Mentoring Program FY 2024 Solicitation Main Body As PUBLISHED in PDF in SAM.gov on July 17th 2024.pdf

693JK424R500007

PART I—SCHEDULE

DOT MENTORING PROGRAM

Combined Synopsis-and-Solicitation No. 693JK424R500007

B.1 OVER-VIEW

Note 1: This document is the main body of DOT’s Solicitation No. 693JK424R500007, which seeks proposals for this procurement’s resulting contract-awardee-company to provide a Mentoring Program for DOT employees. Please refer also to this

Solicitation’s accompanying Standard Form 33 and to this Solicitation’s Attachments

J-3 and J-4—which have been published in SAM.gov as separate files simultaneously with the publication of this main-body document.

Note 2: No phone calls, please. QUESTIONS concerning this DOT

Mentoring Program Solicitation numbered 693JK424R500007 should be e-mailed, by

11:45 PM Eastern Daylight Time July 27, 2024, to all three of the following addresses:

james.mowery@dot.gov and to Merlin.Martinez@dot.gov and to

Kenneth.Headley@dot.gov . And it is very important that each particular set of questions and comments be e-mailed SIMULTANEOUSLY to ALL THREE of the e-mail addresses given above.

Note 3: DOT’s cognizant Contracting Officer finds and concludes that the 30-day-calendar-time-period between this combined-synopsis-and-Solicitation’s publication-date (July 17th , 2024) and its specified proposal-submission-deadline (11:30 PM EDT

August 16th, 2024) is consistent with the at-least-quasi-commercial-nature of the contractor-services envisioned in this Solicitation.

BACKGROUND

mailto:james.mowery@dot.gov mailto:Merlin.Martinez@dot.gov mailto:Kenneth.Headley@dot.gov

This is a Small-Business-Set-Aside Solicitation. Accordingly, each offeror’s average annual gross revenue, as computed over the five-year-period immediately preceding the original-publication-date of this combined-Synopsis-and-Solicitation, must be less than the $15,000,000 Small- Business-size-standard associated with this Solicitation’s applicable NAICS Code, which is 611430.

DOT intends to award one and only one Time-and-Materials stand-alone contract from this Solicitation, so that no Task Orders would ever be issued under that resulting stand-alone contract.

This Solicitation’s anticipated stand-alone-contract-award will specify a separate aggregate grand total Time-and-Materials ceiling-price-dollar-figure for each separate contract-year

(project-year) (i.e., Base Year, Option Year One, Option Year Two). And that pricing shall be based upon the estimated assumption that the contract-awardee-company would be providing, to

DOT, the project-year-by-project-year configuration of estimated contractor-staffing-hours and contractor-staff-member-job-titles specified in Section L of this Solicitation.

The performance-period of the resulting Time and Materials stand-alone contract’s Base-Year is estimated to run from September 30th, 2024 through September 29th , 2025, so that each succeeding Option-Year, if exercised by DOT, would begin on a succeeding September 30th and would run through the following September 29th.

DOT does emphatically hope to receive a strongly-competitive group of proposals in response to this Solicitation, because strong competition would benefit DOT and the taxpayers. And only because of the inevitability of prospective offerors asking DOT to divulge the name of the

DOT’s incumbent Mentoring contractor-company, and not as any discouragement to any prospective offeror-companies, this Solicitation hereby confirms that the incumbent contractor is

The Training Connection, which held Contract No.

6932K420C500004, and which resides in Woodbridge, Virginia. That incumbent contract’s exercised final-option-year ran through May 5, 2024. And this

Solicitation’s cognizant contracting officer hereby confirms that any FOIA-requests for copies of that incumbent contract-document would be unlikely to benefit any FOIA-requestor, because

DOT’s standard FOIA-processing-procedures would require so much redaction of pricing-information and staffing-information and technical-information from that incumbent contract-document that the releasable-remainder would be unlikely to add—to the incumbent-contractor-information given above in this paragraph—any information useful to a FOIA-requestor.

B-2 CLAUSES AND PROVISIONS

A. Clauses and provisions from the Federal Acquisition Regulation (FAR) and supplements thereto are incorporated in this document by reference and in full text.

Those incorporated by reference have the same force and effect as if they were given in full text.

B. Clauses and provisions in this document are numbered in sequence but will not necessarily appear in consecutive order.

C. Sections K, L and M will be removed from any resultant award, but Section K will be deemed to be incorporated by reference in that award.

(End of Section B)

SECTION C - DESCRIPTIONS/SPECIFICATIONS/WORK

STATEMENT

1.0 Introduction.

The U.S. Department of Transportation, Departmental Office of the Human Resource

Management, seeks to implement a formal mentoring program for non-supervisory employees aimed at developing and sustaining a diverse, well informed, and high-performance workforce that is continually learning and expanding its capacity to support the mission of the Agency. The Mentoring Program will provide a formal mentoring experience to facilitate knowledge transfer, increase retention of valuable employees, increase diverse representation in management positions, enhance morale and productivity, and develop and broaden the core competencies and leadership skills of participants.

