FInal RFP 693JK425R700005_ OIG Audit Management System Services.pdf

RFP: 693JK425R700005 OIG Audit Management System (AMS)

U.S. Department of Transportation Office of the Secretary of Transportation 1200 New Jersey Ave, SE Washington

DC 20590

April 30, 2025

Subject: Request for Proposal (693JK425R700005) OIG Audit Management System Services

Dear Prospective Offerors, The U.S. Department of Transportation (DOT), Office of the Senior Procurement Executive (OSPE), in support of the Office of Inspector General (OIG), is pleased to announce the release of the Request for Proposal (RFP) for Audit Management Services.

This RFP seeks proposals from qualified vendors to provide a Commercial Off-the-Shelf (COTS) Audit Management System (AMS) that meets the OIG’s functional, technical, and security requirements. The purpose of this procurement is to modernize and enhance the OIG’s audit tracking, project management, documentation, and reporting capabilities. Interested vendors are encouraged to review the RFP and the associated Final Question and Answer (Q&A) sheet, which reflects vendor inquiries and the Government’s responses.

The NAICS code for this effort is 513210, Software Publishers.

The DOT Office of Inspector General (OIG) anticipates the award of a Firm Fixed Price Task Order.

The period of performance for this Task Order is for Five (5) years, one (1) base period and four (4) one-year option periods. The award will be based on the best value.

Submission Instructions:

Quote submissions are due no later than Monday, June 16, 2025 at 12:00 pm Eastern Time via email to Yukia.Duckett.ctr@dot.gov with a courtesy copy to Robin.Golden@dot.gov. Please reference: “RFP:

693JK425R700005 OIG Audit Management Services” in the subject line.

Sincerely, “//S//” Robin D. Gates Contracting Officer OST, Acquisition Services

Work is to be accomplished in accordance with the Contractor’s quotation dated the terms and conditions of the Contract# and the list of required services provided herein.

The Contractor is required to sign for acceptance of this Task Order and return one copy of this form to the Contracting Officer.

Contractor Representative Date

SUPPLIES OR SERVICES AND PRICES/COST

This is a Firm Fixed Price Order in the amount of $ . Funding in the amount of $ is provided at award.

1 GENERAL

1.1 The Contractor shall furnish all materials and personnel necessary to provide the Office of the Inspector General, Department of Transportation with a Commercial-Off-The-Shelf (COTS) Audit Management System solution and support that complies with the requirements outlined in the Generally Accepted Government Auditing Standards (GAGAS) issued by the Government Accountability Office (GAO). The Contractor shall perform all work requirements in accordance with the Statement of Work (SOW), Requirement Document Attachment 1, and other terms and conditions of the contract. All support provided to the Government must be executed by the Contractor's employees or personnel retained by the Contractor.

The DOT is pursuing a competitive award for the following:

• Commercial- Off-The-Shelf (COTS) Audit Documentation Management Software Solution, and configuration.

• System administration and maintenance to ensure full functionality and compliance with GAGA.

• Timely updates, troubleshooting, and system enhancements.

• Technical documentation and user support manuals.

• Training and support for OIG personnel to maximize system effectiveness.

• Program management, including deployment at headquarters and regional offices.

• Implementation of tracking and reporting features to monitor audit progress, user activity, and system performance.

• Program management, including deployment at headquarters and regional offices.

• Implementation of tracking and reporting features to monitor audit progress, user activity, and system performance.

1.2 This acquisition is for a firm-fixed-Price (FFP) contract type.

1.3 COST SCHEDULE AND PERIOD OF PERFORMANCE

Base Year: (From Date of Award Through 12 Months Thereafter) Option Years

CLIN Description of Services Period of Performance

Amount

Base 1001 Audit Management System, Configuration, Install, 100 Users Licenses, Administration, and Training

1 year from award

Option Period 1

2001 Additional 100 Licenses 1 year from award

Option Period 2

3001 Maintenance & Support 1 year from award

Option Period 3

4001 Maintenance & Support 1 year from award

Notes:

• All pricing shall be Firm-Fixed-Price per CLIN.

• Offerors should clearly state any assumptions or dependencies associated with pricing.

• Any applicable discounts or escalation factors should be identified in a separate attachment or footnote.

(End of Section)

Option Period 4

5001 Maintenance & Support 1 year from award

Total Amount – $

STATEMENT OF WORK

For

EXECUTIVE ASSISTANT

OFFICE OF AUDIT RELATIONS AND PROGRAM IMPROVEMENT

2. BACKGROUND

The Office of Inspector General (OIG) seeks a contractor to provide ongoing administration and support for its Audit Management System (AMS). The AMS is based on a Commercial-Off-The-Shelf (COTS) product and must align with the requirements outlined in the Generally Accepted Government Auditing Standards (GAGAS) issued by the Government Accountability Office (GAO). These standards emphasize key elements such as supervision, milestone tracking, recommendation tracking, and documentation practices, as detailed in the OIG Policies and Procedures Manual.

