RFP_STIPDG_7-15.pdf

SOLICITATION, OFFER AND AWARD 1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 7900)

RATING PAGE OF PAGES

2. CONTRACT NUMBER 3. SOLICITATION NUMBER 4. TYPE OF SOLICITATION 5. DATE ISSUED 6. REQUISITION/PURCHASE NUMBER

CODE7. ISSUED BY 8. ADDRESS OFFER TO (If other than item 7)

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

9. Sealed offers in original and copies for furnishings the supplies or services in the Schedule will be received at the place specified in item 8, or if hand carried, in the depository located in until local time

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR

INFORMATION

CALL:

A. NAME B. TELEPHONE (NO COLLECT CALLS)

AREA CODE NUMBER EXT.

C. E-MAIL ADDRESS

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. PAGE(S)DESCRIPTION

A B C D E F G H

I

J

K

L

M EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

PART IV - REPRESENTATIONS AND INSTRUCTIONS

LIST OF ATTACHMENTS

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

CONTRACT CLAUSESSOLICITATION/CONTRACT FORM

SUPPLIES OR SERVICES AND PRICES/COSTS

DESCRIPTION/SPECS./WORK STATEMENT

PACKAGING AND MARKING

INSPECTION AND ACCEPTANCE

DELIVERIES OR PERFORMANCE

CONTRACT ADMINISTRATION DATA

SPECIAL CONTRACT REQUIREMENTS

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

14. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS(%)

DATEAMENDMENT NO.AMENDMENT NO. DATE

15A. NAME AND

ADDRESS

OF OFFER-

OR

CODE FACILITY 16. NAME AND THE TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

15B. TELEPHONE NUMBER

AREA CODE NUMBER EXT.

15C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE - ENTER SUCH

ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL OPEN COMPETITION:

10 U.S.C. 2304 (c) 41 U.S.C. 253 (c)

24. ADMINISTERED BY (If other than Item 7)

26. NAME OF CONTRACTING OFFICER (Type or print)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

25. PAYMENT WILL BE MADE BY

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

CODE

ITEM

STANDARD FORM 33 (REV,. 9-97)

Prescribed by GSA - Far (48 CFR) 53.214 (c)

SEALED BID (IFB)

NEGOTIATED (RFP)

(Hour) (Date)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

1 91

HR01-13-010

Federal Highway Administration, Office of Acquisition & Grants Mgmt 1200 New Jersey Avenue, SE Room: E65-101 - Mail Code: HAAM-20C

HAAM-20C

Federal Highway Administration Office of Acquisition & Grants Management

DTFH61-13-R-00029

E65-101 3:00 PM

Daniel Confer daniel.confer@dot.gov

27 89

08/14/2013

202 3660730

07/15/2013

G.13

DTFH61-13-R-00029

PART I

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

The Contractor shall furnish all necessary facilities, materials, and personnel and shall perform all services necessary to perform the required non-personal services under this contract entitled “Summer Transportation Internship Program for Diverse Groups (STIPDG).”

The maximum potential value for all work performed under this hybrid contract consisting of a combination of five cost-plus-fixed-fee (CPFF) line items (CLINs) and five Indefinite Delivery/ Indefinite Quantity (ID/IQ) CLINs is $_______________, as shown in the tables below.

CLIN

No.

Task Supplies/Services Pricing Total Amount Period of

Performance 0001 A, B, C Plan, Operate, and Maintain the STIPDG program for 80- 100 students.

Cost-Plus-Fixed-Fee Estimated Cost

Fixed Fee

Total Amount

12 months Base Period

D

Plan, Operate, and Maintain the STIPDG program for up to an additional 50 students.

Indefinite Delivery / Indefinite Quantity

(ID/IQ)

Cost-Plus-Fixed-Fee

Task Orders

Maximum

Base Period

NOTE: No work shall be performed under CLIN 0002 until the Contractor receives a task order signed by the Contracting Officer. Work under CLIN 0001 begins on the effective date of the contract.

CLIN

No.

Task Supplies/Services Pricing Total Amount Period of

Performance 0101 A, B, C Plan, Operate, and Maintain the STIPDG program for 80- 100 students.

Option Year 1

(ID/IQ)

Option Year 1

CLIN

No.

Task Supplies/Services Pricing Total Amount Period of

Performance 0201 A, B, C Plan, Operate, and Maintain the STIPDG program for 80- 100 students.

Option Year 2

(ID/IQ)

Option Year 2

Task Supplies/Services Pricing Total Amount Period of

Performance 0301 A, B, C Plan, Operate, and Maintain the STIPDG program for 80- 100 students.

Option Year 3

(ID/IQ)

Option Year 3

Task Supplies/Services Pricing Total Amount Period of

Performance 0401 A, B, C Plan, Operate, and Maintain the STIPDG program for 80- 100 students.

Option Year 4

(ID/IQ)

Option Year 4

All travel shall be reimbursed at cost in accordance with the Travel and Per Diem clause (reference Section G). The total of intern travel under CLIN 0001 shall not exceed $350,000.