2.0 Background.

DOT launched its formal mentoring program in February 2018. The mentoring program began with the identification and systematic matching of mentors and mentees based on professional goals, personalities, and shared interests. Once participants are matched, there will be an orientation session for mentors, mentees, and mentees’ supervisors. This session will provide information on the program goals and objectives, learning outcomes, participants’ roles and responsibilities of the participants, and an overview of the program platform. Mentors and mentees will sign a mentoring agreement, which will serve as their official commitment of time and effort. Mentees, with the assistance of their mentors, will complete Mentoring Action Plans which will outline their goals, developmental needs, and activities. The plans will include at least one developmental assignment and networking opportunity. Throughout the course of the 9-month mentoring program, there will be formal mentee/mentor meetings; formal training activities; and opportunities for program and partnership assessment. At the end of the program, there will be a formal recognition ceremony in which each mentee and mentor who actively participated in the program will graduate and receive recognition.

3.0 Scope.

The objective of this statement of work is to obtain contractor services to design, implement, evaluate, and overall operate DOT’s mentoring program.

4.0 Work to be Performed

a. The contractor shall create a project plan which outlines the sequence of events necessary to implement a successful mentoring program at DOT.

b. The contractor shall provide a project manager who will serve as the primary point of contact to DOT for all services and products. The project manager will ensure all written correspondence and materials are professional written, grammatically correct, and without errors.

c. The contractor shall facilitate the formal matching process and provide a web-based system to select, match and connect up to 150 mentoring partnerships with the option of increasing by 25 additional partnerships each year. The web-based system will provide mentee/mentor matching, and self-assessment; mentoring action plans, mentoring agreements, and program evaluations. The assessment tool will assess the skills and competencies of mentees and mentor in the areas of building relationships, demonstrating expertise, and navigating the organization. The contractor shall provide to mentors and mentees, written reports of the results of the assessment and conduct confidential, one-on-one feedback session on the interpretation of the results and how the data can be used to improve the mentoring relationship.

d. The contractor furnished web-based system shall support communications between the program coordinators and participants and supervisors of participants, and between the contractor and program coordinators, and between the contractor and participants and have the capability to provide the above services individually or in combination when required.

e. The contractor shall conduct a workshop to training program participants on their roles and responsibilities and on topics to include: building effective relationships; developmental planning; and maintaining partnership momentum. The training will be held virtually via

ZOOM or MS Teams to be coordinated by the contractor. with Sign language interpreters will be furnished by the Agency, if applicable. The contractor will provide written course material approved by the DOT, and other materials necessary to deliver the training to participants. Training delivered must be accessible to persons with disabilities and comply with the Americans with Disabilities Act and other applicable laws, rules and regulations governing handicap accessibility.

f. The contractor shall provide on-going support and guidance throughout the mentoring program and periodically check on the mentoring partnerships and address issues/areas needing improvement.

g. The contractor shall conduct a mid-program evaluation using a combination of on-line surveys, group, and individual interviews (of mentees, mentors, and supervisors), to assess the mentoring climate and the progress of mentoring relationships. The contractor shall prepare a written report that includes observations, lessons learned, and recommendations for mid-course program adjustments.

h. The contractor shall conduct an end-of-program evaluation using a combination of on-line surveys, group, and individual interviews (of mentees, mentors and supervisors), to assess the professional growth of the mentees over the program year. The contractor shall prepare a written report of observations, lessons learned, strengths and weaknesses of the program and recommendations for improvement. The contractor shall compare and contrast the mid-program evaluation results to the end of program evaluation results.

i. The contractor shall conduct two virtual speed mentoring sessions to allow potential program participants to learn more about the mentoring program and connect with potential program matches.

j. The contractor shall conduct a brown bag session to provide continuing education to program participants from selected topics related to mentoring and career development.

5.0 Milestones/Deliverables/Completion Date/Projected Cost

Milestones/Deliverables Projected Completion Date

1. Create a Mentoring Project Plan 1 week to 10 days after award date

2. Provide Customized Web–Based

System to Select, Match, Track, and

Connect up to 150 Mentoring

Partnerships

2 Weeks to 20 days after award date

3. Facilitate a Joint Orientation or

“Kickoff Meeting” for headquarters and field office prospective mentors and mentees and mentees’ supervisors

4–6 Weeks after award date about the concept and process of mentoring

4. Facilitate the Formal Matching Process in partnership with DOT

6–8 Weeks after award date

5 Conduct Training Workshop (including provision of course materials for up to

150 participants) via a virtual platform to field offices to provide participants with necessary tools to engage in successful mentoring relationships.

2–3 Weeks after Partnerships

Formed and Participants

Notified

6. Provide On-Going Support of the

Mentoring Program

Continuous after delivery of

Training Workshop

7. Facilitate Mid-Point Energizer Six Months after program implementation

8. Conduct Mid-Point Program

Evaluation

Six Months after program implementation

9. Facilitate two Virtual Speed Mentoring

Sessions and provide appropriate course materials

2–3 Weeks after award date

10. Facilitate a Brown Bag Webinar for

Program Participants and associated course materials.

