Att. 1 - RFP No. 693JJ320R000012 - NTS Support - SOW.pdf

STATEMENT OF WORK

United States Department of Transportation (USDOT), Federal Highway Administration’s Center for Local Aid Support (CLAS)

National Tribal Symposium Support Services

1. Purpose and Background

The United States Department of Transportation (USDOT), Federal Highway Administration’s

Center for Local Aid Support (CLAS) was established to provide national leadership and acts as a catalyst to support/provide the resources that enable timely and relevant technical assistance and training services to be available to local, tribal and Federal Land Management Agencies.

CLAS is responsible for the management and support of the Tribal Technical Assistance

Program. This program is integral to accomplishing the Congressional charge in 23 USC 504(b):

“develop and expand expertise in road and transportation areas including pavement, bridge, concrete structures, intermodal connections, safety management systems, intelligent transportation systems, incident response, operations, and traffic safety countermeasures” on local roads and tribal land. The United States has a unique legal and political relationship with

Indian tribes and Alaska Native tribal entities as provided by the Constitution of the United

States, treaties, court decisions and Federal statutes. There are 567 federally recognized

American Indian tribes and Alaskan Native entities in the United States.

The National Tribal Symposium to Advance Transportation (NTS) is a symposium that promotes the exchange of ideas and provides an interactive forum for tribal governments and transportation officials to share their experiences and promote practices that improve transportation and public road access to and within Indian reservations, Indian lands, and

Alaska Native Village communities. The symposium is provided annually in support of the

Tribal Technical Assistance Program.

The duration of the NTS will be from (3.5) days to (5) days and will feature up to sixty-five (65) interactive breakout sessions organized into multiple tracks, a vendor showcase, and partnership meetings. Previous NTS participation has averaged up to 250 registered participants and 30 vendors. The conference location will be selected by the FHWA. In addition, the Contractor shall provide event planning services to deliver a food and beverage service during the conference.

2. Contract Scope

The Contractor shall coordinate all logistical activities for the annual NTS. The Contractor is expected to fulfill branding, sponsorship, marketing, planning and execution of the symposium.

This will include providing on-site coordination and conference execution services during the

NTS and provide post-conference support services after the conclusion of each NTS.

Note: For the Base Year this symposium is scheduled to be held in May 2020.

In consideration of the scope, the Contractor shall aim to achieve:

• Revenue generation from the conference and exhibition to reduce conference registration cost to less than $300 per person.

• Excellent project management support to ensure a top-class event.

• Achieve success from the event in terms of crowd pull while aiming for value for audience.

3. Objective

The objective of this contract is to provide event planning services to support the CLAS technology transfer activities through the annual National Tribal Symposium to Advance

Transportation.

4. Requirements

4.1 NTS Conference Planning

The Contractor shall provide the full range of services to plan the annual NTS. These reports will be provided by FHWA. The Contractor shall attend a kick-off meeting with the FHWA within one (1) week of contract award and attend planning meetings via conference call or webinars

(frequency determined by the COR, but no less frequent than biweekly). The Contractor shall provide kick-off meeting minutes within two (2) weeks of award. The contractor shall submit a

Plan of Action to the COR within two (2) weeks of contract award. The Plan of Action shall include a timeline for the pre-planning deliverables, and detail potential marketing efforts to obtain optimal attendance.

Conference calls initiated by the FHWA shall be conducted with the identified planning team members and the Contractor. The conference date, and venue will be selected by the FHWA.

The Contractor will not be responsible for negotiating a hotel contract for lodging and meeting room space, which will be handled by FHWA. Once FHWA selects and reserves a venue, the

Contractor shall coordinate all aspects of the conference logistics with the FHWA-selected venue. The Contractor shall obtain FHWA approval before proceeding with negotiating all aspects of the conference with the venue and completing all other sections of this contract.

