Retirement Benefits MAIN BODY Solicitation in PDF As PUBLISHED on June 12 2024.pdf

PART I—SCHEDULE

RETIREMENT BENEFITS CALCULATOR FOR U.S. DEPARTMENT OF

TRANSPORTATION (DOT)

Combined Synopsis-and-Solicitation No. 693JK424R500005

B.1 OVER-VIEW

Note 1: This document is the main body of DOT’s Solicitation No. 693JK424R500005, which seeks proposals for this procurement’s resulting contract-awardee-company to provide a web-based interactive Retirement Benefits Calculator tool for use by DOT employees. Please refer also to this Solicitation’s accompanying Standard Form 33— which has been published in SAM.gov as a separate PDF file simultaneously with the publication of this main-body document.

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

Benefits Calculator Solicitation numbered 693JK424R500005 should be e-mailed, by

11:45 PM Eastern Daylight Time June 22, 2024, to all three of the following addresses:

james.mowery@dot.gov and to Bree.Green@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 finds and concludes that the 45-day-calendar-time-period between this combined-synopsis-and-Solicitation’s publication-date (June 12th, 2024) and its specified proposal-submission-deadline (11:30 PM EDT July 27th, 2024) satisfies any synopsis-requirement in the FAR.

Note 4: CAUTION: Prospective offerors are hereby cautioned that the procurement embodied in this Solicitation—as of this Solicitation’s June mailto:james.mowery@dot.gov mailto:Bree.Green@dot.gov mailto:Kenneth.Headley@dot.gov

12th, 2024 publication-date—still lacked : (a) its needed supporting OST Small

Business Program Review clearance (Form 4250.1); and (b) its needed supporting

OST Tier I Acquisition Plan clearance; and (c) its needed supporting OST Office of the Chief Information Officer (OCIO) clearance; and (d) its needed Procurement

Forecast clearance. Further, prospective offerors are hereby advised that DOT cannot and will not reimburse any offeror for its costs incurred in preparing and submitting a proposal to DOT in response to this Solicitation. Therefore, each prospective offeror must decide for itself whether or not the prospective offeror is willing to take all of the risk entailed in preparing and submitting a proposal to

DOT in response to this Solicitation.

BACKGROUND

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 $29,000,000 Small- Business-size-standard associated with this Solicitation’s applicable NAICS Code, which is 541612.

DOT intends to award one and only one IDIQ contract from this Solicitation, so that individual Task Orders may then be issued under that IDIQ contract.

It is anticipated that DOT’s Office of the Secretary (OST) will issue approximately two Task Orders per IDIQ-contract-year (Base Year, Option Year One, Option Year Two, Option Period Three, Option Period Four), and it is further anticipated that those issued-by-OST Task Orders will be

Fixed-Price and will cover Retirement Benefits Calculator Tool licenses for all DOT employees except for employees of the Federal Aviation Administration (FAA).

The FAA will issue, under this Solicitation’s resulting IDIQ contract, all Task Orders needed to cover Retirement Benefits Calculator Tool licenses for FAA employees. It is estimated, but it is not guaranteed, that the FAA will issue two such FAA Task Orders per IDIQ-contract-year. But

DOT cannot and does not guarantee that the timing of the FAA’s issuance of its needed Task

Orders will be the same as the timing of OST’s issuance of Task Orders covering all DOT employees outside of the FAA.

This Solicitation’s anticipated IDIQ-contract-award will specify a separate aggregate grand total ceiling-price-dollar-figure for each separate IDIQ-contract-year (Base Year, Option Year One, Option Year Two, Option Period Three, Option Period Four). And that pricing shall be based upon the assumption and understanding and commitment that the contract-awardee-company will be providing (licensing) its web-based Retirement Benefits Calculator tool to approximately 58,000 DOT employees. And it is anticipated that those ceiling-price dollar-figures will also include human support / human help-desk-support to be provided by the contractor to DOT’s approximately 58,000 users of the contractor’s proposed web-based retirement benefits calculator tool. And this Solicitation therefore requests that the non-pricing parts of each offeror’s proposal convince DOT’s proposal-evaluators that the offeror does in fact possess the internal-resources needed to provide such human support / human help-desk-support to DOT’s approximately 58,000 users of the offeror’s proposed Retirement Benefits Calculator tool.

