Industry Day Presentation - CORTAP December 7 2023 final.pptx

Comprehensive Oversight Review and Technical Assistance Program (CORTAP)

VIRTUAL INDUSTRY DAY

Thursday, December 7, 2023

1:00PM – 3:00PM EST

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Industry Day Agenda

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Introduction of Acquisition Team Stephanie Cooke-Nwadibia, Senior Contracting Officer Crystal Zorich, Senior Contract Specialist Tennile Palmer, Contract Specialist James Harper Jr., Director, Office of Acquisition Management Hope Jensen, Director, Office of Program Oversight Audrey Bredehoft, Program Manager/Contracting Officer’s Representative Jeremy Flores, Alternate Contracting Officer’s Representative

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Purpose of Industry Day Encourage Industry Collaboration

Improve Understanding/Industry Capabilities

Offerors Make Decision to Submit Quote/Proposal

Government Obtains Quality and Reasonable Pricing

Increase Efficiency, Program Objectives and Goals

Rules of Engagement Etiquette in Virtual Setting (mute mic, no chat box disruption) Session Being Recorded Understand that information shared during the session is not deemed official and will not be binding to FTA Questions will be accepted in writing after presentation and answers shared later Presentation, Q&As, Attendee Listed will be posted on GSA eBuy & https://sam.gov/content/home

The bullets shown are representative to show that you must use different bullet types for each level of bullets. Also bulleted text is meant to be short and concise versus using long sentences or paragraphs in a slide format. (there may be certain exceptions for detailed technical information that needs to be conveyed. However whenever possible keep the text in the slide as minimal as possible and use the speaker notes section here for the details. When slides are shared, the speaker notes will be viewable by the reader.

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Disclaimer Materials presented and discussed at today’s Pre-solicitation/Industry Day virtual conference are for Informational Purposes Only.

When FTA issues the formal Request for Quote (RFQ/Solicitation), it is the only document that should be relied upon in determining the Government’s requirement.

The formal RFQ/Solicitation posted on GSA e-Buy at https://www.ebuy.gsa.gov supersedes any communication and presentation at today’s conference.

All official requirements, information and any resulting RFQ/Solicitation will be posted on GSA e-Buy: https://www.ebuy.gsa.gov.

Acquisition Summary BPAs Overview Stephanie Cooke-Nwadibia/Tennile Palmer/Crystal Zorich

FEDERAL TRANSIT ADMINISTRATION

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Acquisition Summary

*Services will be performed in accordance with the FAR, TAR and TAM

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BPA Overview – System for Award Management (SAM) Offerors are required to be registered in the System for Award Management (SAM) database. Lack of registration in SAM will make an offeror ineligible for award as described in FAR 52.204-7. Do not delay if you are not currently registered.

Offerors may obtain information on registration via: https://sam.gov/content/home.

Offerors must have electronic funds (EFT) capability.

BPA Overview – Quote Preparation Consideration:

Submit and sign fully executed RFQ/Solicitation (amendments if applicable).

Complete all sections as required.

Follow RFQ/Solicitation instructions.

Make sure the evaluator can easily find clear responses to the requirement.

Substantiate – don’t simply make claims (ex. examples of experience, past performance) Provide detail information to allow an independent assessment.

BPA Overview – Basis for Award Selection of the successful offers will be on the basis of the quote, which conforms to all the requirements of the solicitation and is considered most advantageous to the government, cost and other factors considered.

Failure to submit a quote for all items listed in the RFQ/Solicitation shall be cause for rejection.

BPA Overview – Typical Offeror Response Shortfalls Not following instructions as outlined in the RFQ Not providing all the requested information Unsupported statements Unorganized quote Proposed skillsets lacking the required technical requirements Compliance claims unsubstantiated Quote is deemed non-responsive

Program Office Overview Audrey Bredehoft

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Office of Program Oversight (TSO-30)

Mission: Delivery national oversight program

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Office of Program Oversight (TSO-30) Purpose of Program Oversight:

Assess and promote recipient compliance Strengthen recipient capacity to improve public transit

Compliance determined through:

Triennial Reviews State Management Reviews Specialized Reviews (PSR, FMO, and Civil Rights) Conducted at FTA’s discretion Targets specific areas

Compliance determined through:

Technical assistance and corrective action support Training

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CORTAP Background Jeremy Flores

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CORTAP Background Historically, FTA’s comprehensive oversight reviews have been split across two programs – the Triennial Review and the State Management Review The Triennial Review was mandated by Congress in 1982 for each recipient of Section 5307 The State Management Review has typically focused on states receiving Section 5311 funds. These reviews also occur every three years and have used a format and process similar to the Triennial Review.