The general construct of the conference is as follows:

• One half day plenary session with all participants to include a tribal welcome ceremony from a local tribe;

• 2.5 to 5 days of instructional workshops in approximately six to nine parallel tracks consisting of 1 to 3 hr. sessions with a 10-25-minute with Question & Answer period and transition time between presentations;

• Vendor Showcase beginning after plenary session and concluding at close of second day of conference;

• Concluding one-half day for FHWA/DOT Listening Session

The 2018 and 2019 conference agendas will be provided to the Contractor by the FHWA as reference materials in order to provide examples of how previous conferences have been facilitated.

The Contractor shall solicit local tribes to secure various entities within those tribes to participate in the tribal welcome ceremony and lunch on the first day of the symposium. Those tribal entities include religious leaders, the Color Guard and performers within the native tribe.

Upon opening registration for the conference, the Contractor shall provide weekly registration updates to the FHWA COR. The registration updates shall include the participant list, sponsors, vendors, financial status and resumes of potential presenter received over the previous week.

Please note that all resumes for potential presenters must be provided no later than 30 days prior to the event.

4.2 Branding

The Contractor shall design and brand all conference related materials and make available for electronic use and in printed form. Please note that all electronic materials must be 508 compliant. The 2019 conference logo will be provided to the contractor for visual identification/recognition. The 2019 logo will be used for the 2020 symposium. The Contractor will be responsible for the design and printing of all symposium materials, program and publications.

On-site materials available to the attendees will include but are not limited to:

• Symposium agenda

• Vendor /sponsor list

• Pamphlets of nearby restaurants and transportation options

• Information on nearby sports, music, and entertainment options

• Maps showing approximate distances from lodging rooms to meeting rooms

• Maps showing meeting room locations, exit-door locations (including fire doors), restrooms, drinking fountains, and accessibility routes.

The Contractor will also design, develop, and maintain the vendor exhibition arena with the unique branding of the event. This will include a “walking plan” that shows where each vendor is located from the meeting rooms.

The Contractor will develop a marketing and promotional outreach plan, taking into consideration new media as well as traditional methods, to increase participation in the symposium. This will include developing a functional and responsive website for the event, which will be used for event registration and can be linked to the organizer’s websites. To advance marketing both before and during the symposium, the Contractor will create and manage pages dedicated to the event using current social media platforms (facebook, twitter, Instagram). To ensure optimal tribal participation, the Contractor will at a minimum solicit all

573 federally recognized tribes by both phone and mail within five (5) days of site selection, and ongoing as determined by the COR approved timeline.

4.2.1 Website

The Contractor shall establish a 508 compliant, FHWA-approved website containing information for each annual NTS at least nine (9) months before the event. This website will reside on non-

FHWA servers and will be fully supported by the Contractor’s. The Contractor shall complete revisions and upload relevant content within 24 hours of receipt from the COR.

Note: For the Base Year, the Contractor shall launch a FHWA approved website within 15 business days of award. For 2020, the website content for the site has already been developed, and that the previous contractor will be transferring the domain.

Contractor shall ensure the website is accessible to government and tribal entities and that it meets federal requirements in protecting Personally Identifiable Information (PII) and is 508 compliant. The Contractor shall ensure that the website is compatible and fully functional with all internet browsers. The Contractor shall conduct maintenance of the website during reduced traffic times; ensuring minimal impact to users.

The Contractor shall collect a record of all conference registration for each participant, vendor, and sponsor. The Contractor shall also provide telephone and email support for the registration process.

The Contractor shall secure the areas where hold hard copies of information are located on the website. The Contractor shall perform regular backups of the information collected online to insure against loss and use technical controls to secure the information collected online including but not limited to:

• Secure Socket Layer (SSL);

• Encryption;

• Firewalls;

• Password protections

The Contractor shall periodically test security procedures to ensure technical compliance and, that safeguards are in place to identify and prevent unauthorized tries of outsiders to hack into, or cause harm to, the information on the website. The Contractor shall ensure that the website meets The Privacy Act of 1974.

