RFQ 693JJ323Q000013 FHWA Safety and Ops Discipline Seminar.pdf

REQUEST FOR QUOTATION (RFQ) No. 693JJ323Q000013

Issuing Office: United States Department of Transportation

Federal Highway Administration (FHWA) Office of Acquisition & Grants Management (HCFA)

1200 New Jersey Avenue, SE Washington, DC 20590-0001

Agency Contact: Ashley Cucchiarelli, Contract Specialist Telephone: (720) 963-3589 Ashley.Cucchiarelli@dot.gov; HCFA-31SRI@dot.gov

Solicitation Number: 693JJ323Q000013

Title: Federal Highway Administration 2023 Safety and

Operations Discipline Seminar

Solicitation Release Date: December 7, 2022

Technical Questions Due Date: December 14, 2022 at 5:00 p.m., Eastern Time

Quotation Due Date: January 4, 2023 at 5:00 p.m., Eastern Time

NOTE: As a result of this RFQ, FHWA anticipates awarding a single Firm Fixed Price (FFP) purchase order. This is a total small business set-aside for NAICS 721110 Hotels.

mailto:Ashley.Cucchiarelli@dot.gov mailto:HCFA-31SRI@dot.gov

PART I

RFQ INFORMATION AND INSTRUCTIONS FOR PREPARATION OF QUOTATIONS

RFQ INFORMATION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

This is an OPEN-MARKET Firm Fixed Price (FFP) RFQ. This solicitation is prepared in accordance with Federal Acquisition Regulation (FAR) Part 12, the acquisition of commercial items in conjunction with the policies and procedures for solicitation, evaluation, and award as prescribed in FAR 13, Simplified Acquisition Procedures. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular

(FAC) 2022-06.

This solicitation is a total Small Business set-aside and the North American Industry Classification System (NAICS) code is 721110 with an industry size standard of $35M. A responsible quoter is one whose quotation conforms to the solicitation and will be most advantageous to the Government. It is the contractor’s responsibility to be familiar with applicable clauses and provisions. FAR Provisions and Clauses may be viewed and/or downloaded from http://www.acquisition.gov/far.

All contractors must have a current active registration in the System for Award Management (www.SAM.gov) at the time of quote submission in order to be eligible to receive an award under this RFQ.

INSTRUCTIONS FOR PREPARATION OF QUOTATIONS

In responding to this RFQ, quotations MUST include the following:

1. Technical Quote: Narrative discussion addressing the quoter’s technical approach and technical merit factors identified in Part I, Section 6.0, Evaluation of Quotations. A description of how the Performance Work Statement (Part III, page 7) requirements will be completed. Technical quote will be submitted in a separate document from Price Quote.

2. Price Quote: Submitted pricing in the format of the Contract Line Item Number (CLIN)

Structure table shown in Part II. Price Quote will be submitted separately from Technical Quote.

http://www.acquisition.gov/far http://www.sam.gov/

3. Past performance references: Please provide a matrix of recent relevant past performance (within the last four years), which shall include the following: a short description of the work, the dates of work performance, the name of the client and a contact phone number and email address, so a reference check can be conducted.

Quotations shall include three references.

4. Organizational Information: Quotations shall include the following mandatory business information regarding your company in the body of the cover email message:

a. Confirmation your company accepts government purchase orders

b. Business Size (Small, Woman-Owned, Disadvantaged, Hub-Zone, Large, Non-

Profit, etc.)

c. Payment Terms (Government Standard is NET 30)

d. Unique Entity Identifier (Generally referred to as the Data Universal Numbering

System (DUNS) Number)

e. Federal Tax Identification Number (TIN) (9-Digits)

f. Correct Mailing Address for the order (include name, telephone, email address);

Note: Mailing address and entity name shall match the information in www.sam.gov

g. Verification company information listed in the System for Award Management (SAM) current and accurate? https://www.sam.gov/SAM/

5. Instructions for Preparation of Quotations: Quotations shall be submitted electronically as Adobe (.pdf) files with the technical capability, pricing, past performance and organizational information sections submitted in a SINGLE email whose size shall not exceed 10 Megabytes.

6. Evaluation of Quotations: The Government will evaluate quotes and make a best value award decision based on the following factors rated: (A) Technical Capability (B) Past Performance and (C) Price. All evaluation factors other than cost or price, when combined, are significantly more important than cost or price.

Technical Quote – Evaluation Factors

Technical Evaluation and ranking of the quote will be based on the following elements, of equal importance.

Technical Evaluation Criteria

1. Per diem rate cannot be equivalent to the Washington, D.C. metro area, and pricing must be offered at the government per diem rate or below and be 15% less than the cumulative (hotel and M&IE) rates of the District of Columbia GSA posted rates. The facility must meet all specifications outlined below in the Performance Work Statement.”

