SMR RFP DTFT60-10-R-00009 11192010.docx

STATE MANAGEMENT REVIEW

DTFT60-10-R-00009

SECTION B – SUPPLIES OR SERVICES AND PRECIES/COSTS

SECTION B

1. The resulting contracts will be Indefinite Delivery Indefinite Quantity (IDIQ), Fixed Priced type contracts with Fixed Labor Rates. The Government intends to award a minimum of two (2) up to a maximum of three (3) individual awards. Task orders will be issued on a Fixed Priced or Labor Hour basis. Funding shall be obligated on individual task order(s). The period of performance shall be a three-year Base Period and two (2) one-year Option Periods.

2. The Government’s only obligation under this contract is the Guaranteed Minimum Quantity of Service that equates to $1,000.00 for the base year only. The dollar value of each Task Order(s) will vary per each site.

3. The labor categories and estimated labor hours in Section B and estimated labor hours in section J, at Attachment J-3 (10,000 Hours) are provided as Government estimates only. For evaluation purposes all Offerors are required to provide the specified labor categories and meet the minimum standards as specified at Section J, Attachment J-1 and in the SOW.

4. Travel and per diem, if authorized under this contract, shall be reimbursed in accordance with Section 6.5 of the SOW and the Government Travel Regulations currently in effect. Current per diem rates are listed at http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentId=17943&contentType=GSA_BASIC. Travel requirements under this contract shall be met using the most economical form of transportation available. If economy class transportation is not available, the request for payment voucher must be submitted with justification for use of higher class travel indicating dates, times, and flight numbers. All travel shall be scheduled sufficiently in advance to take advantage of offered discount rates, unless otherwise authorized by the Contracting Officer.

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

Line Item Description Qty / Unit / Maximum Price

00001 BASE YEAR: State Management Review Support Services. Period Performance: (04/01/2011 to 03/31/2014)

Contractor shall provide services in accordance with the Statement of Work in Section C. All services to be ordered under this contract shall be set forth in individual task orders.

Total Labor Price $

Line Item Description Qty / Unit / Maximum Price

00002 BASE YEAR: Other Direct Costs (ODC’s). Period Performance: (04/01/2011 to 03/31/2014)

Other Direct Cost (ODC’s). ODC’s, to include travel and materials, shall be reimbursed on an actual cost basis. Contractors shall provide for travel in accordance with the Section B. B-4, Section 6. 6.5 of the Governments SOW. Cost for this CLIN shall not exceed $125,000.00.

Travel/Materials 1 $125,000.00 $125,000.00

Total Labor Price $

Line Item Description Qty / Unit / Maximum Price

10001 OPTION YEAR 1: State Management Review Support Services. Period Performance: (04/01/2014 to 03/31/2015)

Contractor shall provide services in accordance with the Statement of Work in Section C. All services to be ordered under this contract shall be set forth in individual task orders.

Total Labor Price $

Line Item Description Qty / Unit / Maximum Price

10002 OPTION YEAR 1: Other Direct Costs (ODC’s). Period Performance: (04/01/2014 to 03/31/2015)

Other Direct Cost (ODC’s). ODC’s, to include travel and materials, shall be reimbursed on an actual cost basis. Contractors shall provide for travel in accordance with the Section B. B-4, Section 6. 6.5 of the Governments SOW. Cost for this CLIN shall not exceed $125,000.00.

Travel/Materials 1 $125,000.00 $125,000.00

Total Labor Price $

Line Item Description Qty / Unit / Maximum Price

20001 BASE YEAR: State Management Review Support Services. Period Performance: (04/01/2015 to 03/31/2016)

Contractor shall provide services in accordance with the Statement of Work in Section C. All services to be ordered under this contract shall be set forth in individual task orders.

Total Labor Price $

Line Item Description Qty / Unit / Maximum Price

20002 BASE YEAR: Other Direct Costs (ODC’s). Period Performance: (04/01/2015 to 03/31/2016)

Other Direct Cost (ODC’s). ODC’s, to include travel and materials, shall be reimbursed on an actual cost basis. Contractors shall provide for travel in accordance with the Section B. B-4, Section 6. 6.5 of the Governments SOW. Cost for this CLIN shall not exceed $125,000.00.

Travel/Materials 1 $125,000.00 $125,000.00

Total Labor Price $

SECTION C – DESCRIPTION/SPECIFICATIONS

SECTION C

Statement of Work (SOW) For State Management Review Program (SMR)

PART 1

GENERAL INFORMATION

1.1 Description of Services/Introduction: The contractor shall provide all personnel, supervision as non-personal services necessary to perform State Management Review support as defined in this Statement of Work (SOW) at locations to be specified in individual task orders. The contractor shall perform to the standards in this contract.