Over the past 18 years, the OIG has successfully utilized two different audit management systems, continuously enhancing its capabilities to document and manage audit work effectively. The DOT OIG is tasked with conducting audits, investigations, and reviews of DOT programs to ensure accountability and efficiency in the use of government resources. The current AMS, Ideagen Internal Audit, is under consideration for replacement due to limitations in functionality and the need for a more advanced solution. The new AMS must meet the requirements specified in the Statement of Work (SOW) and enable the OIG to manage audits and reviews efficiently and effectively.

3. PROJECT OBJECTIVES

The objective of this contract is to:

• Provide a modernized Commercial Off-The-Shelf product with proven audit usage in the past three years.

• Commercial- Off-The-Shelf (COTS) Audit Documentation Management Software Solution, and configuration.

• System administration and maintenance to ensure full functionality and compliance with GAGAS.

• Ensure the AMS operates smoothly (bug fixes, updates, etc.) and retains high quality speed.

• Timely updates, troubleshooting, and system enhancements.

• Technical documentation and user support manuals.

• Training and support for OIG personnel to maximize system effectiveness.

• Program management, including deployment at headquarters and regional offices.

• Implementation of tracking and reporting features to monitor audit progress, user activity, and system performance.

• Program management, including deployment at headquarters and regional offices.

4. KICK-OFF MEETING

Post Award Conference (Kick-Off Meeting). Within 10 business days of the Contract Award, or at the direction of the COR, the Contractor shall meet with the AMS Audit Process Manager (PM) and OIG staff to discuss its plans for accomplishing the requirements and deliverables in the contract. Specifically, the contractor and OIG should:

• Review of contractual matters, including terms and conditions of the contract.

• Review the Statement of Work and Milestones and Deliverables to ensure a common understanding of the objectives; and

• Address questions from any party and resolve disagreements (if any).

• Clarification of license issuance rate.

• Contractor reporting requirements.

• Contractor’s quality control system/procedures.

• Inspection and acceptance.

• Program schedule.

• Contractor’s overall responsibilities; and

• Government Furnished Property, or services, if applicable; and

• Invoicing and billing procedures.

4.1 Software Testing. The COR and the PM will review and test, the initial software release and subsequent software releases prior to acceptance and scheduled releases. If there are changes to be made, the Contractor shall ensure all changes are implemented prior to approval and proceeding with the release. Additional changes may be made as required by the PM after release.

4.2 Software Requirement. The Contractor shall provide a product that meets the requirements. The Software must be a Commercial Off-the-Shelf Product with proven audit usage within the past three years.

5. TASK REQUIREMENTS

Under this Task Order, the Contractor Staff shall perform tasks for the DOT, Office of Inspector General (OIG) and its supporting offices. Please refer to Attachment 1- Requirement Document and Attachment 3-Final Question and Answer Response Worksheet.

The Contractor shall provide all resources to accomplish the tasks and deliverables in this statement of work (SOW), except as otherwise specified in the Requirements Document (Attachment 1). The Contractor shall maintain and keep the Audit Management System (AMS) fully functioning throughout this performance period.

5.1 PROVEN AUDIT USAGE

The contractor will provide references with contact information for two companies of similar user size (around

250) for consultation utilizing AMS.

5.2 PROGRAM MANAGEMENT

The contractor must maintain effective program management to efficiently and effectively execute the requirements of the contract. The program manager must be responsive to the OIG Project Manager’s requirements and ensure compliance with contract requirements.

The Contractor is responsible for testing, integrating, and deploying the proposed COTS/Non-Development Item (NDI) software. The Contractor must function as a single point of contact for program-level implementation.

Program-level integration and schedule activities must include, but not be limited to, program management, technical reviews, interface management, testing, and coordination of deployment planning.

5.3 STATUS MEETINGS, AGENDA, AND MINUTES

The contractor will provide periodic and ad hoc meetings with the DOT OIG Project Manager at times requested.

The Contractor must prepare and deliver for Government approval agendas, meeting minutes, action item lists, and presentation materials for all conferences, reviews and formal meetings. The Contractor must track action items assigned during meetings until the disposition of the action is mutually agreed to by the Contractor and the Government. Once the action has been completed by the organization responsible and validated by the Government, the action must be closed. The Contractor must maintain a history of all closed action items.

5.4 QUALITY ASSURANCE (QA) PROGRAM

The inspection requirements specifically set forth in this SOW and Section E must become a part of the Contractor's overall QA program. The absence of Government inspection for the Commercial Software does not relieve the Contractor of the responsibility of ensuring that all products or supplies submitted to the Government for acceptance comply with all requirements of the contract. The Contractor must establish and maintain a QA program and provide the procedures and controls to ensure that all requirements of the contract are met. The Contractor must provide the status of QA program at periodic status meeting requested by the DOT OIG PM.

