Sources Sought_ITS.pdf

Intelligent Transportation Systems Research and Stakeholder Support Services Sources Sought Notice: 693JJ3-24-SS-0004

NAICS: 541690

PSC: AS11

This is a Sources Sought Notice announcement; market survey for information only, to be used for planning purposes. No proposals are being requested or accepted with this synopsis. THIS IS NOT A

SOLICITATION ANNOUNCEMENT FOR PROPOSALS AND NO CONTRACT SHALL BE

AWARDED FROM THIS NOTICE.

The purpose of this synopsis is to gain knowledge of interest, capabilities, and qualifications of various members of the Small Business Community to include Section 8(a), Historically Underutilized Business Zones (HUB-Zone), Women-Owned Small Business, and Service-Disabled Veteran-Owned Small Business (SDVOSB), as well as the interest, capabilities, and qualifications of various members of the Large Business community, to compete and perform the services listed below. The type of solicitation to be issued will depend upon the responses to this sources-sought synopsis.

REQUIREMENT

The Contractor shall provide research, meeting planning, training, and outreach services for technical and general support services to support ITS (Intelligent Transportation Systems). Tasks may include:

• The Contractor shall provide ITS (Intelligent Transportation Systems) research program and stakeholder support services in support of the ITS research program and USDOT. The Contractor needs to have extensive knowledge of ITS and other transportation technologies. In addition, the contractor needs to have wide-ranging contacts in the industry so that they can call on those contacts for real-world content for reports and other publications.

• The Contractor shall provide ITS America membership and stakeholder engagement, technical information sharing, analytical and communication services, and deployment support for current and potential USDOT ITS activities.

• The Contractor shall be responsible for all aspects of the development and documentation of work and interaction with the ITS stakeholder community on the defined tasks as defined in individual Task Orders.

• The Contractor shall work across the transportation and other ITS-related industries to perform support activities oriented toward activities that capitalize on the diversity of ITS stakeholders.

• The Contractor shall perform support activities as defined in individual Task Orders, anticipated to fall under the following Task Areas:

o meeting planning, trade show, webinar, communications, training, workforce development, ITS-related research and other services designed to augment USDOT's communications, outreach, and professional development strategies.

• The Contractor shall also be familiar with all major domestic and international transportation technology events.

Program Management Support

The Contractor shall manage all work activity and supervise the personnel assigned to the Task Orders.

This includes the management of the schedule for every Task Order, the control of costs allocated to the Task Orders, the review of deliverable materials for compliance with the requirements of the Task Orders and contract, and other ancillary activities required to ensure the execution of the Task Orders.

The Contractor shall effectively manage the collection of Task Orders issued under this contract. This Task Area A is intended to describe overarching Program Management activities that cross numerous or all Task Orders.

Program Management shall include, but are not limited to, the following:

a) Attend administrative meeting(s)

b) Meet with the COR and ITS JPO Staff annually to review best practices from the previous year and discuss the reporting process and invoices with staff.

c) Implement, and refine as necessary, a task order process and procedure.

d) Negotiate and award subcontracts.

e) Coordinate and negotiate work by others, such as partners, members, and subcontractors.

f) Develop and maintain a work plan for each Task Order issued, commensurate with the scope, level of effort, and level of complexity of the Task Order.

g) Inform the COR, as soon as possible, of any problems encountered or anticipated that might affect the successful completion of a deliverable or Task Order.

h) Deliver monthly progress reports

i) Deliver monthly invoices electronically

j) Deliver other program status reports and briefings

k) Ensure that necessary facilities, equipment, and management tools needed to carry out the contract and Task Orders are on hand.

l) Develop and maintain a project schedule, work plan, travel budget, and timetable for all deliverables. Respond as required to inquiries under approved Task Orders and ensure adequate technical staffing and work schedules to complete project tasks.

m) Implement a comprehensive QA/QC program to ensure the successful completion of Task Orders and contract requirements.

Meeting Planning and Trade Shows

The ITS JPO and our modal partners often require a review or consultation with the constituencies of a particular program area. The Contractor shall provide the venue for the conduct of these constituent-related activities. The term “meeting” includes both public and invitation-only events which may include meetings, workshops, webinars, virtual meetings, working group sessions, training delivery of other in-person and/or virtual assemblies of stakeholders. These meetings may be held inside or outside of the United States.

The Contractor shall provide the venue for the conduct of these constituent-related activities. The Contractor shall also make all the administrative arrangements for such workshops and stakeholder meetings, including contracting for facilities, managing registration processes including public announcements via the Federal Register if applicable, arranging for public and private sector stakeholder travel as directed, subsistence requirements, special needs of the meetings, and any other administrative functions required to achieve the required results.