2. Provide resume for Project Manager that demonstrates at least three years of conference planning experience. Provide qualifications of onsite AV/IT/Maintenance support that demonstrates at least three years of experience.

http://www.sam.gov/ https://www.sam.gov/SAM/

3. Meeting space

a. Conference room with capacity for up to 300 guests, including location noted on floor plan indicating which rooms are being offered.

b. Five (5) separate breakout rooms; three (3) rooms capable of holding 60- 80 participants each, and 2 rooms capable of holding 40-60 participants.

Include the location noted on floor plan indicating which rooms are being offered

c. One instructor’s prep room for up to 10 guests, including location noted on floor plan indicating which room is being offered

d. Three areas conducive to small group work outside of the conference room, breakout rooms, and instructor prep room, including location noted on floor plan

e. The conference room, breakout rooms, instructor prep room, and areas conducive to small group work are ADA accessible, including elevators and ramps noted on floor plan

f. High speed wireless internet connection throughout all meeting rooms and common areas.

g. IT/AV/Maintenance support on an as needed basis during set-up and for the duration of the conference schedule

4. One dedicated conference services/planner available 7:00 am to 4:00 pm each day of the event.

5. Nonsmoking lodging room block within the facility for up to 250 guests.

6. Provide menu of available boxed lunch options. Must include options for gluten intolerance, vegan, vegetarian, or ability to modify offerings based on other dietary restrictions for lunches and break services.

7. Beverage service (coffee, hot water, ice water) will be available 7:00 am to 5:00 pm on each day of the event in a central location and ice water will be available in the conference and breakout rooms.

8. Hotel located within a 35-mile radius of BWI, IAD, or DCA airports.

9. One dedicated AV technical services support is available 7:00 am to 5:00 pm each day of the event.

10. Parking onsite is free (or comped) and accessible and provides spaces for up to 100 guests. The FHWA attendees will have access to parking, Wi-Fi, and other amenities available to standard hotel guests (such as exercise rooms, guest services) for the duration of the seminar event.

11. The facility must be of convenient access to restaurants and attractions that are either within reasonable walking distance, and/or well connected by affordable public transportation, or ride share services (taxi, Uber, Lyft, etc.)

12. Describe your cleaning standards to include location of hand sanitizer stations, cleaning protocols, and requirements for staff.

13. Describe your cancellation procedures and fees associated including a maximum cancellation fee.

14. Draft Venue Contract/Agreement: If you plan to ask the government to sign such a document, you must provide a draft contract/agreement which does not include taxes, insurance, or an indemnity clause, and does include wording to the effect that where the government’s contract conflicts, the government contract will take precedence. There are specific items and terms which the government cannot permit in a binding contract.

15. Three recent and relevant references to verify past performance. Recent and relevant is defined as similarly sized events within the past four years. Please provide the name of the client, event, and phone number/email address so a reference check can be conducted. Verify satisfactory past performance. Demonstrated past performance that will meet the Government's requirements outlined in the statement of work. Factors that may be reviewed include:

• Timeliness—Delivery or Performance

• Problem Responsiveness

• Quality of Purchased Product or Services

• Technical Support

• Delivered Quantities

16. Plan to meet and or/to deliver all items as specified in the PWS.

NOTE: Although the FHWA is fairly confident that we will hold the seminars during the identified weeks in March 2023, there may be a need to cancel or move the seminar.

Therefore, please describe your cancellation procedures and all fees associated including a maximum cancellation fee. Cancellation fees must be provided in dollars (not percentages) and cannot be more than the total quoted price for that seminar.

PART II

SCHEDULE OF SERVICES

Federal Highway Administration 2023 Safety and Operations Discipline Seminar

The Contractor shall furnish all supplies/services to perform the tasks described under this purchase order entitled, Federal Highway Administration 2023 Safety and Operations Discipline Seminar. The Contractor shall furnish all supplies/services in support of the mission of the

FHWA.

This is a SMALL BUSINESS SET-ASIDE, FIRM FIXED PRICE (with Cost Reimbursable Other Direct Costs Line Item) Request for Quotation and Quoters shall quote a total price breakdown utilizing the Contract Line Item Number (CLIN) chart below.

Contract Line Items 3, 4 and 5 will be considered for the price evaluation for award purposes.

However, these CLINs will not be included as part of the contract; these items will be charged to the individual attendee.

NOTE: Unless otherwise negotiated and approved, the contractor will be paid the Fixed Price of each CLIN upon successful completion and Government acceptance. The contractor may also request milestone payments in accordance with work completed and accepted by the Government. Satisfactory completion and acceptance will be made by the Government’s Technical Point of Contact (TPOC).