1.2 Background: The State Management Review (SMR) program is authorized by 49 U.S.C. 5327(c). This section authorizes the Federal Transit Administration (FTA) to conduct oversight activities such as management and compliance reviews, and audits of grantees. The SOW consists of a series of tasks that constitute continuing and new work efforts in support of the SMR mission.

1.3 Objectives: The objectives of this SOW are to provide expertise to assist with the conduct of state management reviews and assessments including: (1) State Management Review Toolbox; (2) State Management, Tribal Transit and ARRA Review Reports; (3) SMR Program Reports; (4) State Management Review Workshops and State Programs Meeting; (5) Oversight Program Support and Special Assignments and annually (12) Monthly Progress Reports.

1.4 Scope: The scope of this SOW includes tasks to assure the Federal Transit Administration (FTA) can discharge its State Management Review responsibilities. The SMR program facilitates the FTA required assurances that Grantees have adequate internal controls to manage the Federal funds and to determine the capability of the grantee to maintain its ongoing operations.

The specific tasks described above will require resource support as follows:

1.4.1 Transit industry experience to conduct State Management Review Reviews;

0. Period of Performance: The period of performance shall be for one (1) Base Period of Thirty-Six (36) months and Two (2) 12-month Option Periods. The Period of Performance (POP) reads as follows:

0. Period of Performance: The period of performance shall be for one (1) Base Period of Thirty-Six (36) months and Two (2) 12-month Option Periods. The Period of Performance (POP) reads as follows:

The Government reserves the right to extend the term of this contract at the prices set forth in Section B in accordance with the terms and conditions contained in clause 52.217-9 entitled, “Option to Extend the Term of the Contact”.

1.6 General Information

1.6.1 Recognized Holidays:

1.6.2 Type of Contract: The government anticipates award of an 8(a) Competitive, Indefinite Delivery Indefinite Quantity Fixed Priced contract with Fixed Labor rates.

1.6.2.1 Government Issued ID: The Contractor shall establish and implement methods of making sure all ID Cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The Contractor shall develop procedures covering ID control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued ID’s by personnel who no longer require ID’s. The Contractor shall immediately report any occurrences of lost or duplicate ID’s to the COTR or the Contracting Officer.

1.6.2.2 The Contractor shall prohibit the use of Government issued ID’s by any persons other than the Contractor’s employees assigned full-time under the SMR contract.

1.6.3 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer (CO), Contracting Officers Technical Representative (COTR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the CO or COTR 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.

1.6.4 Contracting Officer technical Representative (COTR): The (COTR) is identified below:

TO BE INSERTED AT TIME OF AWARD

In conjunction with information at Section G, the COTR monitors all technical aspects of the contract and assists in contract administration. The COTR is authorized to perform the following functions: (1) assure that the Contractor performs the technical requirements of the contract; (2) perform inspections necessary in connection with contract performance; (3) maintain written and oral communications with the Contractor concerning technical aspects of the contract; (4) issue written interpretations of technical requirements, including Government specifications; (5) monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies. A memo of designation issued to the COTR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COTR, especially with regard to changes in cost or price and estimates. The COTR is not authorized to change any of the terms and conditions of the resulting contract.

1.6.11 Contract Manager: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.6.12 Identification of Contractor Employees: All contract 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.

PART 2

DEFINITIONS & ACRONYMS

(This section includes all special terms and phrases used in the SOW. The definition must clearly establish what is meant. Each definition provided should be carefully considered, for that definition becomes binding for all requirements in the contract. This section should also contain a complete listing of all acronyms used, giving both the acronyms and the words represented by the acronym).

Defective Service. A service output that does not meet the standard of performance as defined in the Statement of Work.

Contracting Officer’s Technical Representative (COTR): A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor

SMR – State Management Review

FTA–Federal Transit Administration

SOW – Statement of Work

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

N/A

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General: Except for those items specifically stated to be government furnished in Part 3, the contractor shall furnish everything required to perform this SOW. In fulfillment of this effort, the Contractor will provide the deliverables identified in Technical Exhibit 1 of this SOW. All deliverables will be submitted to the COTR, unless otherwise agreed upon.

4.2. Government Furnished Data. All data produced as a result of the State Management Review (SMR) program related reviews, SMR Resource Manual, SMR Seminars Workbook, SMR Regional Training Workbook, SMR Final Report CD, SMR Review draft and final reports and an data generated as a result of the SMR program assignments are considered Government data and/or government materials.