8 months after award date

11 Facilitate Closing

Ceremony/Graduation and End of

Program Review

12 Months after award date

12 Conduct End-of-Year Program

Evaluation

12 Months after award date

6.0 Period of Performance

The duration of the contract will be one Base Year plus two Option Years from the date of award.

7.0 Confidentiality Requirements

In the course of the performance of this contract, the contractor will have access to confidential information including personal information relating to program participants.

The contractor is required to protect the security of the information. Written records and correspondence must be kept secure at all times when not being used. No information regarding the Agency's mentor program or its participants may be disclosed orally or in writing except to authorized persons. Moreover, confidential matters relating to the organization or its work shall not be discussed with unauthorized persons.

8.0 Non-Personal Services Statement

Contractor employees performing services under this order will be controlled, directed, and supervised at all times by management personnel of the contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the statement of work. Contractor employees will perform their duties independent of, and without the supervision of, any Government official. The tasks, duties, and responsibilities set forth in the task order may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee.

9.0 Contracting Officer Representative

Kenneth Headley is hereby designated as the COR. The COR is responsible for the following duties: receiving all deliverables, inspecting, and accepting the services provided hereunder in accordance with the terms and conditions of this delivery order;

providing direction to the contractor which clarifies the delivery order effort, fills in details or otherwise serves to accomplish the contractual Scope of Work; evaluating performance;

and certifying all invoices/vouchers for acceptance of the services furnished for payment.

The COR is not authorized to make commitments or change terms and conditions of this delivery order.

10.0 Payment and Billing

a. Method of Payment

Pursuant to FAR Clause 52.232-33, Entitled, “Payment by Electronic Funds Transfer-

Central Contractor Registration (Oct 2003)”, the Government’s method of payment for work authorized is by electronic funds transfer.

b. Invoice Instructions

The contractor shall submit one complete invoice each month which addresses the work performed. Each invoice shall contain, at a minimum, the following information: The contract/order number and the work completed for the month. The invoice date will be considered to be the date that a proper invoice is received by the payment office. The contractor shall submit the original invoice to the following address:

The contractor shall submit a duplicate invoice to the COR at the following address:

U.S. Department of Transportation

Departmental Office of Human Resource Management

Attn: TBD

1200 New Jersey, Avenue, SE, Room TBD

Washington, DC 20590

11.0 Place of Performance

Since the DOT Mentoring Project contemplated in this Solicitation will be web-based, it is estimated that the resulting contract’s place or places of performance will be the location or locations from which this Solicitation’s selected contract-awardee-company chooses to, and is able to, provide such web-based Mentoring to DOT employees.

SECTION D—PACKAGING AND MARKING

D-1 PACKAGING AND MARKING

The Contractor shall package and mark all items to utilize the best commercial practices to ensure timely delivery to the FOB destination.

D.4 Packaging of Data

Any data/reports required to be submitted under this contract shall be packaged in a confidential envelope and marked in accordance with the best commercial practices available to assure the safe delivery at its destination.

(End of Section D)

SECTION E—INSPECTION AND ACCEPTANCE

CLAUSES INCORPORATED BY REFERENCE

52.246-2 Inspection of Supplies – Fixed Price AUG 1996

52.246-4 Inspection of Services—Fixed-Price AUG 1996

E-1 INSPECTION AND ACCEPTANCE

A. GOVERNMENT INSPECTION AND ACCEPTANCE – Inspection and Acceptance of services or supplies (i.e., On-Site and Off-Site) called for hereunder shall be performed by designated representatives of the Contracting Officer in accordance with Section C, Statement of Work.

B. This contract’s appointed Contracting Officer’s Representative (COR) will participate in the administration of this contract specifically to evaluate contractor performance and nspect services for the Government. This designation does not include authority to direct and/or authorize the Contractor to make changes in the scope of the terms of the contract without the written authority of the Contracting Officer. The Contracting Officer will notify the Contractor in writing of names, duties, and limitations of appointed CORs.

See Section G for the submission of invoices for payment.

(End of Section E)

SECTION F—DELIVERIES OR PERFORMANCE

CLAUSES INCORPORATED BY REFERENCE

52.242-15 Alt 1 Stop-Work Order – Alternate I APR 1989 52.242-17 Governmental Delay of Work AUG 1984

F-1 PERIOD OF PERFORMANCE

BASE YEAR: SEPTEMBER 30, 2024 through SEPTEMBER 29, 2025

OPTION YEAR ONE: SEPTEMBER 30, 2025 through SEPTEMBER 29, 2026

OPTION YEAR TWO: SEPTEMBER 30. 2026 through SEPTEMBER 29, 2027

F-2 PERIOD OF CONTRACT

See Section F. 1 above.

F-3 PLACE OF PERFORMANCE

Since the DOT Mentoring Project contemplated in this Solicitation will be web-based, it is estimated that the resulting contract’s place or places of performance will be the location or locations from which this Solicitation’s selected contract-awardee-company chooses to, and is able to, provide such web-based Mentoring to DOT employees.