In addition, the Contractor shall provide technical support to the meetings in the form of preparation of agendas, recording of minutes of the meetings, selection and preparation of speakers, preparation of white papers, and other documentation as required for the subject matter of the meeting. The contractor shall decide the need for webinars, audio and/or video conferences and on-site simultaneous translation services as needed. The Contractor shall be responsible for the publishing of final reports or other documentation resulting from the meetings. Contractor staff travel will sometimes be a requirement to support these meetings. The contractor is responsible for maintaining current licenses with webinar telecommunications firms (Zoom, Adobe Connect, MS Teams etc.) and other vendors. The contractor is also responsible for ensuring all meetings are compliant with the Americans with Disabilities Act.

The contractor is required to share announcements from USDOT with their stakeholders and members.

Research

The Contractor is mandated to undertake special study activities as defined in individual task orders.

These specialized studies may be prompted by emerging issues within any of the Department of Transportation (DOT) program areas, necessitating an in-depth examination of specific topics. While not exhaustive, potential study areas include technology scouting, future scenario studies, and stakeholder issue evaluation.

To execute these special studies effectively, the Contractor is tasked with a multifaceted approach that encompasses the assembly of pertinent materials, the conduct of thorough analyses, and the exploration of external advice and counsel. The Contractor must be adept at assembling expert panels, tapping into a diverse range of perspectives to ensure a comprehensive examination of the subject matter.

Furthermore, the dissemination of study materials and findings is a crucial component of this role. The Contractor is responsible for sharing insights with relevant stakeholders including their members and colleagues, which may include government agencies, industry partners, and other key interest groups.

Coordination with various stakeholders is essential to ensure that the study's outcomes are aligned with broader industry needs and expectations.

While conducting special studies, Contractor staff may be allowed to travel.

Education, Training, and Outreach

The Contractor will be responsible for delivering a comprehensive range of services aimed at enhancing the public’s knowledge and expertise in ITS and other transportation technologies. The Contractor’s commitment encompasses both in-person and online training sessions, ensuring flexibility and accessibility for participants.

Additionally, the Contractor is tasked with providing educational training programs designed to augment the size of the ITS workforce. This includes the development of effective lesson plans to facilitate the learning process and ensure the delivery of high-quality, informative content.

The Contractor is expected to actively contribute to the promotion of workforce development by arranging speaking engagements as needed. This involves coordinating events and opportunities for industry professionals to share insights and knowledge, thereby fostering a collaborative and informed community.

To stay abreast of evolving transportation technologies, the Contractor is obligated to regularly update and adapt training content. This proactive approach ensures that the training material remains current and relevant, reflecting the dynamic nature of the transportation industry.

Moreover, the Contractor shall play a pivotal role in the implementation of outreach and communications strategies. These efforts are aimed at engaging a broader audience and creating awareness about the importance of ITS workforce development. By strategically leveraging various communication channels, the Contractor will contribute to the success of the overall program.

RESPONSE

Issue Date: 12/04/2023

Response Due Date: 12/18/2023, 1400 Eastern Time

Submit responses electronically to: lora.bynum@dot.gov

• Less than 5MB with a page size of 8.5” x 11”, Acrobat (.pdf) format preferred

• Email Subject Line must include: “693JJ3-24-SS-0004: Intelligent Transportation Systems

Research and Stakeholder Support Services

• Shall not exceed 5 pages in length single-spaced with font size twelve or larger.

Responses to this Sources Sought Notice should demonstrate the firm’s ability, capability, and responsibility to provide and deliver the requirement listed above. In response to this notice, interested parties shall submit a written Statement of Capability that shall include the following information:

• Offeror’s name, UEI, address, point of contact, phone number, and e-mail address.

• Offeror’s interest in providing a proposal/quote on the solicitation if one is issued.

• Offeror’s capability to provide the services being requested, including experience.

• Offeror’s type of small business and Business Size (Whether 8(a), HUB Zone, Women-Owned

Small Business, Service Disabled Veteran Owned Small Business, etc.), or Large Business Status, should be documented in the Statement of Capability.

This sources-sought notice is for information and planning purposes only and is not to be construed as a commitment by the Government. This is not a solicitation announcement for proposals and no contract will be awarded from this announcement. No reimbursement will be made for any costs associated with providing information in response to this announcement, or any follow-up information requests.

Respondents will not be notified of the results of the Government’s capability assessment. Not responding to this Sources Sought Notice does not preclude participation in any future solicitation, should one be issued. It is the responsibility of the potential offerors to monitor this site for additional information pertaining to this requirement.