5.5 SOFTWARE RELEASE AND TRANSITION

The Contractor must offer software releases on a regular schedule that keeps up with technological changes throughout the duration of the contract. The Contractor must recommend, for Government approval, well-defined software releases, as appropriate. The software releases must consist of logical capabilities allocated by the Contractor to satisfy the audit software requirements. Releases must incorporate new functionality, maintenance fixes, re-engineering efforts, and must be distributed as complete installations or as patches. The Contractor must also describe actions to be performed leading up to and during software installation.

5.6 SOFTWARE MAINTENANCE

The Contractor must develop and document its maintenance approach. The maintenance approach and procedures must satisfy both performance and operational requirements. The Contractor must provide support sufficient to maintain the COTs audit software and enhancements. Maintenance of all COTS software (i.e., licenses, updates, etc.) is the Contractor’s responsibility.

6. PLACE AND PERIOD OF PERFORMANCE

a. PLACE OF PERFORMANCE

The majority of work will be conducted remotely, with occasional on-site support needed at OIG offices.

The program should be accessible to all U.S. employees with DOT OIG network connections.

Work hereunder shall be performed at DOT Headquarters located at:

1200 New Jersey Ave SE, Washington, DC 20590

NOTE:

Services performed under this Task Order by the Contractor or any subcontractors on premises, under Government technical direction is subject to all provisions of this Task Order governing the following:

(a) All Contractor personnel shall, always conspicuously display a distinctive badge provided by DOT or the Contractor, identifying such personnel as employees of the Contractor, and shall observe security regulations for the premises involved.

(b) The Contractor agrees that this is a non-personal services contract shall not represent itself as an agent or partner of, or in joint venture with the Government; and that it shall neither supervise nor accept supervision from Government employees.

(c) The Contractor shall designate to the Contracting Officer, in writing, an on-the premises representative to serve as the point of contact for the Contracting Officer and COR; and

(d) Performance of work on Government premises shall be confined to the area(s) specified by the Contracting Officer and COR.

7. PLACE OF DELIVERY

Unless otherwise specified, deliverables shall be furnished, electronically, to the following addresses:

COR at: TBD

Digital Audit Solutions (DAS) Manager at: TBD

8. PERIOD OF PERFORMANCE

The Period of Performance for the Task Order shall include one (1) base period and four (4) one (1) year option period. Option (s) shall be exercised at the Government’s discretion and as authorized by FAR Subpart 17.2.

Each of the four option terms will only be granted upon a favorable review of the Contractor’s performance and validation of continued need and available budget.

All work required hereunder, including preparation, submission, review of any and all reports, shall be completed within the 60 months after the effective date of the Contract award. The period of performance of this contract is as follows:

The table below details the performance period:

Period Date

Base Period 9/1/2025 to 8/31/2026 Option Period 1 9/1/2026 to 8/31/2027 Option Period 2 9/1/2027 to 8/31/2028 Option Period 3 9/1/2028 to 8/31/2029 Option Period 4 9/1/2029 to 8/31/2030

9. INSPECTION AND ACCEPTANCE

a. NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation, Number, Title, and Date) in accordance with the clause at FAR 52.252-2 “CLAUSES INCORPORATED BY REFERENCE” with the same force and effect as if they were given in full text. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. See https://www.acquisition.gov/ for electronic access to the full text of a FAR clause.

https://www.acquisition.gov/ https://www.acquisition.gov/ https://www.acquisition.gov/

b. FEDERAL ACQUISITION REGULATION (FAR) (48 CFR CHAPTER 1)

NUMBER TITLE DATE

52.246-2 INSPECTION OF SUPPLIES – FIXED PRICE AUG 1996

52.246-4 INSPECTION OF SERVICES – FIXED PRICE AUG 1996

Inspection and Acceptance shall be subject to the above FAR clauses.

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

The 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 Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): www.acquisition.gov/far.

10.1 INSPECTION AND/OR ACCEPTANCE

All work products will be inspected and accepted by the Contracting Officer’s Representative (COR).

The COR as designated in this Contract shall be responsible for performing the inspection of all services rendered under this Contract and for recommending acceptance of replacement/correction of services that fail to meet the Contract requirements to the Contracting Officer.

The COR shall be responsible to the Contracting Officer for recommending acceptance or replacement/correction of nonconforming services that fail to meet the Contract requirements.

Inspection and acceptance of the services (i.e., On-Site and Off-Site) called for hereunder shall be performed by the CO, COR, or a Designated Representative.

12. DELIVERIES OR PERFORMANCES

12.1 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 Contracting Officer (CO) will make their full text available. Also, the full text of a contract provision may be accessed electronically at this/these address:

www.acquisition.gov/far/.

Federal Acquisition Regulation (FAR) Clauses:

CLAUSE TITLE DATE

X 52.242-15 Stop Work Order AUG 1989 X 52.242-17 Government Delay of Work APR 1984 X 52.247-35 F.O.B. Destination, Within Consignee’s Premises APR 1984

13. TASK ORDER ADMINISTRATION

http://www.acquisition.gov/far http://www.acquisition.gov/far http://www.acquisition.gov/far/ http://www.acquisition.gov/far/

RFP:693JK425Q700004 OIG Audit Management System (AMS)

a. CONTRACTING OFFICER (CO)

The Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds. Only the Contracting Officer has authority to: (1) increase or decrease the award amount; (2) direct or negotiate any changes; (3) modify or extend the period of performance; (4) change the schedule of completion; (5) authorize payment under this PO; and (6) otherwise modify any terms or conditions of this Order.

