Draft_-_FMCSA_NTC_Support_Contract_SOW_04-04-2019.pdf

Sources Sought No. MC-MHT-19-000XXX1

DRAFT Statement of Work (Page 1 of 25)

DRAFT STATEMENT OF WORK FOR

FMCSA NATIONAL TRAINING CENTER

ADMINISTRATIVE/DEVELOPMENTAL SUPPORT

Note: This is not a request for proposals. The government will not make an award as a result of this notice and/or the Vendor’s response.

This draft Statement of Work (SOW) is being issued for information and planning purposes only. It does not constitute a request for proposals, nor does the issuance restrict the Government’s acquisition approach.

In an effort to address any concerns and/or uncertainties with this requirement, the Government welcomes questions, comments, and feedback on this draft Statement of Work. Comments may be used by the Contracting Officer to address issues in the SOW, and develop a final version of this document.

Responders are advised that the Government will not pay for any information or administrative cost incurred in response to this notice. Response to this notice is strictly voluntary and will not affect any potential vendor’s ability to submit a quote if a solicitation is released. The Government will not make an award on the basis of this notice.

GENERAL

The purpose of this Statement of Work is to outline the administrative and developmental support services required for the United States Department of Transportation’s (USDOT) Federal Motor Carrier Safety Administration (FMCSA) National Training Center (NTC).

BACKGROUND

The mission of Federal Motor Carrier Safety Administration (FMCSA) is to promote safe commercial motor vehicle operations through education, regulation, enforcement, and innovative research and technology to reduce truck and bus crashes resulting in fewer injuries and fatalities. It also includes achieving a safe and more secure transportation environment through shared responsibilities with our partners and stakeholders. In support of FMCSA’s mission, the National Training Center (NTC) provides high quality motor carrier safety and law enforcement training to its customers to assist in improving safety, saving lives, and preventing serious injury by reducing the number and severity of commercial motor vehicle crashes.

The NTC serves as the national focal point for the development and delivery of motor carrier safety training to enhance the capabilities of participating Federal, State, and local government officials. The NTC is responsible for training in the areas of commercial driver and vehicle inspection, drug interdiction, intelligent transportation systems, compliance and enforcement, highway safety, education and outreach, and program management and support. Professional and career development training is another NTC responsibility that improves FMCSA employees’ skills and abilities for the benefit of FMCSA, such as leadership skills and other job-related skills.

DRAFT Statement of Work (Page 2 of 25)

The three major training programs at NTC are the Safety Training Program, Drug Interdiction Assistance Program (DIAP), and Professional Development Program, which are described in more detail below.

To fulfill the increasing demand for training from Federal, State and Local governments and other entities, the NTC requires on-site Contractor administrative, Instructional Design, development and testing support assistance with experience in law enforcement and expertise in Commercial Motor Vehicle (CMV) instructor development, research, testing and instruction.

The Contractor must be knowledgeable of the goals and mission of the FMCSA.

Safety Training

Safety training is provided annually to FMCSA and state enforcement personnel at various field locations nationwide to ensure the uniformity of driver/vehicle roadside inspections, compliance reviews, and new-entrant safety audits. Safety training is also provided to FMCSA employees to maintain their certification and job skills so that they can continue to perform their assigned tasks efficiently and effectively. Training should identify technological advancements that can be leveraged to improve CMV safety. As a condition of employment, all new FMCSA safety personnel must successfully complete an academy to attain the certifications required to perform the functions of their positions as safety inspectors, investigators, and auditors.

DIAP Training

DIAP training supports the requirements of 49 CFR 350, which requires Motor Carrier Safety Assistance Program (MCSAP) participants to engage in traffic enforcement, and promotes activities aimed at removing impaired Commercial Motor Vehicle (CMV) drivers. The DIAP training staff delivers data-driven criminal interdiction training to Federal, state, and local officials each year. DIAP training includes pre- and post-seizure investigative support, predictive analysis, and “carriers of interest” data for law enforcement personnel.

The purpose of DIAP training is to reduce the criminal use of CMVs and increase merited CMV traffic enforcement by familiarizing officials at all levels of government with best practices— leading to increases in safe, successful, and lawful CMV criminal interdiction through instruction on various topics.

Professional Development Training

Professional and career development training is another NTC responsibility that improves FMCSA employees’ skills and abilities for the benefit of FMCSA in areas such as project management, leadership, team-building, effective communication, customer service, and other job-related skills. Professional development training is the key to enabling employees to explore new subjects, enhance the Federal job experience, and realize career goals. In the area of professional development, NTC provides opportunities ranging from hour-long workshops/seminars to year-long leadership programs that include mentoring and coaching to enhance FMCSA employees’ abilities to excel in their jobs. Specifically, the Leadership and Professional Development Program includes a comprehensive curriculum of professional development and supervisory, management, and leadership training to facilitate the development of individuals in supervisory, managerial, and executive positions, as well as to develop potential candidates for those positions in the agency’s succession plan.