It is anticipated that each and every particular Task Order issued under this Solicitation’s resulting IDIQ contract will specify a total Fixed-Price-dollar-figure for that particular Task

Order, and that each such specified total Task-Order-Fixed-price shall include human support / human help-desk-support to be provided by the contractor to the DOT employees who receive, under that particular Task Order, a license to use the contractor’s Retirement Benefits Calculator

Tool.

The performance-period of the resulting IDIQ 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 Retirement-Benefits-Calculator contractor-company, and not as any discouragement to any prospective offeror-companies, this Solicitation hereby confirms that the incumbent contractor is Economic Systems, Inc., of Falls Church, Virginia, whose incumbent

DOT contract-number is 693JK419F950037. That incumbent contract’s already-exercised final-option-year is scheduled to run through September 29th, 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 BACKGROUND

In order to meet the compliance requirements with the Office of Management and Budget’s

(OMB’s) directive on Portfolio Stat, the Departmental Office of Human Resource Management

(DOHRM) HR Systems Division is looking across the Department to identify opportunities where

HR systems and/or contracting vehicles for acquiring HR systems can be consolidated. OST will be partnering with FAA to identify a web-based interactive Retirement Benefits Calculator tool.

The retirement calculator will standardize the retirement calculations provided by the HR

Specialists to the approximately 58,000 employees. The Employee Calculator would allow an employee to calculate as many “what if” retirement scenarios as needed. The employee could then contact the Benefits Specialist to obtain more specific information about retirement.

This statement of work will define the human resource system and security functional requirements of the calculator for the department including the following operating administrations:

• Office of the Secretary (OST) including VOLPE

• Federal Aviation Administration (FAA)

• Federal Highway Administration (FHWA)

• Federal Railroad Administration (FRA)

• Federal Transit Administration (FTA)

• National Highway Transit Safety Administration (NHTSA)

• Maritime Administration (MARAD)

• Pipeline and Hazardous Material Safety Administration (PHMSA)

• Federal Motor Carrier Safety Administration (FMCSA)

• Office of Inspector General (OIG)

• Great Lakes St. Lawrence Seaway Development Corp Administration (GLS)

2.0 SCOPE OF WORK

The system will provide the capabilities for accurately computing various complex estimates needed in assisting employees with their retirement decisions. It will increase productivity and lower costs by providing the framework for organizing and managing a high volume retirement benefits request caseload the system should:

2.1 Provide a retirement calculator to be used by DOT HR Benefits Specialists and employees to enter service histories and to provide retirement calculation estimates and other benefits related calculations for employees.

2.2 The HR benefits specialist performing the calculation must have the option to add data, utilize imported data, or change imported data to obtain standardized retirement calculations, which in turn would be provided to the employee.

2.3 Be available via the internet 24 hours, a day 7 days a week with the exception of periodic advertised maintenance outage windows.

2.4 Be available for use by HR Specialists at DOT facilities nationwide.

2.5 Be available for use by employees both in their work places and at home.

2.6 Provide a retirement calculator user guide in a web-based format.

2.7 Maintain enhancements by its support staff to keep pace with changing requirements.

2.8 Provide user management capabilities including those for user access controls to the retirement calculator for PIV access per DOT system security policy.

2.9 Provide individual employee user access to the retirement calculator based on either a per license fee and unlimited DOT HR Benefits Staff. If a per license fee is provided for DOT

HR Benefits Staff, a minimum of 120 full licenses which allow for entry and view functions and 70 partial licenses which allow for viewing and report printing functions are required.

2.10 Provide training to DOT HR Benefits Staff through a help-desk service at no additional cost. Provide employee self-service access to the employee retirement calculator.

2.11 Prior to implementation, convert a years’ worth of historical retirement calculation data from DOT’s existing retirement benefits calculation systems into the new system.