F.4 OBSERVANCE OF LEGAL HOLIDAYS AND EXCUSED ABSENCE

A. The Government hereby provides NOTICE and Contractor hereby acknowledges

RECEIPT that Government personnel observe the listed days as holidays:

New Year's Day January 1

Martin Luther King's Birthday Third Monday in January

President's Birthday Third Monday in February

Memorial Day Last Monday in May

Juneteenth June 19th

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas December 25

Inauguration Day January 20 every four years

B. In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute

Any other day designated by Executive Order

Any other day designated by the President’s Proclamation

C. It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation except as set forth within the individual Order. In the event the Contractor's personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked. This provision does not preclude reimbursement for authorized premium pay, if applicable to this contract.

D. When the Federal, State, Local and other governmental entities grants excused absence to its employees, the Contractor agrees to continue to provide sufficient personnel to perform critical tasks already in operation or scheduled, and shall be guided by the instructions issued by the Contracting Officer, Contracting Officer’s

Technical Representative (COR), or the Government’s Task Order’s Representative

(TOR).

(END OF SECTION F)

SECTION G—CONTRACT ADMINISTRATION DATA

G.1 CONTRACT ADMINISTRATION DATA

Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The following individuals will be the Government points of contact during the performance of the contract.

G.2 CONTRACTING OFFICER

All contract administration will be affected by the Contracting Officer (CO) identified below. The CO has the overall responsibility for the resultant contract.

The CO alone, without delegation, is authorized to take actions on behalf of the

Government to amend, modify or deviate from the contract terms, conditions, and requirements. No changes in or deviations from the scope of work shall be affected without a Supplemental Agreement executed by the CO authorizing such changes.

Written communications to the CO shall make reference to the contract or task order number and shall be mailed to the address listed below. The CO may delegate certain other responsibilities to his/her authorized representatives or Contracting Officer

Representative (COR).

The Contracting Officer (CO) for this contract is:

James H. Mowery III U.S. Department of Transportation Office of the Secretary Senior Procurement Executive Acquisition Services Division (M-63) 1200 New Jersey Avenue, S.E.

Washington, DC 20590 Tel: (202) 366-4959 or (703) 836-5924 E-Mail Address: james.mowery@dot.gov

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

mailto:james.mowery@dot.gov

The Contracting Officer’s Technical Representative (COR) will have general oversight of contractors’ performance related to the contract, responsible for the application of technical approaches and tools, and program components that cut across all task orders.

Note: Technical Directions is defined to include:

1. Written directions to the Contractor which fill in details, suggest possible lines of inquiry, or otherwise facilitate completion of work;

2. Provision of written information to the Contractor which assists in the interpretation of drawings, specifications, or technical portions of the work statement;

3. Review and, where required, provide written approval of technical reports, drawings, specifications, or technical information to be delivered. Technical directions must be in writing, and must be within the scope of the work as detailed in Section C.

B. The COR is authorized by designation to take any or all action with respect to the following which could lawfully be taken by the Contracting Officer, except any action specifically prohibited by the terms of this Contract:

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

(2) Perform or cause to be performed, inspections necessary in connection with a) above and require the Contractor to correct all deficiencies; perform acceptance for the

Government.

(3) Maintain all liaison and direct communications with the Contractor. Written communications with the Contractor and documents shall be signed as "Contracting

Officer’s Technical Representative" with a copy furnished to the Contracting Officer.

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

(5) Monitor the Contractor's production or performance progress and notify the

Contractor in writing of deficiencies observed during surveillance, and direct appropriate action to effect correction. Record and report to the Contracting Officer incidents of faulty or nonconforming work, delays or problems.

(6) Obtain necessary security clearance and appropriate identification if access to

Government facilities is required. If to be provided, ensure that Government furnished property is available when required.

C. Limitations: The COR is not empowered to award, agree to, or sign any contract

(including delivery or purchase orders) or modifications thereto, or in any way to obligate the payment of money by the Government. The COR may not take any action which may impact on the base contract schedule, funds, scope or rates. All contractual agreements, commitments, or modifications which involve prices, quantities, quality, and schedules shall be made only by the Contracting Officer.

D. Contractual Problems - Contractual problems, of any nature, that may arise during the life of the contract must be handled in conformance with specific public laws and regulations (i.e. Federal Acquisition Regulation and Department of Transportation

Acquisition Regulation). The Contractor shall bring all contracting problems to the immediate attention of the Contracting Officer. Only the Contracting Officer is authorized to formally resolve such problems.

The Contracting Officer will be responsible for resolving legal issues, determining contract scope and interpreting contract terms and conditions. The Contracting Officer is the sole authority authorized to approve changes in any of the requirements under this contract. Notwithstanding any clause contained elsewhere in this contract, the said authority remains solely with the Contracting Officer. These changes include, but will not be limited to the following areas: scope of work, price, quantity, technical specifications, delivery schedules, and contract terms and conditions. In the event the Contractor effects any changes at the direction of any other person other than the Contracting

Officer, the change will be considered to have been made without authority.

