issues of importance. Remind assigned Government staff of appointments and brief them on matters to be considered before the scheduled meeting. On own initiative, reschedule staff appointments when their schedules change; and

j. Manage designated executive’s office files, which may involve establishing new files and disposing of outdated or otherwise unneeded records.

4.4 Administrative Assistance (Administrative Support III)

assignments for the Administrative Support III may include, but are not limited to the following:

a. Serve as senior administrative support for the office, provides excellent customer service, and professional courtesies to all customers and stakeholders;

b. As required, provide executive assistance for the office Executive(s) (ancillary duty);

c. Display strong critical thinking skills and demonstrate clear judgement and independent decision-making capabilities;

d. Perform assigned administrative tasks, to include, but not limited to schedule meetings, follow-up requests, prepare executive packages, minutes of meetings, and distribute these materials prepares timecard, travel documents, etc.;

e. Maintain designated office calendars and schedules, appointments, on-site/off-site meetings, based upon own initiative through personal knowledge of workload and current issues of importance;

f. Work independently to complete tasks and/or work products with limited guidance;

g. Work effectively when priorities change and quick adjustments in work assignments and responsibilities are temporarily necessary;

h. Work on and prioritize multiple assignments throughout the work day;

i. Proactively identify assignments;

j. Produce requested work products that require minimal revision;

k. Prepare/type correspondence, reports, records and technical papers. This may include tables, charts, graphs, and presentations as well as various government forms such as requisition forms;

l. Prior to material being presented for executive signature, provide expert proofreading outgoing correspondence to ensure proper format and conformance with procedural instructions, screen for grammar, spelling errors, punctuation and content. Review package content to ensure that all necessary incoming and background material is attached to the file;

m. Reply to general inquiries that do not require technical knowledge of senior level staff, or programs under the control of the requesting office; These replies may consist of letters of acknowledgement, acceptance of invitations and cancellations. On behalf of the office, follows up on routine correspondence of a non-technical nature.

n. Search for, assemble, and summarize information from management systems, files and other documents as requested by the executive or office staff in order to reply to correspondence, prepare reports, briefing papers, etc.;

o. Make travel arrangements for personnel as requested. This may include hotel and rental car reservations, plane and train tickets, travel advances, travel authorization requests, travel vouchers, and itineraries;

p. Fleet Management - Performs, various responsibilities driving Government owned

GSA (GOVs Maintenance, licensing/registration, mileage reporting, fuel reports, E-85 special reporting);

q. Manage assigned office files, which may involve establishing new files and disposing of outdated or otherwise unneeded records; and

r. Identify and recommend improvements to processes or more efficient ways to accomplish tasks.

4.5 Executive Assistance (Administrative Support IV)

assignments for the Executive Assistant may include, but are not limited to the following:

a. Serve as the Executive Assistant for Senior Office Leadership (Executive). The individual shall display decorum, approachability, and professional courtesy to colleagues, customers, and stakeholders;

b. Display strong critical thinking skills and demonstrate clear judgement and independent decision-making capabilities;

c. Coordinate all executive administrative duties, schedule meetings, follow-up on requests, prepare executive packages, prepare minutes of meetings, distribute materials, and prepare timecards and travel documents;

d. Maintain the Executive’s calendar and schedule, appointments, and meetings based upon knowledge of workload and current issues of importance. Remind the Executive of appointments and brief him/her on matters to be considered before the scheduled meeting. Reschedule the Executive’s appointments when his/her schedule changes;

e. Work independently to complete tasks and/or work products with conceptual guidance;

f. Work effectively and make quick adjustments in work assignments when priorities or responsibilities change;

g. Work on and prioritize multiple assignments throughout the work day;

h. Proactively identify assignments;

i. Produce executive work products that require minimal revision;

j. Oversee administrative tasks as assigned by the Executive to include collaborating with assigned stakeholders and customers;

k. Prepare/type executive correspondence, reports, records and technical papers. This may include tables, charts, graphs, and presentations as well as various government forms such as requisition forms;

l. Prior to material being presented to the Executive, provide expert proofreading outgoing correspondence to ensure proper format and conformance with procedural instructions, screen for grammar, spelling errors, punctuation and content. Review package content to ensure that all necessary incoming and background material is attached to the file;

m. Reply to general inquiries that do not require technical knowledge of the Executive, or programs under the control of the requesting office. These replies may consist of letters of acknowledgement, acceptance of invitations and cancellations. Follow up on routine correspondence of a non-technical nature in the Executive’s name or in his or her own name as secretary to the executive;

n. Search for, assemble, and summarize information from files and other documents as requested by the executive or office staff in order to reply to correspondence, prepare reports, briefing papers, etc.;

o. Make travel arrangements for personnel as requested. This may include hotel and rental car reservations, plane and train tickets, travel advances, travel authorization requests, travel vouchers, and itineraries;

p. Fleet Management - Performs, various responsibilities driving Government owned vehicle, submit periodic reports to GSA, coordination of services and purchases with GSA (GOVs Maintenance, licensing/registration, mileage reporting, fuel reports, E-85 special reporting);

q. Manage assigned office files in accordance with statutory record-retention requirements and Departmental policies and directives, which may involve establishing new files and disposing of outdated or otherwise unneeded records; and

r. Identify and recommend improvements to processes or more efficient ways to accomplish tasks.

