PMO Pre-Solicitation Virtual Industry Day - Presentation Slides - August 29 2023 (Final).pdf

Tuesday, August 29, 2023

2:00PM – 4:30PM EST

Department of Transportation Federal Transit Administration

Pre-Solicitation/Industry Day Virtual Conference Project Management Oversight Services

Welcome and Opening Remarks

Mr. James Harper, Jr.

Director of Acquisition Management

Acquisition Team Members

Mr. James Harper, Jr., Director of Acquisition Management Dorian Ridley-Curtis – PMO Division Chief/Contracting Officer, Office of Acquisition Management

Sonja Rousey – PMO Team Lead/Contracting Officer, Officer of Acquisition Management Corey Walker, Director, Office of Capital Project Management

Matthew Nawn – Chief, Technical Services Division, Office of Capital Project Management Mandy Wylie - Sr. Small Business Specialist & SDVOSB Advocate (OSDBU)

Brittany Young - Small Business Specialist & WOSB Advocate (OSDBU) LaStar Matthews – Contract Specialist, Office of Acquisition Management

Joary Casey-Khairudin – Contract Specialist, Office of Acquisition Management Tiffany Kennedy - Contract Specialist, Office of Acquisition Management Katrina Cypress - Contract Specialist, Office of Acquisition Management

LaTonya Peeples – Transportation Program Analyst, Office of Capital Project Management Anna Ross - Attorney Advisor, Office of Chief Counsel

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AGENDA

Welcome and Opening Remarks James Harper, Jr.

Introductions of Presenters Government Team Acquisition Summary Dorian Ridley-Curtis/Sonja Rousey PMO Program Overview (SOW, OP’s, and COI) Matthew Nawn

Small Business Utilization Small Business Goals

Brittany Young

Questions and Answers James Harper, Jr./ Government Team Closing Remarks James Harper, Jr.

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RULES OF ENGAGEMENT

MS Teams Etiquette Session is being recorded Presentation, Q&A, Attendee List posted on https://sam.gov/content/home Understand that answers provided during this session are not deemed official and will not be binding to FTA Q&A Session end of presentation https://sam.gov/content/home

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DISCLAIMER

Materials presented and discussed at today’s Pre-Solicitation/Industry Day Virtual Conference are for informational purposes only

When FTA issues the formal Request for Proposal (RFP), it is the only document that should be relied upon in determining the Government’s requirements

The Formal RFP posted on System for Award Management (SAM) https://sam.gov/content/home supersedes any communication and presentation at today’s conference

All official requirements, information, and any resulting RFP will be posted on https://sam.gov/content/home

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QUESTION & ANSWER SESSION

Focus on the requirement and forth coming RFP Will not entertain questions that are:

Confidential Proprietary

If you have a question, please use the raise hand icon and you will be unmuted to speak in the order the question was received.

You may also type your question in the chat box.

Due to time constraints, if we do not get a chance to answer your question, please send it in an email to fta2024projectmanagementoversight@dot.gov All Q&As will be posted on https://sam.gov/content/home website mailto:fta2024projectmanagementoversight@dot.gov

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PURPOSE

Encourage Competition

Exchanges are encouraged

Improve Understanding/Industry Capabilities

Offerors make decision to propose

Government obtain quality and reasonably pricing

Increase efficiency and program objectives and goals

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Acquisition Summary Contract Overview

Dorian Ridley-Curtis/Sonja Rousey

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ACQUISITION SUMMARY

Title: Project Management Oversight

Place of Performance: Various locations, actual location will be stipulated in the awarded Task Order

Contract Vehicle: Multi-award Indefinite Delivery, Indefinite Quantity (IDIQ)

Contract Type: Various

NAICS Code: 541611 - Administrative Management and General Management Consulting Services

Product Service code: R408 Contract Period: 5 years from the Date of Award

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

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CONTRACT OVERVIEW

FAR Part 15 - Full and Open Competition At least 2 IDIQ contracts will be reserved for Women-Owned Small

Businesses Cost Proposal shall be subject to an audit Release of RFP anticipated 1st Quarter FY 2024 Anticipated turn-around of 60 days for proposal submission Anticipated staggered awards 4th Quarter FY 2024

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SYSTEM FOR AWARD MANAGEMENT (SAM)