The website shall contain at a minimum an overview of the conference, hotel/lodging information, information on travel to/from each venue (nearby airports, surface transportation to/from major airports, etc.), call for presentations, vendor showcase and exhibitor information and information on how to register for the event, and vendor and sponsor logos.

Unless noted otherwise, the Contractor shall prepare the following content/documents and include the NTS website:

• Date and location of the conference

• A “Why Should I attend” page (provided by the COR)

• Employee Letter of Justification (provided by the COR)

• NTS Logo (provided by the COR)

• Feature to join the conference mailing list

• Previous Symposium Photos (provided by FHWA)

• Marketing Messages

• Previous symposium presentation (provided by the COR)

• 24/7 Online Participant, Sponsor and Vendor registration access

• Symposium Overview

• Vendor Prospectus

• Repository to submit presenter biographies and presentations

• Symposium Agenda

• Registration feature for the registrar to register multiple participants

• Local travel information

• Access to register for lodging (link to be provided by the venue)

• List of current and past conference sponsors and vendors with logos (past sponsors provided by the COR)

• Presenter details

• Symposium Events

• Ability to submit ADA Requirements

• Ability to submit dietary restrictions

• Ability to submit Emergency Contact

• Link to past symposiums (provided by the COR)

• FHWA Disclaimer indicating non-endorsement of any sponsor or vendor

• FAQ’s pertaining to the symposium (provided by the COR)

• Consent for photography

All designs, layouts and final content shall be reviewed and approved by the FHWA COR prior to production/printing.

4.3 Sponsorship & Exhibit Showcase

The Contractor will be responsible for identifying and securing sponsorship/vendors for the symposium. The Contractor shall secure not less than 30 sponsors/vendors for the event at least thirty (30) days prior to the event. The sponsors/vendors shall be relevant to transportation and tribal. See section 4.4.2 for more information.

Specific tasks include:

• Determining exhibition/meal space placement;

• Serving as the liaison between the hotel/facility, exhibition service providers and, if necessary, fire marshal or similar safety representative.

• Creating and mailing exhibitor show-booth prospectus, if necessary.

• Responding to inquiries for exhibit space and follow up with leads.

• Receiving exhibitor registrations and payment; maintain database of exhibitor responses and provide regular updates and financial summaries.

• Acting as primary liaison with exhibitors and communicate details with regards to booth space assignment and any other set-up information.

4.4 Planning

The Contractor shall provide the full range of services to plan and organize the annual NTS.

4.4.1 Presenter Management

The annual NTS technical program will be developed by FHWA and other sponsoring federal partners. The annual NTS technical program will provide information and resources for all participants who are committed to improving the transportation infrastructure and the safety of those who live, work and travel the roadways of tribal lands. There will be a focus on education and information concerning new innovations; as well as increasing the engagement of the tribal transportation industry.

All breakout presenters will be selected and invited to present by the FHWA and other federal partners. The contractor shall research and solicit a Keynote Speaker with industry knowledge relevant to the Symposium. The Keynote Speaker will be approved by the FHWA. The contractor shall solicit local tribal entities to participant in the plenary session. Once presenters are selected the contactor shall extend a formal invitation to the presenters providing conference details such as, but not limited to lodging, biography and session description criteria and due dates, and registration. The contractor shall serve as the main point of contact for lodging, registration, presentations, biographies and other presenter logistics. The contractor is not responsible for making travel arrangements for the presenters.

The contractor shall establish a timeline to continue regular communication with the presenters to disseminate relevant conference details within 30 days of award. This timeline shall be approved by the COR. The contractor shall collect presenter biographies, session descriptions and presentations and upload them to the central repository by the date specified within the timeline. The contractor shall solicit and coordinate a Keynote speaker for the plenary session and a speaker for the luncheon on the 2nd day of the symposium. The session descriptions and presenter biographies shall be uploaded to the NTS website 45 days before the conference.