DRAFT Statement of Work (Page 3 of 25)

UNDERSTANDING THE REQUIREMENTS

The purpose of this requirement is to obtain full-time, on-site training support services for administrative support functions, safety training development and instructional systems design.

It is also to obtain full-time, on-site and off-site multimedia support, information technology systems support, federal academy support and program-specific course support.

The contractor will be required to revise, update, and deliver training content while incorporating effectual and current adult learning standards. The Instructional Systems Design process will include systematically transferring principles, concepts and best practices of learning and instruction into plans for training materials and activities by analyzing the problem, designing a specification, developing the courseware, implementing the training, and performing evaluations.

Scope

TECHNICAL APPROACH

The contractor will be responsible for ensuring the accuracy, timeliness, and completion of all performance requirements/objectives. Not every performance requirement has a related performance measure or performance standard; however, every performance requirement/objective is a contractual requirement. For those performance requirements that do not specify a measure or standard, the measures and standards are in accordance with standard commercial practices.

The Government will use performance requirements to monitor performance. Performance requirements are described as performance requirements/ objectives, measures, and standards in the following manner:

• Performance Requirement/Objective—A statement of the outcome or results

• Performance Measure—The critical characteristics of the objective that will be monitored by the Government

• Performance Standard—The targeted level or range of levels of performance measure, relating to the Acceptable Quality Level for the objective

The contractor will provide quality on-site services that include skills in all course development, review, evaluation and assistance in delivery; skills in assisting with an evaluation/ implementation plan for training opportunities that will include working with DOT Learns and skills in assisting with updates and analysis of information in the DOT Learns system.

All personnel on this contract will be proficient in standard office computer software such as Windows, Microsoft Office. Proficiency in grammar, spelling, punctuation, and preparation of standard office documents is required.

Technical Support Leadership

The contractor will provide technical support and leadership that will: (1) be the primary technical and managerial interface between the contractor, the Contracting Officer (CO), and the Contracting Officer Representative (COR); (2) identify emerging information and methodologies relevant to improving quality and efficiency of the work conducted under this

DRAFT Statement of Work (Page 4 of 25) contract at NTC; and (3) provide contract-level guidance and oversight to meet tasks on time, within budget, and with a quality product.

In support of this function, the contractor will identify an individual to act as a primary interface with the Government on all contract-related matters. This individual or designated alternate will be available during normal duty hours to discuss problems with Government personnel within 24 hours as necessary to maintain satisfactory performance and to resolve other issues pertaining to Government/contractor procedures.

The contractor Project Manager (PM) and the COR will work to resolve any acquisitions-related issues during the Period of Performance (PoP). The COR is the single point of contact for acquisitions-based questions or concerns, including but not limited to extensions to the PoP, additional resources needed, and level-of-effort or scope issues. All technical and daily operational process-related issues will be addressed and resolved with the appropriate NTC Federal PM.

SCOPE OF WORK

The U.S. Department of Transportation (DOT), FMCSA, NTC has a need to provide training support services to include: professional services safety training development support;

instructional system design; and website and multi-media/video development support. The work covered under this contract would support the training of Federal, State, and other commercial motor vehicle industry stakeholders. The needed resources and expertise would include support in review, design, updating, development, delivery, implementation, and evaluation, as well as instructor training, recertification, and evaluation. The work would also include design of training; testing and evaluation; instructor development training; facilitation and coaching; graphics, multimedia; train the trainer and video development. Contractor should also have law enforcement experience and knowledge of FMCSA mission.

The scope is limited to the support of the FMCSA National Training Center (NTC). This includes duties to assist the Director, Program managers and designated staff by performing an extensive range of administrative and course developmental duties in support of the office and programs.

The scope of this work will also include using the most up-to-date professional training methodologies, strategies, and instructional systems as determined by course design meetings:

• Instructional Systems Design or Development Process

• Distance Learning Programs and Approaches

• Instructor – Led Training

• Web based training, including traditional web based training and the use of new technologies

• Blended Courses (Web-based and Instructor-Led)

• Job Aids

• Media Based Instruction

• Demonstrations, Simulations, and Hands-on activities

• Exams

• Others not identified above

DRAFT Statement of Work (Page 5 of 25)

Initial development and content review should be conducted by the Contractor in conjunction with the applicable Working Groups.