PART 5

SPECIFIC TASKS

5.1. BASIC TASKS

The contractor shall be directly responsible for ensuring the accuracy, timeliness and completion of all tasks under this effort. Specifically, the contractor shall carry out the following tasks. Deliverable due dates are identified in technical Exhibit 1.

5.2 TASK 1 – State Management Review Toolbox

5.2.1 State Management Review Contractor’s Guide. Annually, the Contractors will provide FTA technical assistance to update the State Management Review Contractor’s Guide and provide 5 copies to FTA for distribution. The State Management Review Contractor’s Guide is designed to serve as a guide for Contractors who conduct state management reviews. The guide shall include three major sections:

· Part I includes an overview of the state management review process. This introductory section discusses the steps in conducting and documenting the review.

· Part II provides detailed guidance for reviewers. There is a section for each of the 27 state management review areas. Each review area includes a summary of the basic requirement and identifies the specific requirements to be examined. The state management review questions are than listed. Each question or group of questions is followed by an explanation of FTA’s requirements; the reason for the question, citing the statutory, regulatory, or administrative source document; sources of information the reviewers should access during the desk review and site visit; the determination, or what constitutes a deficiency; and suggested corrective actions.

· Part III includes a copy of the state management review worksheets for the fiscal year. The worksheets list the questions to be answered through the desk review and site visit, the deficiency codes to be used in the event of a finding and sources of documentation for each area.

This guide provides an overview of FTA requirements. The Contractor’s guide is not a substitute for statutes, regulations, or FTA circulars, but is a portable summary for the reviewer’s use, particularly during a site visit.

The Guide will be produced on CDs and distributed to other oversight Contractors, the regional offices and Headquarters.

· 5.2.2 State Management Review Workshop Workbook. Annually, the Contractor will provide FTA with technical assistance to update 150 Workshop Workbooks for distribution annually to participants at the designated State Management Review Workshops.

The workbook provides an overview of FTA’s planning, financial, administrative, procurement and operational requirements. Detailed information on these requirements is found in FTA Circulars, Office of Management and Budget (OMB) Circulars, and the Code of Federal Regulations (CFR). This workbook does not substitute for those authoritative documents, but does provide a quick reference tool for major provisions. The workbook is a useful and readily usable tool to assist States in grant management and adherence to FTA policies and requirements.

The workbook will be organized into subsections for the 27 state management review areas. Each review area will include a summary of the basic requirement and will identify the specific requirements to be examined. Detailed references also will be included. The workbook will include the typical questions asked by the state management reviewers. Each question or group of questions will be followed by an explanation, a brief citation of the reason for the question, a discussion of the sources of information that should be maintained by a State, the determination that is made by the reviewers as a result of the questions and typical suggested corrective actions that a State should take or would be required to take if deficiencies were identified by FTA.

The workbook will include the presentation used during the workshop as well as resources such as sample applications, sample progress reports, the Annual List of Certifications and Assurances, the FTA’s Master Agreement, a glossary of FTA terms, a list of resources available on the internet and any other information that FTA deems necessary for inclusion.

An HTML version of the Workbook will be prepared for uploading on the FTA website.

The lead contractor shall also assist FTA in posting the State Management Review Workshop Workbook and State Management Review Toolkit on FTA website with appropriate and updated links.

5.2.3 State Program Managers Guide on Administration and Oversight of FTA Grant Programs

Annually, the Contractors will provide FTA technical assistance to update the State Program Managers Guide on Administration and Oversight of FTA Grant Programs and provide 5 copies to FTA for distribution. The State Program Managers Guide on Administration and Oversight is designed to serve as a guide for State Program Managers’ administration of FTA grants programs.

5.3 TASK 2 - State Management, Tribal Transit, and ARRA Review Reports

5.3.1 The State Management Review is one of the FTA’s management tools for examining States performance and adherence to current FTA requirements and policies. It examines how recipients of federally funded transit programs meet statutory and administrative requirements, especially those that are included in the Annual Certifications and Assurances that grantees submit. The review currently examines 27 separate areas. In addition to helping evaluate States, the review gives FTA an opportunity to provide technical assistance on the latest FTA requirements and aids FTA in reporting to the Secretary, Congress, other oversight agencies and the transit community on the federally funded transit programs.

While FTA staff has the ultimate responsibility for the state management review, Contractors have assisted the regional staff in conducting state management reviews in previous years. FTA Regional Administrators are responsible for organizing the state management review process. Contractors work closely with the State Management Review Coordinators in each region. The Contractor conducts desk reviews, which include interviewing FTA regional staff to gain an understanding of the State; prepares an agenda package and the transmittal letter, and is responsible for contacting the State, making arrangements for the site visit, conducting the site visit and preparing the draft and final reports.