5. TRANSITION ACTIVITIES (Beginning of Task Order/End of Task Order)

The Contractor shall provide services needed to assist in a smooth and orderly transition between the incumbent Contractor and a successor Contractor to ensure minimum disruption to vital Government business. These services may include, but are not limited to: data and other file transfer, material transfer, coordination with existing Contractor, and other activities to assist in an orderly transfer and establishment of continued operation of the contract services. The Contractor shall cooperate fully in the transition.

6. KICK-OFF MEETING

The Contractors shall participate in a kick-off meeting within 30 days after award. The objective of this meeting is to introduce the Contractors to USDOT staff, define roles and responsibilities, explain ordering processes and procedures, and respond to questions.

NOTE: Costs of related to attending the kick-off meeting are not allowable direct costs.

7. GENERAL SECURITY REQUIREMENTS

The Contractor shall establish appropriate administrative, technical, and physical safeguards to protect any and all Government data to ensure confidentiality, integrity, and availability. As a minimum, this shall include provisions for personnel security, electronic security, and physical security as listed in the sections that follow. All Contractor staff shall sign Non-Disclosure Agreements prior to completing any work under this award.

8. MONTHLY PROGRESS REPORT

The Contractor shall furnish a contract level progress report via email to the FHWA Contract Specialist (CS) and COR no later than the 10th of the month following the calendar month being reported. Each contract level progress report shall contain:

a) A cumulative list of all task orders (active and inactive) showing the contract and task order number, title, period of performance, ceiling amount, funded amount, invoiced amount, and issuing USDOT agency and program office.

b) Any contract level issues encountered along with recommended solutions and suggested improvements.

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

Progress reporting requirements for individual task orders will be delineated in the Task Order Proposal Request (TOPR) issued by the requiring USDOT program office.

9. ANNUAL PROGRESS REPORT

The Contractor shall furnish one (1) electronic copy of a letter-type annual report to the FHWA CO and COR within 30 days after the conclusion of each contract year. The annual report shall contain the following:

1. A discussion of the activities conducted during the period being reported.

2. A brief narrative commenting on performance during the reporting period for each of the following areas:

a. Quality of Product/Service

b. Schedule

c. Cost Control

d. Business Relations

e. Management of Key Personnel

f. Utilization of Small Businesses

3. Discussion of problems encountered or anticipated that might affect performance during the following year, and recommended solutions to such problems.

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

10. GOVERNMENT FURNISHED EQUIPMENT/INFORMATION/PROPERTY

Government furnished equipment (GFE)/information/property will be specified in individual TOs.

When furnished, the Contractor shall maintain a detailed inventory accounting system for GFE/Material or Contractor Acquired Property (CAP). The inventory accounting system must specify, as a minimum: product description (make, model), Government tag number, date of receipt, name of recipient, location of receipt, current location, purchase cost (if CAP), and contract/order number under which the equipment is being used. The Contractor shall either: a) attach an updated inventory report to each Monthly Progress Report, or b) certify that the inventory has been updated and is available for Government review. In either case the Contractor’s inventory listing must be available for Government review within one business day of COR request.

11. CONTRACTOR LIABILITY

The Contractor shall protect, defend, indemnify, save, and hold harmless the United States Government and its employees or agents, from and against all claims, demands, expenses, causes of action, judgments and liability arising out of, or in connection with, any negligent acts or omissions of the Contractor, its agents, Subcontractors, employees, assignees, or anyone for whom the Contractor may be responsible. The Contractor shall also be liable for all costs, expenses and attorney’s fees incurred as a result of any such claim, demand, cause of action, judgment or liability, including those costs, expenses, and attorneys’ fees incurred by the United States Government and its employees or agents. The Contractor’s liability shall not be limited by any provision or limits of insurance set forth in the resulting contract.

12. CONTRACTOR REQUIRED LICENSES/CERTIFICATIONS

All Government contractors must possess a state issued driver’s license in order to drive a Government Owned Vehicle. Any additional required licenses and certifications will be specified in the individual TOs issued under this contract. The Contractor shall be responsible for providing appropriately qualified personnel.

