Attachment J.5 -Task Order 0001_A0001.pdf

Office of Acquisition and Grants Management Intelligent Transportation Systems

Joint Program Office (ITS JPO)

Task Order Proposal Request: Attachment J.5

Task Order 0001

Technical Support Services for the Office of Intelligent Transportation Systems Joint Program Office (ITS JPO)

Instructions to Offerors

1 GENERAL INSTRUCTIONS

This Task Order Proposal Request (TOPR) will result in a Cost-Plus Fixed Fee (CPFF) task order issued under the contract resulting from RFP 693JJ324R000011.The offer shall be submitted in electronic format to:

Contracting Specialist: Lora Bynum Lora.Bynum@dot.gov; HCFA-23SRI@dot.gov

Proposals Due Date: Proposals shall be submitted in accordance with instructions established in IDIQ RFP 693JJ324R000011.

Proposals are valid for 120 calendar days unless otherwise stipulated by the Offeror.

Hard copies will not be accepted.

In response to this TOPR, the Offeror shall prepare a detailed proposal for meeting all stated requirements and comply with the following limitations and characteristics:

• Do not include marketing materials.

• Proposals shall be prepared to print on 8½ x 11-inch paper.

• Margins (Top, Bottom, Right and Left) no smaller than 1" (headers and footers are allowed in the margins)

• Size 12 font or larger should be used.

• Offers shall be submitted in a format readable by Microsoft (MS) Word, MS Excel, or in text searchable PDF format, as applicable.

• Section 1 Technical Proposal is limited to a total of 20 pages. The cover page and table of contents are included in the Technical Proposal page limit. Resumes are excluded from the Technical Proposal page limitation, but are themselves limited to no more than twothree pages each.

• Section 2 Price Proposal does not have a page limitation.

• The subject line of your email and all correspondence must include the TOPR number found on the cover page.

2 COMMUNICATIONS AND QUESTIONS

Communications shall be conducted electronically by e-mail to Contracting Officer identified in section 1 above.

The due date for communications and questions concerning this TOPR is provided in Section L.8 of RFP 693JJ324R000011.

3 PROPOSAL ORGANIZATION

Proposal materials will be organized as follows: Section 1 Technical Proposal and Section 2 Price Proposal. All Sections are to be clearly separated from the other (i.e., separate electronic files). Offeror shall provide all price information only in the Price Proposal. The Technical Proposal shall not contain any price information.

mailto:Lora.Bynum@dot.gov mailto:HCFA-23SRI@dot.gov

To be acceptable, the proposal must meet all the constraints set forth in the Performance Work Statement (PWS).

4 SECTION 1 TECHNICAL PROPOSAL

This volume addresses the technical aspects of the requirement. It shall indicate the firm’s capabilities and the means used to satisfy the requirements stated in the attached PWS. The proposal shall not repeat the Statement of Work requirements.

The Offeror shall describe and provide the following:

• Detailed technical approach and understanding to performing the work.

• The offeror shall provide the title and a description of the duties the proposed personnel will perform.

• The Offeror shall provide a detailed staffing plan.

• The Offeror shall provide two (2) named Key Personnel: one (1) Program Manager

Principal Investigator and one (1) Principal Investigator Senior Technical Professional.

The Offeror shall ensure that these named Key Personnel each meet all government requirements for minimum experience and education qualifications within their respective labor categories as specified/described in the base ID/IQ contract.

• The named Principal Investigator must be currently employed by the Offeror/prime contractor at the time the Offeror submits its proposal.

• The Technical Proposal shall set forth any information that the Offeror wishes to bring to the attention of the Government.

• Level of Effort table displaying labor categories and labor hours per task. (Names and cost information shall not be provided in this Level of Effort table in the Technical Proposal.)

• The Contractor shall provide resumes for all personnel proposed in the Contractor’s submission. Resumes are limited to two pages and must provide detailed information on the background, education, leadership, training, suitability to the proposed position, applicability of related experience, and special or unique qualifications.

NOTE: Resumes shall be an attachment to the technical proposal, provided at the end of the proposal.

5 SECTION 2 COST PROPOSAL

The Offeror shall provide a cost proposal that reflects its proposed solution to the Government’s requirements as identified in the PWS and the Schedule of Services.

Cost Plus Fixed Fee (CPFF) The Offeror shall submit a budget summary for the entire period of performance that clearly identifies the following:

• Labor: labor categories, individual’s names, rates and hours, and escalation. Include a complete breakdown by task and labor category. Labor rates should be in accord with those proposed and accepted at IDIQ contract award, as applicable.