CONTRACT TRANSITION AND IMPLEMENTATION

The Contractor shall provide the Contracting Officer with an implementation plan that includes well-defined objectives and transition dates.

The Contractor shall ensure uninterrupted services during the transition phased-in process.

The Contractor shall identify and hire new staff members as required, conduct necessary training and assume day-to-day operations and work in progress without interruptions of existing operations at NTC within 15 business days after contract award.

All clearance paperwork for new hires must be turned to the Contracting Officer’s Representative (COR) to begin the clearance process. All forms must be filled out correctly and include a valid email address to which further instructions will be sent concerning the background check process and scheduling of fingerprinting. Only after a new hire has been cleared by the security personnel, may they report to NTC to begin working on this contract.

KICKOFF MEETING

Within 15 business days after contract award, the contractor will attend a Kickoff Meeting conducted by the COR and NTC staff. The intent of the briefing is to initiate the communication process between the Government and the contractor by introducing key personnel and management while explaining roles, reviewing communication ground rules, and ensuring a common understanding of requirements and objectives.

The Kickoff Meeting will be held at the National Training Center in Arlington, VA and the date and time will be mutually agreed upon by both parties.

At this meeting, the Contractor will provide an Implementation Plan that includes well-defined objectives and transition dates, if required.

STAFFING/PERSONNEL APPROACH

The contractor will provide qualified personnel to perform all requirements under this contract.

All contractor employees supporting this contract will be citizens of the United States.

The Contractor shall provide only personnel possessing the skills, knowledge and training to perform on-site support services to/at NTC. These support services shall be provided under the technical direction of the COR or authorized alternates. Throughout each contract year, NTC has the option to expand or decrease the contract support staff required based upon FMCSA’s overall training needs.

Successful work on this contract will require structured, sustained management on-site to identify and mitigate potential risks for the duration of the contract.

The on-site Project Manager will directly supervise day-to-day work with the contract personnel; enforce work standards and schedules; review and correct work discrepancies;

communicate policies to all subordinates; organize, direct, coordinate planning and execution of the task; assign duties and review work of subordinates; resolve problems, issues, or conflicts while ensuring that program schedule, performance, and deliverables are met; as well

DRAFT Statement of Work (Page 6 of 25) as meeting with the COR regarding the status, progress, and delivery of work under this contract. The on-site Project Manager will work with the COR and other technical managers on setting milestones and project plans for work products.

POSITION REQUIREMENTS/DESCRIPTIONS/QUALIFICATIONS

The following 16 positions are required for this contract.

Quantity Position

1 Administrative Specialist with Logistics Support 1 Computer Applications/Systems Administrator 1 Instructional Systems Designer – Intermediate 2 Instructional Systems Designer – Junior 2 Multimedia Developer/Designer 1 Project Manager 1 Technical Writer/Editor 1 Testing Administrator 3 Training Course Support Assistant 1 Training Course Support Assistant – Accreditation 1 Training Course Support Assistant - Travel 2 Webinar Specialist Administrative Support with Logistics Support

Position will provide basic administrative support for NTC as well as provide logistical support for training course materials, shipping and printing. This includes:

• Performing general office duties including word processing; data entry; copying; mail and parcel processing; handling phone calls, emails, and visitors

• Provide prompt, courteous and efficient service when answering inquiries by phone, email or from in person visitors to NTC

• Maintains calendar of classroom and conference room reservations and assists with classroom layout and setup which includes basic straightening up of room after training has concluded to prepare rooms for the next class. Communicating classroom reservation policies to customers

• Assist with supply and purchase orders

• Tracking and maintaining an up-to-date inventory of course training manuals, examinations, and other materials

• Ensuring that the appropriate quantity of materials and manuals are delivered on schedule for upcoming courses

DRAFT Statement of Work (Page 7 of 25)

• Shipping class materials within established time frames

• Maintaining class materials and supply inventory. Providing ample notification of the need to restock course materials, supplies and manuals so that they can be ordered and delivered before they are depleted

• Preparing print masters, print orders, and tracking the printing of manuals and publications

Minimum Education and Experience Requirements: A combination of clerical office, logistics and planning experience and undergraduate college level work equivalent to 2 years full time employment. Must possess the ability to effectively communicate orally and in writing.

