DRAFT RFQ 693JJ324Q000067 QA Govt resp 8_22_2024_fnl.pdf

DRAFT RFQ 693JJ324Q000067- Summer Transportation Internship Program for Diverse Groups

Question & Answer (Q&A) – Responses- 8/22/2024

1. Question: There's a request for the contractor to "Develop and submit an Intern Evaluation Summary Report at the end of the 10-week program which contains interns’ biographical sketches, evaluations, activities, and written reports. Can you share more about this report? Is this a separate evaluation for each student?

Answer: As stated in the DRAFT RFQ Statement of Work (SOW) Task C. Program Documentation and Reporting 7)- “The Intern Evaluation Summary Report” and as described it is a “Summary Report” and not a separate evaluation for each student but may include information that is obtained from separate or individual evaluations.

2. Question: Confirm the application needs to be advertised on the Contractor's website. If yes, does the government expect the Contractor to create a micro-site to host the application?

Answer: Yes, as stated in the DRAFT RFQ Part 3 SOW STIPDG and its formal application are publicly advertised by the Contractor on its website from October through January of the following year and as detailed in Task C. Program Documentation and Reporting “The Contractor shall 1)- collect candidate applications via an online portal for all interested candidates. Applications for the Internship Program are to be accepted from October 1 –January 31. Students must have the option to apply online.”

3. Question: The Contractor shall use contract funds for products or services. Does the government expect the Contractor to perform one of the following: reimburse travel expenses, provide the interns with an advance, or Contractor pays directly?

Answer: As stated in the DRAFT RFQ SOW Task D. Intern Services 6)- “Arrange and procure all travel, as required, for approximately fifty (50) STIPDG interns who reside outside of the respective local commuting area (more than 50 miles, one way) of assigned duty location(s). This includes travel to and from the assigned duty location at the beginning and end of the program.” Travel also includes ground transportation. Also, as detailed in 4.3 Schedule of Services-Travel is Cost Reimbursable (CR) and are not to exceed (NTE) the Government inputs for each respective CLIN for base and all option periods. The Contractor is required to pay all authorized and allowable travel costs/expenses and will be reimbursed (upon presentation of a proper invoice w/ required supporting documentation).

4. Question: Is the expectation to host in-person Mentor Orientations for all STIPDG Mentors in the identified regions? Or would those be held virtually?

Answer: As stated in the DRAFT RFQ SOW Task B. Program Administration and Management 3)- “Orientations may be hosted via virtual teleconference or web conference.” Two (2) Orientation sessions are held- one session for US DOT Headquarters (Washington DC area) and a separate session for Regional Mentors.

Question & Answer (Q&A) – Responses- 8/22/2024

5. Question: Confirm that the Contractor includes the cost of building and maintaining an online application (website) and database into the ODCs line item?

Answer: There is a limited amount of funding allocated within ODC CLINs for each respective contract period (See DRAFT RFQ 4.3 Schedule of Services) for integrating and maintaining a secure STIPDG online application portal within the Contractor’s existing public front facing website.

6. Question: Please elaborate on what social media platforms are acceptable (i.e., Facebook, X, Instagram, LinkedIn) and confirm it is the Contractor's existing social media platforms.

Answer: Marketing and recruiting may be conducted on the Contractor’s existing social media platforms. LinkedIn, Facebook, X, and Instagram are acceptable social media platforms.

7. Question: Does the government expect a combined secure database for the online applications and mentor information? OR does the Contractor need to provide two separate secure databases?

Answer: To clarify, the Contractor is not required to recruit STIPDG Mentors. The Government will provide STIPDG mentors. Two (2) separate secure databases are required- one for STIPDG online applications and one for STIPDG mentor information.

DRAFT RFQ SOW Task C. Program Documentation and Reporting as detailed 4)- “Maintain an accurate and secure mentor database of mentor information with detailed contact and mentor assignment information……. “

8. Question: Does the government expect the intern and mentor evaluation forms to be collected through an online tool or electronic Word or PDF document?

Answer: DRAFT RFQ Task C. Program Documentation and Reporting Intern and Mentor evaluation forms shall be collected through a Contractor provided online tool.

9. Question: Does housing include group homes and single-living apartments?

Answer: As stated in the DRAFT RFQ SOW Task D. Intern Services 5)-“The Contractor shall include verification that housing is Federal Emergency Management Administration (FEMA)-approved and the Americans with Disabilities Act (ADA) compliant and accessible. All housing shall be: (1) a furnished extended stay housing facility with accompanying amenities of a kitchenette area, on-site laundry, wireless internet access……” All housing MUST MEET ALL the minimum requirements as stated in DRAFT RFQ SOW Task D. Intern Services 5)- no matter whether Contractor furnished/provided housing are group homes or single-living apartments.

Question & Answer (Q&A) – Responses- 8/22/2024

10. Question: Can DOT confirm that all (up to 85) interns will receive housing covered by the program, even any interns who live within the 50 miles one way travel radius and who do not receive travel arrangements provided by the program?

Answer: The number of interns who will receive housing covered by STIPDG may vary for each contract period. For this reason, the DRAFT RFQ Section 2.3 EVALUATION FACTORS- c) Technical Approach requires Quoter(s) to provide a detailed plan to provide travel and housing coordination for UP TO 85 college interns. Additionally- DRAFT RFQ SOW Task D. Intern Services 5) (4) states that “The Contractor shall coordinate and procure housing for ten (10) weeks for Washington, D.C. based and regional interns.”

11. Question: Using the IRS definition of employees versus contractors and DOL, FLSA, how does DOT define an intern relationship to the contractor? What payroll taxes are expected to be withheld if the interns are considered independent contractors of the contractor?

Answer: Government response pending.

12. Question: Can DOT confirm a page limit at this time or provide a timeframe when the information will be available?

Answer: Part III - Technical Approach page limit will be updated when RFQ is posted on SAM.gov.

13. Question: Can DOT provide a timeframe when the questionnaire will be available to distribute to 3rd party references? Pg. 6 states: “Past Performance Questionnaires PPQ’s- See Attachment-TBD Must be submitted by 3rd party reference by RFQ quote deadline.”

Answer: Past Performance Questionnaire (PPQs) will be available as an attachment when RFQ is posted on SAM.gov.