The following individuals will be the Government's points of contact during the performance of this contract:

Contracting Officer Robin D. Gates Robin.Golden@dot.gov 202-366-xxxx

Contract Specialist Yukia W. Duckett Yukia.Duckett.ctr@dot.gov 202-366-xxxx

i. CONTRACTING OFFICER REPRESENTATIVE (COR)

TAR 1252.242-73 CONTRACTING OFFICER’S REPRESENTATIVE (OCT 1994)

The Contracting Officer may designate Government personnel to act as the Contracting Officer’s Representative (COR) to perform functions under the 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 to proceed.

The designation letter will set forth the authorities and limitations of the COR under the contract.

The COR has the responsibility to inspect all deliverables and services and authorization to certify (but not to reject or deny) invoices for payment. The authority to reject an invoice or assess deductions on an invoice is expressly reserved for the CO. The technical administration of this contract shall not be construed to authorize the revision of the terms and conditions of this contract. Any such revision shall be authorized in writing by the

CO.

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

Upon award, a Contracting Officer's Representative (COR) shall be designated in writing to manage the technical aspects of this contract.

The following individual is the COR:

Name: TBD Email: TBD Phone: 202-366-xxxx mailto:Yukia.Duckett.ctr@dot.gov

12. TAR 1252.237-73 KEY PERSONNEL (APR 2005)

The personnel as specified below are considered essential to the work being performed under this contract and may, with the consent of the contracting parties, be changed from time to time during the contract by adding or deleting personnel, as appropriate.

(a) Before removing, replacing, or diverting any of the specified individuals, the Contractor shall notify the contracting officer, in writing, before the change becomes effective. The Contractor shall submit information to support the proposed action to enable the contracting officer to evaluate the potential impact of the change on the contract. The Contractor shall not remove or replace personnel under this contract until the Contracting Officer approves the change.

The Contractor’s Program Manager shall be responsible for all contract administration issues and shall act as the central point of contact with the Government for all such issues. The representative shall have full authority to act for the contractor in all contractual matters. The representative shall be able to fluently read, write, and speak the English language. The Contractor’s representative shall be contacted for all contract administration matters.

The Government has identified the key personnel above for management, administration and technical responsibility functions of awarded orders.

The Contractor’s Program Manager shall supervisor contractor personnel, enforce work standards and schedules, review and correct work discrepancies, communicate policies to all Contractor subordinates, organize, direct, coordinate planning and execution of all assigned duties. The Program Manager shall be a single point of contract for the CO and the COR.

Key personnel identified shall be available as proposed for at least a one year period unless they permanently leave the employment of the company. Unless otherwise agreed to in writing by the Contracting Officer, for which agreement shall not be unreasonably withheld, the Contractor shall be responsible for providing such personnel for performance of the term required. Failure to provide the personnel designated above may be considered non-performance by the Contractor unless such failure is beyond the control, and through no fault or negligence of the Contractor.

Contractor supplied personnel are the employees of the Contractor and under the administrative control and supervision of the Contractor. The Contractor, through its personnel, shall perform on individual orders awarded hereunder. The Contractor shall select, supervise, and exercise control and direction over its employees (including subcontractors) under this contract. The Government shall not exercise any supervision or control over the Contractor or assigned personnel in performance of contractual services under this contract and individual orders. The Contractor is accountable to the Government for the actions of its personnel.

13. CONTRACTOR PROGRAM MANAGER

The Contractor shall appoint a Program Manager. The Program Manager shall provide the single point of contact between the Contractor and the COR or other duly authorized representative under this Task Order. The Program Manager shall receive and execute, on behalf of the Contractor, such technical assignment directives as the COR or his duly authorized representative may issue within the terms and conditions of the Task Order.

The following individual authorized to communicate with the Government on behalf of the Contractor company:

Name:

Title:

email address

14. TECHNICAL DIRECTION

The COR is not authorized to make any commitments or changes which constitute work not within the general scope of the resulting contract, or change the expressed terms and conditions incorporated into the contract, or which constitute a basis for an increase in the contract amount or extension of the contract performance period.

The COR may provide technical directions on contract performance. As used herein "technical direction" is direction to the Contractor, which confirms the results of meetings, fills in details, requires pursuit of certain lines of inquiry, or otherwise serves to accomplish the contract SOW.

Technical direction shall be issued in writing by the COR or confirmed by him/her in writing within five (5) calendar days after verbal issuance.

The Contractor shall express its concurrence that any such technical direction is entirely within the scope of this contract and consistent with this provision by endorsing the written direction of the work so directed.