Computer Applications/Systems Administrator

Position will serve as a liaison to IT support at DOT Headquarters and provide on-site assistance at NTC. This includes:

• Maintain operations systems and subsystems

• Integrate equipment and audio visual/multimedia/video teleconferencing delivery systems

• Install and maintain appropriate system’s software programs

• Identify and evaluate vendor-supplied software and courseware

• Perform system regenerations to reflect changes in peripheral configuration

• Ensure the maintenance of adequate software systems documentation

• Recommend to customers the operating capabilities and systems configurations required for delivery of training products/services

• Maintain and administer a centralized organizational information management system including software updates, data migration, workflow control, user interfaces, and access methods

• Support the implementation of the NTC LMS and Testing tools, software, and IT-related implementation

Minimum Education and Experience Requirements: A Bachelor’s degree in computer engineering/computer science or equivalent training, and/or 5 years’ related experience in IT customer service support. Fluency in computer languages and familiarity with computer hardware and software.

DRAFT Statement of Work (Page 8 of 25)

Instructional Systems Specialist

Position will support the ISD activities of systematically transferring principles, concepts, and best practices of learning and instruction into plans for training materials and activities.

Courses to be developed will be instructor-led and on-line. This includes:

• Conduct a needs assessment, which may include research to obtain information about a specific topic and review other appropriate literature from electronic or hardcopy sources

• Work with a team of government subject matter experts (SMEs) to design a training solution that establishes program/course prerequisites and measures of training effectiveness

• Design course materials that include, but are not limited to, instructor manuals (hard and soft copy), student manuals (hard and soft copy), accompanying toolboxes, interactive PDF and Story Books. This work involves ensuring that course materials are kept current

• Evaluate curriculum requirements and evaluate customer training needs to ensure that training requirements are met

• Integrate multimedia formats in developed courses.

• Design customized learning and development strategies for specific functional segments

• Work with a team of government SMEs and develop/update curricula, communication materials, course material, instructional techniques for the subject/skill, lesson plans and/or practical applications, execution plans, instructional materials, etc., for a variety of training courses

• Participate in the implementation of pilots for newly developed courses and make updates for newly developed and redeveloped courses to ensure that all end user needs are met

• Analyze and validate training by evaluating training and instructor requirements, as well as the results of training, such as course material and examinations

Minimum Education and Experience Requirements: A Bachelor’s degree in Education or a related field with a minimum of two years in Instruction Systems Design, Curriculum

Development and Training.

Multimedia Developer/Designer

Position will provide diverse multi-media and information technology systems support for training at the NTC. This includes:

DRAFT Statement of Work (Page 9 of 25)

• Design, develop, update, and maintain information in an electronic format, including website information. This work includes making website information Section 508-compliant. Content may include text, graphics, video, audio, and animation.

• Design, develop, edit, and produce videos for training courses in DVD and other electronic media format

• Design, develop, edit, and produce online training courses to be published on web sites and on LMSs that conform to with current industry e-learning standards, including SCORM and AICC

• Produce and edit informational, technical training videos

• Assemble different text, audio, video, graphics, and animation

• Implement all stages of video production, camera operation, audio and lighting, shooting for edit, editing and post-production activities for video-based and computer-based programs

• Develop scripts for multimedia (computer- and video-based) training programs

• Develop interactive web-based, criterion-referenced materials and validate instructional materials

• Ensure that all training courseware functions accurately and conforms to established standards and styles

• Ensure conformance with SCORM, compliance with Section 508, and other regulations and standards for all electronic components

• Communicate effectively orally and in writing and analyze the needs of the target audience

• Design and develop new website content, which may include text, graphics, video, audio, and/or animation

• Design and produce graphics in support training development courseware

• Provide support to the ISD team in the design and production of videos for training courses in DVD and other electronic media format

• Maintain quality control of digital content, including managing file organization and archives

• Integrate multimedia formats in developed courses: DVDs, videos, Internet, websites, and other IT products for instructor-led and distributed learning

• Provide technical knowledge and expertise on computer graphics, digital photography, videos, animations, sequencing, and audio/visual effects in various authoring and software packages

DRAFT Statement of Work (Page 10 of 25)

• Develop graphic user interfaces (GUIs) and design illustrations for web and DVD applications

• Produce motivating educational materials for adult learners

• Develop technology-based instructional programs, training manuals, and instructor guides

Minimum Education and Experience: A Bachelor’s degree in multimedia/graphic design or communications and five (5) years’ experience with multimedia/graphic designing. Expertise in Adobe Systems software— i.e., Creative Suite Master Collection software.

Project Manager

The Project Manager will be a single point of contact for the CO and the COR. During any absence of the Project Manager, only one alternate will have full authority to act for the contractor on all matters relating to work performed under this contract.

The Project Manager shall be designated as "key" and will ensure contractor employees are aware of, understand, and abide by the Department of Transportation/FMCSA established policies, regulations, and safety practices, and shall have full authority to act on matters pertaining to the performance of services under this contract.