3.0 REQUIREMENTS

3.1.1 The system must meet the general Security Assessment Framework (SAF) for the

Federal Risk and Authorization Management Program (FedRAMP). FedRAMP is a Government-wide program that provides a standardized approach to security assessment, authorization, and continuous monitoring for cloud-based services.

3.1.2 The Retirement Benefits Calculator shall be interactive and web-based, with both a Human Resources Specialist function and an employee function that would allow the users to perform multiple retirement estimate calculations.

3.1.3 The retirement calculator shall be available via the internet 24 hours a day 7 days a week other than for pre-announced periodic maintenance down-time windows.

3.1.4 The system should be 508 compliant in accordance to the Rehabilitation Act of

1972, as amended (29 U.S.C. 794d).

3.1.5 A web-based interactive retirement benefits calculator with both a DOT human resources “benefits specialist function and “employee” benefits function that would allow the users to perform multiple retirement estimate calculations.

3.1.6 The retirement calculator should be hosted on the vendor’s servers (the vendor must be FEDRAMP certified) and must be available via the internet 24 hours per day/7 days per week unless DOT is otherwise notified for vendor system maintenance. This feature applies to the specialist and employee versions.

3.1.7 An integrated solution with a data download service that pre-fills the employee profile and salary history as well as a bi-weekly update of salary information.

This integrated solution must be compatible with the Department of Interior, Federal Personnel and Payroll System (FPPS).

3.1.8 The benefits specialist performing the calculation must have the option to add data, utilize imported data, or change imported data to obtain standardized retirement calculations, which in turn would be provided to the employee.

3.1.9 The specialist calculator must provide the following calculation capabilities:

• Optional retirement;

• Voluntary early retirement authority;

693JK424R500005

• Phased retirement;

• Disability retirement;

• Discontinued service retirement;

• Deferred retirement;

• Death in service;

• Retirement estimates for special groups (Air Traffic Controller Specialists, Law Enforcement, Fire Fighters)

• Intermittent time;

• Part-time service;

• Leave without pay;

• Survivor benefits;

• Health insurance;

• Life insurance;

• Civilian and military service deposit and refund decisions;

• Sick leave projections;

• Thrift Savings Plan (TSP) benefits;

• Social Security options and impacts;

• FERS transfer comparison;

• Federal Erroneous Retirement Coverage Correction Act (FERCCA) elections;

• Retirement Code corrections (non-FERCCA);

• Alternative form of annuity;

• Severance pay;

• Voluntary Separation Incentive Pay calculation;

• Service computation date calculation;

• Economic adjustments.

3.1.10 The specialist retirement calculator must include the ability to calculate retirement estimates under Civil Service Retirement System (CSRS), CSRS

Offset, and Federal Employees Retirement System (FERS), as well as any applicable special provisions. It is imperative that retirement estimate calculations be accurate and conform to applicable laws and current policies or guidelines established by the Office of Personnel Management (OPM), relating to CSRS, CSRS Offset, and FERS retirement and benefits.

3.1.11 The contractor must provide a user guide for the benefits specialist and employee retirement calculator functions in a web-based format. The specialist and employee user guide versions are separate.

3.1.12 The contractor must develop and apply modifications to reflect changes in laws and policies. If legal or regulatory requirements change, the contractor will be responsible for implementing those laws or requirements in a reasonable time acceptable to the COR. Changes to the retirement calculator must be timely, so as not to impair the accuracy of results available to DOT employees.

3.1.13 The retirement calculator must have the ability to further define system domains and the user roles listed in paragraph h. by assigning the Supervisor, Benefits

Specialist, and Assistant; access to DOT regions and Senior Executive

Service(SES)/non- SES DOT employees’ records.

3.1.14 The contractor must provide user-roles (Administrator, Supervisor, Benefits

Specialist, Assistant, Employee) with associated user functions and role-related access (for benefits specialists and employees) to the retirement calculator. The contractor must provide verification processes for user login and password (this must include PIV Card or CAC login procedures, as well). Functions of roles are:

• Administrator – BOC staff will have the ability to add, modify, or delete user access.

• Supervisor – BOC supervisor will have the ability to assign and track cases to/for their employees.