Safety and Operations Discipline Seminar

Item Description Unit Price Quantity Total Payment Obligation

1 Conference Room Rental, Break Service, AV Equipment Rental, and Planning Support Services

Pricing: Firm Fixed Price

$ 1 Lump Sum $ Purchase Order

2 Taxes/fees/service charges for Lunches and Beverage/Break Service (if applicable)

Pricing: Firm Fixed Price

$ 1 Lump Sum $ Purchase Order

Total Price of lines 1-2 (Purchase Order Items)

3 Lodging (at Government Per Diem Rate or Below)

$ 1,250 (250 Rooms x 5 nights)

$ Individual Attendee

4 Taxes/fees for Lodging $ 1,250 (250 Rooms x 5 nights)

$ Individual Attendee

5 Boxed lunches (at or Below Government Per Diem Rate to include all taxes and fees)

$ 1,120 (280 lunches x 4 days)

$ Individual Attendee

Total Price of lines 1-5 (for evaluation Purposes only)

PART III

PERFORMANCE WORK STATEMENT

2023 Safety and Operations Discipline Seminar

1.0 Overview

This is a non-personal services contract to provide conference/event planning support services equipment, and a venue for the 2023 Federal Highway Administration (FHWA) Safety and Operations Discipline Seminar. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such service providers shall be accountable solely to the Contractor, who, in turn is responsible to the Government as defined in this Performance Work Statement (PWS). The Contractor shall perform to the standards herein.

1.1 Background

The FHWA Office of Transportation Workforce Development and Technology (HIT) is hosting the 2023 FHWA Safety and Operations Discipline Support Seminar for employees in March 2023. The first choice is for the week of March 20 and the second choice is for the week of March 27. The discipline seminars provide technical learning and development opportunities to employees across FHWA with critical responsibilities for delivering the nation’s Federal-aid/Federal Lands Highway programs. FHWA will be offering this session to approximately 300 participants.

This seminar is a four-day residential program taught by FHWA leaders and technical experts with breakouts where participants and instructors learn and engage formally and informally during classroom time and non-classroom time. The seminar will be held at an on-site residential conference facility, where lodging and conference rooms are co-located.

1.2 Objective

The objective of this contract is to procure conference/event planning support services, equipment, and a venue that meet FHWA’s requirements.

1.3 Detailed Requirements

1.3.1 Geographic Requirements

The facility must be located within a 35-mile radius of either BWI, DCA, or IAD airports.

NOTE: The per diem rate cannot be equivalent to the Washington, D.C. metro area. The budget for the program is limited. Do not quote a hotel with Washington, D.C. per diem rates.

This includes the cities of Alexandria, Falls Church, and Fairfax, and the counties of Arlington and Fairfax, in Virginia, and the counties of Montgomery and Prince George’s in Maryland.

Pricing must be offered at the government per diem rate or below, and the facility must meet all specifications outlined below.

1.3.2 General Requirements

The Contractor shall provide all materials, equipment, labor, and any other items necessary to carry out the discipline seminar as defined in this Performance Work Statement. Please refer to the Deliverable tasks in this document.

NOTE: The Government reserves the right to request a change in venue through formal modification by the Contracting Officer based on the kick-off meeting or hotel walkthrough. The Contractor shall provide meetings rooms, guest rooms, audio visual equipment, and break service from the venue for the duration of the event. These services shall include:

i. Use of 1 general session meeting space for 300 attendees to fit comfortably. Please note the general session room is in addition to the 5 breakout rooms below.

ii. 5 breakout rooms, with 3 rooms capable of holding 60 - 80 participants each and 2 rooms capable of holding 40 - 60 participants.

iii. 1 instructor prep room.

iv. Meeting room set up and equipment (outlined below).

v. High speed wireless internet connection throughout all meeting rooms and common areas.

vi. IT support on an as needed basis during set up and for the duration of the conference schedule.

vii. An on-site dedicated conference planner. These services shall be available at a minimum from 7:00am until 4:00pm during FHWA’s conference.

viii. Availability of up to 300 guest sleeping rooms to FHWA attendees.

ix. AM/PM break services for 4 days.

x. All day beverage services for 4 days.

xi. Free use of amenities, and parking

NOTE: All FHWA participants will pay for their lodging and meals separately using their government travel card. The Government is not obligating funds for lodging and meal services under this contract and makes no assurances to quantity purchased by FHWA attendees.

NOTE: The facility shall provide reasonable accommodations for participants with disabilities.

Meeting space and lodging rooms must meet the Americans with Disabilities Act (ADA) requirements.