The Project Manager will manage the performance of all contractor and subcontractor staff working under the contract to direct successful communications among team resources and the COR, including but not limited to: a review of technical progress and issues, schedule, budget, and deliverables; identification of early alerts of potential problems; and early implementation of corrective actions.

The Project Manager will be responsible for overall management of the task, including quality control for all products delivered to the Government and availability of resources to complete the contract. The Project Manager will interact continually with the COR and technical representatives to present interim results, discuss concerns, and ensure total product/service satisfaction.

The Project Manager will meet as required with the appropriate NTC Federal Staff assigned to each task item and the COR regarding the status, progress, and delivery of work and tasks under this contract, as well as attending all staff meetings as scheduled by the NTC Management team.

The Project Manager will be available to the assigned Federal NTC Management team and/or COR between the core hours of 8:00 AM and 3:30 PM Eastern Time, Monday through Friday, with the exception of Federal Government holidays, and will respond to a request for discussion or resolution of technical problems within three (3) hours of notification.

This position requires the ability and knowledge to:

• Supervise contractor personnel

• Enforce work standards and schedules for contractor personnel

DRAFT Statement of Work (Page 11 of 25)

• Develop and update detailed work plans and schedules with milestones that are always available to the COR and technical managers

• Review and correct work discrepancies

• Communicate policies to all subordinates

• Organize, direct, and coordinate planning and execution of all tasks approved by NTC Federal management staff

• Assign duties/tasks and review work of staff

• Resolve problems, issues, or conflicts while ensuring that program schedule, performance, and deliverables are met

• Meet with the COR regarding the status, progress, and delivery of work

• Develop project plans and implementation plans for approved projects in accordance with established Standard Operating Procedures (SOPs)

• Take part in meetings, both scheduled and ad hoc, with NTC project managers and/or the COR to discuss ongoing efforts involving contractor personnel

• Provide weekly written status reports, due by COB on Tuesdays, detailing the status of all ongoing development activities, including course development, webinar development, multimedia development, and other projects as identified

• Participate in a monthly meeting with all appropriate NTC and contractor staff, to review the status in detail of ongoing efforts. Presentation materials will be prepared and submitted three (3) days prior to the scheduled meeting

Minimum Education and Experience Requirements: A Bachelor’s Degree with 10 years of experience in management/business consulting and project management, training/education, distance learning, and curriculum development. The candidate will have demonstrated experience in successfully managing at least one completed project under a Federal contract, of comparable size and content to this contract.

Technical Writer/Editor

Position will review, edit and provide comments to all written materials produced by NTC.

includes:

• Design, write, format, update, and edit material for training courses, outreach, publications, newsletters and website postings that include, but are not limited to, technical narratives for training courses, student training aids, training manuals, instruction guides, lesson plans, policies and procedures, webinars, and computer-based training applications

DRAFT Statement of Work (Page 12 of 25)

• Write and edit documents of a technical nature, ensuring technical accuracy, proper grammar, consistency of style, conciseness, understandability, and proper format

• Prepare written technical material for publication by developing and editing drafts, correcting errors in spelling, punctuation, and syntax; verifying facts, data, and statistics, using standard reference sources; and rewriting or modifying drafts to conform to the writing guidelines in NTC’s Style Guide and the United States Government Printing Office Style Manual

• Write meeting summaries

• Support the planning, formulation, editing, development, and publication of finished products (e.g., reports, briefings and other presentations, as required), both technical and non-technical, in the medium and format requested

• Review and edit documents, including training course documents, to ensure that they meet established standards and guidelines for structure, format, content, grammar, and readability

• Review and edit all reports, including the executive summary, main body, and all appendices, to ensure compliance with established standards and guidelines

Minimum Education and Experience Requirements: A Bachelor’s Degree in English and three years of experience writing and editing instructional materials, technical reports and/or technical documentation using word-processing systems (Word), presentation systems (PowerPoint), and spreadsheet systems (Excel). This position requires the ability to communicate effectively orally and in writing, as well as to analyze the needs of the target audience.

Testing Administrator

Position will support the instructional systems specialists and training course specialists with testing design and evaluation activities for all training programs. This includes:

• Conducting needs assessments, which may include research to obtain information about a specific topic and reviewing other appropriate literature

• Work with a team of government subject matter experts (SMEs) to establish evaluation standards; validate tests; and identify measures of training effectiveness

• Design course materials examinations of various lengths and in multiple formats.