Monitoring, follow-up and close-out of open findings are the responsibility of the regional office staff, primarily the State Management Review Coordinators. The Contractors will assist the regional staff in these activities as directed.

For the first year of the contract, the Contractors will deliver up to 25 standard and combined Triennial Review/State Management Review (TR/SMR) reports in the designated Regions. The Preliminary List of States for FY2011 State Management Review Program is attached in Section J. This work is in support of the stated requirement and objective. In subsequent years, the Contractor(s) may deliver up to 25 state management, tribal transit, and ARRA review reports during a calendar year based on previous year’s performance of all TASKs which will be negotiated and awarded on a FFP basis within the pre-established NTE.

The Contractors will coordinate its review activities with the regional offices and States as described in the Contractor’s Guide. Each state management review report will consist of the following activities:

5.3.2 Conduct the desk review – The Contractors will conduct a desk review as described in the current State Management Review Contractor’s Guide. The Contractors will review documentation on file in the regional office and work with the regional staff to identify any specific issues. The Contractors will record information as necessary using the State Management Review worksheets provided with the Contractor’s guide. Information to be reviewed in the regional office may include, but not be limited to:

· TEAM system data to obtain information on open grants, including budgets, balances remaining, disbursement activity and financial status and progress reports;

· Certifications and Assurances;

· Civil Rights files

· Audit reports, if available, including any pertinent Government Accountability Office (GAO) or Office of Inspector General (OIG) audits;

· Planning files, including key documents and results of the Planning Certification Review

· National Transit Database correspondence;

· Any complaints on file regarding civil rights, American with Disabilities Act (ADA) compliance, charter bus service, school bus service;

· Buy America waiver requests;

· Prior SMR reports, findings, and files, and

· Other oversight reports and findings (such as Financial Management Oversight reports, Procurement System Reviews, etc).

5.3.3 Schedule the site visit – The site visit will be conducted as described in the current State Management Review Contractor’s Guide. During the desk review, the Contractor will work with the regional staff to identify a convenient date for the site visit. The site visit duration will be two to five days for a standard review, tribal transit review or ARRA review and up to five days for combined review of State Management and Triennial Review.

5.3.4 Prepare the agenda package – The Contractors will prepare an agenda package as described in the current State Management Review Contractor’s Guide. The agenda package will be provided to the regional office electronically. The agenda package will be sent to the State or Tribe by the region and will provide detailed information regarding the site visit. This agenda package will include a preliminary site visit schedule, information regarding the State or Tribe profile, a list of documents required for the review and the questions that remain to be answered. The agenda package should be sent at least 8 weeks prior to the site visit to allow time for the State or Tribe to gather the requested documentation, prepare written answers to the questions and send the materials, as available, to the review team.

5.3.5 Contact the grantee – The Contractors will maintain contact with the State or Tribe as described in the current State Management Review Contractor’s Guide. The Contractors should telephone the State about seven to 14 days after the regional office sends the agenda package. At a minimum, this contact should introduce the reviewer(s) who will conduct the review, confirm that the agenda package arrived and answer any questions about the items to be reviewed.

5.3.6 Review State or Tribe input and prepare draft report – As described in the current State Management Review Contractor’s Guide, the Contractor will examine the materials and written answers to the questions after receiving the State’s or Tribe’s input. The contractor will provide extensive technical assistance during the site visit. This assistance will include the sharing of best practices. The Contractors will conduct follow-up with the State or Tribe on any outstanding items. After all the input provided by the State is reviewed, the Contractors will begin preparing the draft report.

5.3.7 Finalize site visit schedule – The Contractors will finalize the site visit schedule as described in the current State Management Review Contractor’s Guide. The schedule should include a list of State/Contractor facilities to be visited after reviewing the State’s input. Any areas that do not require follow-up need not be discussed further during the site visit. The Contractors also may indicate to the State and its sub-recipients which procurements have been selected for examination during the site visit. This final schedule will be developed in consultation with the regional staff and sent to the State or Tribe at least seven (7) days before the site visit date.

5.3.8 Conduct the site visit – The Contractors should conduct the site visit as described the current State Management Review Contractor’s Guide. The Contractors should act with professionalism and courtesy at all times. The site visit will include the following activities: entrance conference, discussion of each review area, visit facilities and examine State and its sub-recipients, or Tribe records as necessary. The regional staff may participate in one or more of these activities. Once these activities are completed, the Contractors will complete the draft report.