Task 1 – Meeting Space Both the general session room and breakout session meeting rooms shall be near each other (co-located in the same building/same floor). All meeting rooms will be on a 24-hour hold during each day of the event and will not be available for other hotel customers during FHWA’s conference.

Meeting space should be clearly labeled for FHWA attendees and directional signs/posters should be provided if needed, per the Technical Point of Contact’s (TPOC) request.

Task 1.1 One general session room Meeting space and set-up of general session classroom to hold 300 people comfortably for the duration of the event. An approval of room set up by the TOPC is required prior to the event.

A. Room set up requirements:

a. General seating shall be set as round tables.

b. One state 18’x8’ skirted riser.

c. Two 18”x8’ skirted panel tables and four (4) chairs on the riser.

d. One American flag with pole on the riser.

e. Four tables with eight chairs at the rear of the room.

f. Pens and notepads for 300 people.

g. Water cooler or pitchers in back of room.

B. AV requirements:

a. High speed wireless internet connection (provided as complimentary to participants).

b. One podium and microphone.

c. Two lavalier microphones.

d. Two wireless handheld microphones with stands.

e. Four flipcharts and easels with markers, paper and masking tape.

f. Two LCD projectors and screen(s) appropriately sized for the room and number of people seated.

g. One laser pointer.

h. Two HDMI connections to projector.

i. One ethernet connection.

j. Speakers for computer audio connection.

k. One 16 channel mixer.

l. One dedicated AV technical point of contact available 7:00am until 4:00pm daily to ensure technology is set up in time to start at 7:00am on Day 2 (the first day of the seminar). The technician shall be available on an as needed basis during FHWA’s conference.

NOTE: It is anticipated that each seminar participant will have at least one device that will connect to Wi-Fi. It is required that the conference wireless network can maintain the appropriate number of connections.

Task 1.2 Five breakout rooms

A. Room set up requirements:

a. Three breakout rooms shall be set to hold 60 – 80 participants comfortably sitting at round tables (set as crescent shaped) or crescent tables.

b. Two breakout rooms shall be set to hold 40 – 60 participants comfortably sitting at round tables (set as crescent shaped) or crescent tables.

c. Each breakout room shall have two panel style tables and three (3) chairs in front of the room.

d. Each breakout room shall have two flipchart easels with markers, paper, and masking tape.

e. Pens and notepads for the number of attendees in each breakout (i.e. 50 – 100).

f. Each breakout room shall have a water cooler or pitchers.

B. AV setup requirements:

a. One Windows compatible laptop computer with high-speed internet access and

Microsoft Office with mouse. Laptop must be connected to the projector provided by the Contractor.

b. One wireless mic.

c. One lavalier mic.

d. One USB remote slide advance device.

e. High-speed wireless internet connection.

f. One projector screen.

g. One ethernet connection.

h. One AV cart with LCD projector or mounted LCD projector in room.

Task 1.3 One instructor’s prep room

A. Table(s) set with ten chairs.

B. High-speed wireless internet access.

C. One flipchart easel with markers, paper, and masking tape.

Task 1.4 Additional meeting space During each day of the seminar, the breakout groups will break out into even smaller groups to collaborate. These small groups of 8 – 10 people will have the option of using the breakout rooms, the general session room, and/or the instructor prep room. However, there may also be occasions when the groups would like to disperse throughout the facility. The facility must provide 2 – 3 areas that would be conducive to this sort of informal idea-generating activity. The Contractor shall work with the Government TPOC for approval of available areas.

Task 1.5 Registration area – outside general session room

A. Three skirted tables and six chairs outside of the general session room to support the seminar registration with access to high-speed internet.

B. One flipchart easel with markers, paper, and masking tape.

C. One message board (such as a cork or bulletin board) for posting messages to participants.

D. Four skirted exhibit tables with power strips in the general session foyer/pre-function space.

Task 2 – Schedule for Conference and Meeting Rooms All equipment, meeting rooms, and staff assistance shall be ready for the conference attendees to begin using at 11:00am on Day 1 and shall remain available for use through 5:00pm on Day 5.

For the Contractor’s reference, the anticipated times needed to the spaces are listed below:

Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Start 11:00am

Registration 7:00am 7:00am 7:00am 7:00am Departure

Day End 9:00pm 9:00pm 9:00pm 9:00pm 5:00pm

Task 3 – Sleeping Rooms The Government and individual attendee’s payments obligations are as follows:

Government Purchase Order Individual Attendee Meeting space rental Sleeping Rooms AV equipment Lodging taxes/fees Morning and afternoon breaks/beverage service on each day of the seminar

Taxes, fees and service charges (if applicable)

Task 3.1 Sleeping Rooms A. The Contractor shall have available up to 300 guest sleeping rooms. Please note that some participants will only be staying certain nights, not for the duration of the event. Rooms will be reserved by seminar participants. These rooms shall be available at check-in time on Day 1 through check-out time on Day 6 or sooner/later, depending on schedules. The Government makes no assurances in this contract of room occupancy and amount of room rentals throughout this period of performance. No funding obligation for room rentals is made through this contract, the contract requires the availability of the rooms.