• Specialist – BOC benefits specialist will have access to all functions listed in paragraph e.

• Assistant – BOC benefits assistant will have access to all functions listed in paragraph e., except FERCCA.

• Employee – FAA employees (non-BOC staff) will have access to their own service history only for the purpose of creating individual retirement scenarios.

3.1.15 The contractor must provide training and support for using the retirement calculator to FAA benefits specialists and FAA employees, through the helpdesk. There must be no additional charge for this training and support.

3.1.16 The contractor’s staff will have access to sensitive records, including Personally

Identifiable Information (PII), such as an employee’s name, date of birth, and

Social Security number. The contractor must prevent the unauthorized release of information obtained by its employees in performing work required by this contract. The contractor must ensure that its employees are aware of, and receive training, as necessary, on all laws and regulations, such as the Privacy

Act, that restrict the release of information. Retirement estimates, service computation date calculations, and other data generated by the retirement calculator is the property of the FAA, and such information is protected under the Privacy Act. All retirement estimates and related data produced by the retirement calculator in electronic format or for copying and/or scanning must be encrypted (if electronic) or maintained in GSA- approved locked container

(if printed material) files while under the contractor’s custody and control.

3.1.17 The employee calculator function must be available. This function will allow employees to adjust their estimates to reflect different “what-if” scenarios concerning their retirement plans; permitting employees to obtain retirement estimates under the CSRS, CSRS Offset, and FERS.

3.1.18 Once the service history has been verified and “locked” by the Benefits

Specialist or Assistant, the employee calculator will allow employees to calculate an unlimited number of retirement estimates using various scenarios.

The employee will have the ability to select different retirement dates, health insurance and life insurance options, survivor benefit options, etc. to calculate their estimates. The employee could then contact the BOC with any questions or concerns.

3.1.19 The DOT employee calculator must provide the following calculation capabilities:

• Optional retirement;

• Voluntary early retirement authority;

• Phased retirement;

• Disability retirement;

• Discontinued service retirement;

• Deferred retirement;

• Retirement estimates for special groups (Air Traffic Control Specialists, Law Enforcement, Fire Fighters);

• Severance pay;

• Adjustments to economic assumptions;

• TSP;

• Social Security benefits;

• FERS Transfer comparison.

3.1.20 The benefits specialist calculator and the employee calculator must be in a mutually compatible format, so that the results from two products can be meaningfully compared.

3.1.21 The system should have the functionality to create case tracking that allows the various HR processes to keep a complete record of the different personnel transactions (i.e. create, route and track actions). This capability includes access by operating administrations and roles for the managers.

3.1.22 The contractor must provide planning, analysis, troubleshooting, integration, operations, maintenance, training to HR benefits specialists and employees (as applicable) on new functions or features developed after implementation, documentation, and administration services for the retirement calculator.

3.1.23 The contractor must maintain security measures per the Department of

Transportation, Office of Cybersecurity and Information Protection, PII policies and procedures.

3.1.24 The retirement calculator must include a benefit forms library with self-populating forms necessary for the HR benefits specialists to process a myriad of retirement and benefit functions (ex. retirement applications, military and civilian deposit/redeposit applications, death in service applications, etc.).

3.1.25 The system must purge all employee records, including saved forms, retirement estimates, and all employee data, for employees who have been separated for one year or more. Evidence must be provided upon request by the agency in accordance with

FEDRAMP and DOT IT Cybersecurity Policies.

3.1.25 See immediately above.

3.1.26 FAA is required to provide a certification Form FAA 3300-30 (Creditable

Service Computation) and an OPM Form RI 20-124 (Certification of Service

Performed as a Law Enforcement Officer, Firefighter, Nuclear Materials

Courier, Customs and Border Protection Officer [535 Service], or Air Traffic

Controller [ATC]) for all retirement applications for employees who performed in an ATC covered position under specialized retirement coverage. An integrated FAA Form 3300-30 and Form RI 20-124 must be available, which will automatically generate and populate with an FAA employee’s service history, based on ATC specialized retirement coverage codes (known as the

“FAA Stat Spec”) under job series 2152.