5.3.9 Prepare the draft report – The draft report will be prepared according to the current State Management Review Contractor’s Guide. The Contractors will follow regional office preferences for issuing the draft report (e.g., attaching a transmittal letter). The draft report should be prepared in consultation with the regional staff. The region should approve the draft report before it is issued. The site visit will conclude with an exit conference and the presentation of the draft report. The State or Tribe will have seven (7) days to review the draft report and provide comments to the region. The regional will have another seven days to prepare comments for the review team. Within fourteen (14) days of the site visit, the regional office should submit comments on the draft report to the Contractors. The Contractors will transmit an electronic copy of the draft report to the regional office immediately following the site visit.

5.3.10 Prepare input for the final report – The final report will be prepared according to the current State Management Review Contractor’s Guide. The Contractors will prepare input for the final report not less than twenty-one (21) days following the site visit. The Contractors should consult with the regional staff on how each comment from the grantee will be addressed in the final report. The input for the final report will be transmitted to the regional office electronically. The Regional Administrator will transmit the final report to the grantee within thirty (30) days of the site visit. The Contractors will upload the final report to the grantee’s folder on the TEAM system.

5.3.11 Input findings in OTRAK – OTRAK data entry will be performed according to the current State Management Review Contractor’s Guide. The Contractors will enter all findings from the review into OTRAK, FTA’s electronic oversight tracking system. The findings from each state management, tribal transit/ or ARRA review should be entered into OTRAK within thirty (30) days of the submission of the final report.

5.3.12 Finalize worksheets and sources of documentation – The Contractors will document the review as described in the current State Management Review Contractor’s Guide. Once the final report is issued, the Contractors will finalize the worksheets and sources of documents for the review and submit these files electronically to the regional office. The file should be submitted no later than 30 days following the submission of the final report. The worksheets and sources of documents also should be uploaded to the grantee’s folder on the TEAM system.

5.3.13 Closeout Findings- The Contractors will provide technical assistance to the regions as described in the current State Management Review Contractor’s Guide. The technical assistance should assist the regions in meeting the performance requirement of closing state management review findings no later than 30 days after their response due date. The Contractors will close as many state management, tribal transit or ARRA review findings as possible on-site and will follow up on findings for closure for up to 90 days after the site visit.

The combined TR/SMR review report will include combined review elements from the Triennial Review and State Management Review. Since there are overlapping review elements between the two reviews, the total review elements will not exceed 23 pertinent grants management areas. The process and activities in delivering a combined TR/SMR report is similar to the delivery of a standard SMR report as previous outlined. The Contractors will coordinate with the Regional SMR coordinator on conducting and delivering this report.

The contractor shall provide an opinion, using their best professional judgment, whether the grantee is striving to come into full compliance with federal law, rules and regulations.

5.4 TASK 3 - Program Reports and Monthly Progress Reports

The Contractors will prepare the program reports and monthly progress reports.

5.4.1 Program Monthly Performance Reports: A lead contractor will be selected annually to provide FTA assistance in collecting and analyzing information from OTRAK, the regions and related program deliverables to prepare annually 12 program monthly performance reports. The purpose of these reports is to assist FTA in tracking performance against its annual strategic program goals. For example, in previous years FTA had program goals of closing 80 percent of the oversight review findings not more than 30 days after their due date and issuing not less than 100 percent of the final oversight review reports within 30 days of the site visit exit conference.

The Program Monthly Performance Reports shall include:

5.4.2 Summary of Findings – A summary of open and closed state management review findings by region. The report will include the following information:

· Number of total findings

· Number of closed findings

· Percentage of findings closed within 30 days of their due date

· Number of open findings

· Number of findings open that are within the performance period, and

· Number of findings open that are 30 or more days past their due date.

5.4.3 Reports Summary - A summary of pending and completed state management review final reports by region. The report will include the following information:

· Total reviews planned

· Total reviews conducted

· Number of final reports issued

· Number of final reports pending

· Status of final reports issued and pending

· Number issued within 30 days of the site visit

· Number issued within 60 days of the site visit

· Number issued more than 60 days after the site visit

· Percentage of reports issued within 30 days of the site visit

5.4.4 Trends Analysis

· Identification and comparison of trends using data from the previous two years.

· Identification/illustration of the percentage of findings by area.

5.4.5 Program Summary Reports: A lead contractor will be selected annually to provide FTA assistance in collecting and analyzing information from the regions and other state management review deliverables and information systems in the preparation of the (1) mid-year and the (1) year-end state management review program summary reports as directed by the COTR. Each report may include information such as: summary of findings open and closed; number of findings by review area; top five areas of findings; and trend of findings by year.

In addition to the above, the Contractor may need to assist in assembling information from the TEAM and OTRAK system.