Offerors are required to be registered in SYSTEM for AWARD MANAGEMENT (SAM) DATABASE: Lack of registration in SAM will make an offeror ineligible for award as described in FAR 52.204-7. Do NOT delay

Offerors may obtain information on registration via:

https://sam.gov/content/home

Offerors must have electronic funds transfer (EFT) capability

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ACCOUNTING SYSTEM

Must have an adequate accounting system per General Accepted Accounting Principles (GAAP), Generally Accepted Government Auditing Standards (GAGAS), Federal Acquisition Regulation (FAR) and Cost Accounting Standards (CAS) in place

The accounting system will be audited The requirement for an adequate accounting system depends on the type of contract award not the contractor size Contracting Officer’s (CO) determination Information is available to contractors regarding data on an Adequate Accounting

System Requirements and standards are available at: http://www.dcaa.mil, click on "Customers," “Guidance,” and then click on “Audit Process Overview – Information for Contractors,” and also at: http://ww.dcaa.mil, click on "Customers," “Checklists and Tools,” and then “Pre-award Accounting System Adequacy Checklist” http://www.dcaa.mil/ http://ww.dcaa.mil/

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SECTIONS L AND M

Understanding and following Sections L and M are key to developing a good proposal; a mutually beneficial goal for award

Proposal Instructions – Section L of the RFP: Identifies what offerors shall put in the proposal

Evaluation Factors – Section M of the RFP: Identifies what will be evaluated

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PROPOSAL PREPARATION

CONSIDERATIONS

Submit and sign fully-executed RFP (amendments, if applicable) Complete Sections B (cost) through K (Certs/Reps) Follow proposal instructions Make sure the evaluator can easily find clear responses to the requirement Substantiate, don't simply make claims Provide detail information to allow an independent assessment

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BASIS FOR AWARD

Selection of the successful offerors will be on the basis of the proposal, which conforms to all the requirements of the solicitation and is considered most advantageous to the government, cost, and other factors considered

Failure to submit a proposal for all items listed in the RFP shall be cause for rejection of the proposal

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TYPICAL PROPOSAL SHORTFALLS

Not following instruction as outlined in the RFP Not providing all requested information Unsupported statements Unorganized proposal Proposed skillsets lacking the required technical requirements Compliance claims unsubstantiated Proposal is deemed non-responsive

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PMO Program Overview Matthew Nawn

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REQUIREMENT DESCRIPTION

The Office of Capital Project Management, within the Office of Program Management (TPM), develops and implements a program of project management oversight for major transit infrastructure projects. FTA’s project management oversight authorities are codified in 49 U.S.C.

5327-Project Management Oversight.

The objective of the PMO contracts is to provide FTA support in carrying out its project management oversight responsibilities. Project management oversight is the risk-informed monitoring of the recipient's management of a major capital project's progress to determine whether projects are on time, within budget, in conformance with design and quality criteria, in compliance with all applicable Federal requirements, constructed to approved plans and specifications, delivering the identified benefits, and safely, efficiently, and effectively implemented.

Key services include review of Project Management Plan’s (PMP) and the recipient’s management capacity and capability to ensure successful delivery of the project scope within budget, schedule, and in accordance with all applicable Federal requirements. Products and services delivered under this contract will assist FTA in accomplishing its Congressionally mandated mission.

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STATEMENT OF WORK

Contractors shall be responsible for performing professional services to include:

Delivering products and producing outcomes derived from enough reliable, relevant and useful third-party data Properly structured professional opinions and analysis

These services are administered under the following categories:

Program Support and Lessons Learned On-site monitoring and reporting Baseline Oversight Optional Oversight

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OVERSIGHT PROCEDURES

Current Oversight Procedures (OP) are provided on the FTA public website. The Request for Proposal will include updated OP’s.

Each OP is organized in the following manner:

1.0 Purpose of OP

2.0 Background

3.0 Objectives

4.0 References

5.0 Grantee Submittals

6.0 Scope of Work

7.0 Report, Presentation, and Reconciliation Guidelines

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CONTRACT AND TASK ORDER

MANAGEMENT

Contract and Task Order management is a mandatory element for all Task Orders awarded under the PMO contract. The objective of Contract and Task Order management is to provide the program management, project control and contract administration necessary to manage a high volume, multiple contract type Task Order process for a large, diversified team to ensure the cost, schedule and quality requirements of each order are tracked, communicated to the Government, and ultimately attained.

