RFQ - Final.pdf

REQUEST FOR QUOTATION (RFQ)

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: Robert M. McNamara, Contracting Officer

Email: Robert.M.McNamara@dot.gov

Solicitation Number: 6933JJ324Q000065

Title: Recreational Trails Program Technical Assistance, Database, and Annual Reports

Solicitation Release Date: August 7, 2024

Technical Questions Due Date: August 21, 2024, 12:00 p.m. EST

Quotation Due Date: September 9, 2024, 12:00 p.m. EST

PART I

RFQ INFORMATION AND INSTRUCTIONS FOR PREPARATION OF QUOTATIONS

RFQ INFORMATION

This is a combined synopsis/solicitation for commercial products or commercial services 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;

proposals 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, 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) 2024-05.

This solicitation is full and open and the North American Industry Classification System

(NAICS) code is 541990 with an industry size standard of $19.5. 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. Section I: Technical Quote:

This volume must address the technical aspects of the requirement. It must indicate the Quoter’s capabilities and the means used to satisfy the requirements stated in the attached SOW. The

Quoter is encouraged to propose innovative solutions that meet the FHWA’s performance requirements for this procurement. Reference the SOW, Detailed Requirement for specifics of the Government’s requirements for this service.

The Quoter shall describe and provide the following:

• Detailed technical and management approach and understanding to perform each task outlined in the SOW.

• Any relevant experience in performing similar work.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.acquisition.gov%2Ffar%2Fpart-12%23FAR_Subpart_12_6&data=04%7C01%7CGuang.Zeng%40dot.gov%7C68957b5b50704ad2a1a708d903fb8ffe%7Cc4cd245b44f04395a1aa3848d258f78b%7C0%7C0%7C637545201247686703%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=TjJ31lOZijSyRTCBmMlSCkBGbs9NKPSGlWGUBN4SN%2Bs%3D&reserved=0 http://www.acquisition.gov/far http://www.sam.gov/

• The Quoter must provide the title and a description of the duties the personnel will perform, including who shall be designated as key personnel.

• The Quoter must include provide resumes for key personnel that delineates each person’s academic credentials and professional experience. Each resume shall be no more than 2 pages long.

• The Technical Quote must set forth any information that the Offeror wishes to bring to the attention of the Government.

• Table which depicts the labor mix and estimated hours by task. (Note: No pricing information shall be included with this table.)

• Any other relevant information that the offeror wishes to bring to the attention of the Government.

2. Section II: Price Quote: Submitted pricing in the format of the Schedule of Service, Contract Line Item Number (CLIN) Structure table shown in Part II. The quoter must provide a Price quote that reflects their proposed solution to the Government’s requirements. The proposed price must include loaded hourly rates, positions, names of personnel, hours, and the total price to perform the work outlined in the SOW and provided in the Pricing Structure in Part II.

The quoter may include with their Price Proposal a Milestone Payment Schedule that requests interim payments for deliverables and services completed (including draft deliverables and progress reports). The deliverables and services completed must be inspected and accepted by the Contracting Officer Representative (COR). The milestone payments are not intended to be monthly percentages of the award/order, but rather payments for completed SOW services.

In the absence of a milestone payment schedule, the quoter will be paid upon the successful completion and acceptance by FHWA of the Contract Line Item Numbers

(CLINs) within the schedule of services.

3. Section III. Past Performance References: Please provide a matrix of recent relevant past performance (within the last two 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.

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 (UEI) and Electronic Funds Transfer (EFT) Indicator (if applicable);

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; and

g. Verification company information listed in the System for Award Management

(SAM) current and accurate? https://www.sam.gov/SAM/.

Instructions for Preparation of Quotations: Quotation materials must be organized as follows:

Section 1 - Technical Quotation and Section 2 - Price Quotation. All sections must be clearly separated from the other (i.e., separate electronic files), price information must only be supplied in the Price Quotation, the Technical Quotation must not contain any price information.

To be acceptable, the quotation must meet all the requirements set forth in the Statement of

Work (SOW).