• Evaluate curriculum requirements and evaluate customer training needs to ensure that training requirements are met

DRAFT Statement of Work (Page 13 of 25)

• Assemble and deliver beta exams, analyze beta exam results, construct equivalent exam forms, and provide ongoing test maintenance

• Develop instructionally valid testing, and post-training evaluation materials by analyzing and interpreting user requirements, technical specifications, application features, and functions to translate them into appropriate training formats

• Develop and oversee the item and test development schedule for assigned NTC training programs

• Assist with the management of the Master Testing Schedule and develop sub-schedule, consulting all stakeholders

• Ensure that all items, tests, and scoring materials developed are fair and valid

• Oversee the test development and production processes to include in an on-line format

Minimum Education and Experience Requirements: A Master’s degree in a relevant field of education, as well as five years of progressively responsible experience in test development, testing, performance measurement, and test data analysis.

Training Course Specialist

Position will support safety training activities by providing a customer service function that facilitates customer interface, provides accurate and timely information on available courses and training resources, and produces satisfied customers. This includes:

• Ensure materials and manuals are delivered on schedule for upcoming courses by preparing ordering and shipping information online. Order, pack, ship, and track course materials required for classes conducted each month

• Handle logistics of providing training materials, as well as coordinating with instructors and students in support of training courses for students and instructors, from the start to the closeout of all courses

• Provide customer service for students and instructors throughout all aspects and stages of training, certification, and recertification, as well as assisting in the processing of travel arrangements for students, instructors, and staff, including making transportation and lodging reservations, preparing necessary travel vouchers once travel is completed, and compiling various reports on travel budget and expenditures. All travel arrangements are completed according to the Federal Travel Regulations

DRAFT Statement of Work (Page 14 of 25)

• Prepare correspondence, grade examinations, enter all course data in electronic course and learning management databases, organize and maintain files for all courses, and conduct audits for quality control purposes

• Track and maintain an up-to-date inventory of course training manuals, examinations, and other materials. Ensure that the appropriate quality and quantity of appropriate materials and manuals are delivered on schedule for upcoming courses. Ensure that all materials are updated and free of errors whenever updates and revisions are made to documents.

Secure testing products and be accountable at all times for the inventories

• Schedule, coordinate, and communicate all aspects of travel and lodging for students and instructors from the start to the closeout of courses, as well as handling logistics of coordinating with instructors and students in support of scheduling travel, lodging, training, and conferences

• Establish, generate, and maintain tracking of all relevant files, documents, and correspondence relative to requests for and delivery of training, including maintaining data

• Maintain various databases including current instructors, course approvals, number of students per class and number of re-tests

• Track all shipments prior to the start of the class; provide course contact with tracking number for shipment; and telephone each course contact to ensure that materials have been received prior to class

• Grade tests by hand or with Scantron, adhere to established test security procedures, and prepare fail/pass list

• Review all travel vouchers to ensure that traveler has prepared the voucher in accordance with the Federal Travel Regulations (FTR). Vouchers must be processed within three (3) business days after receipt

• Prepare travel authorizations for NTC Associate Staff (state personnel only) which includes making transportation and lodging reservations

Minimum Education and Experience Requirements: A combination of customer service experience, logistics and planning experience, and undergraduate college level coursework, or post-high-school training equivalent to four (4) years of full-time employment. This position requires the ability to communicate effectively orally and in writing, as well as scheduling expertise and high-quality customer service.

Training Course Support Assistant – Accreditation facilitates customer interface, provides accurate and timely information on available courses and training resources, and produces satisfied customers. This includes:

DRAFT Statement of Work (Page 15 of 25)

• Ensure materials and manuals are delivered on schedule for upcoming courses by preparing ordering and shipping information online. Order, pack, ship, and track course materials required for classes conducted each month.

• Handle logistics of providing training materials, as well as coordinating with instructors and students in support of training courses for students and instructors, from the start to the closeout of all courses

• Provide customer service for students and instructors throughout all aspects and stages of training, certification, and recertification

• Prepare correspondence, grade examinations, enter all course data in electronic course and learning management databases, organize and maintain files for all courses, and conduct audits for quality control purposes

• Track and maintain an up-to-date inventory of course training manuals, examinations, and other materials. Ensure that the appropriate quality and quantity of appropriate materials and manuals are delivered on schedule for upcoming courses. Ensure that all materials are updated and free of errors whenever updates and revisions are made to documents.