NOTE: Cost-plus-fixed-fee work under this contract (all CLINs) may be incrementally funded.

NOTE: Please see Section L.10 for the Government level of effort and cost estimates for each

CLIN.

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

The U.S. Department of Transportation’s (DOT) Federal Highway Administration (FHWA) manages an annual Summer Transportation Internship Program for Diverse Groups (STIPDG) (http://www.fhwa.dot.gov/education/stipdg.htm). For over two decades, the STIPDG has served as a succession-planning tool by providing a pool of qualified candidates to fill mission critical occupations in the DOT. The intent of the STIPDG is to provide underrepresented groups such as women, persons with disabilities1, and racially and ethnically diverse individuals with summer employment opportunities in the field of transportation.

The 10-week STIPDG provides undergraduate, graduate and law students with opportunities to sharpen their research, written, and oral presentation skills while receiving real-world work experience. Interns participate in 1) field trips to National transportation projects and facilities,

2) conferences, workshops, decision-making meetings, special events specific to their work assignments, and 3) a DOT Career Boot camp specifically for STIPDG participants.

The STIPDG is managed by FHWA’s Office of Human Resources (HAHR). Although the duration of the STIPDG is 10 weeks, beginning the second week of June and ending the second week of August, months of administrative and planning efforts by FHWA and the selected Contractor precedes each summer program. The Contractor provides non-personal, professional support services to HAHR by administering and facilitating the program. It should be noted that STIPDG interns are not Federal employees and do not serve in Federal positions. The Contractor obtains the services of the interns who complete on-the-job training assignments under the daily direction of Federal or State Government employees, also known as “mentors.”

The interns are paired with these mentors and their respective assignments based on their majors and areas-of-interest.

Each year, the STIPDG and its formal application are publicly advertised by HAHR in the Fall, with the application deadline ending in December. After the announcement period, applications are evaluated by HAHR. Ongoing selections and notifications to interns are made throughout the Spring.

This is a follow-on procurement, which will replace the services procured through Contract No.

DTFH61-08-C-00009 performed by The Washington Center for Internships and Academic Seminars.

1 "disabilities" shall be defined as set forth in the ADA Amendments Act of 2008

C.2 OBJECTIVE

The objectives of this contract are:

1. To provide eligible college/university students with hands-on experience and on-the-job training while working on current transportation-related topics and issues.

2. To offer intern participants an opportunity to gain valuable professional experience and develop skills that will complement their academic pursuits, strengthen their understanding of the transportation industry and prepare them for future public service opportunities.

3. To support the U.S. Department of Transportation, and its sub-agencies, by providing qualified women, persons with disabilities, and members of diverse groups with summer employment opportunities in transportation, where these groups have been traditionally under-represented.

C.3 SCOPE OF WORK

The Contractor shall be responsible for the daily management and administration of the STIPDG by: (1) managing and coordinating the housing and travel logistics of anywhere between 80 to 150 college interns (specific number of student interns will be finalized annually, no later than the first week of May); (2) coordinating and providing academic and professional development training sessions and field trips; (3) keeping an accurate record of intern and mentor information;

(4) acting as interns’ and mentors’ primary point-of-contact, (5) setting and communicating STIPDG guidelines and expectations to both interns and mentors, and (6) providing FHWA with program-related data and reports. The Contractor shall use contract funds for products or services that directly benefit the interns and cover authorized expenses that students incur during their internships. Examples of acceptable products and services include: stipends (salaries), housing, travel/transportation, workshops, seminars and field trips; and other logistical support, including reasonable accommodations for persons with targeted disabilities2. Reasonable accommodations are defined within the Americans with Disabilities Act of 1990 (the "ADA") as any adjustments within a work or housing site that allow an otherwise qualified employee or student with a disability to perform the necessary tasks required.

2 "targeted disabilities" shall be defined as set forth on the form for self-identification of disability, Standard Form 256 (SF 256), issued by the Office of Personnel Management, or any replacements, updates, or revisions thereto.

C.4 TASK AREAS

In order to meet the objectives of this contract the Contractor shall perform at a minimum the following work tasks each year of the Contract’s period of performance (expect for B.1):

Task A. Administration Management

The Contractor shall:

1. Provide a Program Manager. This individual shall: 1) provide daily administrative management of intern and mentor assignment activities; 2) receive and handle all calls and inquiries from the COR; 3) provide guidance, answer questions, and resolve problems; and 4) respond to inquiries within 1 business day of receipt.

2. Serve as the 24-hour emergency contact during the summer operation periods of the

STIPDG (June-August, annually), and be responsible for continuously securing and maintaining all emergency contact information for all interns in the STIPDG. This requirement shall be met by an actual person(s), and not a cell phone, answering service, or answering machine. This individual(s) shall be on-call, and shall respond to all intern-related emergencies, including, but not limited to, medical and personal emergencies.

Medical and personal emergencies shall be defined as situations involving one of the following:

Immediate threats to life, health, property or environment;

Already caused loss of life, health detriments, property damage, or environmental damage; and/or Incidents having a high probability of leading to immediate danger to life, health, property, or environment.