If the Contractor should, during the contract, interpret any advice or comments from the Contracting Officer's Representative as constituting additions or revisions to the scope of the resultant contract, he/she shall immediately notify the Contracting Officer to obtain official confirmation and refrain from performing any work from such advice or comments until confirmed by the Contracting Officer.

Assure that the Contractor performs the technical requirements of the contract in accordance with the contract terms, conditions, and specifications.

Perform or cause to be performed, inspections necessary about a) above and require the Contractor to correct all deficiencies; perform acceptance for the Government.

Maintain all liaison and direct communications with the Contractor's task order manager. Written communications with the Contractor and documents shall be signed as "Contracting Officer's Representative" with a copy furnished to the Contracting Officer.

Issue written interpretations of technical requirements of Government drawings, designs, and specifications.

Monitor the Contractor's production or performance progress and notify the Contractor in writing of deficiencies observed during surveillance, and direct appropriate action for corrections. Record and report to the Contracting Officer incidents of faulty or nonconforming work, delays or problems.

Obtain necessary security clearance and appropriate identification if access to Government facilities is required.

If required, ensure that Government furnished property is available when required.

15. ON-SITE CONTRACTOR PERFORMANCE

a. GENERAL REQUIREMENTS

During all operations on Government premises the Contractor shall comply with the rules, regulations and procedures governing the conduct of personnel and the operation of the facility, as expressed in written or oral procedures.

b. OBSERVANCE OF LEGAL PUBLIC HOLIDAYS

The DOT Offices will be closed on all legal public holidays. Contractor personnel will not be allowed in the building on those days unless specific approval is provided in writing by the Contracting Officer with coordination with the COR.

The Government hereby provides “notice” and the Contractor hereby acknowledges “receipt” that Government personnel and all contractor employees who work on-site observes the listed days as holidays:

New Year’s Day Columbus Day MLK Jr.’s Birthday Veteran’s Day Washington’s Birthday Thanksgiving Day Memorial Day Christmas Day Independence Day

Labor Day

Any other day designated by Federal statute.

Any other day designated by Executive Order.

Any other day designated by Presidential proclamation.

Note: When any of the above days fall on a Saturday, the preceding Friday is observed; when any of the above days fall on a Sunday, the following Monday is observed.

The Contractor agrees that all contractor employees who work on-site at the will observe the legal public holidays listed in this contract. Contractor employees are not permitted holiday or other premium compensation for work during legal public holidays, and the contractor may not seek reimbursement for these charges either as direct or indirect costs to the contract. However, this subsection does not preclude reimbursement for overtime work specifically authorized by the Contracting Officer.

c. ADMINISTRATIVE LEAVE

When administrative leave is granted to Government employees, Contractor personnel assigned shall be dismissed at the discretion of the COR.

d. FURLOUGHS

In the event of shut-down due to furlough or other conditions, Contractor employees shall be similarly furloughed and shall not be reimbursed for any charges, expenses, costs, etc., during the furlough period.

e. NON-PERSONAL SERVICES

As stated in the Office of Federal Procurement Policy Letter 92-1, dated September 23, 1992, Inherently Governmental Functions, no personal services shall be performed under this contract. Contractor employees will not be directly supervised by the Government. All individual employee assignments, and daily work direction, shall be given by the applicable employee supervisor. If the Contractor believes any Government action or communication has been given that would create a personal services relationship between the Government and any Contractor employee, the Contractor shall promptly notify the Contracting Officer of this communication or action.

The Contractor shall not perform any inherently governmental actions under this contract. No Contractor employee shall hold him or herself out to be a Government employee, agent, or representative. Contractor employees shall not state orally or in writing, at any time that he or she is acting on behalf of the Government. In all communications with third parties about this contract, Contractor employees shall identify themselves as Contractor employees and specify the name of the company for which they work. In all communications with other Government Contractors about this contract, the Contractor employee shall state that they have no authority to in any way change the contract and that if the other Contractor believes this communication to be a direction to change their contracts, they should notify the Contracting Officer and not carry out the direction until a clarification has been issued by the Contracting Officer.

The Contractor shall insure that all its employees working on this Task Order are informed of the substance of this clause. Nothing in this provision shall limit the Government’s rights in any way under any other provision of the contract, including those related to the Government’s right to inspect and accept the services to be performed under this contract. The substance of this clause shall be included in all subcontracts at any tier.

16. SUBMISSION OF INVOICES

The Contractor shall submit proper invoices monthly for payment including one (1) original and two (2) copies of each invoice submitted. All invoices shall be submitted to the payment office indicated on each order.

Generally, this will be the COR’s office and DOT’s Oklahoma City payment-processing center.

Invoices shall contain the information required by FAR 52.232-25, Prompt Payment, including the Contract award number and any applicable line-item numbers (CLINs). The contractor shall submit invoices to:

DOT/OIG

Attn: Accounts Payable Vendor Payments c/o

AMK-313

P.O. BOX 269013

Oklahoma City, OK 73216-9013

To be acceptable for payment, each invoice must contain the following certifications:

“I hereby certify that the information submitted in this invoice, and accompanying documentation, is accurate and conforms to the billing requirements set forth in this Contract and the contract.”