4.4.2 Pre-Symposium Preparation

The Contractor shall prepare items to be distributed to attendees at each conference. Standard conference items such as name badges, lanyards, and sign-in sheets shall be designed and printed by the Contractor. The Contractor shall also coordinate the disbursement of sponsor/vendor promotional items provided.

NOTE: Contract funds may not be used for promotional purposes.

NOTE: The Contractor is not responsible for providing additional supplies for the meeting room beyond what the meeting venue provides.

As part of this task, the Contractor shall:

• Weekly market the conference through various methods such as, social media, list serves, tribal transportation events, telephone campaign, etc. within thirty (30) days of award;

• Develop a marketing message schedule and list of marketing messages for the FHWA social media platforms

• Ensure that marketing messages meet the requirements to bypass tribal and federal firewalls;

• Create a welcome packet containing an agenda and a name badge for each participant, presenter and vendor;

• Develop a vendor and sponsor prospectus;

• Design, print and display clear signage for participants to correctly navigate each respective meeting space;

• Design a printed program that includes the Conference schedule, vendors, sponsors, and any other information determined by FHWA (see disclaimer in Section 4.6.2);

• Coordinate the Vendor and Sponsor Showcase;

• Coordinate all shipping and receiving with the venue to and from the conference site, and setup and dismantling of exhibits. The Contractor shall provide shipping instructions to all sponsors and vendors at least two (2) months prior to the conference (in past conferences an external vendor was procured to assist with these efforts).

• Develop a working timeline for the event, with major deadlines and areas of responsibility.

• Monitor room pick-up and manage/balance block to accommodate demand. Solicit overflow blocks if necessary.

• Attend pre-conference meeting with hotel/facility staff.

• Develop online and/or paper evaluation forms to distribute to conference attendees and sponsors/exhibitors after the event.

• Create evaluation response reports that can be used to direct future conference education and coordination efforts.

• Manage requests for committee or ancillary meetings at the event. Coordinate space and other needs.

• Communicate with hotel to ensure AV and set-up needs are met.

• Coordinate presentation uploads at conference venue.

• Create instructions for session moderators.

• Assist with any needs for special events.

• Develop on-line registration step-by-step instructions for attendees.

• Respond to questions and inquiries.

• Develop and send email confirmation notices.

• Create and maintain database of all participants.

4.5 Execution

The Contractor shall provide professionally trained staff members before and during the conference to manage logistics and coordinate with the venue, oversee all meeting functions, and ensure proper audiovisual (AV) setups for each general session and breakout session.

4.5.1 On-Site Assistance

The Contractor shall provide the full range of services for on-site conference assistance at the

NTS. The Contractor shall collaborate with the venue staff to setup AV equipment rental items

(laptops, projectors, microphones, etc.) for each general and breakout session. AV equipment will be procured by FHWA ahead of each event. The Contractor shall assign a senior level staff member to oversee all aspects of the conference such as verifying meeting room set ups, food and beverage guarantees, placement of signage, etc. to ensure a smooth flow of events. The

Contractor shall arrive at the selected venue 1-3 days prior to the conference and be onsite for the duration of the annual NTS. The contractor shall rent additional AV equipment if needed.

The Contractor shall provide adequate staff to manage the conference based on scale and complexity. Contractor personnel shall staff a registration desk where participants will check-in, collect their conference materials, and pay (as needed). Staff shall also be positioned in the conference space to direct attendees and address questions or concerns. The Contractor shall also manage and monitor the timeliness of each session and breaks to ensure the conference remains on schedule. The Contractor shall distribute and collect a Breakout Session Questionnaire for each breakout session. The questions will be provided by the FHWA.

The Contractor shall coordinate with the venue to ensure that all participants who make reservations have a room and lodging problems are resolved with the hotel staff to ensure a positive solution; and that no participants are turned away. Contractor staff shall be responsible for handling any last-minute changes or support needs that may arise during the symposium. The contractor shall allow on-site registration at the event in real time – to help resolve registration questions, issues; and to enter walk-ins.

