Closeout Support SOW-2026_SCN REVIEW 9.11.2026_SCN REVIEW 9.16.2026.docx

CLOSEOUT SUPPORT SERVICES STATEMENT OF WORK

FEDERAL TRANSIT ADMINISTRATION (FTA) OFFICE OF ACQUISITION MANAGEMENT (TAD-40)

1.0 BACKGROUND

The Federal Transit Administration, (FTA), Office of Acquisition Management (TAD-40), Operations Division within the United States (U.S.) Department of Transportation (DOT) issues this Statement of Work (SOW) for support in Contract Closeout Services. The Office of Acquisition Management (TAD-40) has primary responsibility for administratively closing out completed contract actions. Closeout activities for completed contract actions are initiated by the Office of Acquisition Management upon receipt of the signed memo from the responsible Contracting Officer's Representative (COR), which verifies that the contractor has completed all contractual requirements satisfactorily.

Historically, FTA has used the services of a contractor to perform closeout services. The closeout contractor has performed closeouts on numerous contract types with a significant number being Labor Hour (LH), Firm-Fixed Price (FFP) and Cost type task orders under base Indefinite Delivery, Indefinite Quantity (IDIQ) contracts. To support the Operations Division, the contractor support will be primarily responsible for closing out various contractual action associated with IDIQ base contracts, Blanket Purchase Agreements (BPAs), Call Orders, Task Orders, Purchase Orders, and Inter/Intra-Agency Agreements (IAAs). The contract types which the contractor support will primarily handle concerning this requirement are the following: FFP, LH, and Time and Materials (T&M). On occasion, it is possible that work may also include closeout of Cost Type procurements.

2.0 SCOPE

The contractor shall be responsible for reconciling obligations and funding in FTA's Delphi Accounting System and FTA's Transit Award Management System (TrAMS) (if applicable). However, it is anticipated that contracts may not have been entered into the system and will also need to be closed out using TrAMS. The contractor shall be responsible for drafting closeout modifications, preparing the necessary Determinations & Findings (D&Fs) and other requisite backup documentation for the closeout file. The contractor shall be responsible for initiating the "Closeout Module" concerning Delphi and the current procurement system (i.e. currently-Enterprise Service Center (ESC) Procurement Request Information System Management (PRISM) if the contract is funded with a type of funding (i.e. administrative, program/oversight, research etc.) and upon execution as well as distribution of the closeout modification and preparation of the contract files for records archiving.

3.0 TASKS

Under this anticipated task order, the Contractor Support Staff will perform close-out activities for the U.S.DOT,FTA. To accomplish this task, the Contractor shall be able to do the following:

3.1 Work with the COR and Contracting Officer (CO) to identify the universe of awards to be closed;

3.2 Develop and write closeout documents for Purchase Orders, General Services Administration (GSA) Schedule Orders, Orders utilizing other federal government contractual vehicles such as those on the Best-In-Class (BIC) List, National Aeronautics and Space Administration (NASA) Solutions for Enterprise-Wide Procurement (SEWP), Orders awarded utilizing a DOT Shared Service Initiative Contractual Vehicle which could be a DOT wide BPA or IDIQ contract, IAAs, Cost Reimbursement type actions, FFP, LH, T &M priced contract closeouts in accordance with the Federal Acquisition Regulation (FAR) and FTA's closeout manual;

3.3 These documents may include, as applicable, release of claims, the close-out modification prepared on the Standard Form (SF) 30, contract closeout checklists, patent and inventions documentation, and other documents related to contract closeout;

3.4 Review, interpret and apply the Federal Acquisition Regulations (FAR) Manual, Transportation Acquisition Regulation (TAR), Transportation Acquisition Manual (TAM) and other agency directives to the close-out process;

3.5 Execute contract close-out procedures in accordance with FAR 4.804 Closeout of Contract Files, 4.805 Storage, handling, and disposal of contract files and 42. 708 Quick Closeout Procedures as well as FTA's Closeout Manual;

3.6 Reconcile final indirect rates and costs on applicable contracts as needed;

3.7 As necessary, shall be able to execute quick close-out procedures in accordance with FAR 42.708;

3.8 Prepare contract files, ensure proper filing and distribution of the closeout distribution;

3.9 Assist in development of contract close-out files, ensure proper filing and distribution of the close-out documentation;

3.10 Troubleshoot and overcome difficult contractual situations;

3.11 Assist with correspondence and negotiation with contractors;

3.12 Perform ad hoc assignment on a case-by-case basis. This may include, but are not limited to, assistance with closeout data call information, review Undelivered Order (UDO) reports, response to Data Comment by Cooke-Nwadibia, Stephanie (FTA): Is this how the sentence ends? Thus, is there something missing here after “response to Data”?