The management summary reports will include recommendations to improve the state management review process. While performing state management reviews, the contractor shall continuously note and evaluate the state management review process and make recommendations to FTA regarding changes that would improve the review process. This evaluation may also include a review of the regional state management review process and recommendations to improve specific operations. FTA will use the Contractor input to conduct its own evaluation of the review process and the development of recommendations concerning state management review improvements.

5.4.6 Program Deliverables Compact Disc (CD): A lead contractor will be selected annually to provide FTA assistance in collecting information from the regions and other state management review deliverables in compiling an (1) annual CD library of reviews and program related deliverables. The CD will organize the reports by region. The Contractor will also provide a directory of the States whose final reports are contained on the CD along with the file name for each report. The Contractor will use a standard file naming convention that will incorporate the State’s region and organization’s name into the file name.

5.5 TASK 4 - State Management Review Workshops and State Programs Meeting

A lead contractor will be selected annually to provide FTA logistical and technical support in conducting and hosting the State Management Review Workshops.

5.5.1 State Management Review Workshops: A lead contractor will be selected annually to assist FTA in conducting the up to six (6) selected nationwide locations State Management and Tribal Transit Review Workshops. These workshops are for transit professionals responsible for program management or managing federally funded projects and professionals responsible for planning or managing transit service or compliance programs – both supervisors and program specialists.

The workshops are designed to help attendees broaden their understanding of the Federal rules and regulations that shape and define their programs. It is anticipated that up to six workshops will be held annually at the following locations: Boston, MA, New York, NY, Philadelphia, PA, Atlanta, GA, Chicago, IL, Fort Worth, TX, Kansas City, MO, Denver, CO, Los Angeles, CA, San Francisco, CA, Seattle, WA and Washington, D.C. The Tribal Transit Review workshops will be held in locations, to be determined, that are convenient to the tribes. The Contractor shall provide logistical and technical support in conducting these workshops, as directed.

5.5.2 Instructors. The Contractor will provide from one up to four persons to present sections of the workshop and to assist States and Tribes when not making a presentation. The workshops will require a minimum of two full days on site plus travel. Travel will be to workshop locations and to Washington, D.C.

The Contractor personnel will assist in the preparation of the presentation materials and their content, assist with logistics (e.g., registering State, tribe and sub-recipient personnel, distributing handout materials, etc.), make themselves available to answer attendees’ questions during breaks, etc., and coordinate their own activities with FTA and other Contractor personnel.

5.5.3 Workshop Materials. The Contractor will be responsible for the preparation of all handout materials for the workshop. These will include, but not be limited to:

· Workshop workbooks- See TASK 0001

· Agendas

· Copies of the viewgraphs

· Pre-seminar assessments

· Post seminar assessments

The Contractor will tabulate seminar assessments and evaluations and will provide the results of these tabulations to the COTR.

5.5.4 Logistical Support. The Contractor will be responsible for the logistical planning of each workshop. These activities will include:

· Preparation of the announcement brochure;

· Attendee registration and follow-up;

· Scheduling and contracting hotel arrangements;

· Hotel services including refreshments;

· Logistical support during the workshops; and

· Preparing certificates of workshop completion.

The Contractor will make arrangements for all audio-visual equipment necessary for each workshop. Each workshop is attended by 30 – 40 people.

5.6 TASK 5 - Oversight Program Support (OPS) and Special Assignments

The Contractors shall perform the following activities as directed:

5.6.1 Oversight Program Support

· The Contractors may also be directed by the COTR to attend FTA’s Annual Oversight Meeting as selected location in Washington, DC. The Contractors may be asked to present information during the Oversight Meetings as well as participate in panel discussions and breakout sessions.

· The Contractors shall attend and participate in any and all FTA orientation or annual program kick-off meeting and periodic progress briefings to become familiar and/or to maintain a level of proficiency consistent with program requirements.

· The contractors may also need to attend, interact and present findings, trends, etc., with the other oversight Contractors, Grantees and FTA representatives during the State Programs Meeting and other FTA sponsored meetings as directed.

· Program knowledge sharing by actively participating in knowledge sharing activities such as posting program related information at a designated online site; present lesions learned at periodic progress and annual meetings.

· The FTA has contracted for a comprehensive study of its oversight program processes and procedures. The results of this study will be incorporated into this contract, as appropriate, at FTA direction.

· The Contractors may need to prepare briefings, presentations, etc., which reflect a suitable level of understanding based on the Contract’s experience and practices to date in conducting state management reviews.