3.1.27 The system must purge all employee records, including saved forms, retirement estimates, and all employee data, for employees who have been separated for one year or more.

3.1.28 The system must allow for account creation without entry and verification of

Social Security Number.

3.1.29 Contractor must develop a database for downloading historical and current personnel and payroll data for all FAA employees, based on personnel and payroll transactions which affect employee’s retirement calculations.

Transaction downloads are not limited to processing SF-50’s, health, life insurance, or other data changes that occur on a bi-weekly basis. The database will be used to populate the complete service history information for approximately 58,000 employees.

3.2 Contractor Requirements

3.2.1 The contractor must have subject matter experts in the subject matter of federal retirement process, policy, and special provisions (Air Traffic), to develop and maintain the retirement calculator to ensure that the retirement calculator follows the current laws, rules, and regulations pertaining to federal retirements and benefits. Privacy Act requirements stated here will also apply to subcontractors, if any.

NOTE: The contractor’s experts must have high-level experience in the areas of consultation on specialized strategic HR and general management issues, leading and/or working on highly complex, difficult and sensitive projects;

conceptualizes project goals and management plans; produces or reviews substantive and complex documents reflecting detailed knowledge of topic area.

Relevant experience includes, but is not limited to, experience in supporting and/or leading large projects related to federal retirement and benefits. These senior personnel must be recognized experts in the area of federal retirement and benefits. These senior personnel must have at least 5 years of professional experience in the area of federal retirement and benefits calculations; at least a bachelor’s degree or equivalent experience; preferably a Master’s degree and

Professional in Human Resources (PHR) or Senior Professional in Human

Resources (SPHR) certification.

3.2.2 The contractor shall develop enhancements or revisions to meet the requirements specified to maintain accurate policies, laws and publications.

3.2.3 The contractor shall provide training to Benefits Staff and Employees through the help-desk on using the retirement calculator. There shall be no additional charge for this training.

3.2.4 The contractor shall employ appropriate measures to protect Personally

Identifiable Information (PII) in accordance with applicable policies, procedures, and law. The contractor will have access to sensitive records including employees' name, date of birth and Social Security number and must protect that data:

3.2.4.1 The contractor shall prevent the unauthorized release of information obtained from and by employees in the performance of work required by this contract.

3.2.4.2 The contractor shall ensure that employees are aware of and receive training, as necessary, on all regulations and laws such as the Privacy

Act that restrict the release of information.

3.2.4.3 Retirement estimates, service computation date calculations and other data output generated by the retirement calculator is the property of

DOT and the information contained therein is protected under the

Privacy Act. All retirement estimates, related data, and any other sensitive data produced by the retirement calculator must be maintained in locked files while in the custody of the contractor.

4.0 SUPPORT

The Contractor shall provide planning, analysis, troubleshooting, integration, operations, maintenance, limited training, documentation and administration services for the retirement calculator. Administration and support services include, but are not limited to, the following:

4.1 System Availability: Maintain availability of the retirement calculator other than for routine maintenance.

4.2 Security Compliance: Maintain security measures per protection of Personally

Identifiable Information policies and procedures.

4.3 Documentation: Maintain Government documentation in hard copy and electronic format.

5.0 DELIVERABLES

5.1 A Web-Based Interactive Tool that will provide benefits calculations and automated and pre-filled forms for DOT HR Benefits Staff and employee to complete. The retirement calculator must include the ability to calculate retirement estimates under the Civil

Service Retirement System (CSRS), CSRS Offset system, and the Federal Employees

Retirement System (FERS). The retirement calculator must provide the following calculation abilities: optional retirement; voluntary early retirement authority; disability retirement; discontinued service retirement; deferred retirement; death in service; and retirement estimates for special groups, including air traffic controller specialists. In addition, the retirement calculator must have the capability to compute: intermittent time;

survivor benefits; health insurance; life insurance; deposit/refund decisions; sick leave projection; Thrift Savings Plan (TSP) benefits; Social Security options and impacts; a

FERS transfer comparison; Federal Erroneous Retirement Coverage Correction Act

(FERCCA) election; alternative form of annuity; severance pay; service computation date calculation and allow for economic adjustments.