B. Some of our employees traveling from Hawaii or Alaska (and others) may need to check in as early as one day prior to the seminar start date and/or check-out late, depending on participant’s flight schedules. For those within drive distance, guests may arrive morning of the seminar start date and check-out the seminar end date.

C. Attendees will make their individual reservations and payments. All reservation information shall be provided by the Government by 3 weeks prior to the seminar start date. After this date, the Contractor’s obligation to hold the rooms is removed.

D. Parking for up to 100 cars each day (provided as complimentary to participants).

E. The Contractor shall work with the TPOC to determine how individual attendees will make payment for rooms. The TPOC must approve the payment process.

F. Meet ADA standards and include “Barrier-free” room availability for persons requiring such rooms.

Task 3.2 Facility / Amenities

A. Facility

a. The facility must be of convenient access to restaurants and attractions that are either within reasonable walking distance, and/or well connected by affordable public transportation, or ride share services (taxi, Uber, Lyft, etc.).

b. Cleaning Standards:

i. All Meetings spaces are cleaned and sanitized before each meeting and maintain cleanliness of spaces during breaks. Ensure sanitizer, wipes, and other cleaning supplies are located in all meeting spaces.

ii. High-touch equipment such as mixers, remote controls, and video switches are cleaned continually with alcohol-based sanitizer throughout all events.

c. Accessibility:

i. The meeting facility meets the accessibility requirements as required by the Americans with Disabilities Act (ADA).

ii. Ten percent (10%) of conference restroom facilities must meet federal accessibility requirements. An accessible route to each restroom must be provided.

B. Amenities

The FHWA attendees will have access to parking, Wi-Fi, and other amenities available to standard hotel guests (such as exercise rooms, guest services) for the duration of the seminar event.

Task 4 – Pre-Meeting Support The Contractor shall:

A. Coordinate a virtual kick-off meeting between the FHWA Contracting Officer, FHWA Technical Point of Contact, and hotel staff to review program requirements.

B. Arrange for and lead an on-site visit of the venue within ten business days of award, accompanied by the FHWA TPOC or designee. The visit shall include a tour of the hotel conducted by a member of the hotel staff and discussion on the program requirements.

NOTE: The TPOC can request a change of venue if the hotel cannot meet a requirement of the Performance Work Statement.

NOTE: The TPOC reserves the right to work directly with the hotel (copying 3rd party contractors) as appropriate.

C. Provide a Work Plan with necessary due dates for required information (i.e. meal counts, special dietary needs, hotel reservation cutoff, menu approvals, etc.) and next steps per the kick-ff meeting and on-site visit within seven business days after the kick-off meeting.

D. Provide a hotel lodging list of participants to the TPOC and provide updates when changes are received.

E. Guarantee all attendees are able to make reservations. Work with hotel staff to ensure a positive solution and that no attendees are turned away.

Task 5 – On-site Meeting Support The Contractor shall:

A. Coordinate set-up and seating arrangements for all meeting rooms, and registration in coordination with the TOPC. Ensure proper AV and equipment set-ups in accordance with this Performance Work Statement.

B. Manage logistics, oversee all breaks, and ensure proper AV hookups and equipment set-ups on-site. Mitigate all complaints and problems that arise with the hotel, provided from the TPOC, in a timely fashion and notify the TPOC immediately if any issues occur on-site.

C. Ensure all attendees who made reservations have a room at the hotel upon arrival and resolve any lodging problems with the hotel staff.

D. Handle any last-minute changes or meeting support needs required by the TPOC, such as additional AV equipment to support meeting goals and special presentation needs, additional conference call capabilities due to unexpected Governmental emergency, additional ad-hob meeting room space, and additional local or non-local travel arrangements due to unexpected logistical occurrences.

E. Beverage Service The Contractor shall provide continuous beverage service (coffee, hot water, ice water) from 7:00am to 5:00pm on seminar days. Morning and afternoon snacks shall be provided for attendees at the breaks. Both the break and beverage service will be charged to the Government Purchase Order. The beverage and break service shall be sufficient for the number of total attendees (estimated 300). Exact numbers will be provided by 9 days prior to the start of the seminar. The TPOC shall have final approval of the break and beverage service choices.

F. FHWA attendees shall be provided a boxed lunch option (3 varieties) at the per diem rate, including taxes and all fees. Payment for these lunches will be funded individually by each attendee. The Government will provide lunch counts and selections to the Contractor 9 days prior to the seminar start date. Revisions after this date by the Government will be minor in nature.