· The Contractors will provide assistance on special projects in connection with the State Management Review Program. Theses may include, but may not be limited to, technical assistance or staging informational sessions with the regional office staff and grantees, development of informational materials including audio visuals or overhead projections, work books, manuals, pamphlets or oral presentations.

The Contractor will also provide assistance to the regions with data to be entered into OTRAK. The Contractors are required to provide all resources necessary to perform all Special Assignments.

5.6.2 Special Assignments

The Oversight Office is responsible for ensuring that grantees comply with requirements related to grant development, administration and management activities. Under this program the Contractor shall provide technical assistance for addressing those issues which may not be specifically related to the programs described above; issues which may arise out of requirements recently enacted in the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU), Public Law 109-59; or issues related to management and tracking of oversight programs.

The Contractors shall perform the following activities as directed:

· Provide assistance for detailed and crosscutting analysis of OTRAK performance data

· Provide assistance for detailed and crosscutting analysis of TEAM System Data

· Provide assistance for developing oversight strategies for new grant programs authorized in SAFETEA-LU. For example,

· 5303 Metropolitan & Statewide Planning

· 5307 Large Urban Cities

· 5308 Clean Fuels Grant Program

· 5309 Bus and Bus Facilities

· 5310 Formula Program - Elderly and Individuals with Disabilities

· 5311 Formula Program – Rural Transit

· 5311 Public Transportation on Indian Reservations

· 5313 Transit Cooperative Research Program

· 5316 Formula Program – JARC

· 5317 Formula Program – New Freedom

· Over-the-Road Bus (OTRB) Accessibility Program

· Alternative Transportation in Parks and Public Lands (ATPPL)

· Provide assistance for developing oversight requirements for FTA-funded programs that are administered by other federal agencies, such as including the Federal Emergency Management Agency (FEMA), the Federal Highway Administration (FHWA), and the Department of Homeland Security.

· Assist FTA with Special Projects (e.g., developing and reviewing procedural improvements to programs and developing informational materials including, audiovisuals or overhead projections)

· Provide technical assistance to FTA, its grantees and other Federal agencies (e.g., FEMA) in emergency response situations (e.g., Hurricanes Katrina and Rita)

Note: Work orders will be issued within the NTE hours for this TASK. The COTR will issue these work orders.

5.7 TASK 6: Monthly Progress Reports (NSP)

The Contractors shall use standard management procedures in developing and submitting to FTA annually 12 monthly progress reports. The Contractors will prepare monthly progress/status to be submitted to the COTR. The reports will include, but not be limited to:

· Milestone chart for each task with a description of the status and an explanation for any slips in the schedule;

· Budget progress report including travel expenses;

· A description of all work completed in the previous month;

· A narrative of the work scheduled for the next month;

· Identification of all problems encountered and a description of corrective measures;

· A list of all tasks begun;

· A list of problem areas; and,

· Any items requiring COTR/FTA action.

The progress reports will be delivered to the COTR by the 10th of the following month for the prior month’s activities.

PART 6

OTHER CONTRACT REQUIREMENTS

6.1 Administrative Considerations

6.2 Points of Contact

6.2.1 Contracting Officer’s Technical Representative (COTR)

The Contracting Officer’s Technical representative for this effort is as follows:

TO BE INSERTED AT TIME OF AWARD (See SOW paragraph 1.6.4)

6.3 POST AWARD EVALUATION OF CONTRACTOR PERFORMANCE

6.3.1 Contractor Performance Evaluations

Interim and final evaluations of contractor performance will be prepared on this effort in accordance with FAR Subpart 42.1500. A final performance evaluation will be prepared, by the COTR, at the time of completion of work. In addition to the final evaluation, interim evaluations may be prepared, by the COTR, annually to coincide with the anniversary date of this effort.

Interim and final evaluations will be provided to the Contractor as soon as practicable after completion of the evaluation. The Contractor will be permitted thirty (30) calendar days to review the document and to submit additional information or a rebutting statement. Any disagreement between the parties regarding an evaluation will be referred to an individual one level above the CO, whose decision will be final.

Copies of the evaluations, Contractor responses, and review comments, if any, will be retained as part of the contract file, and may be used to support future award decisions.

b) Electronic Access to Contractor Performance Evaluations

Contractors that have Internet capability may access evaluations through a secure Web site for review and comment by completing the registration form that can be obtained at the following address: http://cparscontractor.nih.gov.

The registration process requires the contractor to identify an individual that will serve as a primary contact and who will be authorized access to the evaluation for review and comment. In addition, the Contractor will be required to identify an alternate contact that will be responsible for notifying the contracting official in the event the primary contact is unavailable to process the evaluation within the required thirty (30) calendar day time frame.