• Subcontractors/Consultants and Offeror’s cost analysis of subcontract/consultant costs in accordance with FAR 15.404-3.

• Other Direct Costs (ODCs)-provide a breakout of Other Direct Costs by category (travel, materials, equipment, etc.)

• Overhead rates and their application bases. Should be in accord with those proposed and accepted at IDIQ contract award.

• Fee/Profit and its equivalent percentage rate and application base. Should be in accord with those proposed and accepted at IDIQ contract award.

• An overall task order amount for the entire period of performance including all the items above.

• A completed Schedule of Services below.

6 EVALUATION FACTORS

The Government will issue a Cost Plus Fixed Fee (CPFF) order resulting from this TOPR based on a proposal that represents the best value to the Government, considering technical, past performance and cost/price factors. When combined; Technical and Past Performance are approximately equal to Cost.

The following factors will be used to evaluate proposals.

(1) Technical

The Offeror’s approach to performing the requirements and its capability to successfully perform the task order will be evaluated. The proposal will be evaluated based on the following of equal importance:

• The extent to which the proposal includes a satisfactory technical approach for performing the requirements that meets all stated government requirements, including, but not limited to, a detailed description of how the Offeror intends to work with the government cooperatively.

• The offeror's knowledge and understanding of transportation technologies especially Intelligent Transportation Systems (ITS)

• The Offeror’s relationship with members of the ITS community, particularly the offeror's ability to communicate regularly with ITS stakeholders (State Departments of Transportation, Metropolitan Planning Organizations, State and National transportation organizations, tolling authorities, transit agencies, and private sector firms).

• Offeror’s familiarity and relationship with transportation industry organizations supporting ITS-related training, e.g., State and Local chapters of ITS America

• Offeror’s experience managing national and international trade shows including securing and staffing booth space, working with trade show vendors, and providing trade show support for US DOT.

• Offeror’s experience providing research reports including fact sheets, summaries, and other documents to USDOT about ITS technologies.

• Offeror’s experience developing and supporting stakeholder committees, task forces, cohorts, and other groups.

• The extent to which the proposal includes adequate and appropriate staff with qualifications that include ITS-related experience to perform the requirement as well as knowledge, skills, and experience should be cited and described in the resumes provided as part of the Offeror’s proposal.

• Offeror’s recent (within 3 years) project or program management experience, preferably with projects of a similar nature and scope to the work required by the government. This experience should be documented clearly in the Offeror’s proposal and the Offeror should, at a minimum, provide the title of the project or program, briefly describe the effort and, if relevant, provide the name of the sponsoring and/or funding entity.

(2) Past Performance

Submission of additional Past Performance is not required. However, information provided in offeror’s technical proposal will be used, as appropriate, in accordance with the evaluation criteria in section M of the RFP to support the past performance evaluation.

(3) Cost.

The proposed cost will be evaluated but not scored. The evaluation will determine whether the proposed cost is realistic, complete, and reasonable in relation to the TOPR requirements. Proposed cost must be entirely compatible with the technical proposal.

7 SCHEDULE OF SERVICES (UNDERLINED AREAS TO BE COMPLETED BY

OFFEROR)

CLIN

DESCRIPTION

Estimated Cost

Fixed Fee

Total Estimated Cost Plus Fixed Fee

00101

Technical Support Services for the Office of ITS JPO

Pricing: CPFF Period of Performance:

12 months

00201 Travel – Cost Reimbursable $10,000.00 N/A $10,000.00

00301 Materials – Cost Reimbursable $150,000.00 N/A $150,000.00

TOTAL: $

Intelligent Transportation Systems Joint Program Office (ITS JPO)

Performance Work Statement

For

Technical Support Services for the Office of Intelligent Transportation Systems Joint Program Office (ITS JPO)

Task Order Proposal Request (TOPR) No.

Attachment J.5 Task Order 0001

1.1 Background

ITS JPO needs Contractor support for a myriad of events: working group meetings, webinars, committee meetings, and other special purpose meetings. The Contractor shall provide planning, pre-meeting conference calls, logistical, on-site staffing, registration, marketing, reporting, meeting planning, evaluation, hotel booking and outreach support for these meetings, and events.

For Webinars, the contractor will provide all audio-visual equipment, online registration, and onsite support.

The Contractor shall widely advertise events through all its communications channels. Events may be standalone meetings or connected to other larger meetings not operated by the United States Department of Transportation (USDOT) or the Contractor., For purposes of planning, the Government estimates that the Contractor shall support approximately two workshops, and meetings each year, and up to 15 webinars under this task order.

1.2 Objective

This task order aims to provide planning support for meetings, webinars, and other meetings and events.