Boxed lunch varieties must have the option for gluten intolerance, vegan, vegetarian, or to modify offerings based on other dietary restrictions. Attendees must have access to on-site restaurants or options within walking distance for meals that are not provided as part of the seminar.

The Contractor shall work with the TPOC to determine how individual attendees will make payment for lunches, for example, at the registration table or through a charge on the attendees’ lodging bill. The TPOC must have final approval of the payment process.

The lunches shall be billed at the per diem rates for lunch (not full per diem for the day), including taxes and all fees.

2.0 Period of Performance

The period of performance for this order is from the date of award until April 3, 2023.

3.0 Place of Performance

The place of performance shall be at the hotel selected for the seminar.

4.0 Progress Meetings

The Contractor agrees to attend progress meetings. The Contracting Officer (CO) or Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor’s performance. At these meetings, the CO will apprise the Contractor of how the Government views the Contractor’s performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

5.0 Exhibit List

5.1 Technical Exhibit 1 – Performance Requirements Summary

5.2 Technical Exhibit 2 – Deliverables Schedule

5.1 Technical Exhibit 1 – Performance Requirements Summary

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Failure to meeting performance thresholds may results in reduction CLIN values.

Performance Objective Performance Standard Performance Threshold (This is the maximum error rate.)

Method of Surveillance

PRS # 1.

The Contractor shall provide a kick-off meeting between the CO, TPOC, and hotel no later than 10 business days after award.

The Contractor facilitated a successful meeting that reviewed technical requirements of the PWS, addressed any questions/concerns from all parties, and identified clear next steps and timeframes for deliverables (i.e. reservation cut-off, final meal counts, special dietary accommodations).

Meeting shall occur no later than 10 business days after award.

Unanswered questions or issues shall have a solution no later than 3 business days after the kick-off meeting.

Review and acceptance by the TPOC &

CO.

PRS # 2

The Contractor shall provide a Work Plan for the seminar, outlining next steps, due dates for information, onsite resources, concerns, and questions. The Work plan should be delivered no later than 7 business days after kick-off meeting.

Work Plan was delivered on time and in accordance with objectives. Incorporated any changes recommended by the CO and/or TPOC.

Work plan shall be provided to TPOC no later than 7 business days after kick-off meeting.

No more than three grammatical errors and/or technical errors, defined as not in accordance with the tasks outlined in this

PWS.

Review and acceptance by the TPOC &

CO.

PRS #3

The Contractor shall provide meeting rooms and AV equipment to the specifications outlined in Tasks 1 & 2.

All requirements were provided during the conference. Any onsite changes needed by the CO and/or TPOC were addressed immediately. Attendees were seated comfortably and the meeting space was a conducive learning environment. AV equipment was tested each morning and any on-site issues were handled immediately.

Zero unresolvable issues. Any problems with meeting space temperature, set-up, location, or AV must be acted on immediately per recognition of the problem. A solution shall be generated as quickly as possible.

Review and acceptance by the TPOC &

CO.

PRS #4

The Contractor shall provide sleeping rooms to the specifications outlined in Task 3.

All guests requiring sleeping rooms were accommodated and able to make reservations in a timely manner. Any issues with rooms (cleanliness, amenities, technology) were handled effectively by the Contractor.

Zero unresolvable issues. Any problems arising with sleeping rooms must be acted upon by the Contractor immediately. A solution shall be generated as quickly as possible.

Review and acceptance by the TPOC &

CO.

PRS #5

The Contractor shall provide break/beverage service to the specifications outlined in Task 3.

Break and beverage services are effectively set-up.

Zero unresolvable issues.

Solutions to issues shall be generated as quickly as possible.

Review and acceptance by the TPOC &

CO.

Performance Objective Performance Standard Performance Threshold (This is the maximum error rate.)

Method of Surveillance

PRS #6

The Contractor shall provide meeting support before and during the conference, to the specifications outlined in Tasks 4 and 5. The Contractor and TPOC shall communicate on a weekly basis.

The Contractor shall communicate with the TPOC on a weekly basis and provide updates on any issues, questions, or points of clarification. Effective support by the Contractor is provided leading up to and during the conference.

The Contractor shall communicate with the TPOC no less than once per week, via email or phone, and keep the TPOC updated on any issues.

Issues must be resolved as quickly as possible.

Review and acceptance by

TPOC.

5.3 Technical Exhibit 2 – Deliverables Schedule

This technical exhibit lists any reports or documentation that is required as a deliverable to include the frequency, number of copies, medium/format and who/where it is to be submitted. A deliverable is anything that can be physically delivered by may include non-physical things such as meeting minutes.