13. OPERATION OF GOVERNMENT OWNED VEHICLES

Government contractors may use Government motor vehicles when authorized in accordance with the FAR, General Services Administration (GSA) Fleet procedures, and the following conditions:

(a) Government motor vehicles are used for official purposes only and solely in the performance of the contract;

(b) Government motor vehicles cannot be used for transportation between residence and place of employment, unless authorized in accordance with 31 U.S.C. 1344 and part 41 CFR 102–5; and

(c) Contractors must:

(1) Establish and enforce suitable penalties against employees who use, or authorize the use of, Government motor vehicles for unofficial purposes or for other than in the performance of the contract; and

(2) Pay any expenses or cost, without Government reimbursement, for using Government motor vehicles other than in the performance of the contract.

d) Contractors are responsible for obtaining proper insurance for vehicles that are operated by contractor employees in connection with the applicable contract. The contractor shall provide a certificate of insurance coverage to the Contracting Officer verifying that it has the proper insurance to operate the vehicle(s).

14. DIRECT LABOR RATES (FOR LH/T&M TASK ORDER)

Direct Labor rates under this contract include Contractor employee labor. The direct labor rates are fully burdened fixed-price hourly rates applicable to the prime contractor and all subcontractors or subconsultants proposed with all proportional overhead, fringes, profit/fee, General and Administrative Expenses (G&A), etc. Maximum direct labor rates are identified in the attachment entitled, “Pricing Table for Administrative Support.”

15. DEPARTING CONTRACTOR EMPLOYEES

The Contractor shall collect and return Government-issued identification badges and GFE of departing employees to the appropriate COR.

16. 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, TO number (if applicable), and as appropriate the item identification, quantity of items, and notice of partial or final delivery.

17. ACCEPTANCE

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

18. METHOD OF DELIVERY

Electronic copies shall be delivered utilizing a Microsoft product such as Word, Excel, or PowerPoint, unless otherwise specified by the COR. Electronic submission shall be made via email, unless otherwise agreed to by the COR.

19. 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 (contract level)

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.

FHWA CS

and COR

Annual Progress Report

30 days after the conclusion of each contract year.

One electronic copy

Electronic copy in either MS Word or Adobe Acrobat formats.

FHWA CS

and COR

20. TASK ORDER DELIVERABLES

TOs will identify task specific deliverables and performance standards required in the performance of each order. Deliverables may range in a variety of formats and types consistent with the task areas described in the SOW.

21. PROCUREMENT AUTHORITY

The FHWA, Office of Acquisition and Grants Management, is the only office and agency that is authorized to modify this Contract. The FHWA CO is the only individual authorized to perform this function.

Task Orders may be issued by any USDOT OA CO. All administration and any necessary modification of those Task Orders will be handled by the appropriate OA CO.

22. NON-PERSONAL SERVICES CONTRACT

This contract is a non-personal services contract as defined in the FAR at subpart 37.101. It is understood and agreed that the Contractor and/or Contractor’s employees and subcontractors:

(1) shall perform the services specified herein as independent Contractors, not as employees of the Government;

(2) shall be responsible for their own management and administration of the work required and bear sole responsibility for complying with all technical, schedule, or financial requirements or constraints attendant to the performance of this contract;

(3) shall be free from supervision or control by any Government employee with respect to the manner or method of performance of the services specified; but

(4) shall, pursuant to the Government’s right and obligation to inspect, accept or reject the work, comply with such general direction of the CO, or the duly authorized representative of the CO, as is necessary to ensure accomplishment of the contract objectives.

23. PAYMENT

For FFP TOs:

In accordance with FAR 52.232-1 – Payments, unless otherwise specified in individual TOs, the Contractor may request payment for the FFP specified in the TO upon the Government’s acceptance of all work under that TO. Acceptance of the work under each TO will be made by the COR. Proportional payments may be made based on an established Milestone Payment Schedule for work performed and accepted.

For LH or T&M TOs:

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 TO.

Any work performed in excess of the amount funded is at the Contractor’s own risk.

NOTE: For each T&M TO, 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.

24. NOTIFICATION OF EXPENDITURE OF FUNDS

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

Unless otherwise negotiated, the Government shall pay the Contractor, upon the submission of a proper invoice, for the total price stipulated in this order for services rendered and accepted. The contractor shall be paid the prices for those services specified in the schedule upon the Government’s acceptance, plus any allowable cost reimbursable other direct costs (ODCs) and travel expenses (in accordance with the Federal Travel Regulations) no more than monthly.

25. INVOICING REQUIREMENTS

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

For task orders issued by FHWA, 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:

(…