1.3 Detailed Requirement

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform tasks specified in the scope of work below.

To accomplish the objectives of this task order, the Contractor shall complete the following tasks:

Task A: Program Management

The Contractor shall:

• Establish and maintain a website for online registrations.

• Provide monthly progress reports.

• Participate in meetings with ITS JPO staff and other USDOT personnel.

• Pay for registrations for USDOT staff attending conferences and events and invoice the government.

• Represent USDOT in negotiations with trade show vendors and other suppliers.

• Provide technical assistance and advice to USDOT staff and/or their contractors who are preparing webinars, public meetings, and events.

• Identify potential speakers for conferences, webinars, and events.

• Distribute USDOT promotional materials. The Contractor shall distribute announcements about ITS JPO meetings, webinars, and events to all its members. The Contractor shall also use its member newsletter(s), Twitter, Facebook, LinkedIn, and other media outlets.

• Take meeting notes and provide summaries (as needed).

• Assist ITS JPO with any internal audits related to past meetings, webinars, or events.

• Assist other USDOT contractors as needed.

• Participate in planning meetings.

• Pay annual licensing fee for webinar services, e.g., Zoom, Adobe Connect, etc.

Task B: Meeting Planning and Trade Shows

The Contractor shall:

• Provide onsite meeting support staff to handle logistical needs and registration during meetings/workshops.

• Promote events on email and social media channels.

• Identify and book onsite meeting space as needed. The contractor shall first use the services of local convention bureaus and other meeting sources.

• Ensure the webinars and meetings are accessible to disabled individuals.

• Organize pre-calls for webinar speakers (if needed).

• Coordinate potential meeting and webinar dates with the TOCOR.

• Contract and maintain all audio-visual equipment required for onsite meetings and webinars.

• Coordinate with meeting and event venues. The contractor shall also resolve any service issues with event venue or other service providers.

• Pay all vendors associated with the meetings, trade shows and webinars.

• Continue to provide automated reports that include a list of registered attendees in an excel spreadsheet format as needed.

• Distribute materials to meeting and webinar participants in advance of all webinars or meetings by posting the materials on the Contractor’s website. The contractor shall also notify registered participants of the availability of any read-ahead materials.

• Maintain a list of attendees, including contact information. The Contractor shall not collect any Personal Identifiable Information (PII) from attendees and will limit data collected to name, title, organization, state, and business email address.

• Pay for other meeting and trade show related expenses as needed.

• Create an online satisfaction survey for meeting attendees (as needed).

• Provide on-site audio/visual technology support for attendees or other ITS JPO contractor meetings, webinars, and events.

• Provide nametags and name tents for participants as needed.

• Distribute webinar and meeting PowerPoints to participants following each meeting or event.

NOTE: Any costs associated with food, meals, beverages, or light refreshments are not allowable for reimbursement under this contract unless the Contracting Officer or office of the Chief Counsel approves those costs in advance. Light refreshments (coffee, tea, and water etc.)

are allowable if they are included in a conference/meeting room price as standard commercial practice and not separately charged/billed to your organization.

Period of Performance The period of performance shall be 12 months.

3.0 General

The Contractor shall develop and maintain an effective Quality Control Plan (QCP) to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP is how it assures that it’s work complies with the requirement of the task order. After government acceptance of the QCP, the Contractor shall receive the Contract Officer’s (CO) acceptance in writing of any proposed change to the government accepted QCP.

The QCP should include at a minimum:

• A table with a list of the deliverables, and an indication of whether the deliverable is draft or final.

• The names of the team of individuals responsible for Quality Control (QC), which will include at a minimum the two (2) named Key Personnel, and any other individuals tasked with document preparation and document review.

• A description of any internal QC checklists or other QC mechanisms (such as Microsoft Project, Jira or other project management software, or any other systems) used by the Contractor that are expected to be used to execute the government requirements in this task order, to also include any QC checklists or other QC mechanisms used for or by any subcontractor executing work on this task order.

• A description of procedures to be used for version control of documents.

• A description of deliverable acceptance procedures and timelines as outlined in the

Contractor’s base ID/IQ contract, if any.

3.1 Hours of Operation

N/A

3.2 Place of Performance

The work to be performed under this task order shall be performed at the Contractor’s facility.

3.3 Physical Security

The Contractor shall be responsible for safeguarding all government equipment, information, and property provided for Contractor use. This includes any equipment rented on behalf of the government such as televisions, and computer equipment.