Unless stated elsewhere, the TPOC will have two (2) business days to review draft deliverables and make comments. The Contractor shall have two (2) business days to make corrections and return the corrected deliverable to the Government. Upon receipt of the final deliverables, the TPOC will have two (2) business days for final review prior to acceptance of providing documented reasons for non-acceptance.

Deliverable Frequency Medium/Format Submit To Kick-off call with FHWA CO, TPOC, and hotel.

Within 10 business days of award date.

Phone, with follow up email from Contractor.

Email confirming date/time to TPOC

Site visit of hotel with FHWA staff. Once, within 10 business days of award date or as FHWA attendees’ schedules permit.

In-person In-person with

TPOC

Work plan for the seminar. Document should outline next steps, due dates for information, onsite resources, concerns, and questions.

Delivered within 7 business days of kick-off meeting.

Email Email to TPOC

Means of making room reservations and information provided for attendees.

Within 10 business days of award date.

Email Email to TPOC

Hotel room reservation list As requested by TPOC Email Email to TPOC Seminar set-up, testing of equipment, management of breaks, and onsite meeting support.

(dates of seminar) (conference implementation week)

In-person In-person with

TPOC

PART IV

FEDERAL ACQUISITION REGULATION (FAR) AND TRANSPORTATION

ACQUISITION REGULATION (TAR) PROVISIONS AND CLAUSES

PROVISIONS

FAR & TAR PROVISIONS INCORPORATED BY REFERENCE

52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at https://www.acquisition.gov/far 52.204-7 System for Award Management (Oct 2018) 52.204-16 Commercial and Government Entity Code Reporting (Aug 2020) 52.212-1 Instructions to Offerors -- Commercial Items (Jun 2020) 52.212-3 Offeror Representations and Certifications -- Commercial Items (Feb 2021) 1252.239-71 Information Technology Security Plan and Accreditation (Apr 2005)

FAR & TAR PROVISIONS IN FULL TEXT

52.204-24 Representation Regarding Certain Telecommunications and Video

Surveillance Services or Equipment (Oct 2020)

The Offeror shall not complete the representation at paragraph (d)(1) of this provision if the Offeror has represented that it "does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument" in paragraph (c)(1) in the provision at 52.204-26, Covered Telecommunications Equipment or Services—Representation, or in paragraph (v)(2)(i) of the provision at 52.212-3, Offeror Representations and Certifications- Commercial Items. The Offeror shall not complete the representation in paragraph (d)(2) of this provision if the Offeror has represented that it "does not use covered telecommunications equipment or services, or any equipment, system, or service that uses covered telecommunications equipment or services" in paragraph (c)(2) of the provision at 52.204-26, or in paragraph (v)(2)(ii) of the provision at 52.212-3.

(a) Definitions. As used in this provision— Backhaul, covered telecommunications equipment or services, critical technology, interconnection arrangements, reasonable inquiry, roaming, and substantial or essential component have the meanings provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

https://www.acquisition.gov/far

(b) Prohibition. (1) Section 889(a)(1)(A) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2019, from procuring or obtaining, or extending or renewing a contract to procure or obtain, any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. Nothing in the prohibition shall be construed to—

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(2) Section 889(a)(1)(B) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2020, from entering into a contract or extending or renewing a contract with an entity that uses any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. This prohibition applies to the use of covered telecommunications equipment or services, regardless of whether that use is in performance of work under a Federal contract. Nothing in the prohibition shall be construed to—

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(c) Procedures. The Offeror shall review the list of excluded parties in the System for Award Management (SAM) (https://www.sam.gov) for entities excluded from receiving federal awards for "covered telecommunications equipment or services".

(d) Representation. The Offeror represents that—

(1) It □ will, □ will not provide covered telecommunications equipment or services to the Government in the performance of any contract, subcontract or other contractual instrument resulting from this solicitation. The Offeror shall provide the additional disclosure information required at paragraph (e)(1) of this section if the Offeror responds "will" in paragraph (d)(1) of this section; and

(2) After conducting a reasonable inquiry, for purposes of this representation, the Offeror represents that— It □ does, □ does not use covered telecommunications equipment or services, or use any equipment, system, or service that uses covered telecommunications equipment or services. The Offeror shall provide the additional disclosure information required at paragraph (e)(2) of this section if the Offeror responds "does" in paragraph (d)(2) of this section.

(e) Disclosures.

(1) Disclosure for the representation in paragraph (d)(1) of this provision. If the Offeror has responded "will" in the representation in paragraph (d)(1) of this provision, the Offeror shall provide the following information as part of the offer:

(i) For covered equipment—

(A) The entity that produced the covered telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the original equipment manufacturer (OEM) or a distributor, if known);

(B) A description of all covered telecommunications equipment offered (include brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); and

(C) Explanation of the proposed use of covered telecommunications equipment and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(1) of this provision.