If an invoice does not comply with these requirements, the Contractor will be notified of the defect within 15 days of the receipt of the invoice.

17. MODIFICATIONS

The Contracting Officer has the right, under this Task Order to execute unilateral modifications pursuant to FAR 43.103.

18. CONTRACT CLAUSES

Terms and Conditions shall be observed in accordance with the Contractor’s Contract TBD.

a. FAR 52.204-1 APPROVAL OF CONTRACT (DEC 1989)

This Task Order is subject to the written approval of the Contracting Officer, OST Office of Acquisition Services and shall not be binding until so approved.

b. FAR 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor prior to the expiration of the current performance period.

(End of Clause)

c. FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days;

provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

(End of Clause)

19. INSTRUCTIONS TO OFFERORS

a. PROPOSAL DELIVERY

This solicitation is being released under via SAM.gov. This electronic version of the RFP is the official version for this acquisition. No hard copy of this solicitation will be issued. Offerors will be sent any and all applicable amendments to this solicitation via email.

Offerors submitting Proposals in response to this solicitation shall submit their responses via email to Yukia.Duckett.ctr@dot.gov with a courtesy copy to Robin.Golden@dot.gov by the due date of Monday June 16, 2025 at 12:00 Noon Eastern Time. Please reference: “RFP: 693JK425R700005 OIG Audit Management Systems Services” in the subject line. Any quotation received after the date and time specified for receipt will be considered late and will not be reviewed.

Offerors shall acknowledge receipt of all amendments, if any, to the Solicitation.

Amendment or Cancellation of Solicitation: OST Acquisition Services reserves the right to amend or cancel this RFP as necessary to meet agency requirements.

Communication: Until formal notice of the award is issued, no communication by the Government either written or oral shall be interpreted as a promise that an award will be made.

b. QUOTATION SUBMISSION INSTRUCTIONS

i. GENERAL INSTRUCTIONS

Each Offeror shall submit their technical and business proposals electronically to Yukia Duckett via email Yukia.Duckett.ctr@dot.gov and Copy to Robin.Golden@dot.gov . The Business Cost Proposal spreadsheets referenced in Section 1.3 should be interactive so that the Contract Specialist can verify the calculations used to obtain the final cost.

ii. INCURRENCE OF COSTS

The Contracting Officer is the only individual who can legally commit or obligate the Government to the expenditure of public funds. No costs chargeable to the proposed Task Order can be incurred before the Task Order is awarded or specific written authorization from the Contracting Officer is provided.

iii. AWARD NOTICE

No communication by the Government, either written or oral, prior to award, shall be interpreted as a promise that an award will be made.

d. FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make the full text available. The Offeror is cautioned that the listed provisions may include blocks that must be completed by the Offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the Offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a clause may be accessed electronically at this/these address(es): https://www.acquisition.gov/far/

The following Federal Acquisition Regulation (FAR) clauses are hereby incorporated by reference.

52.204-7 System for Award Management 52.215-1 Instructions to Offerors- Competitive Acquistion 52.215-22 Limitations on Pass-Through Charges- Indentification of Subcontract Effort

e. FAR 52.216-1 TYPE OF CONTRACT (APR 1984)

The Government contemplates award of a Firm Fixed Price Contract as a result of this Solicitation.

(End of Clauses) https://www.acquisition.gov/far/ https://www.acquisition.gov/far/

QUOTATION SUBMISSIONS

QUOTATION SUBMISSION

Offerors shall submit a quotation consisting of two (2) volumes: Volume I (Technical) and Volume II (Cost/Price).

VOLUME I-TECHNICAL PROPOSAL

Part I: Technical Capability Part II: Past Performance Part III: Usability

• Page Limit: 10 (Excluding resumes)

• The electronic submission(s) shall be submitted in a format compatible with Microsoft Office or

Adobe PDF.

• The electronic submission will include the pre-populated Excel SOW document with answers for each line of SOW, which doesn’t count towards page total.

VOLUME II– COST PROPOSAL

Part I: Cost/Price Information Part II: Other Financial and Organization Information

• The electronic submission(s) shall be submitted in a format compatible with Microsoft Excel and shall allow the Government to interact with the data.

• Page Limit: None

COVER LETTER

An authorized official who can obligate the Contractor shall sign a Cover Letter in contractor format demonstrating the contractor’s intent to be bound to the RFP terms and conditions.