3.13 Create close-out documents in the ESC PRISM contracting database;

3.14 Effectively communicate with various offices within FTA such as the Office of Budget and Policy (TBP) and the ESC Accounts Payable Division when needed.

3.15 Due to the Office of Management and Budget (OMB) Electronic Contract Filing Initiative, the personnel must ensure they adhere to all the correct processes for retention of electronic files for review, transfer etc.

4.0 CONTRACT TYPE

Firm-Fixed Price

5.0 PLACE OF PERFORMANCE

On-site at U.S. DOT Headquarters, 1200 New Jersey Avenue, SE, Washington, DC 20590. If performance is to occur via telework, it must be approved by the respective COR and CO prior to commencement. For each day worked via telework, work assignments must be clearly reported via a clear, concise, free of grammatical errors and typos within a typed report. Telework is to be granted on a case-by-case basis by the CO. If the performance of work is determined to occur off-site due to building space restrictions, the respective firm will be notified by the COR concerning the duration period etc.

6.0 PERIOD OF PERFORMANCE

The anticipated period of performance for of this requirement will be one year base period and three one (1) year option periods.

7.0 DELIVERABLES

included within this report

*Note: All deliverables shall be sent via email and saved to the respective FTA file location in a labeled folder. If the delivery method for the deliverables shall change, the contractor will be notified by COR or the CO. Also, all deliverables noted with an asterisk must be submitted in MS Office Word or Excel Format unless otherwise indicated by the Government.

8.0 TASK ORDER ADMINISTRATION

The Contracting Officer and Contract Specialist for this requirement will most likely be as follows:

Contracting Officer (CO)

Mrs. Stephanie Cooke-Nwadibia U.S. Department of Transportation/ Federal Transit Administration 1200 New Jersey Avenue, SE, Room W35-313 Washington, D.C. 20590 Phone number: (202) 366-7072 Email address: stephanie.cooke-nwadibia@dot.gov

Contract Specialist (CS) Ms. Cassandra Porter-Hickman U.S. Department of Transportation/ Federal Transit Administration 1200 New Jersey Avenue, SE, Room W35-324 Washington, D.C. 20590 Phone number: (202) 366-7506 Email address: c.porterhickman@dot.gov

Contracting Officer’s Representative (COR)

1252.242-73 CONTRACTING OFFICER'S REPRESENTATIVE (OCT 1994)

The Contracting Officer may designate Government personnel to act as the Contracting Officer's Representative (COR) to perform functions under the task order such as review and/or inspection and acceptance of supplies, services, including construction, and other functions of a technical nature. The Contracting Officer will provide a written notice of such designation to the Contractor within five working days after task order award or for construction, not less than five working days prior to giving the contractor the notice to proceed. The designation letter will set forth the authorities and limitationsof the COR under the contract.

The Contracting Officer cannot authorize the COR or any other representative to sign documents (i.e., contracts, contract modifications, etc.) that require the signature of the Contracting Officer. Upon award, a Contracting Officer's Representative (COR) shall be designated in writing to manage the technical aspects of this task order. All modifications to this task order must be approved by the COR prior to issuance by the ACO.

The COR for this task order is as follows:

TBD

U.S. Department of Transportation Federal Transit Administration 1200 New Jersey Avenue, SE, Building East, 3rd Floor Washington, D.C. 20590 Phone number: To be provided at award

The COR has the responsibility to inspect all deliverables/services and authorization to certify (but not to reject or deny) invoices for payment. The authority to reject an invoice or assess deductions on an invoice is expressly reserved for the CO. The CO is the only individual who can legally commit or obligate the Government for the expenditure of public funds. The technical administration of this task order shall not be construed to authorize the revision of the terms and conditions of this task order. Any such revision shall be authorized in writing by the Contracting Officer.

12.0 SCHEDULE OF WORK

The Contractor shall perform an 8-hour workday (Monday through Friday)-between the regular core work hours of FTA Procurement staff-earliest 7:00 a.m.; with latest departure 6:00 pm Eastern Standard Time (EST). Contractor shall inform COR and Technical Point of Contact of base 8-hour day hours. Contractor personnel shall work a forty (40) hour work week during the core work hours.

In addition, teleworking may be allowed in the event of circumstances noted in paragraph “Administrative Leave and Excusable Delays", i.e. government shutdowns or delays beyond contractor's control. This form of teleworking shall also be coordinated with COR.