The Contractor shall provide a photographer to take digital pictures of all components of the conference (using a camera with a minimum of twelve (12) mega pixels) for FHWA’s use and dissemination. The Contractor shall obtain the appropriate approvals for the use of all photos.

AV support shall be provided for each general session and breakout rooms. The Contractor shall collect presentations from speakers prior to the conference and ensure that laptops used to facilitate presentations are pre-loaded with the correct presentations for each general and breakout session. The contractor shall obtain final presentations, ensure 508 compliance, and upload to the website within 15 days following the conference. The contractor shall ensure that all presentations loaded to the website are 508 compliant.

The Contractor shall coordinate with the venue to ensure that all participants who make reservations have a room and lodging problems are resolved with the hotel staff to ensure a positive solution; and that no participants are turned away. Contractor staff shall be responsible for handling any last-minute changes or support needs that may arise during the Conference. The contractor shall allow on-site registration at the event in real time – to help resolve registration questions, issues; and to enter walk-ins.

4.5.2 Session Recordings

The Contractor shall record up to three (3) concurrent breakout sessions. The recorded sessions will be selected by the FHWA. The recordings shall be recorded in a manner suitable to distribute electronically and to add to the website and must be 508 compliant. The Contractor shall upload the selected breakout sessions to the conference website FHWA within fifteen (15) days of the end of the conference unless a different timeframe is approved by the COR.

4.6 Post-Conference Support

The Contractor shall provide the full range of post-conference support services after the conclusion of each conference. The Contractor shall electronically provide a spreadsheet

(Microsoft Excel compatible) to the FHWA COR of all the participants who registered (name, title, affiliation, email, mailing address and phone number) within a week after the event. The

Contractor shall make clear to all participants, vendors, and sponsors that FHWA may use this information to contact those individuals in the future. Additionally, the Contractor shall process all final invoices and provide a financial summary of expenditures to the FHWA COR within thirty (30) days of the end of the Conference.

The Contractor shall submit to FHWA digital photos of the Conference for dissemination and use.

The Contractor shall provide access to a DropBox or hard drive consisting of all documents related to the conference filed in folders by applicable topics within 30 days after the conference.

The Contractor shall provide a post-conference report within 30 days of the conference. The post-conference report shall include:

• Financial breakdown of funds received, funds spent, remaining balance, staff hours by task;

• List of presentations;

• Electronic list of participants, vendors and sponsors (including name, title, affiliation, email, mailing address and phone number;

• Participant conference evaluation report capturing participants session comments;

• Mail Chimp or equivalent distribution list of attendees, vendors and sponsors; and

• Links to session recordings.

4.6 Event Planning for Transportation and Food & Beverage Service

[NO-COST CONTRACT LINE ITEMS]

4.6.1 General Description of Required Services

The Contractor shall provide a full range of event planning services to deliver breakfast and lunch for each day of the conference, as well as a morning and afternoon snack and beverage service for each day of the conference.

In the performance of these services, the Contractor shall have no expectation of payment from the Government and the Government has no financial liability to the contractor for the performance of these services. The event planning services under this task will be provided to the

Government at no-cost. Any resulting fees collected or earned, as specified in section 4.6.2 of this

SOW, are the only consideration to the Contractor in exchange for these services.

4.6.2 Conference Registration Fees

The contractor may utilize conference registration fees and sponsorship to provide space for the tribal transportation vendor showcase, breakfast and lunch for each day of the conference, food and beverage snacks for conference breaks. Registration fees shall not include expenses related to the following items: alcoholic beverages, motivational speakers, musicians, entertainers, extraneous promotional items, decorations, procuring tickets to recreational activities outside the conference setting, non-substantive audio/visual materials, or other goods and services for participants that are not attributed to the purpose of the conference.

NOTE: The FHWA will not endorse any of the NTS vendors or sponsors.

The Contractor shall anticipate input and feedback from the Government about any conference registration fee structure. The annual NTS Sponsor and Vendor fee structure will be provided by

FHWA. Attendee registration fees shall be set at a minimum level sufficient to meet these conference expenses and shall not be set too high to discourage conference attendance and not to exceed $300.