E. The direction shall not include new assignments of work nor be of such a nature as to cause an increase or decrease in the price of this contract or otherwise affect any other provision of this contract.

F.. Failure by the Contractor to report to the Contracting Officer, any action by the

Government considered to be a change, within the specified number of days contained in FAR 52.243-7 (Notification of Changes), waives the Contractor's right to any claims for equitable adjustments.

It is estimated that the Contracting Officer’s Representative (COR) for this contract will be:

Mr. Kenneth Headley U.S. Department of Transportation 1200 New Jersey Avenue, S.E.

Washington, DC 20590 Telephone: To Be Specified Just Prior to Contract-Award E-Mail Address: To Be Specified Just Prior to Contract-Award

G.4 ROLES AND RESPONSIBILITIES

The Government’s oversight and management of the anticipated contract award will include a Government Contracting Officer and a Contracting Officer’s Representative

(COR).

A. Government Contracting Officer:

The Government’s CO has overall responsibility and ultimate authority consistent with applicable warrant(s) for the base contract(s) and all underlying task orders. The CO will review and approve all base contract and underlying task order requests and their modifications.

B. Contracting Officer’s Representative (COR)

The COR will have general oversight of the contractor's performance related to the base contract, the application of centralized technical approaches and tools orders. The base contract COR will:

(1) Review Statements of Work (SOW) as prepared by DOT sponsoring entities for conformity with the basic SOW of the core contract;

(2) Review budgets; and coordinate resources by making recommendations to Contractors, for efficiencies and economies-of-scale of the overall centralized contract;

(3) Monitor the contractor's overall performance related to individual orders, and as necessary, take appropriate steps to address overarching performance issues;

(4) Oversee Contractor’s performance related to implementing centralized program components;

(5) Review Contractor financial information specific to individual orders;

(6) Review reports required by the base contract through the COR;

(7) Monitor the contractor's compliance with applicable policies and procedures; and

(8) Monitor the contractor's compliance with reporting requirements.

C. Contractor Responsibility

The Contractor shall integrate their work with DOT centralized best practice policies and procedures, and tools for design, implementation, evaluation, and success/impact reporting so as to avoid duplications of effort, unnecessary redundancies, and/or deviations that are not cost effective for the DOT in aggregate.

The Contractor shall furnish the Government’s cognizant CO with the name of the designated Program Manager (PM) assigned to manage and represent the overall contract and its collective orders. The Contractor’s PM is key person (see H.10

“Key Personnel”) for the base contract and shall be available for applicable activities at the beginning of the contract.

The Contractor shall designate by name a contract administrator for the contract, who shall be authorized as the contract administration point of contact for the

Government’s CO for the base contract and for any Option Years exercised by

DOT. The Contractor’s designated contract administrator is a key person (see

H.10 “Key Personnel”) for the contract and shall be available for applicable activities at the beginning of the contract.

G.5 CONTRACT CHANGES

The Government reserves the right to modify resource requirements as work, funding and changing conditions require. Proposed changes in support and applicable order funding may occur at the discretion of the Government. Failure of the parties to reach a mutual agreement may be resolved pursuant to the Dispute clause of this contract or by unilateral withdrawal of the specified work by the Government from the task order and applicable funding reductions.

G.6 DRAFT INVOICE

The Contractor shall submit within thirty (30) days a draft copy of invoice by email to the

COR for approval. The COR will review and provide the contractor approval. If no changes are required, the contractor shall submit a final invoice for payment. (See G.7

Submission of Final Invoices).

Invoices shall contain the appropriate information required to be a proper invoice, including the contract number and applicable line-item numbers (CLIN).

G.7 SUBMISSION OF FINAL INVOICES

The Contractor shall be required to submit final monthly invoices in accordance with the following:

a. An original and two (2) copies of the invoice to shall be submitted to the below mailing or email address and one (1) emailed copy shall be sent to the COR:

U.S. Department of Transportation/FAA Attn: WCF Account, c/o AMZ-160 P.O. Box 25730 Oklahoma City, OK 73125

9-AMC-AMZ-OSTWCF@FAA.GOV.

b. The invoice submitted to the Government for payment shall include the following:

mailto:9-AMC-AMZ-OSTWCF@FAA.GOV

(1) Contractor Name, Address, Phone, Fax

(2) Contract Number DTOS59-14XXXXX, Modification, Delivery

Order number

(3) Contract Federal Tax Identification No.

(4) Invoice Number

(5) Payment Terms

(6) Period of Performance being billed (i.e., Oct 1 – 30)

(7) Applicable Contract Line Item

(8) Description of Supplies/Services

(9) Quantity

(10) Unit Price

(11) Total Price per line item

(12) Total invoice amount

(13) Contractor remit to address

(14) Contractor POC for billing questions

Name:________________________ Phone:________________________ Fax:__________________________

c. Invoices shall show the cost breakdown by type of test (e.g., random, follow-up) and account number of entity(ies).

d. Billing shall begin on the first of every month and end on the last calendar day of the month.