6.0 KEY PERSONNEL AND QUALIFICATION REQUIREMENTS

The Contractor shall have subject matter experts in the Federal retirement process to develop and maintain the retirement calculator to ensure that the retirement calculator follows the laws, rules and regulations pertaining to Federal retirements and Benefits.

7.0 GOVERNMENT FURNISHED EQUIPMENT (GFE)

In the event the Contractor provides training access will be provided to a suitable facility where the training will be conducted.

8.0 PERIOD OF PERFORMANCE

This IDIQ contract will have one Base Year and four Option Years. This IDIQ contract’s

Base Year is estimated to begin on September 30th, 2024.

9.0 HOURS OF PERFORMANCE

The retirement calculator will be available 24 hours a day 7 days a week unless otherwise notified for systems maintenance. Administrative support through the Helpdesk, shall be maintained and be consistent with Government personnel working hours Monday through

Friday from 8:30AM to 5:00 PM eastern time (excluding holidays) unless otherwise specified.

10.0 PLACE OF PERFORMANCE

10.1 Work on this contract shall be performed at both the contractor location (off-site) and in

DOT facilities (on-site).

10.2 The Contractor shall perform all on-site duties at the DOT Headquarters Building in

Washington, D.C., unless directed differently by the COR.

10.3 The Contractor shall perform all off-site duties at the Contractor’s location.

10.4 The determination of which work should be performed on-site or off-site shall be determined based on the needs of the project and according to the project plan but shall at all times be under the direction of the COR.

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

OPTION YEAR THREE: SEPTEMBER 30, 2027 through SEPTEMBER 29, 2028

OPTION YEAR FOUR: SEPTEMBER 30, 2028 through SEPTEMBER 29, 2029

F-2 PERIOD OF CONTRACT

See Section F. 1 above.

F-3 PLACE OF PERFORMANCE

As an administrative simplification, this contract’s Place of Performance could be considered to be DOT’s Headquarters building located at 1200 New Jersey Avenue, S.

E., Washington, D. C. But, at a finer level of detail, the Places of Performing would include not only DOT’s Headquarters but also the contractor’s business-location as well as the locations of the many thousands of DOT employees who would be using the Retirement Benefits Tool provided by the contractor.

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)

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.

Each Task Order under this IDIQ contract will have a Government COR, for performance monitoring, guidance and oversight. The COR will have specific oversight of contractors’ performance related to individual order(s) assigned, providing technical direction and relationship with the contractor‘s manager.

mailto:james.mowery@dot.gov

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.

The Contracting Officer’s Representative (COR) for this IDIQ contract is:

THE COR’s NAME WILL BE DETERMINED JUST PRIOR TO CONTRACT-AWARD U.S. Department of Transportation 1200 New Jersey Avenue, S.E.

Washington, DC 20590 Telephone: To Be Determined Just Prior to Contract-Award E-Mail Address: To Be Determined 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 IDIQ contract’s awarded Tasl Orders, to document charges and allow for effective overall contract oversight. The Contractor shall track and report monthly, all costs associated with each individual Task Order issued under this IDIQ contract.

The contractor’s IDIQ-contract-administrative-functions and Task-Order-administrative-functions shall be paid for only from the total Fixed-Price-dollar-figures specified for this

IDIQ contract’s awarded Task Orders.

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

Government CO and to COR for this IDIQ contact, in a single document and format prescribed by the CO, cumulative labor and other costs against each of this IDIQ contract’s awarded individual Task Orders, 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 IDIQ contract shall be segregated by applicable Task Orders. The Contractor shall, therefore, establish separate "Job

Order Accounts and Numbers" for each separate Task Order awarded under this

IDIQ contract, and shall record all incurred costs in the appropriate job order account assigned.

B. There shall be no commingling of costs between this IDIQ contract’s awarded Task Orders.

G.13 FUNDS AVAILABILITY

a. Limitation of Funds

It is not anticipated that any Limitation of Funds provisions will be applicable to this IDIQ

Fixed-Price contract, but that such provisions will be applicable to this IDIQ contract’s awarded Task Orders.

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)…