3. Prepare and distribute Mentor Guidelines (Guidelines) to all STIPDG mentors. The Guidelines shall state the responsibilities of mentors for the duration of the program, including a list of “do’s” and “don’ts.” The Guidelines shall also include the Contractor’s designated points of contact, should mentors have any questions related to their responsibilities; and an overview of important dates to remember, a review of the intern assessment requirements, and academic expectations of STIPDG interns. The Contractor shall submit a draft version of the Guidelines to the COR by March 31st of each year in order to allow adequate time for review and/or approval. The COR will provide the Contractor with mandatory changes or approval within 14 days after receipt.

An amended final version of the Guidelines will be due to the COR within 7 days of the date that the COR returned the list of mandatory changes to the Contractor. Guidelines shall be finalized by April 30th of that year.

4. Coordinate and facilitate two annual Mentor Welcome Briefings (Orientations) one for all STIPDG Mentors located both regionally throughout the United States and one in DOT Headquarters. Orientations shall: 1) explain the Guidelines prepared as part of Task A.3 and emphasize the responsibilities of mentors for the duration of the program,

2) include a program overview, and 3) identify the Contractor’s designated points of contact. During Orientations, the Contractor shall also present an overview of important dates to remember and a review of the intern assessment requirements and academic expectations of STIPDG interns. Mentors located in the Washington, D.C. area shall be in one facility, while the field mentors shall be connected via virtual teleconference or web conference. Mentors from field locations may participate in the Orientation session for DOT Headquarters, if that session better fits their schedules, and vice versa.

Orientations shall occur no later than May 15th of each year.

5. Coordinate all correspondence with STIPDG applicants throughout the application process, which may include, but is not limited to, notifying applicants of whether their application materials have been received, requesting any missing information from applicants (as necessary), providing applicants with status updates, informing applicants of whether or not they have been selected for the program, answering any application related questions, and informing selected interns of required documentation and their respective deadlines.

6. Serve as the liaison between interns and the COR, which includes attempting to resolve any issues or problems related to the intern's experience within the program, and communicating with the COR to determine the best course of action to reach resolution.

Task B. Program Documentation and Reporting

1. Collect internship candidate applications via an online application portal for all interested candidates for the Base Period ONLY. Applications for the Internship Program are to be accepted from October 1 - December 31 of the base period. Students must have the option to apply online or be given an alternative option to download the application to complete and send to the Contractor. The application shall collect the following information:

Name, Gender, Citizenship Status, Date of Birth, Permanent Address, Current Address, Primary email, Secondary email, Current Phone Number, Mobile Phone Number, Emergency Contact Information, Academic Status and Year, Grade Point Average, Diversity Survey Information, Veteran’s Status, Designation of Disability, and License to Drive;

Preference in Transportation-Related Interest Areas (Top 3);

Preferences of Geographical Locations (Top 3);

A copy of the most recent Transcript/Grade Record/Report;

At least one written reference (with comments) from a department chair, professor, advisor, employer using the attached 1-page Reference Form;

A current 1-page Resume, reflecting work experience, volunteerism, awards, leadership, and extra-curricular activities;

For Undergraduate Students: A typed essay, one-page, double-spaced, minimum 12-point type, on your transportation interests, describing how your participation in the 2013 STIPDG will enhance your educational and career plans and goals;

For Graduate Students: A writing sample representing educational and career plans and goals;

For Law Students: A Legal Writing Sample; and The application must conform to the FHWA Privacy Policy.

Application packages must include all submitted information and documentation and will be transferred to FHWA at the conclusion of the application period. Only packages that include the necessary information and documentation for participation will be considered “complete”, and thus make an applicant eligible. Furthermore, only applications of those candidates that meet the eligibility criteria will be considered eligible.

NOTE: The Contractor shall be responsible for collecting internship candidate applications during the base period only. The Contractor shall transfer the application packages to FHWA by January 2nd of the base period.

A FHWA appointed committee will review the applications of eligible candidates and forward along select applicants for further review to participating DOT mentors. The Contractor will not need to review or select intern candidates for placement.

2. Maintain an accurate, secure, and confidential database that includes applicant information including: name and addresses for home and school; e-mail addresses and telephone numbers; emergency contact information (name, address, cell phone number);

academic status and year; Grade Point Average and major; race, ethnicity, gender, designation of disability, license to drive, and veteran’s status; college/university (noting if the school is a Minority Serving Institution (MSI) or Minority Institution of Higher Education (MIHE) while specifying each MSI category). For those applicants selected as interns, additional information such as mentor’s email and work address, telephone number, etc, shall be included. The Contractor shall use this data to develop ad hoc reports for FHWA as directed by the COR. STIPDG database information shall only be accessible by FHWA staff members as approved in writing by the COR, and identified Contractor staff members.