G.8 ADDITIONAL INFORMATION RELATING TO FAR 52.232-34

In accordance with FAR 52.232-34, "Payment by Electronic Funds Transfer -- Other

Than Central Contractor Registration", the Department of Transportation will make payment using the Automatic Clearing House Network, unless the Contractor requests a waiver to the payment office in accordance with the clause. As stated in the clause, after award but before the first invoice or contract financing request is submitted, the

Contractor shall designate a financial institution for receipt of electronic funds transfer payments.

Said submission shall be done on a Standard Form (SF) 3881. An SF-3881, with the address and name of the cognizant Department of Transportation official, is included as

Attachment J-6 to the contract.

G.9 ACCOUNTING AND APPROPRIATION DATA

Funds for satisfying the minimum contract guarantee set forth in Section B of this contract are obligated hereunder and chargeable as follows [To Be Filled In In This

Solicitation’s Resulting Awarded Contract Document]:

PR No:

Budget Fiscal:

Operating Administration:

Strategic Objective:

Object Class:

Amount Obligated:

G.10 METHOD OF PAYMENT BY ELECTRONIC FUNDS TRANSFER

Payments made under this Contract shall be made via Electronic Funds Transfer (EFT).

To facilitate this method of payment, the Contractor shall register in the Central Contractor Registration (CCR) database pursuant to FAR Clause 52.204-7 (FEB 2012), Central Contractor Registration. The Contractor shall remain so registered in the CCR database until final payment is submitted and made. Additionally, the Contractor shall comply with the requirements of solicitation provision52.232-38, Submission of Electronic Funds Transfer Information with Offer (MAY1999), found in full text in Section L, and resultant Contract clause 52.232-33, Payment by Electronic Transfer – Central Contractor Registration, which has been incorporated by reference in Section I, Clauses.

G.11 PAYMENT

A. Payment of Fixed Rates

The Contractor shall submit monthly invoices / vouchers to the payment office in

Section G of this contract for the actual number of licenses provided under each individual Task Order. These vouchers shall be no more than 30 days in arrearage.

B. Payment of Other Direct Costs (ODCs)

The Contractor shall include in its monthly billing allowable other direct costs authorized in the Task Order in question. All ODC claims require that documentation be provided by the Contractor for such costs, including receipts for cash, checks, or other forms of actual payment validation.

C. Limitation of Cost

Subject to the Limitation of Cost Clause, the Contractor may be reimbursed for direct and indirect costs incurred in the performance of this contract as are allowable under the appropriate provisions of FAR Part 31.

G.11.1 BILLABLE COSTS TRACKING AND REPORTING

The Contractor shall maintain complete time and attendance tracking for all labor and other charges against each of this contract’s Mentoring efforts, to document charges and allow for effective overall contract oversight. The Contractor shall track and report monthly, all costs associated with each individual mentoring effort conducted under this contract.

The contractor’s administrative-functions shall be paid for only from within—and not in addition to—the Time-and-Materials payments payable by DOT to the contractor for the contractor’s actual Mentoring efforts put forth in the performance of this contract.

On a monthly basis, the Contractor shall also summarize and report, to the

Government CO and to COR for this contact, in a single document and format prescribed by the CO, cumulative labor and other costs against each of this contract’s

Mentoring efforts, as well as a cumulative overall contract costs (all assignments) to date. The Contractor shall also monitor and report in the monthly summary, the cumulative cost to date against allowable ceiling by percent for both the overall contract and each of its underlying assignments. This monthly summary report shall also clearly highlight, as an alert to the Government CO and COR, when the contract or any of its underlying assignments reach the 75% and 90% expenditure of funds levels.

G.12 ACCOUNTABILITY OF COSTS / SEGREGATION OF ASSIGNMENTS

A. All costs incurred by the Contractor under this contract shall be segregated by individual Mentoring effort. The Contractor shall, therefore, establish separate "Job

Order Accounts and Numbers" for each separate Mentoring effort conducted by the contractor under this contract, and shall record all incurred costs in the appropriate job order account assigned.

B. There shall be no commingling of costs between this contract’s individual Mentoring efforts.

G.13 FUNDS AVAILABILITY

a. Limitation of Funds

It is not anticipated that any Limitation of Funds provisions will be applicable to this contract—except that DOT is hereby requesting that the contractor notify DOT at each juncture at which the contractor’s incurred costs (and associated profit) reasonably appear, to the contractor, to have reached a cumulative total dollar amount equal to ninety percent of this contract’s cumulative total dollar-amount of obligated funding.