The coordination of vendor-sponsored events is solely the responsibility of the vendor.

NOTE: The Contractor shall not accept cash as a form of registration payment.

5.0 Progress Reports

The Contractor shall submit progress reports to the COR and the Contract Specialist (CS). These reports shall be prepared on a monthly basis and submitted by the 10th 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) A clear account of the work performed under each task during the reporting period.

(b) An outline of the work to be accomplished during the next reporting period.

(c) A 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.

5.1 Annual Report

The Contractor shall furnish 1 electronic copy (in Microsoft Office 2016 or equivalent) of a letter-type annual report to the Contracting Officer and to the Contracting Officer’s

Representative on or before 30 calendar days before the end of each contract year. The annual report shall contain the following:

A brief narrative describing the Contractor’s performance during the reporting period for each of the following areas:

(1) Quality of Product/Service

(2) Schedule

(3) Cost Control

(4) Business Relations

(5) Management of Key Personnel

(6) Utilization of Small Businesses – (If applicable)

(7) Other (If applicable)

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

5.2 PERIOD OF PERFORMANCE

The period of performance under this contract consists of one (1) 12-month base period and two

(2) 12-month option periods as well as the option to extend services in accordance with FAR

52.217-8. Should the Government elect to exercise any of the optional periods for additional services under this contract, the total contract period of performance shall be completed within the time frame specified in that optional period. In no event shall the total contract performance period exceed forty-two (42) months without written authorization from the Contracting Officer.

5.3 METHOD OF DELIVERY

Electronic copies shall be delivered using Microsoft Office suite of tools (for example, MS

Word, MS Excel, MS PowerPoint, MS Project, or MS Access format) or compatible programs.

5.4 DELIVERABLE/DELIVERY SUMMARY

This technical exhibit lists any reports or documentation that is required as a deliverable to include the # of copies, medium/format and who/where it is to be submitted. A deliverable is anything that can be physically delivered but may include non-physical things such as meeting minutes. Deliverables for the Base Year will be compressed into a shorter schedule. The

Contractor should anticipate providing the deliverables outlined in 4.1 within 30 days after contract award. The deliverables in section 4.2, 4.3, 4.4 will be required within 60 days after contract award, or as otherwise specified by the COR.

Tasks

Deliverables

Due Dates

No. of

Copies

Medium/Format

Submit to

4.1

Plan of Action 2 Weeks after award

1 MS Word COR

Kick-Off Meeting 2Weeks after award

N/A Teleconference COR

Kick-Off Meeting Minutes 5 Weeks after award

1 MS Word COR

Planning Meetings TBD N/A Teleconference/

Webinar

COR

Registration Updates Weekly 1 MS Word COR

Presenter Resumes 30 Days prior to conference

1 MS Word COR

4.2.1 NTS Website

10 Business Days after award

N/A Online COR

4.4.2

Breakout Session Questionnaire

During the conference

1 MS Word COR

Welcome Packet Day 1 of the Conference

1 MS Word COR

Vendor and Sponsor

Prospectus

Base Year: 30 days after award;

Option Year 1

& 2: 10

Months Prior to the

NTS Signage

Designed 2

Months prior to the conference

Program Design

2 Months prior to the

Exhibitor Shipping

Instructions

2 Months prior to the

4.4.2 &

4.5

Secure AV equipment rental items

(laptops, projectors, microphones, etc.)

60 Days Prior to conference

TBD N/A COR

4.5.2

Session Recordings During the

Conference

TBD Adobe Connect

Pro (or equivalent)

Upload Links to session recordings

Within 10

Days of the end of the

TBD TBD COR

4.6

Post-Conference Spreadsheet Within 30

Days of the end of the

1 MS Excel COR

Financial Summary of

Expenditures

Within 30

Days of the end of the

Digital Pictures of the

Within 30

Days of the end of the

Conference

TBD DropBox or Hard

Drive

Post Conference Report

Within 30

Days of the end of the

5.0

Progress Reports

By the 10th of every month

1 MS Word COR/CS

5.1

Annual Report

By the 10th of

January

1 MS Word COR/CS

5.6 CONTRACT ADMINISTRATION

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.