The Project Management Oversight Contractor shall only perform tasks, produce deliverables, and deliver services as required by awarded Task Orders. Task orders may include all or some of the tasks, deliverables, and or services as described in the Statement of Work.

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TYPES OF PMOC DELIVERABLES

Evaluation of Grantee’s Technical Capacity and Capability to Manage Projects

Review of Project Management Plan Site Visits and Monitoring Reports In-Depth Project Reviews Scope, Cost, and Schedule Reviews Risk Assessments Readiness Reviews Technical Reviews (Buy America, Real Estate, Fleet Management, Safety and Security, QA/QC, etc.)

Technical Assistance Special Tasks

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Office of Small and Disadvantage Business

Utilization Brittany Young

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OSDBU Mission

The United States Department of Transportation (USDOT), Office of Small and Disadvantaged Business Utilization’s (OSDBU) mission is to ensure Small Business policies and goals of the Secretary of Transportation are implemented in a fair, efficient and effective manner.

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Operating Administrations

Office of the Secretary Federal Aviation Administration Federal Highway Administration National Highway Traffic Safety Administration Federal Railroad Administration Federal Transit Administration Maritime Administration Federal Motor Carrier Safety Administration Pipeline Hazardous Materials Safety Administration Great Lakes Seaway Development Corporation https://www.transportation.gov/office-of-secretary https://www.faa.gov/ https://highways.dot.gov/ https://www.nhtsa.gov/ https://railroads.dot.gov/ https://www.transit.dot.gov/ https://www.maritime.dot.gov/ https://www.fmcsa.dot.gov/ https://www.phmsa.dot.gov/ https://www.seaway.dot.gov/

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OSDBU Organization Procurement Assistance Division Assist OSDBU Director in the implementation of Small Business Act Lead OSDBU Outreach efforts Procurement Forecast Mentor Protégé program Connections Marketplace (New) Regional Assistance Division Small Business Transportation Resource Centers Bonding Education Program Regional Small Business Summits (New) Disadvantaged Business Enterprise (DBE) & Airport Concessions DBE Program FHWA, FTA and FAA Goals set at grantee level Project specific goals

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FY22 SMALL BUSINESS GOALS

AND ACHIEVEMENTS

Socioeconomic Category Goal Achievement

Total SB Awards*

Small Business (SB) 34% 34.29% $2.5 B Woman-Owned Small Business (WOSB) 5% 7.92% $674.7 M

Small Disadvantaged Business (SDB) 5% 21.33% $1.8 B

Service-Disabled Veteran- Owned Small Business (SDVOSB) 3% 3.88% $330.6 M

HUBZone 3% 3.93% $334.3 M

*Source: SAM.GOV

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FY22 DOT SPEND

*in millions

*Source: SAM.GOV

$5,482

$1,277

$417

$287

$563

$392 Federal Aviation Administration

Federal Highway Administration

Immediate Office of the Secretary of Transportation National Highway Traffic Safety Administration

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FY22 TOP NAICS CODES

NAICS Code (Description) Total Dollars

541330 (ENGINEERING SERVICES) $1,607,254,876.65

237310 (HIGHWAY, STREET, AND BRIDGE CONSTRUCTION) $1,014,459,662.05

541519 (OTHER COMPUTER RELATED SERVICES) $459,412,775.57

541512 (COMPUTER SYSTEMS DESIGN SERVICES) $442,971,511.05

541611 (ADMINISTRATIVE MANAGEMENT AND GENERAL

MANAGEMENT CONSULTING SERVICES) $438,310,779.18

336611 (SHIP BUILDING AND REPAIRING) $427,755,830.34

483111 (DEEP SEA FREIGHT TRANSPORTATION) $415,724,643.37

541712 (RESEARCH AND DEVELOPMENT IN THE PHYSICAL,

ENGINEERING, AND LIFE SCIENCES (EXCEPT BIOTECHNOLOGY)) $399,693,496.47

48811 (AIR TRAFFIC CONTROL) $265,064,919.51

*Source: SAM.GOV

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FY23 SMALL BUSINESS PRIME &

SUBCONTRACTING GOALS

U.S. DEPARTMENT OF TRANSPORTATION

FY2023 Small Business Goals

Socioeconomic Categories Prime Goals Subcontract Goals *

Small Business 33.40% 46% Small Disadvantaged Business (SDB) 21% 5% Woman Owned Small Business (WOSB) 5% 5% Service-Disabled Veteran Owned Small Business (SDVOSB) 3% 3%

HUBZone 3% 3%

* Small Business Subcontracting goals will be incorporated into the RFP

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SUBCONTRACTING PLANS

Subcontracting plans are required when:

Contract, including all options, is expected:

To be awarded to other than small business To exceed $750,000 ($1.5 million construction contracts) To have subcontracting opportunities FAR 19.7 and FAR Clause 52.219-9 Small businesses DOT NOT need to submit SB subcontracting plan

Follow the requirements as stipulated in FAR 19.704(a).