3. Collect mentor assignment requests from DOT staff from October 1 – November 30 via an online application portal. The Contractor must provide an avenue through which DOT staff can submit requests for interns by collecting the following information:

a. Name and Title of Assignment Coordinator;

b. Contact Information of Assignment Coordinator (Phone, Email, Office Address);

c. Name and Title of Direct Mentor;

d. Contact Information of Direct Mentor (Phone, Email, Office Address);

e. DOT Agency;

f. Description of DOT Program Office;

g. Number of Requested Interns;

h. Assignment Work Site Location;

i. Internship Job Description;

j. Qualifications;

k. Desirable Academic Majors;

l. Desired Academic Status of the Student;

m. Personally Owned Vehicle (POV) Requirement for the Student; and

n. Housing Suggestions.

4. Maintain an accurate, secure, and confidential database of mentor information. The database shall include: detailed contact and assignment information such as: mentor name, location address, phone numbers, email addresses, assignment job description, requested student academic year, request date, requested student major(s), housing recommendations, and need for a vehicle. Contractor shall abide by all Federal regulations and guidance pertaining to securing personally identifiable information.

Contractor shall adhere to the Federal regulations outlined by but not limited to the Office of Management and Budget (OMB), Department of Homeland Security, Department of Transportation and Federal Highway Administration.

OMB defines the term “personally identifiable information” as information which can be used to distinguish or trace an individual's identity, such as their name, social security number, biometric records, etc. alone, or when combined with other personal or identifying information which is linked or linkable to a specific individual, such as date and place of birth, mother’s maiden name, etc.

5. Provide oral weekly briefings to the COR on the status of administrative and STIPDG planning activities. The briefings will be held via telephone or in person at the discretion of the COR.

6. Submit monthly progress reports in accordance with Section G.

7. Develop and coordinate the completion and collection of Intern Evaluation Forms from participating STIPDG mentors after the first four weeks of the program and again at the end of the program. The Intern Evaluation Forms shall provide assessments of intern performance. Both versions of the Intern Evaluation Form (mid-program and end-of-program) will be reviewed and approved by the COR prior to distribution to the mentors.

The Contractor shall submit a draft Intern Evaluation Form by week four of the program.

If necessary, the COR will return comments within 2 days after receipt of the draft Intern Evaluation Form. The Contractor will have 2 additional days to adopt the required changes and resubmit the Intern Evaluation Form. The approved Intern Evaluation Form will be used for the end-of-program evaluation as well. Contractor shall evaluate all completed Mentor Evaluation Forms. The Contractor shall use the assessment information collected to address any negative reports of performance. Contractor shall maintain a record of all Intern Evaluation Forms until the contract completion (end of period of performance).

8. Develop and coordinate the completion and collection of Mentor Evaluation Forms from participating STIPDG interns after the first four weeks of the program and again at the end of the program. The Mentor Evaluation Forms will provide assessments of mentor performance. Both versions of the Mentor Evaluation Forms (mid-program and end- of-program) will be reviewed and approved by the COR prior to distributing them to the interns. The Contractor shall submit a draft Mentor Evaluation Form by week four of the program. If necessary, the COR will return comments within 2 days after receipt of the draft Mentor Evaluation Form. The Contractor will have 2 additional days to adopt the required changes and resubmit the Mentor Evaluation Form. The approved Mentor Evaluation Form will be used for the end-of-program evaluation as well. Contractor shall evaluate all completed Intern Evaluation Forms. The Contractor shall use the assessment information collected to address any negative reports of performance. Contractor shall maintain a record of all Mentor Evaluation Forms until the contract completion date (end of period of performance).

9. 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 by September 30th of each year. The Report shall be subject to the review, comment, and approval of the COR. The COR will return comments 7 days after receipt of the report. The Contractor will have 7 additional days to adopt the required changes and resubmit the report.

10. Develop and submit a Contractor Annual Assessment on program accomplishments, expenditures, activities, diversity trends and reports of representation for targeted populations, problems encountered, required changes for program improvement, etc. by September 30th of each year. The Contractor Annual Assessment shall be subject to the review, comment, and approval of the COR. The COR will return any comments or revisions to the vendor within 7 days of the submission. The Contractor shall revise and resubmit the Contractor Annual Assessment based on the COR’s comments within 7 days of receipt.

11. Respond in a timely manner (within 1 business day unless otherwise specified) to FHWA requests for intern information and/or demographic reports. (For example, the Contractor may be required to assist the FHWA with requests for intern information and/or demographic reports by compiling and providing data from the above database, see Task B.2, on an ad hoc basis.).

12. Develop and produce recognition certificates for each individual intern in the STIPDG to the COR, to later be signed with appropriate signatures from DOT staff or officials. The Contractor shall develop the design and formatting of the certificate and submit to the COR for approval, no later than week 2 of the program. The COR will provide comments or approval of the certificate design within 7 business days. The Contractor will have 2 additional days from that point to incorporate any necessary changes. The Contractor shall request and receive written approval from the COR before printing the certificates. FHWA will coordinate attaining the signatures for the certificates. Upon completion of the program, the Contractor shall distribute or mail a copy of the certificate, along with a group picture of all interns, which will be provided by FHWA, to all interns who successfully complete the program. FHWA will provide a copy of a prior year certificate as a sample for design formatting. Slight variations to prior year formatting involving text, colors, and font will be accepted.