0. INVOICING

The Contractor shall invoice no more frequently than MONTHLY against each separate order. Invoices shall clearly identify hours and rates charged during the period. Travel charges must contain location and dates, and, items must be identified by subject (i.e. meals, rental car, and airfare.)

0. TRAVEL

A NTE amount of $125,000 is established for travel each year. The Contractors shall obtain approval from the COTR before incurring any such costs and provide detailed travel expenses in its monthly invoices.

Travel and per diem, if authorized under this contract, shall be reimbursed in accordance with the Government Travel Regulations currently in effect. Current per diem rates are listed at http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentId=17943&contentType=GSA_BASIC. Travel requirements under this contract shall be met using the most economical form of transportation available. If economy class transportation is not available, the request for payment voucher must be submitted with justification for use of higher class travel indicating dates, times, and fight numbers. All travel shall be scheduled sufficiently in advance to take advantage of offered discount rates, unless otherwise authorized by the Contracting Officer.

0. PERSONNEL REQUIREMENTS

Contractor will provide personnel consistent with requirements stated at Section J, J-1, of the SOW and the staffing plans in the contractor’s technical quote.

TECHNICAL EXHIBIT 1

Deliverable Number

· State Management Review Tool Box, State Management Review Workshop Workbook, State Program Managers Guide on Administration and Oversight FTA Grant Program, Program Reports

SECTION D - PACKAGING AND MARKING

SECTION D

a. All packing, packaging and mailing of reports or submittals shall be accomplished in the most economical and efficient manner and in accordance with the best commercial practices.

b. All information submitted to the Contracting Officer and the Contracting Officer's Technical Representative shall be clearly marked with the name of the organization/contractor, the contract, task order and/or modification number as appropriate and the identification of the submission.

c. Additional packaging and marking requirements will be specified, as necessary, in individual task orders issued under this contract.

End of Section

SECTION E – INSPECTION AND ACCEPTANCE TERMS

SECTION E

Supplies/services will be inspected/accepted at:

This contract incorporates the following contract clauses by reference, with the same force and affect as if they were given in full text. Upon request, the Contracting Office will make their full text available. Also the full text of a clause can be accessed electronically at: http://www.arnet.gov/far/

52.246-4 INSPECTION OF SERVICES – FIXED PRICED (AUG 1996)

SECTION F – DELIVERIES OR PERFORMANCE

SECTION F

F.1 DELIVERABLES

All Contractors shall provide all deliverables in accordance with the specifications as stated in the Statement of Work (SOW), Technical Exhibit 1.

SECTION G – CONTRACT ADMINISTRATION DATA

SECTION G

G.1 CONTRACTING OFFICER

The Contracting Officer (CO) has the overall responsibility for this contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify or deviate from the contract terms, conditions, and requirements. The CO may delegate certain other responsibilities to the Contracting Officer’s Technical Representative (COTR). The CO is the only individual who can legally commit or obligate the Government or authorize any changes that affect the contract price, delivery schedule, period of performance or other terms and conditions.

In accordance with TAR 1252.242-73 (b) Dissemination of Contract Information, the Contracting Officer cannot authorize the COTR or any other representative to sign documents (i.e., contracts, contract modifications, appointments, conflict resolutions, etc.) that require the signature of the Contracting Officer.

The Government Contracting Officer and Contracting Specialist(s) for this contract are:

Contracting Officer, Carlene R. Jackson 1200 New Jersey Avenue, SE Office of Administration - Office of Procurement Washington DC 20590 Phone 202-366-0432

FAX 202-366-3808

Email: carlene.jackson@dot.gov

Contract Specialist, Gregory E. Young Department of Transportation, Federal Transit Admin.

Office of Administration - Office of Procurement 1200 New Jersey Avenue, SE Washington DC 20590 Phone 202-366-8090

FAX 202-366-3808

Email: gregory.young@dot.gov

Contract Specialist, Camille F. Manuel Department of Transportation, Federal Transit Admin.

Office of Administration - Office of Procurement 1200 New Jersey Avenue, SE Washington DC 20590 Phone 202-366-1146

FAX 202-366-3808

Email: camille.manuel.ctr@dot.gov

G.2 TAR 1252.242-73 CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE

(OCT 1994)

(a) The Contracting Officer may designate Government personnel to act as the Contracting Officer's Technical Representative (COTR) to perform functions under the contract 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 contract 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 limitations of the COTR under the contract.

(b) The Contracting Officer cannot authorize the COTR or any other representative to sign documents (i.e., contracts, contract modifications, etc.) that require the signature of the Contracting Officer.

G.3 COTR ASSIGNMENT

TBD is hereby designated as the Contracting…