G.14 TRAVEL AND PER DIEM

a. Contractor travel approved in advance by the COR will be reimbursed in accordance with FAR 31.205-46 Travel Costs, The Federal Travel Regulations (Joint

Travel Regulations) prescribed by the General Services Administration, for travel in the contiguous United States and the DOT Travel Manual (DOT 1500.6A).

b. Per diem will be reimbursed as actual costs not to exceed the per diem rates set forth in the Federal Property Management Regulations (FPMR) 41 CFR Chapter 101, Chapter 7, GSA Bulletin FPMR A-40 (in effect at time of award and revised throughout the terms of the contract.

c. Local Travel –

i. Site time and travel time combined is greater than 12 hours per collector/BAT, than meals are allowed at the Meal and Incidental Expenses (M & IE) rate applicable to the location of temporary duty assignment.

ii. Site time and travel time combined is less than or equal to 12 hours per collector/BAT and overnight was authorized, than meals are allowed at the rate of one-half of the M & IE rate.

iii. Site time and travel time combined is less than or equal to 12 hours per collector/BAT and overnight travel was not involved, than meals at M & IE rate are not permitted.

d. Local travel by a privately owned vehicle will be reimbursed at the current GSA approved local mileage rate (i.e., $.505 per mile). DOT will reimburse round trip mileage for one privately owned vehicle normally from the contractor office to the site

(exceptions may apply).

(End of Section G)

SECTION H—SPECIAL CONTRACT REQUIREMENTS

H.1 PERSONNEL

(a) General

The Government anticipates the work to be performed under this contract will involve access to sensitive and highly personal information regarding DOT employees and applicants for DOT positions. The dissemination of the information is strictly limited by various federal statues including the Privacy Act and Section 503(e) of the

Supplemental Appropriation Act of 1987 Public Law 100-71, 101 Stat 468. Therefore, to protect the interests of affected individuals with respect to such information and data, the Contractor agrees:

1. Not to disclose any such information, tests results or data to other (i.e., TV/News Media, Other Federal Agencies, State or local Governments, Private Sector Companies, Universities, Colleges, non-profit organizations, or individuals) including other organizational elements of the contractor’s company not directly involved in the performance of this contract, without the written consent from the Contracting Officer or his/her designate.

2. To abide by the conditions of restrictive legends contained on any such data; and

3. Contractor employees shall be asked to sign a statement of nondisclosure which shall be maintained in the contractor’s employee files.

(b) The request for data may be in various forms, such as documents, notes, raw sampling data, computer tapes, photographic prints, reports, or interpretative results derived from analysis, investigative or study effort. Regardless of the form of this data, the contractor agrees that neither it nor any of its employees will disclose confidential or sensitive data or any derivatives thereof, to third parties except a pursuant to direction of the Contracting Officer.

H.2 NON-DISCLOSURE

All Contractor personnel who will be personally and substantially involved in the performance under this Contract shall execute and submit a Non-Disclosure Agreement prior to the commencement of any work. The Agreement shall prohibit the disclosure of any information that contractor employees will have access to in the performance of work under this Contract.

H.3 RESTRICTIONS ON DISCLOSURE OF INFORMATION

A. Except as authorized in writing by the Contracting Officer, the Contractor shall not disclose, orally or in writing, any:

1. Proprietary Information (that is, technical information, such as trade secrets, which is proprietary to any person or firm); or

2. Privacy Information (that is, information protected under the provisions of the Privacy Act of 1974);

3. Privileged Information (that is, financial or commercial information concerning another person or firm which is privileged or personally confidential); or

4. Government Information (that is, information or data stored, processed, or handled in providing services under this Contract or which may come into the possession of the Contractor in providing services under this Contract or which may come into the possession of the Contractor in providing services under this Contract).

B. The Contractor shall not use or access any information described in paragraph A above for any purpose other than to perform this Contract in accordance with its terms and conditions.

C. The Contractor shall obtain from each of its employees a written agreement to protect all such information described in paragraph A. above against accidental or intentional disclosure. All such agreements shall be subject to the approval of the Contracting Officer. In addition, the Contractor shall require its employees, through appropriate training and promulgation of company policies and procedures, to comply with the provisions of this section.

D. The restrictions in this section do not apply to any information if and when such information becomes part of the public domain.

E. The Contractor shall include, or require the inclusion of, the substance of this

Section in all subcontracts, including lower-tier subcontracts, unless otherwise specified in writing by the Contracting Officer.

H.4 SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION

H.4.1 The Contractor shall be responsible for security for all systems connected to a Department of Transportation (DOT) network or operated by the Contractor for DOT, regardless of location. This clause is applicable to all or any part of the contract that includes information technology resources or services in which the Contractor has physical or electronic access to DOT's sensitive information that directly supports the mission of DOT. The term "information technology", as used in this clause, means any equipment or interconnected system or subsystem of equipment, including telecommunications equipment, that is used in the automatic acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information.

This includes both major applications and general support systems as defined by OMB Circular A-l30. Examples of tasks that require security provisions include:

H.4.1.1 Hosting of DOT e-Government sites or other IT operations;

H.4.1.2 Acquisition, transmission or analysis of data owned by DOT with significant replacement cost should the contractor's copy be corrupted;

H.4.1.3 Access to DOT general support systems/major applications at a level beyond that granted the general public, e.g. bypassing a firewall.

H.4.1.4 The Contractor shall develop, provide, implement, and maintain an IT Security Plan. This plan shall describe the processes and procedures that will be followed to ensure appropriate security of IT resources that are developed, processed, or used under this contract. The plan shall describe those parts of the contract to which this clause applies.