1. TECHNICAL VOLUME INSTRUCTIONS

A written technical proposal is required for this RFP. The technical proposal shall not exceed 10 pages and shall be bound separately from the business proposal. The Technical Proposal, Volume I, will be evaluated in accordance with Section M.2. Volume I: Technical Proposal shall be submitted in three (3) parts:

Volume I: Technical Proposal shall be submitted in (3) parts:

Part I: Technical Capability Part II: Past Performance Part III: Usability

Volume I shall be presented in 10- point font or larger. The dimensions of each page in Volume I shall be no greater than 8 ½ inches by 1 inch. Footnotes, legends, or labels associated with tables or diagrams, and other information that is ancillary to the main text, may be presented in a font size smaller than a twelve-point font, provided that such a smaller font is fully legible.

A. PART I: TECHNICAL CAPABILITY

The Government will evaluate the offeror’s proposed approach to technical understanding of the requirements, their corporate knowledge and experience and the relevancy of the experience. The technical proposal shall provide the general background, experience, and capabilities on similar tasks. The technical proposal shall demonstrate the approach, methods and procedures for satisfying the requirements and a discussion of potential problems to be encountered. The technical proposal shall demonstrate their procedures for assuring quality in the work and labor categories unique to DOT. The electronic submission will include the pre-populated Excel SOW document with answers for each line of

SOW.

B. PART II: PAST PERFORMANCE

The Offeror shall provide a list of (3) three recent software installations within last five (5) years that were similar to the effort described in this solicitation. A minimum of two (2) references must be completed by the Prime on the work cited. This list should include dates on which the installation began and was completed, total dollar value of the contract, contract number, customer name including contact information, and a brief synopsis of the project. Additional information may be if it helps explain the relevant corporate experience.

The Government may contact the customer point of contact (POC) for verification. POC contact information must be accurate and current.

Offerors also shall provide information regarding any contracts that were terminated for default or convenience of the Government within the past three years. The Offeror shall provide explanations of the circumstances in each case.

C. PART III: USABILITY

The OIG team will review the SOW responses for first round selection with weighted assessment parameters based on the SOW. Once the top contenders are identified from this review, then presentations will be requested from the Offeror. Once the presentations are completed, the remaining list of contenders will be down selected to a second round or, if necessary, then real-time testing may be conducted to identify the top technical offeror.

2. COST VOLUME

This volume shall be separate from Volume I- Technical Proposal, and shall contain all pricing information and certain general financial and organizational information as described above and below:

PART I-COST/PRICE INFORMATION

a. COST/PRICE INFORMATION ASSUMPTIONS:

The proposal shall be prepared in accordance with the Offeror’s accounting system and current business practices. The price proposal shall illustrate price data which is used to determine the fixed loaded hourly rate provided in Section B of this solicitation. Cost must be included for the deliverable in section F.3 Delivery/Milestone Chart.

As part of its price proposal, the Offeror shall provide the following:

A. RFP Number and Project Title

B. Offeror’s Point of contact for this project including name, title, address, phone number, and email address

C. Tax Identification Number (TIN) D. Data Universal Numbering System (DUNS) E. North American Industrial Classification System (NAICS) Code:

F. Product Service Code (PSC):

G. The validity period of the quote [Offeror's quote(s) must be valid for at least 90 calendar days.

b. PRICE INFORMATION BREAKDOWN:

Proposals shall include, at a minimum:

1. COST/PRICE: The annual direct cost and escalation rate and its basis shall be clearly stated with the proposal.

1. Other Direct Costs: Any proposed other direct costs shall be detailed for evaluation.

2. SUBCONTRACTS/CONSULTANTS [AS APPROPRIATE]: The Offeror shall include subcontract information to be evaluated when proposing subcontractors/independent consultants (e.g. name, labor rates, etc.).

a. Name and address of the Subcontractor or consultant;

b. Identify the position and the portion of the work to be completed;

c. Extent to which adequate price competition was obtained, or justification in its absence. This information should be in a Negotiation Memorandum Format describing the Prime Contractors approach for identifying appropriate subcontractors and/or consultants inclusive of methods used to determine cost reasonableness.

d. Statement as to whether the proposed subcontractor is on the list of Parties Excluded from Federal Procurement (ELPS) and Non-procurement Programs.

e. Cost proposal inclusive of any supporting documentation needed to substantiate proposed rates, hours, and overall costs. Note: Prime Contractors/Offerors are responsible for performing a cost reasonableness analysis on all its proposed subcontractors and Consultants in accordance with FAR 15.404-3 and this analysis should be included in the Negotiation Memorandum.

f. Letters of Commitment from the Subcontractor/Consultants indicating their intent to participate in the project.

PART II - OTHER FINANCIAL AND ORGANIZATION INFORMATION

GENERAL INFORMATION:

This section should be considered in concert with Section K. Offerors shall provide the following information:

a. Indicate the company fiscal year period (provide month-to-month dates).

b. DUNS and TIN numbers.

b. If the Offeror takes exception to any of the terms/conditions of the RFP, the Offeror shall note these exceptions and provide an explanation of each.

Cost must be included for the following:

Deliverables for Contract

All deliverables should be done electronically with the OIG COR unless otherwise agreed to in writing by the OIG COR.