Beginning in 2018, the two programs were merged to promote consistency and provide the necessary flexibility for the agency to provide sufficient oversight of its recipients

CORTAP Background

Since 1990, the FTA has utilized contractors to do the following:

Conduct comprehensive oversight reviews Present Recipient training workshops across the country Provide targeted technical assistance to Recipients

Historically, the FTA conducts approximately 250 reviews and sponsors 20-30 workshops annually

CORTAP Overview

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CORTAP Overview FTA is one of eleven modal agencies within the USDOT and invests more than $13 billion annually to support and expand public transit

Funding programs authorized under Chapter 53 of Title 49 of the United States Code

The largest of these funding programs is the Urbanized Area Formula Grant program (Section 5307). FTA currently has approximately 653 Section 5307 grant recipients.

FTA is responsible for conducting oversight activities to help ensure that recipients of Chapter 53 grants use the funds in a manner consistent with their intended purpose and in compliance with regulatory and statutory requirements

To accomplish this, FTA utilizes multiple contractors to conduct comprehensive oversight reviews of these Recipients

FTA’s comprehensive oversight reviews take a broad look at management practices and compliance with program and administrative requirements

Areas of review include financial management and capacity, technical capacity, maintenance, procurement, civil rights, and others

These reviews give FTA an opportunity to provide technical assistance on requirements and aids FTA in reporting on its programs

CORTAP Overview – Comprehensive Review Areas

23 Review areas as follows:

CORTAP Overview – FTA’s Comprehensive Review Manual Each overarching question has six basic parts:

Basic Requirement: high-level, clear statement of what a recipient is required to do Applicability: Recipients to whom the requirement apply Explanation: Detailed description of the basic requirement Indicators of Compliance: How reviewers will assess compliance with the basic requirement Instruction to Reviewer for Determination: Based on result of indicators Governing Directives: Citation from law, regulation, agreement, or other guidance forming the basis of a potential finding

The bullets shown are representative to show that you must use different bullet types for each level of bullets. Also bulleted text is meant to be short and concise versus using long sentences or paragraphs in a slide format. (there may be certain exceptions for detailed technical information that needs to be conveyed. However whenever possible keep the text in the slide as minimal as possible and use the speaker notes section here for the details. When slides are shared, the speaker notes will be viewable by the reader.

Accessibility Notes:

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CORTAP Overview – Oversight Tracking System (OTrak) Oversight activity information includes:

Process Stages / Events (activity milestones with dates, ex: final report issuance) Documents (ex: final report, supporting documentation for corrective action closure) Deficiencies / Findings and Corrective Actions FTA’s official system of record for program oversight data.

CORTAP Requirements And Objectives

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CORTAP Requirements Contractor shall perform all work in accordance with all appropriate FTA SOPs

Contractor shall thoroughly document and preserve work efforts described in this statement of work. This includes but is not limited to:

Working papers and background research Correspondence related to work assigned Technical memoranda Draft and final reports Other documentation as requested and assigned

CORTAP Program Objectives Assess and document Recipient Compliance Identify technical assistance needs Recognize when more in-depth reviews are needed Identify emerging, recurring, or systemic issues Inform training curriculum development Inform program policies, procedures, and guidelines Contribute to the development of oversight reports

Functional Areas

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Functional Areas Program Management and Support Manage contract review team Complete contract administration tasks (report progress and submit performance reports, invoicing, etc.)

Complete assigned special projects Recipient Compliance Conduct oversight reviews Provide technical assistance Provide corrective action support Recipient and FTA Staff Training Design and deliver workshops Develop and deliver training (webinars, online modules, case study videos) Provide assistance for FTA oversight systems

Oversight Review Lifecycle Assign Contractor Provide review materials Generate review record in OTrak Kick-off Meetings Recipient Information Requests (RIR) Scoping Meetings Workshops RIR Review Entrance Conference Recipient Interviews Enhanced Focus Review, if applicable Pre-exit Conference Exit Conference Draft Report Final Report Annual Lifecycle

Update Contractor Manual and Review Processes

Post-Site Visit

Pre-site Visit

Site Visit

Annual Program Set-up

Functional Areas:

Program Management & Support CLIN 1: Program Management Contract kick off meeting Monthly Progress and Program Performance Reports Quarterly contractor meetings Program meetings and conference calls Annual Oversight Meeting Annual Contractors Summit Other oversight events

Program Management & Support CLIN 2: Special Assignments: various work items and assignments to support FTA’s program oversight activities such as:

Prepare ad-hoc program level reports Prepare and/or participate in delivering briefings, presentations, etc.