13.0 TELEWORKING

All contractor personnel must be telework ready. All work conducted concerning the requirement must be performed within the United States and its territories. Performance sites may include but not limited to the following: the Contractor’s primary or remote offices, FTA HQ office etc. While working off-site at their own facilities or other off-site locations, contractor personnel must, at all times, follow the identification requirements and observe all safety and security regulations of the location where work is being conducted. In the event of inclement weather, building closures, national emergencies, and/or other events impacting agency needs, the contractor is authorized to telework concerning work discussed and approved by the FTA Contracting Officer’s Representative (COR) and the FTA Contracting Officer (CO). Authorization to telework must be done in writing specifically if for work that is typically performed on-site at FTA Headquarters or periodically at their other off-site location. If some of the work is typically performed on-site periodically at FTA Headquarters or at their off-site company’s location, telework rules and restrictions are at the discretion of the FTA CO whom will consult with the respective FTA COR regarding the technical nature, scope of the work, expectations of work products submitted for review etc. schedule and work assignments must be discussed with the COR and CO prior to commencement of it. At times, some work may be requested to be properly coordinated for re-scheduling by the contractor for a later date etc.

Changes to telework rules and restrictions under special circumstances as previously mentioned such as national emergencies may also be implemented by either verbal direction and followed by an official modification to the task order.

14.0 OBSERVANCE OF LEGAL HOLIDAYS, ADMINISTRATIVE LEAVE AND EXCUSED ABSENCES

The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

In addition to the days designated as holidays, the Government observes the following days: Any other day designated by Federal Statute, Executive Order or by the President's Proclamation. It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation. In the event the Contractor's personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked. This provision does not preclude reimbursement for authorized premium pay, if applicable to this task order.

15.0 ADMINISTRATIVE LEAVE AND EXCUSABLE DELAYS

When the Department of Transportation grants administrative leave to its Government employees, assigned contractor personnel in Government facilities shall also be dismissed. However, the contractor agrees to continue to provide sufficient personnel to perform round-the-clock requirements of critical tasks already in operation or scheduled and shall be guided by the instructions issued by the contracting officer or his/her duly authorized representative.

1) For fixed-price contracts, if services are not required or provided because the building is closed due to inclement weather, unanticipated holidays declared by the President, failure of Congress to appropriate funds, or similar reasons, deductions will be computed as follows:

a. The deduction rate in dollars per day will be equal to the per month task order price divided by 21 days per month. The deduction rate in dollars per day will be multiplied by the number of days services are not required or provided.

b. If services are provided for portions of days, appropriate adjustment will be made by the contracting officer to ensure that the contractor is compensated for services provided.

c. If administrative leave is granted to contractor personnel as a result of conditions stipulated in any "Excusable Delays" clause of this task order, it will be without loss to the contractor.

d. The cost of salaries and wages to the contractor for the period of any such excused absence shall be a reimbursable item of direct cost hereunder for employees whose regular time is normally charged, and a reimbursable item of indirect cost for employees whose time is normally charged indirectly in accordance with the contractor's accounting policy.

2) If Government personnel are furloughed, the Contractor shall contact the Contracting Officer or the COR to receive direction. It is the Government's decision as to whether the contract price/cost will be affected. Generally, the following situations apply

a. Contractor personnel that are able to continue performance (either on- site or at a site other than their normal workstation),

b. shall continue to work and the contract price shall not be reduced or increased without the approval of the COR and the CO.

c. Contractor personnel that are not able to continue contract performance (e.g., support functions) may be asked to cease their work effort.

3) In those situations that furloughed Government personnel are reimbursed, the Contractor may not invoice for their employees working during the Government furlough until the special legislation affecting Government personnel is signed into law by the President of the United States.

4) Nothing in this clause abrogates the rights and responsibilities of the parties relating to "stop work" provisions as cited other sections of this contract.

5) Nothing in this clause abrogates the rights and responsibilities of the parties relating to "stop work" provisions as cited other sections of this contract.

25.0 GOVERNMENT FURNISHED FACILITIES

The Government will provide access to Government controlled facilities, equipment, and materials for daily business use of staff called for under this task order. This shall include office space, desk, telephone, chair, computer, shared printer, and requisite consumable materials.

26.0 KEY PERSONNEL

In accordance with TAR Clause 1252.237-73, "Key Personnel and/or Facilities", the key personnel assigned to this task order are as follows:

End of SOW