Deliverable Number

Deliverable Item Due Date

1 Kick Off Meeting Scheduled 10 business days after contract award

(ACA)

2 Software Solution Installation files (inclusive of installation files for any required third-party components)

10 business days

ACA

3 Configuration files and/or documentation detailing configuration settings to confirm with SOW as well as any steps necessary for OIG staff to update these settings

30 days ACA

4 Training Plan to include: Administrative Training for 3 OIG staff members with list of sessions and training dates, agenda for each session, itemized list of training materials to be included in the training sessions, and proposed training platform that will be used for virtual training.

30 days ACA

5 Training Manuals in Word format 45 days ACA 6 Service Level Agreement for technical and customer support 10 days ACA

7 Software Update Files (inclusive of installation files for any required third-party components)

5 business days following release

8 Meeting on Report specifications for 5 custom reports with agenda and timelines for completion

60 days ACA

9 User Licenses for 100 additional users 2nd year of contract 10 Maintenance for 100 licenses from year 1 2nd year of contract 11 Maintenance for 200 licenses 3rd year of contract 12 Maintenance for 200 licenses 4th year of contract 13 Maintenance for 200 licenses 5th year of contract

(End of Section)

15. BASIS FOR AWARD AND EVALUATION FACTORS

The Government will evaluate the Offeror’s technical, past performance and cost proposal to ensure that it meets the requirements as outlined in section 1 and 2 of this RFP.

For the purpose of evaluating the estimated total price proposed, the Government will review the proposal submitted by the Offeror. Evaluation of the Base Year and Option Year prices (as applicable) will be performed in accordance with FAR 52.217-5 “Evaluation of Options.”

Clarifications or discussions (negotiations) with Offeror, if conducted, will be in accordance with FAR 8.4.

15.1 BASIS OF AWARD

Award shall be made based on a best value basis after an integrated review of the technical and cost proposal to evaluate compliance with the requirements and how favorably the cost proposal reflects the technical and skill level requirements. DOT will award to the proposal that represents the best overall value after evaluation in accordance with the technical factors and the pricing factor in the solicitation. The Contracting Officer may award to other than the lowest-priced Offeror or other than the highest technically-rated Offeror when in the best interest of the Government.

Proposals shall be evaluated against the requirements of the solicitation and on the basis of the technical factors and the price factor.

In making its selection decision, the Government will consider the following criteria listed in descending order of importance:

I. Technical Capabilities II. Usability III. Past Performance

The technical factors, past performance, and usability combined are more important than the price factor.

EVALUATION CRITERIA

16. EVALUATION CRITERIA

The Technical Evaluation Panel (TEP) will evaluate and score the Technical Proposal. The method of evaluation for each of these factors is described below. This will be based on the SOW, presentations, and, if necessary, real-time testing.

16.1 TECHNICAL CAPABILITIES

The Government will evaluate the completeness of the proposal, conformity of the proposal to functional requirements of the statement of work, the capacity of the vendor’s infrastructure and the reliability of the vendor’s process based on information provided by vendor, particularly in the SOW Excel required response.

Offeror will be evaluated on how well its technical proposal (not to exceed 10 pages) addressed the technical requirements such as, but not limited to:

- Understanding of the requirements in the SOW.

- Demonstrate approach to addressing the work by explaining how it will meet the contract requirements.

16.2 USABILITY

The OIG team will review the SOW responses for first round selection with weighted assessment parameters based on the SOW. Once the top contenders are identified from this review, then presentations will be requested from the Offeror. Once the presentations are completed, the remaining list of contenders will be down selected to a second round or, if necessary, then real time testing may be conducted to identify the top technical offeror.

16.3 PAST PERFORMANCE

Offerors will be evaluated on past performance information and assessments in providing services in a timely manner and adhering to contract schedules. The Government will evaluate the extent and quality of the offeror’s experience performing comparable services for large Government agencies. References must be provided.

The Offeror will be evaluated on its ability to demonstrate one or more years of experience conducting the work required in this solicitation. In addition, the amount of experience conducting similar work will be considered.

The Offeror also will be evaluated on its performance under similar efforts, including whether it has a history of meeting schedule and deliverable deadlines. Specially, schedules under other contracts were met as indicated by the actual and required start and completion dates. In addition, it will be evaluated whether the offeror has received reports indicating a high level of satisfaction from its past clients.

Note: In the event that no historical record of past performance has been established, the Offeror will be rated “neutral” for this factor. If the Offeror’s established record of past performance is poor, the Offeror will be given a “poor” rating for the evaluation factor.

16.4 COST PROPOSAL EVALUATION

The Cost Proposal will be analyzed and evaluated to determine the reasonableness of the Offeror’s proposed cost. Cost proposals will also be analyzed to assess realism and probable cost to the Government.

The purpose of this analysis will be to determine if the Offeror’s proposed cost reasonably reflect that the Offeror understands and addresses the Government’s requirement(s). The proposed costs may be adjusted, for the purpose of evaluation, based upon the results of the price realism assessment.

17. OVERALL PROPOSAL RATINGS

The top competitors will be chosen…