13. In addition to the weekly briefings and the monthly progress reports, the Contractor shall bring actual or potential problems to the attention of the COR and Contract Specialist (CS) as soon as they are known. Oral reports shall be followed by emailed written reports to the COR within 1 business day of the original notification, unless otherwise directed by the COR or CS.

Task C. Intern Services

1. Develop and distribute a Welcome Package that shall be sent to all interns and their mentors upon intern selection to his/her assigned work location. The package shall include detailed instructions about the program’s schedule and other key information including, but not limited to:

stipend payment schedule, payroll tax withholdings, travel arrangements and instructions, housing arrangements and instructions, local hospital and health care services information, local transportation information, leave privileges, proposed project assignments, and an internship agreement.

***The Contractor shall tailor Welcome Packages for each respective city to which interns are assigned, as travel arrangements, housing arrangements/instructions, hospitalization information and local transportation options will vary by location. A draft version of each Welcome Package prepared shall be submitted to the COR within 45 calendar days prior to start of each year’s program to allow adequate time for COR review and approval prior to distribution to the interns and mentors. The COR will return comments 7 days after receipt of the draft. The Contractor will have 7 additional days to adopt the required changes and resubmit the Welcome Package.

2. Coordinate and procure, on behalf of intern participants, nationwide housing that must have reservations for move-in as early as the Friday prior to the June start date of the summer operation period each year. Interns that elect to utilize STIPDG provided housing must live in housing provided by the Contractor and must comply with all Contractor housing rules and regulations. The Contractor must execute intern move-in on the dates of the Friday through Sunday prior to the June start date of the summer operation period, unless otherwise given written approval by the COR. The Contractor shall include verification that housing is Federal Emergency Management Administration (FEMA)-approved and Association of Disabled Americans (ADA) compliant and accessible. All housing shall be: (1) an extended stay housing facility with accompanying amenities of a kitchenette area, on-site laundry, wireless internet access;

(2) furnished; (3) less than 1 hour by local transportation from the intern’s assigned worksite; (4) within walking distance of 0.75 miles to public transportation and restaurants; and (5) accessible to medical and emergency services and facilities, places of worship, and local cultural activities. For Washington, D.C. based interns, the Contractor shall coordinate and procure housing for the entire 10 weeks of the program. For regionally assigned interns, the Contractor shall coordinate and procure housing for the first 9 weeks of the program for the intern’s assigned duty location. The Contractor will then arrange travel to Washington, D.C. and provide housing for regionally assigned interns for the final week of the program.

3. Arrange and procure all travel, as required, for STIPDG interns who live outside the commuting areas (more than 50 miles, one way) of their assigned duty locations. This includes travel to the assigned duty location at the beginning of the program, return travel back to their residences at the end of the program, and travel for regionally assigned interns who will come to Washington, D.C. for the final week of the program. The Contractor shall arrange ground transportation for interns from bus/airport/train terminals, ensuring that interns arrive at their assigned housing locations on schedule, and without incident.

4. Make bi-weekly (every two weeks) stipend payments to interns during the program and withhold appropriate payroll taxes and other required deductions, based on $4,000 total stipend for undergraduate interns and $5,000 total stipend for graduate and law interns.

The total stipend amount reflects the total level of payment for the summer period.

5. After receiving prior written approval from the COR for each planned field trip, the

Contractor shall organize 2 to 4 local field trips for the Washington, D.C.-based interns for purposes of touring national transportation projects. In addition, there are some mentor-sponsored activities that may require travel, and for these activities, the Contractor shall coordinate and pay for intern participation. Mentor sponsored activities requiring travel require the prior written approval of the COR. Additionally; the Contractor shall ensure that all STIPDG interns, regardless of their geographic locations, have a similar experience with respect to their STIPDG internship seminars and field trips.

6. Develop, coordinate, and procure support for the following critical pre-planning activities, and provide paid or in-kind facilities in support of all activities:

a. Coordination of Reasonable Accommodations. In advance, the Contractor shall procure reasonable accommodations as requested, which shall be consistent with the standards outlined in the U.S. Equal Employment Opportunities Commission (EEOC) Enforcement Guidance on Reasonable Accommodation under the Americans with Disabilities Act. Additional resources are available to participating interns through DOT’s Disabilities Resources Center (DRC) (http://www.drc.dot.gov/).

b. Coordinate and facilitate “welcome” briefings via teleconference or web conference for non-Washington, D.C. based STIPDG interns and mentors during the first week of the program. While Intern and Mentor Orientations provide a highly detailed explanation of the STIPDG and the program’s activities, schedule, and expectations, the briefing allows for another opportunity for interaction between all parties and a chance for questions and answers. Furthermore, the briefing shall provide a review of the program’s activities, resources, schedule, and expectations, as well as an introduction of the Contractor’s staff members assigned to STIPDG. The welcome briefing shall build upon the STIPDG information provided in the Orientations, effectively laying a foundation for the start of the program. The briefings may be combined as appropriate. An exact date will be provided by the COR by May 1st. This event is expected to occur the first day of the program, but the date may be changed solely at the request of the COR. The recommended duration of the event is 4 hours.