Secure testing products and be accountable at all times for the inventories

• Schedule, coordinate, and communicate all aspects of travel and lodging for students and instructors from the start to the closeout of courses, as well as handling logistics of coordinating with instructors and students in support of scheduling travel, lodging and training

• Establish, generate, and maintain tracking of all relevant files, documents, and correspondence relative to requests for and delivery of training, including maintaining data

• Maintain various databases including current instructors, course approvals, number of students per class and number of re-tests

• Track all shipments prior to the start of the class; provide course contact with tracking number for shipment; and telephone each course contact to ensure that materials have been received prior to class

• Grade tests by hand or with Scantron/grading software, adhere to established test security procedures, and prepare fail/pass list

• Providing expertise in the standards that must be met for accreditation

Minimum Education and Experience Requirements: A combination of customer service experience, logistics and planning experience, and undergraduate college level coursework, or post-high-school training equivalent to four (4) years of full-time employment. This position requires the ability to communicate effectively orally and in writing, as well as scheduling

DRAFT Statement of Work (Page 16 of 25) expertise and high-quality customer service. Must have a knowledge of standards for accreditation.

Training Course Support Assistant – Travel facilitates customer interface, provides accurate and timely information on available courses and training resources, and produces satisfied customers.

The Position shall support travel activities by providing a customer service function that facilitates customer interface.

The requirement includes:

• requests for travel authorizations or vouchers should be processed within 48 hours of receipt

• provide customer service for students and instructors throughout all stages of training in the processing of travel arrangements for students, instructors, and staff, including:

✓ making transportation and lodging reservations

✓ preparing necessary travel vouchers once travel is completed

✓ compiling various reports related to the travel budget

The Contractor shall work with the Contract PM and the Contracting Officer’s

Representative (COR) to resolve any acquisitions-related issues during the POP. The COR is the single point of contact for acquisitions-based questions or concerns, including but not limited to extensions to the POP, additional resources needed, level-of-effort or scope issues. All technical and daily operational process-related issues shall be addressed and resolved with the appropriate NTC Federal PM.

Webinar Specialist

Position will provide web conference support. This includes:

• Develop and implement guidelines and protocol for conducting webinars, stakeholder outreach, posting presentations and discussions, and streamlining the current webinar process for further outreach and participation

• Provide administrative and logistical support for scheduling, registering, and following up with participants for each webcast

• Facilitate webinars by setting up the technical aspects and assisting the presenters with putting together training presentations, practicing presentations, and using the web conference technology

DRAFT Statement of Work (Page 17 of 25)

• Ensure conformance with SCORM, compliance with Section 508, and other regulations and standards for all electronic components

Minimum Education and Experience Requirements: A Bachelor’s Degree or equivalent and three (3) years’ related subject matter/instruction experience, with at least one year’s experience using web conferencing systems (Adobe Connect) and presentation systems (PowerPoint). This position will have expertise in Adobe Systems software and possess the ability to communicate effectively orally and in writing, as well as to analyze the needs of the target audience.

Quality Measures

The contractor will be in compliance with FAR Clause 52.246-4, Inspection – Fixed Price and its Quality Control Plan when performing all services required under this contract. At a minimum, the contractor will:

• Respond to customer inquiries in a timely and courteous manner as specified by the Government

• Input and maintain correct, accessible, and appropriate data in electronic databases and learning management systems

• Provide high-quality final deliverables on time, in a clear and logical format as specified in the Deliverables Section

Key Personnel

The Project Manager and an appropriate alternative on-site position selected by the contractor will be designated as Key Personnel. Before replacing any individual designated as Key, the contractor will notify the COR no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications equal to or superior to those of the Key person being replaced. The contractor will not replace Key personnel without acknowledgement from the COR. The Government may designate additional personnel as Key at any time of award.

Other Employee Requirements

The contractor will ensure that all positions are fully staffed by reliable, qualified, personable, trustworthy, and motivated personnel at all times and will remove from contract performance any individual who performs unsatisfactorily as determined by the Contracting Officer. The contractor will replace personnel in the absence of the regularly assigned employee in the event of absence due to illness or vacation exceeding three (3) working days or within 10 working days, in the event the employee is no longer employed by the contractor.

Replacement personnel will meet the minimum requirements of the regularly assigned personnel. The contractor will provide notification and justification for the replacement of key personnel.

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At the option of the Government, some skill-level qualifying factors may be waived or reduced on the merits of situation by the COR on an exception basis.

Supervisory Controls – Employees work under the supervision of the contractor Project Manager. The PM provides guidance and defines the overall objectives of the work, setting priorities in accordance with the COR’s direction.

Employee Identification – Employees visiting or working at Government facilities will wear a Government issued identifiable badge that at a minimum displays the Contractor name, the employee’s photo, name, affiliation, Agency/Department and badge’s expiration date. While visiting Government facilities, employees will comply with all Government escort rules and requirements. All employees will identify themselves as Contractors when their status is not readily apparent and will display all identification and visitor badges in plain view at all times.