3.4 Special Qualifications

3.5 Periodic Progress Meetings

The contractor agrees to attend progress meetings. The Contracting Officer (CO) or Contracting Officer’s Representative (COR), the TOCOR, and other Government personnel, as appropriate, may request to meet periodically with the Contractor to review the Contractor’s performance. At these meetings, the CO or COR or TOCOR will apprise the Contractor of how the government views the Contractor’s performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

3.6 Identification of Contractor Employees

All contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

3.8 Contractor Travel

Contractor may be required to travel throughout CONUS during the performance of this task order to attend meetings, conferences, and training. The Contractor may be required to travel to off-site training locations and to ship training aids to these locations in support of this PWS. All travel requires Government approval/authorization and notification to the COR. Travel shall not exceed the amount listed in Exhibit 2 – Schedule of Services.

3.9 Materials

Materials and supplies may be required throughout performance. This category includes reproduction, shipping expenses associated with training activities, visits to Contractor facilities, and storage of USDOT promotional materials. Materials shall not exceed the amount listed in Exhibit 2 – Schedule of Services.

3.10 Organizational Conflict of Interest

Contractor and subcontract personnel performing work under this award may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications, or work statements, etc.), or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the CO immediately whenever he/she becomes aware that such access or participation may result in any actual or potential OCI and may merit the submittal of a plan to the CO to avoid or mitigate any such OCI. This mitigation plan would be determined to be acceptable solely at the discretion of the CO, and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequently contracted requirements which may be affected by the OCI.

3.11 Phase In /Phase out Period

4.0 Government Furnished Equipment and Services

4.1 Services

4.2 Facilities

5.0 Applicable Publications (Current Editions)

The Contractor must abide by all government regulations, publications, manuals, and local policies and procedures relevant to document publication, including, but not limited to, Section 508 requirements if/as applicable.

5.1 Applicable Clauses

52.217-8 Option to Extend Services The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only because of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within the task order period.

1252.237-73 Key Personnel (NOV 2022)

(a) The personnel as specified below are considered essential to the work being performed under this contract and may, with the consent of the contracting parties, be changed during the contract by adding or deleting personnel, as appropriate.

(b) Before removing, replacing, or diverting any of the specified individuals, the Contractor shall notify the contracting officer, in writing, before the change becomes effective. The Contractor shall submit information to support the proposed action to enable the contracting officer to evaluate the potential impact of the change on the contract. The Contractor shall not remove or replace personnel under this contract until the Contracting Officer approves the change in writing. The key personnel under this contract are:

Labor Categories Names

Program Manager Principal Investigator

6.0 Attachment/Exhibit List

6.1 Exhibit 1

Performance Requirements Summary

6.2 Exhibit 2

Deliverables Schedule

6.3 Exhibit 3

Schedule of Services

6.4 Exhibit 4

Control Clauses for ITS JPO Contracts and Task Orders

TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

Performance Standard

Performance

Threshold

Method of

Surveillance

PRS # 1

Establish, maintain, and revise online registration page.

Contractor will provide an online registration page for attendees to register for U.S.

DOT webinars and meetings.

Must be error-free and accessible to individuals who are disabled. -.

TOCOR

PRS # 2

List of registered attendees for each webinar and meeting.

Contractor will maintain and provide the most up-to-date list of attendees for each meeting.

List is due five business days before each meeting or webinar

TOCOR to approve list

PRS # 3

Webinar Announcements and website content.

Contractor will provide error-free announcements for webinars and website content

Announcements need to have zero grammatical errors

TOCOR

approves content

PRS # 4

Webinar technology.

Contractor shall use the most up-to-date and appropriate technology and ensure that qualified staff are available for all onsite and virtual meetings

Staff and technology must be appropriate for each USDOT event and meeting

TOCOR

approves staff and technology

PRS #5

Cost Control

Keeping within the estimated target cost of the contract

Shall not exceed obligated costs and will operate efficiently and economically to achieve order objectives.

Progress Reports

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

This technical exhibit lists any reports or documentation that is required as a deliverable to include the frequency, # 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.

Task Number

Deliverable

Frequency

Medium /Format

Submit To

Task A Program Management N/A N/A TOCOR Task A Pay licensing fee for webinar services Annually N/A TOCOR

Task B Support up to three (3) onsite meetings or events each year

When needed

Meeting TOCOR

Task B Provide accessibility services for webinars and meetings

At least 2 weeks before each webinar

N/A TOCOR

Task B Support up to 15 webinars each year.