c. Obtain a facility, host, and facilitate a “welcome” briefing for STIPDG interns and mentors that are located in the Washington, D.C. metropolitan area during the first week of the program. While Intern and Mentor Orientations provide a highly detailed explanation of the STIPDG and the program’s activities, schedule, and expectations, the briefing allows for another opportunity for interaction between all parties and a chance for questions and answers. Furthermore, the briefing shall provide a review of the program’s activities, resources, schedule, and expectations, as well as an introduction of the Contractor’s staff members assigned to STIPDG. The welcome briefing shall build upon the STIPDG information provided in the Orientations, effectively laying a foundation for the start of the program. An exact date will be provided by the COR by May 1st.

This event is expected to occur the first day of the program, but the date may be changed solely at the request of the COR. The recommended duration of the event is 4 hours.

d. Obtain a facility, which will be used by DOT to host the DOT Career Showcase event. This event will be held during the final week of the program. An exact date will be provided by the COR no later than week 6. The FHWA will host this event. The DOT Career Showcase is expected to take 4 hours.

e. Obtain a facility, host, and facilitate a Research Presentation Forum - all interns shall make oral presentations to be held at the Contractor-provided conference-room space. The Contractor shall prepare a scheduled listing of intern presentations to be presented to the COR no later than 7 days before the event date. Oral presentations are to be spread out concurrently over multiple timeslots throughout the scheduled day, which shall be held in Washington, D.C. The exact date will be provided by the COR by May 1st. The recommended duration of the event is 8 hours.

f. Obtain a facility, host, and facilitate an End-of-Program Awards Ceremony to include interns, some mentors, and senior DOT and FHWA staff agency representatives. The Contractor shall coordinate the criteria for intern and mentor awards, attendance reservations (RSVPs), the ceremony agenda, procure the awards (subject to advance written approval of the COR), and schedule a public speaker with expertise in the transportation, diversity, public service or professional development arena. This event will occur during the final week of the program, and an exact date will be provided by the COR. The event shall not exceed 4 hours.

NOTE: The events related to Task C.6.d, C.6.e, and C.6.f shall occur in the Washington, D.C. area during the final week of the program.

NOTE: The use of a Federal facility for events is preferred over paying for space. All event facility decisions shall be approved in writing by the COR.

The Contractor shall arrange travel for all non-Washington, D.C. based interns to travel to the Washington, D.C. area for the final week of the program, and obtain and coordinate housing for these interns in the Washington, D.C. area for this period of time. At the conclusion of the program, the Contractor shall arrange for the non-Washington, D.C. based interns to travel to their homes/permanent locations, unless their home/permanent location is within 50 miles of Washington, D.C.

Task D. Indefinite Delivery/Indefinite Quantity (ID/IQ) CLIN for Additional Interns

As directed through the issuance of specific task orders, the Contractor shall make provisions for executing Tasks A – C for an additional number of interns from various DOT sub-agencies (not to exceed 50 interns). All tasks are to be applied equitably to all interns, including those under Task D.

C.5 TRANSITION ACTIVITIES

Transition (End of Contract): The Contractor shall provide services needed to assist in a smooth and orderly transition between the incumbent Contractor and a successor Contractor to ensure minimum disruption to vital Government business. These services may include, but are not limited to: data and other file transfer, material transfer, coordination with a successor Contractor, and other activities to assist in an orderly transfer and establishment of continued operation of the contract services. The Contractor shall cooperate fully in the transition.

SECTION D - PACKAGING AND MARKING

Deliverables under this contract shall be prepared and packaged for shipment using best commercial practices so as to ensure safe, timely, and economical delivery.

SECTION E - INSPECTION AND ACCEPTANCE

All work hereunder shall be subject to review by the Government. Acceptance of the final deliverables shall be made in writing by the COR.

FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the CO will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

https://acquisition.gov/far/index.html.

FAR 52.246-5 Inspection of Services - Cost-Reimbursement APR 1984

SECTION F - DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

The period of performance under this contract consists of a 12 month base period and four 12 month optional periods, beginning on the effective date of the contract. 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 60 months without written authorization from the Contracting Officer.

Any task orders issued shall be completed within the period of performance of the base or option period issued.