Employee Conduct – Employees will comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing parts of military uniforms, and possession of weapons) when visiting or working at Government facilities. The contractor will ensure that employees present a professional appearance at all times and that their conduct will not reflect discredit on the United States, U.S. DOT, or FMCSA. The Project Manager will ensure that employees understand and abide by U.S. DOT established regulations, rules, and policies concerning safety and security. Employees will not disclose to anyone without official need to know information in publications marked “For Official Use Only” or information otherwise clearly confidential in nature.

Dress Code – Employees will dress in appropriate business or business casual attire at all times while on-site. No jeans, short, revealing or torn clothing should be worn. Proper footwear is also required.

Removing Employees for Misconduct or Security Reasons – The Government may, at its sole discretion, direct the contractor to remove any employee from U.S. DOT facilities for misconduct or security reasons. Removal does not relieve the contractor of the responsibility to continue providing the services required under this contract. The CO will provide the contractor with a written explanation to support any request to remove an employee.

Contractor Interfaces – The contractor and/or its subcontractors may be required as part of the performance of this effort to work with other Contractors working for the Government.

Such other Contractors will not direct the contractor and/or their subcontractors in any manner.

Also, the contractor and/or their subcontractors will not direct the work of other Contractors in any manner. The Government will establish an initial contact between the contractor and other Contractors and will participate in an initial meeting at which the conventions for the scheduling and conduct of future meetings/contacts will be established. Any CORs of other efforts will be included in any establishment of conventions.

Confidentiality – All information regarding the procedures developed under this contract must be regarded as sensitive information by the contractor and will not to be disclosed to anyone outside the contractor organization without the written permission of the CO.

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Disclosure of Information – Information made available to the contractor by the Government for the performance or administration of this effort will be used only for those purposes and will not be used in any other way without the written agreement of the CO. The contractor agrees to assume responsibility for protecting the confidentiality of Government records and other sensitive information, such as law enforcement sensitive data/information, which are not public information. Each Contractor or employee of the contractor to whom information may be made available or disclosed will be notified in writing by the contractor that such information may be disclosed only for a purpose and to the extent authorized herein. All press releases or announcements about FMCSA programs, projects, and contract awards under this contract must be cleared by the CO and the COR. Under no circumstances will the contractor, or anyone acting on behalf of the contractor, refer to the services and deliverables pursuant to the provisions of this contract in any public news release or commercial advertising without obtaining explicit written consent to do so from the CO and COR.

Limited Use of Data – Performance of this effort may require the contractor to access and use data and information proprietary to FMCSA which is of such a nature that its dissemination or use, other than in performance of this effort, would be averse to the interests of the Government and/or others. the contractor and/or the contractor personnel will not divulge or release data or information developed or obtained in the performance of this effort, until made public by the Government, except to authorized Government personnel or upon written approval of the CO. the contractor will not use, disclose, or reproduce proprietary or sensitive data, such as law enforcement sensitive data/information, that bears a restrictive legend, other than as required in the performance of this effort. Nothing herein will preclude the use of any data independently acquired by the contractor without such limitations or prohibit an agreement at no cost to the Government between the contractor and the data owner which provides for greater rights to the contractor.

Data and IT Security – The contractor must be able to provide secure data storage (both physical and electronic, as appropriate—e.g., secure computer systems, secure physical storage for paper materials) to safeguard original data that may be proprietary or sensitive in nature or as otherwise designated by the FMCSA. Additionally, the contractor must have the means to physically destroy (i.e., shredding, incinerating) any interim proprietary or sensitive data will the FMCSA require this. Any Information Technology hardware or software used by the contractor in conjunction with a project must be free of malicious code. Contractors must have up-to-date Virus Protection software installed on their computers.

Permits and Licenses – In performance of work under this contract, the contractor must, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any Federal, state, and municipal laws, codes, and regulations applicable to the performance of the work.

Conflict of Interest – The contractor will not employ any person who is an employee of the United States Government if that employee would, or would appear to, cause a conflict of interest.

ONSITE NTC EXECUTION

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Period of Performance

TBD – five years

Places of Performance

Services for this contract will be provided on-site at NTC facilities in Arlington, VA and/or the location of the Federal Academy depending on program requirements. The places of performance for certain projects may require occasional travel to locations throughout the United States. The day-to-day supervision and direct control over the work performed by all personnel will be the sole responsibility of the contractor.

Hours of Operation

The contractor employees providing services under this contract are expected to conform to normal operating hours.