Conduct informational sessions Provide assistance to FTA with various OTRAK activities Provide assistance to FTA and other contractors with updating and/or producing program content

Recipient Compliance CLIN 3: Comprehensive Oversight Reviews Annual Regional Kickoff Meetings Information Request Package and Cover Letter Site Visit Scheduling Work Plan Recipient Conference Call Perform Pre-Scoping Review of Recipient Hold Scoping Meeting Prepare Agenda Package Conduct the Site-Visit Develop the Draft Report and Final Report Review wrap-up

Recipient Compliance CLIN 4: Enhanced Review Focus Assignments (ERF)

More intensive review when justified and requested in any of the 23 review areas:

FTA determines when an ERF should be conducted One or more of these ERFs may be assigned as part of a Comprehensive Review

Recipient Compliance CLIN 5: Corrective Action Support - Targeted assistance to FTA regional or program office staff to do the following:

Review material submitted by a Recipient for compliance Verify that the Recipient has successfully fulfilled the requirements of a corrective action Provide a recommendation to FTA on closure of a finding or addition information and/or action needed from the recipient

Recipient Compliance CLIN 6: Targeted Technical Assistance:

Compliance-related assistance provided directly to one or more recipients Can be provide in response to issues discovered during a review, regional concerns, or recipient requests Goal is to build compliance capacity within the Recipient Variable scope depending on need. May include:

On-site training Guidance for developing of new policies and procedures Review of documents and processes for compliance Monitoring implementation of policies, processes or systems

Recipient and FTA Staff Training CLIN 7: Recipient Oversight Workshops:

Planning & Facilitation Presentation of Material Evaluation Materials

Recipient and FTA Staff Training CLIN 8: Recipient Training Modules:

Designed to improve Recipient compliance and build capacity for Recipients Content developed by Oversight Review Contractors, Subject Matter Experts, and/or FTA staff Potential topics include oversight processes, guidance changes, specific compliance issues of concern These trainings may take any number of formats:

Webinars & recorded presentations Case study videos Online training modules, self-assessments, and quizzes Online toolbox of compliant practices/examples

Other CLINs

CLIN 9:

Other Direct Costs

CLIN 10:

Travel

Key Personnel & Work Order Information

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Key Personnel Technical Project Manager (1) Lead Reviewer (5) Associate Reviewer (5) Subject Matter Experts (1 for each area)

*Substitution of qualifications/education per advanced approval *Key personnel must be approved in advance by written concurrence of the Contracting Officer and Contracting Officer’s Representative

Key Personnel - Qualifications Technical Project Manager (1) Bachelor’s Degree, 10 years executive leadership in transit industry Lead Reviewer (5) Bachelor’s Degree, 8 years compliance testing or auditing with 5 of those years in transit industry Associate Reviewer (5) Bachelor’s Degree, 5 years compliance testing or auditing of government requirements or contracts Subject Matter Experts (1 for each area) Bachelor’s Degree, 8 years experience in respective subject matter for public agencies, preferably transit depending on the area

Non-Key Personnel Lead Trainer/Facilitator (1) Subject Matter Expert – EEO (1)

*Substitution of qualifications/education per advanced approval

Non-Key Personnel - Qualifications Lead Trainer/Facilitator (1) 8 years experience facilitating trainings on complex programs with audiences of various sizes and levels of knowledge

Subject Matter Expert – EEO (1) Bachelor’s Degree, 8 years experience in EEO for public transit agencies

Call Orders Specific work assignments for certain labor hour CLINs may not be known at the time of call order issuance/award.

Call order request for proposals shall contain an estimated level of effort expected during the task order period of performance.

Call Orders Procedures COR develops a scope of work and cost estimate.

COR issues the scope of work to the Contractor and request a proposal for completing the work.

Contractor provides a proposal and any suggested changes to the scope of work within three (3) business days.

COR reviews the proposal and negotiates a final scope with the appropriate FTA office and budget with Contractor.

COR issues the final scope of work and assignment budget. Under no circumstances shall the contractor exceed the assignment budget unless agreed to in writing by the Contracting Officer.

Current and Future Acquisition Information Stephanie Cooke-Nwadibia & Crystal Zorich

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Current Contract Information Period of Performance December 18, 2018 – December 17, 2023; extended through June 16, 2024

Incumbents Currently 9 incumbents

Activity 69 Task Orders issued to date, totaling $ 63.5M 889 Reviews completed to date Types of Task Orders Hybrid Labor Hour

Future Acquisition Information Period of Performance Five-year ordering period for BPA base awards

Blanket Purchase Agreements (BPA) Will award call orders against BPAs Will fund call orders at time of award Clauses Include:

FAR clause 52.217-8 “Option to Extend Services”, in the event the Government requires continued performance of any services within the limits and at the rates specified in the contract beyond the five-year period of performance.

FAR clause 52.217-9 “Option to Extend the Term of the Contract” allows Government option to exercise option period (performance period) if requirement is still needed, performance review outcome etc.

FTA Mission, Vision, Values

Mission Improve America’s Communities through Public Transportation

Vision A Better Quality of Life for All Built on Public Transportation Excellence Values

impacts on the environment, infrastructure, and safety Equity Remove barriers for systemically underserved communities to access all aspects of economic, social, and civic life

Thank you!

Questions accepted in writing by close of business on Friday, December 8, 2023 via email to:

FY24CORTAPrequirement@dot.gov

Anticipate responses will be posted no later than Friday, December 15, 2023.

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