Attachment_J-1_Acronyms_Terms_and_Definitions.pdf

RFP DTFT60‐13‐R‐0001

ATTACHMENT J‐1

Attachment J‐1: Acronyms, Terms, and Definitions

Acronyms

ARRA: American Recovery and Reinvestment Act

ADA: Americans with Disabilities Act

AQL: Acceptable Quality Level

CLIN: Contract Line Item

CO: Contracting Officer

COI: Conflict of Interest

COR: Contracting Officer Representative

DBE: Disadvantaged Business Enterprise

EEO: Equal Employment Opportunity

DOT: Department of Transportation

FTA: Federal Transit Administration

FTR: Federal Travel Regulations

IDIQ: Indefinite Delivery Indefinite Quantity

M&IE: Meals and Incidental Expenses

NTE: Not to Exceed

ODC: Other Direct Cost

TR: Triennial Review

Terms

Tier Designations:

FTA recognizes that the contractor's level of effort to conduct a Triennial Review for a very large and complex transit agency is greater than it is for a small grantee. In light of this increased effort, the FTA has designated three Tiers to accurately reflect the level of effort for each. Tiers are assigned as follows:

Tier 1: 5307 grantees with Annual Operating Expenses of $1 billion or greater.

Tier 2: 5307 grantees with Annual Operating Expenses of $100 million or greater and a fleet size of over 500.

Tier 3: By default, all 5307 grantees not on the Tier 1 or Tier 2 lists are Tier 3 grantees.

Tier designations are solely a mechanism for tracking level of effort, based on the operating expenses of the grantee. Tiers are not to be misconstrued as indicating any other designation (i.e. risk).

Tier 1 and 2 FTA Section 5307 grantees are identified in Attachment J‐3. The Contractor will receive an updated list of Tier 1 and Tier 2 grantees from FTA each year.

Regardless of the tier level of the grantee, the following major components must be conducted during a Triennial Review:

a) The pre‐review assessment and scoping meeting;

b) The Triennial Review site visit and summary of findings; and

c) The Triennial Review draft and final reports; and review closeout

Standard Operating Procedures:

The Contractor shall perform Triennial Review work in accordance with the Contractor’s Standard Operating Procedures (SOP), (a draft of which is provided in Attachment J‐3 to this Statement of Work). FTA reserves the right to modify the SOP without issuing a contract modification when such changes do not materially affect Contractor deliverables or levels of effort. Any work performed in variance to the SOP must be done only at the written direction of the COR.

Definitions

CPARS: Contractor Performance Assessment Reporting System (CPARS) – System to record and maintain interim and final past performance information on federal contractors.

Enhanced Modules: The Contractor may be tasked with conducting an enhanced level of review based on the outcome of the pre‐review assessment phase and scoping meeting. These enhanced review modules are designed to focus on the Triennial Review compliance areas that have historically posed the greatest challenges to FTA’s Section 5307 grantees.

FFR: Federal Financial Report ‐ FTA Grant Recipients must submit financial information through

TEAM each quarter. This report should be provided concurrently with the milestone progress reports.

NTD: National Transit Database – Created to be the primary national database for public transit data. NTD collects annual transit performance and financial data, monthly ridership, and safety and security data.

OTRAK: Oversight Tracking System ‐ OTrak is a database for management of oversight reviews of Federal Transit Administration (FTA) grantees that facilitates the selection of grantees to be reviewed and the type of oversight reviews they receive. OTrak also tracks the oversight review process and communication between FTA headquarters, FTA regional offices, and grantees through process stages and review findings.

OTrak contains oversight review process stage and review findings data accessible through searches and preconfigured reports. Access to the data is controlled using access levels for each system user.

The types of tasks that Triennial Review contractors will perform include entry of Triennial

Review process stages and findings and attachment in OTrak of Draft and Final Triennial Review

Reports. The contractors will also be required to perform various data analysis tasks utilizing

OTrak data.

QASP: Quality Assurance Surveillance Plan (QASP) is a Government developed and applied document used to make sure the systematic quality assurance methods are used in the administration of the Performance Based Service Contract (PBSC) standards included in this contract and in subsequent task orders. The intent is to ensure that the contractor performs in accordance with the performance metrics and the Government receives the quality of services called for in the contract.

Task Order: An order for services placed against an established contract.

TEAM: Transportation Electronic Award Management ‐ TEAM is the web‐based system that the

Federal Transit Administration (FTA) uses for electronic management and award of grants.

Triennial Review contractors will be required to use TEAM‐Web in their review of FTA grantees.

The contractor’s work in TEAM‐Web will include: (1) Overall review of profiles of each grantee to be reviewed; (2) review of Milestone Progress Reports (MPRs) and Federal Financial Reports

(FFRs); (3) review of each grantee’s ECHO drawdown history on each grant since the exit conference of the last Triennial Review and (4) review of Title VI, EEO and DBE Program Plans.

TEAM‐Web access will be provided to each Triennial Review contractor.

Title VI Circular: The purpose of this circular is to provide recipients of Federal Transit

Administration (FTA) financial assistance with guidance and instructions necessary to carry out

U.S. Department of Transportation ("DOT" or "the Department") Title VI regulations (49 CFR part 21) and to integrate into their programs and activities considerations expressed in the

Department's Policy Guidance Concerning Recipients' Responsibilities to Limited English

Proficient ("LEP") Persons (70 FR 74087, December 14, 2005).

Work Order Assignment: Technical direction issued by Contracting Officer Representative under a Task Order.

5307 Grantees: The Urbanized Area Formula Funding program (49 U.S.C. 5307) makes Federal resources available to urbanized areas and to Governors for transit capital and operating assistance in urbanized areas and for transportation related planning. An urbanized area is an incorporated area with a population of 50,000 or more that is designated as such by the U.S.

Department of Commerce, Bureau of the Census.