F.2 SUMMARY OF DELIVERABLES AND MILESTONES (Tasks A-C and D)

Deliverable Delivery Deadline Deadline for Final Version

Collection and Transfer of Intern Application Packages (Base Period Only)

Collection Period:

October 1 – December 31 (Base Period Only)

Transfer of Packages to FHWA January 2nd (Base Period Only)

Collection of Mentor Assignment Requests

October 1 – November 30 Transfer of Assignment Requests - December 1st

Welcome Package 45 days before program start 7 days after COR comments Mentor Guidelines March 31 April 30 DC & Regional Mentor Welcome Briefing

No later than May 15 N/A

Intern Move-In The Friday through Sunday Prior to Start of the Program, unless otherwise approved by COR in writing

N/A

DC & Regional Intern Welcome Briefing

1st day of the Program unless changed by COR

N/A

Start of the Program 2nd week of June (Monday) N/A Stipend payments to Students Bi-weekly (every 2 weeks) N/A Monthly Progress Reports 15th of the each month following the month being reported (for example June 15 for May)

N/A

Briefings to COR Weekly N/A Intern information and/or demographic reports

1 business date after COR request unless specified otherwise

N/A

Recognition Certificate Design Week 2 of program 2 days after receipt of COR comments Awards Ceremony Agenda Week 3 of program 2 days after receipt of COR comments Intern Evaluation Form (Mid-Program)

Week 4 of program 2 days after receipt of COR comments, then proceed with mid-program evaluation

Mentor Evaluation Form (Mid-Program)

Week 4 of program 2 days after receipt of COR comments, then proceed with mid-program evaluation

Reserve and Secure Facilities/Event Spaces for Activities During the Final Week of the Program

Week 6 of program N/A

Listing of Scheduled Intern Presentations

Week 9 of program N/A

Research Presentation Forum Week 10 of program, Day TBD by COR

N/A

Career Showcase Event Week 10 of program, Day TBD by COR

N/A

Intern Evaluation (End-of-Program)

Same form as Mid-Program Week 10

Mentor Evaluation (End-of-Program)

Same form as Mid-Program Week 10

Conclusion of the Program Friday of Week 10 of program (2nd week of August)

N/A

Intern Evaluation Summary September 30 7 days after receipt of COR comments

Contractor Annual Assessment September 30 7 days after receipt of COR comments

F.3 PLACE OF DELIVERY

FAR 52.247-34 F.O.B. DESTINATION (NOV 1991)

All deliverables shall be delivered F.O.B. Destination, under transmittal letter, to the COR at the following address:

Federal Highway Administration Office of Human Resources 1200 New Jersey Ave S.E.

Washington, D.C. 20590 Attention: (to be filled in at award) Email: (to be filled in at award)

F.4 PLACE OF PERFORMANCE

Unless otherwise specified in Section C, work performed under this contract shall be performed at the Contractor’s facilities. As needed and as defined in Section C, FHWA may require work performance onsite at the US DOT Headquarters in Washington, D.C. or other Government facilities. In the event that work is required to be performed at a Government facility, access to the facilities and all equipment necessary for performance will be provided by the Government.

F.5 FAR 52.242-15 STOP-WORK ORDER (AUG 1989) -- ALTERNATE I (APR 1984)

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 TASK ORDER PROCEDURES

The following ordering procedure shall apply to all Task Orders (TOs) issued under this contract.

Any supplies/services to be furnished under ID/IQ CLIN 0002, 0102, 0202, 0302, or 0402 will be ordered by issuance of written TOs. TOs shall be issued in accordance with FAR 52.216-18, 52.216-19, and 52.216-22 (See Section I). In addition:

a. Only an authorized FHWA CO or Contract Specialist (CS) can issue a Task Order Proposal Requests (TOPR) to the Contractor. Each TOPR will indicate the objectives or results desired by the Government. These objectives shall be within the scope and maximum value of CLIN 0002, 0102, 0202, 0302, or 0402.

b. The TOPR will be issued by written communications or other electronic means. Each TOPR will state the due date for proposal submission.

c. Each TOPR will contain, as a minimum, the following information:

(1) Contract number, task order number, due date and time;

(2) Description of work;

(3) Reports and/or Data deliverables; and

(4) Delivery/performance schedule;

d. The proposal shall outline the Contractor’s overall approach for completing the task order and shall, at a minimum, include:

(1) Signed cover letter stating that this is the task plan to the TOPR;

(2) Discussion of technical approach for performing the work;

(3) Estimated date of commencement of work, and any changes proposed to the schedule of performance;

(4) Direct labor hours and labor rates, by applicable labor category, and the totals estimated to complete the task; key personnel assigned;

(5) The travel and material cost estimates;

(6) An estimate for subcontractors and consultants;

(7) Other pertinent information, such as any applicable other direct costs, direct and indirect overhead rates, and fee or profit proposed; and

(8) The total estimated cost for completion of the task order.

e. Proposals shall be delivered, on or before the due date, both to the COR and to the CS at the following email addresses:

(to be filled in at award)

The email must clearly state the contract number and TOPR number.

f. All costs associated with preparation, presentation, and/or discussion of the Contractor’s TO proposal shall not be billable as direct contract expenses.

g. Upon selection of a task order proposal, the authorized FHWA Contracting Officer shall execute a task order. This task order shall contain, as a minimum, the following information:

(1) Name and signature of Contracting Officer;

(2) Task order number and contract number;

(3) Effective date of task order;

(4) Statement of work;

(5) Period of performance;

(6) Total amount of task order (estimated CPFF);

(7) Accounting data; and

(8) Deliverables.

h. The CO may modify Task Orders in the same manner as they are issued. The Contractor shall not commence work on a Task Order without written authorization from the CO.

i. All TOs are subject to the terms and conditions of the contract. In the event of conflict between a TO and the contract, the contract will take precedence.

j. If the Contractor either at the time of receipt of a task order or at any time during work assignment performance has reason to believe that the cost or number of labor hours will exceed the estimates set forth in the task order, the Contractor shall immediately notify the COR and Contracting Officer in writing and suggest a revised estimate for completion of the work required. After discussion with the COR, the Contracting Officer may at the Government’s discretion, issue a modification revising the terms and conditions of the task order.

k. The Contractor is not authorized to expend funds beyond those obligated to the task order.