When needed

Webinar TOCOR

Task B Create an online registration site

- At least 10 days before each webinar

N/A TOCOR

Task B Process USDOT badge registrations for all Conferences and Events

At least 30 days before the event begins

N/A TOCOR

TECHNICAL EXHIBIT 3

SCHEDULE OF SERVICES (Included at Award)

TECHNICAL EXHIBIT 4

Control Clauses for ITS JPO Contracts and Task Orders

In order to facilitate the tracking and reporting of cost, schedule, and performance information, the following information shall be submitted in accordance with specified formats and procedures and may be amended periodically:

1. Invoice Reporting The contractor shall submit invoices according to the specified monthly period addressing work completed and hours expended. The contractor shall submit invoices in accordance with the invoice guidance and billing instructions included in the contract and/or order.

The Contractor shall submit invoices directly to the Delphi system or as otherwise specified.

Additionally, the Contractor shall submit invoices concurrently to the COR, the TOCOR (if applicable), ITSProjects@dot.gov, and other recipient(s) (if applicable) as directed by the COR or TOCOR. The Contractor shall include the contract number and order number (if applicable) in the subject line of emails to ITSProjects@dot.gov, as well as, any specified keywords requested by the Government.

2. Schedules and Performance Reporting The Contractor shall provide monthly progress reports:

a) Monthly Status Reports – the Contractor shall submit monthly status reports in accordance with the contract and order (if applicable) in the format specified by the COR or TOCOR.

b) Project Schedule – the Contractor shall submit, an initial project schedule in Microsoft Project format within sixty (60) days after the effective date of the contract or order and updates showing the percent complete of major deliverables every thirty (30) days thereafter.

The schedule shall include at a minimum, the major deliverables and milestones and adhere to the Microsoft Project template structure provided by the COR or TOCOR. Any changes to due dates after the initial project schedule baseline must be approved by the COR or TOCOR.

The Contractor shall support the identification of schedule dependencies related to the project and in accordance with the Government defined process.

c) Risk Register – the Contractor shall document risks that might affect the project and the characteristics of the risk defined by the ITS JPO. The COR or TOCOR will provide a Microsoft Excel-based Risk Register template for the Contractor to populate and update as necessary. Each risk shall have a unique number, probability of occurrence and impact of occurrence rating. The risk log shall be updated monthly and submitted with monthly progress reports.

ITS JPO templates are available at http://www.its.dot.gov/project_mang/index.htm.

3. Deliverables The Contractor shall submit Interim and Final Deliverables concurrently to the COR, the TOCOR (if applicable) and to ITSProjects@dot.gov. The Contractor shall include the contract number (and order number if applicable) 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 or TOCOR.

Specific directions for reports, data, and software codes are provided below:

a) Reports – all the reports developed from the subject project shall be published through the ITS JPO. Detailed information, including ITS JPO Publication Template and 508 Compliance Guidance, is available on the Publication Editorial Guidelines page at mailto:ITSProjects@dot.gov mailto:ITSProjects@dot.gov http://www.its.dot.gov/project_mang/index.htm mailto:ITSProjects@dot.gov https://www.its.dot.gov/communications/pubsguidance.htm. If the Contractor wants to publish the report(s) through a different publication procedure, the Contractor shall first consult and obtain an approval from the ITS JPO Program Manager (PM) through the COR or TOCOR, and later submit a link to the final published report to the COR or TOCOR who will then forward the link to the ITS JPO PM.

b) Data – all the data collected or produced from the subject project shall be uploaded to the ITS DataHub at https://its.dot.gov/data/. Detailed directions on how to submit a data set is presented on the page titled “DataHub Metadata Requirements” at https://its.dot.gov/data/data-submission/. If the Contractor wants to upload the data at a different location, the Contractor shall first consult and obtain an approval from the ITS JPO PM through the COR or TOCOR, and later submit a link to the final published data to the COR or TOCOR who will then forward the link to the ITS JPO PM.

c) Software Codes – all the software codes developed from the subject project shall be uploaded to the ITS CodeHub at https://its.dot.gov/code/. Detailed directions on how to upload a code(s) is presented on the page titled “Repository Registration” at https://its.dot.gov/code/registration/. If the Contractor wants to upload the software codes at a different location, the Contractor shall first consult and obtain an approval from the ITS JPO PM through the COR or TOCOR, and later submit a link to the final published software codes to the COR or TOCOR who will then forward the link to the ITS JPO PM.

Earned Value Reporting (For orders greater than $2,000,000/year in estimated value)

For procurements over $2,000,000, earned value management is required.

The Contractor shall submit invoices, all deliverables, and all required reporting to the COR, the TOCOR (if applicable), and to ITSProjects@dot.gov.

http://www.its.dot.gov/communications/pubsguidance.htm mailto:ITSProjects@dot.gov

6 EVALUATION FACTORS