National_Transit_Database_Validation_Services_Final.pptx

National Transit Database Validation Services Pre-Proposal Conference

January 30, 2017

Disclaimer The information in this presentation is for informational purposes only.

In the event of a discrepancy between the information contained herein and the Request for Proposal (RFP), RFP documents take precedence.

Agenda Welcome Summary of Procurement Proposal Submission Requirements Evaluation Criteria Special Requirements Overview of the NTD Program Introduction to the NTD Reporting System Question and Answer

Summary of Procurement RFP/Solicitation Issuance: January 12, 2017 Total Small Business Set-Aside Total Estimated Value: $19.9 Million NAICS Code: 541611 Anticipated contract award: Late Summer or Fall 2017 Proposals Due: March 6, 2017 3:00 PM EST Period of Performance: 5 years (1 year base plus 4 one (1) year options) Contract Type: Firm-Fixed Price (FFP) and Labor Hour Contract Line Item Numbers (CLINs) Performance based contracting utilized

Proposal Submission Requirements

3 Hardcopies 1 Electronic Copy Volume 2: Key Personnel and Staffing 15 pages (*NOTE: Must use Attachment J-2:- Resume Template for Proposed Personnel) 1 Original Copy 3 Hardcopies 1 Electronic Copy Volume 3: Past Performance 20 pages 1 Original Copy 3 Hardcopies 1 Electronic Copy Volume 4: Copy of Oral Presentation Materials 30 slides 1 Original Copy 3 Hardcopies 1 Electronic Copy

3 Hardcopies 1 Electronic Copy

Evaluation Criteria

Evaluation Criteria Overview Technical Ability and Approach to the Requirement- 80 max pts Sub-factors: Performance Work Plan and Quality Assurance Surveillance Plan – 40 max pts, Key Personnel and Staffing – 25 max pts, Oral Presentations- 15 max pts Past Performance – 20 max pts Sub-factors: Relevancy to the Requirement- 15 max pts and General Contract Performance- 5 max pts Price- Not a weighted factor

Technical Evaluation Must address all objectives, deliverables, and timelines stated in the Statement of Objectives (SOO) Must allow appropriate time for FTA review of all deliverables Be clear, concise, and provide sufficient detail for response evaluation

Technical Evaluation (cont.)

The Performance Work Plan and Quality Assurance Plan should:

Demonstrate understanding of the required objectives, beyond repetition of language from the RFP Reasonably meet the specified objectives Demonstration the capability to effectively manage all contract requirements Provide innovative approaches for meeting the objectives

Project Manager, Advisor, and Subject Matter Expert are “Key” Personnel Resumes must be submitted for all personnel (key and non-key) for evaluation Ensure personnel proposed meet qualifications stated for each labor category

Oral Presentation

Presentation must be no more than 30 slides and 45 minutes with up to 15 minutes for questions Must address the following:

Customer Service Standards Year one innovations and/or improvements to validation Innovative approaches to NTD data presentation

Special Requirements

Special Requirements - Facilities FTA will not provide a building or office space for the contractor to conduct NTD operations.

The contractor shall provide DOT personnel access to the contractor’s facilities, installations, operations, documentation, databases and personnel used in performance of the contract.

Special Requirements - IT FTA maintains an agreement with a Platform as a Service (PaaS) provider to maintain NTD’s production and Continuity of Operations/Disaster Recovery (COOP) capabilities FTA will provide virtual access to the application environments and associated NTD data and up to 2 workstations with Virtual Private Network (VPN).

Special Requirements - Data FTA will retain all rights to ownership of the NTD data, data products, scripts and code used to create the data products, and the software provided.

The contractor must not redistribute the software provided to any other party without FTA’s explicit written consent, except as mandated by law.

Overview of the NTD Program

Purpose of the NTD Program Codified In Transportation Bill:

SECTION 5335. NATIONAL TRANSIT DATABASE

Authorizes the Secretary of Transportation to ‘maintain a reporting system, using uniform categories to accumulate public transportation financial and operating information’.

All recipients (or direct beneficiaries) of grant funds awarded under Section 5307 or 5311 must report to the NTD to maintain funding eligibility.

In 2012, section 5335 was amended: All reporters must report any information relating to a transit asset inventory or condition assessment.

Purpose of the NTD Program How is NTD Data Used?