(ii) For covered services—

(A) If the service is related to item maintenance: A description of all covered telecommunications services offered (include on the item being maintained: Brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable);

or

(B) If not associated with maintenance, the Product Service Code (PSC) of the service being provided; and explanation of the proposed use of covered telecommunications services and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(1) of this provision.

(2) Disclosure for the representation in paragraph (d)(2) of this provision. If the Offeror has responded "does" in the representation in paragraph (d)(2) of this provision, the Offeror shall provide the following information as part of the offer:

(i) For covered equipment—

(A) The entity that produced the covered telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the OEM or a distributor, if known);

(B) A description of all covered telecommunications equipment offered (include brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); and

(C) Explanation of the proposed use of covered telecommunications equipment and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(2) of this provision.

(ii) For covered services—

(A) If the service is related to item maintenance: A description of all covered telecommunications services offered (include on the item being maintained: Brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable);

or

(B) If not associated with maintenance, the PSC of the service being provided; and explanation of the proposed use of covered telecommunications services and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(2) of this provision.

1252.237-71 -- Certification of Data (Apr 2005)

NOTICE: The Secretary of Transportation has determined that this certification shall be retained in accordance with Section 4301(b)(1)(B)(i)(II) of the Federal Acquisition Reform Act (Public Law 104-106, 41 U.S.C. 425, note) and DOT Memorandum dated July 17, 1996.

(a) The offeror represents and certifies that to the best of its knowledge and belief, the information and/or data (e.g., company profile; qualifications; background statements;

brochures) submitted with its offer is current, accurate, and complete as of the date of its offer.

(b) The offeror understands that any inaccurate data provided to the Department of Transportation may subject the offeror, its subcontractors, its employees, or its representatives to: (1) prosecution for false statements pursuant to 18 U.S.C. 1001 and/or; (2) enforcement action for false claims or statements pursuant to the Program Fraud Civil Remedies Act of 1986, 31 U.S.C. 3801-3812 and 49 CFR Part 31 and/or; (3) termination for default under any contract resulting from its offer and/or; (4) debarment or suspension.

(c) The offeror agrees to obtain a similar certification from its subcontractors.

Signature: ____________________________________________

Date: ____________________________________________

Typed Name and Title: ___________________________________

Company Name: ______________________________________

This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001.

(End of provision)

CLAUSES

FAR CLAUSES INCORPORATED BY REFERENCE

52.252-2 -- Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at http://www.acquisition.gov/far

52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020) 52.212-4 Contract Terms and Conditions - Commercial Items (Oct 2018) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Dec

2013)

TAR CLAUSES INCORPORATED BY REFERENCE

The following Transportation Acquisition Regulation (TAR) clauses are incorporated by reference. The full text of the clauses can be accessed electronically at https://www.transportation.gov/assistant-secretary-administration/procurement/tar-part-1252-solicitatons-provisions-and-contract

1252.237-73 Key Personnel (APR 2005) 1252.237-72 Prohibition on Advertising (Jan 1996)

FAR & TAR CLAUSES IN FULL TEXT

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (Jan 2021)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (Jan 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (Jul 2018) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (Aug 2020) (Section 889(a)(1)(A) of Pub. L. 115- 232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015).

(5) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).

(6) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Public Laws 108-77 and 108-78 ( 19 U.S.C. 3805 note)).

http://www.acquisition.gov/far https://www.transportation.gov/assistant-secretary-administration/procurement/tar-part-1252-solicitatons-provisions-and-contract https://www.transportation.gov/assistant-secretary-administration/procurement/tar-part-1252-solicitatons-provisions-and-contract http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

__ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (June 2020), with Alternate I (Oct 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402).

__ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Jun 2020) (41 U.S.C. 3509)).

__ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (June 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

__(4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jun 2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note).

__ (5)[Reserved].

__ (6) 52.204-14, Service Contract Reporting Requirements (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

__ (7) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

__ (8) 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Jun 2020) (31 U.S.C. 6101 note).

__ (9) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Oct 2018) (41 U.S.C. 2313).

__ (10)[Reserved].

__ (11) (i) 52.219-3, Notice of HUBZone Set-Aside or Sole Source Award (Mar 2020) (15 U.S.C.657a).

__ (ii) Alternate I (Mar 2020) of 52.219-3.

__ (12) (i) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Mar 2020) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).

__ (ii) Alternate I (Mar 2020) of 52.219-4.

__ (13)[Reserved]

_x_ (14) (i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2020) (15 U.S.C.644).

__ (ii) Alternate I (Mar 2020).

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