5.7 PLACE OF DELIVERY

All deliverables, except the annual and monthly progress reports, shall be delivered to the COR at the following address:

Danielle Mathis-Lee

3423 Stonesboro Road

Ft. Washington, MD 20744

Marked for: COR

The Contractor shall submit Interim and Final Deliverables to the COR once these deliverables have been accepted by the Government. The Contractor shall include the contract number in the email subject line for each deliverable. The Government may request the Contractor to include additional specified keywords in the subject line of emails containing deliverables. Additionally, the Government may request the Contractor to submit Deliverables to an electronic repository as specified by the COR.

The annual and monthly progress reports shall be delivered to the COR and Contract Specialist at the following email addresses:

Danielle.Mathis-Lee@dot.gov

Ryan.Buck@dot.gov

5.8 PLACE OF PERFORMANCE

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

5.9 MINIMUM REQUIREMENTS FOR MATERIALS TO BE POSTED ON FHWA

WEBSITES

All web-based deliverables shall conform to the Minimum Requirements for FHWA Web Pages and be compatible with the current FHWA web platform of Adobe ColdFusion (version 10 compatible) and Microsoft SQL (server 2012 or higher compatible). Deliverables will be evaluated for Section 508 compliance, including graceful degradation when JavaScript is disabled and color contrast tests. Deliverables shall meet W3C coding standards

(http://www.w3.org/), FHWA coding standards, and conform to DOT Secure Web Application standards to prevent cross-site scripting (XSS) and SQL Injection.

5.10 NO-COST CONTRACT LINE ITEMS (CLINS 00003, 10003, 20003)

The event planning services associated with CLINS # 00003, 10003, 20003 will be provided to the Government at no-cost. Any resultant fees collected or earned from the event planning services under the activities described in Section 4.6 will be the consideration to the Contractor mailto:Danielle.Mathis-Lee@dot.gov mailto:Danielle.Mathis-Lee@dot.gov mailto:Ryan.Buck@dot.gov mailto:Ryan.Buck@dot.gov http://www.w3.org/) http://www.w3.org/) http://www.w3.org/) http://www.w3.org/) in exchange for these services.

5.11 TRAVEL AND PER DIEM- (T&M CLINS 00002, 10002, 20002)

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 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 Contracting Officer.

Inclusion of indirect burden amounts on travel is not allowable. For allowable reimbursable travel item costs, the Contractor shall provide sufficient supporting documentation to support costs incurred to include vendor receipts.

The following web site provides information on current Per Diem rates:

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

5.12 OMB PAPERWORK REDUCTION ACT

The Paperwork Reduction Act of 1995 (PRA): Activities involving information collection (i.e., paper or web-based surveys, questionnaires, etc.) from 10 or more non-Federal entities may require advance OMB

Information Collection Clearance, a process that generally takes months to complete. The Contractor shall coordinate with the COR on this process as applicable.

5.13 CLOSEOUT OF CONTRACT FILES

The Government will initiate the administrative closeout after receiving evidence that all technical requirements have been completed. The Contractor shall furnish all required documents in support of the closeout of this contract. The Government anticipates the timeframe to complete administrative close out will not exceed six (6) months. The costs incurred in the administrative closeout are unallowable direct costs under the contract and, therefore, cannot be charged as direct costs to the Government. Contractors are to handle such costs in accordance with their disclosure statements/cost accounting systems.

5.14 DATA RIGHTS

The Government has unlimited rights to all results, data, documents, and material produced under this contract. All results, data, documents, and materials, to include the source code of any software produced or modified under this contract, shall be Government owned and the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These results, data, documents, and materials may not be disclosed, used, or sold by the Contractor without written permission from the CO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.