Provides inputs for apportionment formulas Industry resource for Service Planning Peer Comparisons Academic and Research Institutions Government Reporting Conditions & Performance Report to Congress Government Performance and Results Act reporting

Reporting Deadlines Based on Each Transit Provider’s Fiscal Year

Audited Certified by the CEO

What is Reported?

Agencies Must Report All Transit Services Both Federally-funded and non-Federally Funded All Services: Urban, Rural, or Both If You Have Fewer than 30 Vehicles, You Qualify for a Reduced Report No Passenger Mile Sampling No Monthly Module, No Safety & Security Module

The Three Data Groups of the NTD Annual Module ALL Urbanized Area Reporters (Section 5307 Funding Recipients) State/Rural Reporters (Section 5311 Recipients with no 5307 Funding) Tribal Reporters Safety & Security Module Urbanized Area Reporters with 30+ Vehicles Monthly Module Urbanized Area Reporters with 30+ Vehicles

Current Reporters (2015) Annual Module 831 Urbanized Area Systems 306 with Fewer than 30 Vehicles submit reduced reports Remaining 525 submit full reports, (includes both FTA 5307 grant recipients and voluntary reporters) Monthly Module (525 Reporters) Safety & Security Module (525 Reporters) Rural Module 54 States & 134 Indian Tribes 1481 Total Subrecipients

Annual Reporting Forms

Overview of NTD Data Products Transit Profile Key Data on Each Transit Provider National Transit Summaries and Trends Stock Graphs of National Level Transit Data Transit Data Tables Data from the Annual Module Each Year Monthly Data Tables Ridership and Safety Data Historical Time Series Key Data from the Annual Module Since 1991

Program Summary Approximately 1,100 reports each year ~ ½ are full reports 54 States report on behalf of approximately 1,450 subrecipients 700-900 additional asset only State subrecipients are expected

1000 validation checks coded into the reporting system 300 additional checks are expected to be added in 2017 Additional checks done outside the system

Approximately 600 reporters provide monthly reports on ridership and safety 8,000 major event reports per year Threshold changes may increase these by 10%

Contract Deliverables

Where to find NTD Data Products www.transit.dot.gov/ntd

Introduction to the Reporting System

Reporting Website www. transit.dot.gov/ntd/national-transit-reporting-tool

Question and Answer

Questions

Help Desk NTD receives approximately 25 calls each week and 10-15 emails.

99% of calls are resolved in less than 10 minutes

System bug reporting The new contractor will be required to use the FTA change management system.

FTA currently uses JIRA for reporting and prioritization.

NTD Eligibility Criteria Internal program documentation, including SOPs will be made available to the winning bidder.

Please refer to the Policy Manuals and Uniform System of Accounts available on the NTD website to understand current reporting criteria and eligibility: www.transit.dot.gov/ntd

Validation Checks Documentation of current validation checks will be made available to the winning bidder.

Current in-system checks rely heavily on thresholds derived from past years’ reporting.

Bidders are encouraged to recommend innovative validation approaches.

Apportionment Documentation and Summaries Prior year documentation and summaries will be made available to the winning bidder.

Bidders are encouraged to review formulas:

www.transit.dot.gov/funding/apportionments/fast-act-formula-flowcharts Apportionment Documentation consists of:

9 Datasets Adjustment Memo - 20-25 pages in length detailing data adjustments made to the apportionment data to bring it in line with standing policy;

Rural Reporter Memo - 10 pages in length showing changes to each states reported vehicle revenue miles Apportionment Memorandum that is approximately 275-300 pages in length providing agency by agency detail.

Separate Database FTA will provide a separate data set to the contractor that is refreshed regularly.

The contractor will leverage this data set, which is external to Production, to assist in data analysis and building data products.

The FTA does not intend to have the Validation Services contractor serve as a database administrator for this database.

The contractor should propose personnel they feel are sufficient to support the requirements of the RFP in their data validation efforts.

Contact Information Primary Procurement Office Points of Contact:

Ms. Shequesha Evans Contract Specialist Email address: shequesha.evans.ctr@dot.gov Phone number: 202.366.0184

Mrs. Stephanie Cooke-Nwadibia, Senior Contracting Officer/Team Leader Email address: stephanie.cooke-nwadibia@dot.gov Phone number: 202.366.7072 image3.png image4.png image5.png image1.jpeg image2.png