The Contractor's IT Security Plan shall comply with applicable Federal Laws that include, but are not limited to, 40 U.S.C. 11331, the Federal Information Security Management Act (FISMA) of 2002 and the E- Government Act of 2002. The plan shall meet IT security requirements in accordance with Federal and DOT policies and procedures, as they may be amended from time to time during the term of this contract that Include, but are not limited to:

(1) OMB Circular A-130, Management of Federal Information Resources, Appendix III, Security of Federal Automated Information Resources;

(2) National Institute of Standards and Technology (NIST) Guidelines;

(3) Departmental Information Resource Management Manual (DIRMM) and associated guidelines; and

(4) DOT Order 1630.2B, Personnel Security Management.

H.4.1.4 Within 30 days after contract award, the contractor shall submit the Security Plan to the DOT Contracting Officer for acceptance. This plan shall be consistent with and further detail the approach contained in the offeror's proposal or sealed bid that resulted in the award of this contract and in compliance with the requirements stated in this clause. The plan, as accepted by the Contracting Officer, shall be incorporated into the contract as a compliance document. The Contractor shall comply with the accepted plan.

H.4.1.5 Within 6 months after contract award, the contractor shall submit written proof of Security accreditation to the DOT for acceptance by the DOT

Contracting Officer. Such written proof may be furnished either by the Contractor or by a third party. Accreditation must be in accordance with DOT Order 1350.2, which is available from the Contracting Officer upon request. This accreditation will include a final security plan, risk assessment, security test and evaluation, and disaster recovery plan/continuity of operations plan. This accreditation, when accepted by the Contracting Officer, shall be incorporated into the contract as a compliance document, and shall include a final security plan, a risk assessment, security test and evaluation, and disaster recovery/continuity of operations plan. The contractor shall comply with the accepted accreditation documentation.

H.4.1.6 On an annual basis, the contractor shall submit verification to the Contracting Officer that the IT Security Plan remains valid.

H.4.1.7 The contractor will ensure that the following banners are displayed on all DOT systems (both public and private) operated by the contractor prior to allowing anyone access to the system:

Government Warning

**W ARNING**WARNING**WARNING**

Unauthorized access is a violation of U.S. Law and Department of Transportation policy, and may result in criminal or administrative penalties. Users shall not access other user's or system files without proper authority. Absence of access controls IS NOT authorization for access! DOT information systems and related equipment are intended for communication, transmission, processing and storage of U.S. Government information.

These systems and equipment are subject to monitoring by law enforcement and authorized Department officials. Monitoring may result in the acquisition, recording, and analysis of all data being communicated, transmitted, processed or stored in this system by law enforcement and authorized Department officials. Use of this system constitutes consent to such monitoring.

**W ARNING**WARNING**WARNING**

H.4.1.8 The contractor will ensure that the following banner is displayed on all DOT systems that contain Privacy Act information operated by the contractor prior to allowing anyone access to the system:

This system contains information protected under the provisions of the Privacy Act of 1974 (Public Law 93-579). Any privacy information displayed on the screen or printed shall be protected from unauthorized disclosure. Employees who violate privacy safeguards may be subject to disciplinary actions, a fine of up to $5,000, or both.

H.4.1.9 Contractor personnel requiring privileged access or limited privileged access to systems operated by the Contractor for DOT or interconnected to a DOT network shall be screened at an appropriate level in accordance with DOT

Order 1630.2B, Personnel Security Management, as it may be amended from time to time during the term of this contract.

H.4.1.10 The Contractor shall ensure that its employees, in performance of the contract performing under this contract, receive annual IT security training in accordance with OMB Circular A-130, FISMA, and NIST requirements, as they may be amended from time to time during the term of this contract, with a specific emphasis on rules of behavior.

H.4.1.11 The Contractor shall afford the Government access to the Contractor's and subcontractors' facilities, installations, operations, documentation, databases and personnel used in performance of the contract.

Access shall be provided to the extent required to carry out a program of IT inspection (to include vulnerability testing), investigation and audit to safeguard against threats and hazards to the integrity, availability and confidentiality of DOT data or to the function of information technology systems operated on behalf of DOT, and to preserve evidence of computer crime.

H.4.1.12 The Contractor shall incorporate the substance of this clause in all subcontracts that meet the conditions in paragraph (a) of this clause.

H.4.1.13 The contractor shall immediately notify the contracting officer when an employee terminates employment that has access to DOT information systems or data.

H.5 PROTECTION INOFRMATION AND INFORMATION SYSTEMS

H.5.1 It is anticipated that, in performance of this contract, the Contractor may have access to, and be furnished with, Government owned source codes, data or other information. In some cases, the information may be sensitive to disclosure to the public. In all circumstances, the Contractor shall ensure compliance with all Federal, DOT, and IT security regulations and requirements. The information made available to the Contractor through this contract shall not be disclosed or used for any other purpose without the prior written permission of the DOT

Contracting Officer. These restrictions shall not apply to material currently published by the DOT and available in the public domain, or material…