0% socio-economic goals will always be deemed "not acceptable" and challenged.

Approved prior to award by Contracting Officer, FTA Small Business Specialist, U.S. Small

Business Administration and OSDBU Made a material part of the contract at the time of award Failure to submit an acceptable Subcontracting Plan makes the offeror ineligible for award

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SUBCONTRACTING PLAN KEY

ELEMENTS per FAR 19.704

1. Separate Percentage Goals for all Socioeconomic Categories (see slide 8)

2. Subcontracting Amounts:

Total Dollars planned to be subcontracted Total Dollars planned to be subcontracted to each socioeconomic category (Does not have to = 100%)

3. Description of the principal types of supplies and services planned to be subcontracted to each group

4. Description of the method used to identify potential subcontracting sources

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SUBCONTRACTING PLAN KEY

ELEMENTS per FAR 19.704

5. Name and contact information of the Subcontracting Plan Administrator

6. Assurance that the company will:

Cooperate in any studies or surveys, and Submit in eSRS Individual Subcontract Report and Summary Subcontract

Report

SF294/295

7. Description of types of records maintained to demonstrate compliance

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RESOURCES

DOT-OSDBU – WWW.TRANSPORTATION.GOV/OSDBU

SUBSCRIBE TO US DOT SMALL BUSINESS EVENTS

SMALL BUSINESS TRANSPORTATION RESOURCE CENTERS

US SMALL BUSINESS ADMINISTRATION (SBA)

DYNAMIC SMALL BUSINESS DATABASE

SAM.GOV

APEX ACCELATORS FORMERLY PTACS

OSDBU INTERAGENCY COUNCIL

http://www.transportation.gov/OSDBU https://public.govdelivery.com/accounts/USDOT/subscriber/new https://www.transportation.gov/osdbu/SBTRCs https://www.sba.gov/ http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm http://beta.sam.gov/ https://www.apexaccelerators.us/#/ https://hallways.cap.gsa.gov/app/#/gateway/federal-osdbu-directors-interagency-council

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OSDBU Team Director Brad Mims brad.mims@dot.gov

Deputy Director Tyra Redus tyra.redus@dot.gov

Chief of Staff Tara McDaniel tara.mcdaniel@dot.gov

Director, Access to Capital Initiative Samuel Boyd samuel.boyd@dot.gov

Manager, Procurement Assistance Division Leonardo San Roman leonardo.sanroman@dot.gov

Manager, Regional Assistance Division Peter Kontakos peter.kontakos@dot.gov

Small Business Specialist & WOSB Advocate Brittany Young brittany.young@dot.gov

Sr. Small Business Specialist & SDVOSB Advocate Mandy Wylie mandy.wylie@dot.gov

Small Business Specialist & 8(a) & HUBZone Advocate Natalie Rosa natalie.rosa@dot.gov

Program Analyst, WITI Advocate Steronica Mattocks steronica.mattocks@dot.gov

Management Analyst Lee Tomlinson lee.tomlinson@dot.gov

Program Analyst Magen Elenz magen.elenz@dot.gov

Executive Staff Assistant Stacey Caswell stacey.caswell@dot.gov mailto:shelby.scales@dot.gov mailto:tyra.redus@dot.gov mailto:tara.mcdaniel@dot.gov mailto:samuel.boyd@dot.gov mailto:leonardo.sanroman@dot.gov mailto:Peter.Kontakos@dot.gov mailto:brittany.young@dot.gov mailto:mandy.young@dot.gov mailto:natalie.rosa@dot.gov mailto:steronica.mattocks@dot.gov mailto:lee.tomlinson@dot.gov mailto:magen.Elenz@dot.gov mailto:thomasine.johnson@dot.gov

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Questions & Answers

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Closing Remarks