Additionally, the effort under each task order shall not exceed the total amount specified. The Limitation of Funds or Limitation of Cost clauses apply to each CPFF task order individually.

Therefore, the Contractor is required to notify the CO by each individual task order in accordance with FAR clauses 52.232-22 Limitation of Funds, and 52.232-20 Limitation of Cost, as applicable. NOTE: Task Orders issued shall be Cost-Plus-Fixed-Fee (CPFF).

G.2 FUNDS AVAILABLE

(a) Currently, funds in the amount of $__________ are obligated to this contract for CLIN

0001.

(b) The balance of funding under this contract ($__________) will be obligated subject to availability of funds for CLIN 0001.

(c) The clause entitled "LIMITATION OF FUNDS" applies to this contract and any incrementally funded task orders. Any notification required on the part of the Contractor shall be made in writing to the Contracting Officer.

NOTE: Under CLIN 0002, 0102, 0202, 0302, and 0402 all funds will be obligated through the issuance of a task orders (TO), and no work will be performed and no payment will be made except as authorized by a TO.

G.3 PAYMENT – COST REIMBURSEMENT

a) The Contractor may be reimbursed for direct and indirect costs incurred in the performance hereof as are allowable under the provisions of Part 31 of the Federal Acquisition Regulation in the not-to-exceed amount of $____________ (to be negotiated) subject to the Limitation of Funds Clause.

b) For task orders issued under Task D and work performed under Tasks A-C, the Contractor may request monthly interim payments for costs incurred during performance.

A statement of costs incurred by the Contractor during performance and claimed to constitute allowable costs shall support each monthly interim payment request. Each monthly interim payment request shall be submitted in accordance with the attached, "FHWA Billing Instructions for Cost Reimbursement Contracts." Separate payment requests shall be submitted for CLIN 0001, 0101, 0201, 0301, and 0401 and any task orders issued.

c) In accordance with clause 52.232-25, "Prompt Payment", monthly interim payments will be made by the 30th day following receipt of proper request for payment by the designated billing office, unless audit or other review is considered necessary to ensure compliance with the terms and conditions of the contract. All interim payments hereunder will be made upon further determination by the CO that the Contractor is making adequate progress toward successful contract completion.

d) Final invoice payment shall be made upon the CO's determination that all contract requirements have been completed. The payment due date for final invoice shall be established in accordance with the FAR clause 52.232-25.

G.4 PAYMENT OF FIXED-FEE

In accordance with the fixed-fee clause at FAR 52.216-8, and the instructions contained under this paragraph, the Contractor may request monthly payment for any applicable fixed-fee amounts stated. This shall be based on the Contracting Officer’s determination of satisfactory continued performance. After payment of 85 percent of the total fixed-fee, further payment of the fixed-fee may be withheld until a reserve of either 15 percent of the total fixed-fee or $100,000, whichever is less, is set aside. The withheld portion of the fixed-fee, if any, shall be released to the Contractor after a determination is made by the Contracting Officer (CO) that all contract requirements have been satisfactorily completed. Withholding of this amount requires no specific instruction from the CO.

G.5 INDIRECT COSTS

Pending the establishment of final indirect cost rates which shall be negotiated based on audit of actual costs as provided in Subpart 42.7 of the Federal Acquisition Regulation, the Contractor shall be reimbursed for allowable indirect costs hereunder at the billing rate of [__TO BE NEGOTIATED__]. This INDIRECT COST provision does not operate to waive the LIMITATION OF FUNDS Clause. The Contractor's audited final indirect costs are allowable only insofar as they do not cause the Contractor to exceed the total estimated costs for performance of the contract listed in Section B.

G.6 ESCALATION RATE

Labor rates for all personnel billed under this contract shall incorporate an aggregate salary escalation not to exceed TBD percent per year, during the period of performance.

G.7 ACCOUNTING SYSTEM

As required by FAR, the Contractor shall have an adequate accounting system for accounting of costs under cost reimbursement contracts. If the Government finds the Contractor’s accounting system to be inadequate, the Contractor shall have 60 days from written notification from the Contracting Officer in which to address the identified accounting system deficiencies, or a time period otherwise agreed upon by the CO in writing. Failure to adequately address, or make progress towards addressing, such deficiencies may result in contract termination.

G.8 TRAVEL AND PER DIEM

Travel and Per Diem authorized under this contract shall be…