• 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. Do not include marketing materials.

• Quotations must be formatted to print on 8½ x 11-inch paper without any additional scaling.

• Margins (Top, Bottom, Right and Left) no smaller than 1" (headers and footers are allowed in the margins)

• Times New Roman size 11 font must be used.

• Price Quotations must be submitted in a format readable by MS Excel and PDF formats. Technical quotations must be submitted in a text searchable PDF format.

• Section 1 Technical Quotation is limited to a total of 15 pages. Resumes are excluded from the Technical Quotation page limitation but are themselves limited to no more than two pages each. The table of contents and cover page are also excluded from the overall page limit.

• Section 2 Price Quotation does not have a page limitation.

The subject line of your email and all correspondence must include the RFQ number found on the cover page.

Evaluation of Quotations:

The Government will evaluate quotes and make a best value award decision based on the following the non-price factors, Technical Approach and Past Performance, are approximately equal. When combined, Technical Approach and Past Performance are more important than

Price. The ultimate award decision will be made based on a determination of overall best value, considering each of the factors.

Technical Capability shall be based on the factors below:

The Quoter’s approach to performing the requirements and its capability to successfully perform the contract will be evaluated. All bulleted items noted below are considered equal in the overall evaluation of Technical Capability. Quotes will be evaluated based on the following:

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

• Ability to clearly describe the contract’s objectives, needs, and ways they will be addressed;

• Demonstrated sound, feasible, and achievable technical approaches to accomplishing the requirements of the contract;

• Demonstrated technical and subject matter expertise of the proposed team, as evidenced by academic credentials and professional experience;

• Demonstrated recent successful experience in accomplishing work associated with the

SOW identified objectives and tasks;

• Demonstrated experience in recreational trails projects or programs, mapping and GIS, and outreach, including promotional materials, educational materials, and program information;

• Demonstrated experience in developing and providing trail training programs and materials;

• Demonstrated experience working with State trail agencies.

• Acceptable and reasonable contingency plans to replace key personnel over the period of performance without adversely affecting performance;

• Presented specific performance metrics that may be used to gauge progress for the successful delivery of task requirements and/or status reports that can be used to monitor performance of the requirement;

• Demonstrated organizational commitments; and

• Demonstrated collaborative approaches and partnerships.

NOTE: Failure to furnish all information required above may result in your quotation being considered non-responsive and eliminated from further consideration.

PART II

SCHEDULE OF SERVICES

The Contractor shall furnish all supplies/services to perform the tasks described under this purchase order entitled, Recreational Trails Program Technical Assistance . The Contractor shall furnish all supplies/services in support of the mission of the FHWA.

This is an OPEN MARKET RFQ for a firm fixed price contract, Request for Quotation and

Quoters shall quote a total price breakdown utilizing the CLIN chart below.

CLIN DESCRIPTION QUANTITY PRICE TOTAL

00101 Tasks 1 thru 5 of Recreational Trails SOW

(Firm-Fixed Price; 24 months)

10102 Tasks 1 thru 5 (Option 1)

12 months

20103 Tasks 1 thru 5 (Option 2)

12 months

30104 Tasks 1 thru 5 (Option 3)

12 months

00201

Travel - Cost reimbursable

(no fee), not to exceed ceiling amount

24 months

10202 Travel - Cost reimbursable

(no fee) (Option 1)

20203 Travel - Cost reimbursable

(no fee) (Option 2)

20304 Travel - Cost reimbursable

(no fee) (Option 3)

Total

NOTE: Unless otherwise negotiated and approved, the contractor will be paid the FFP 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 Contracting Officer’s

Representative (COR).

PART III

Statement of Work

1.0 Overview

This is a nonpersonal services contract to provide Recreational Trails Program Technical

Assistance, Database, and Annual Reports. 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 Statement of Work (SOW). The Contractor shall perform to the requirements herein.

1.1 Background

The Federal Highway Administration’s (FHWA’s) Recreational Trails Program (RTP) provides funds to the States to develop and maintain recreational trails for motorized and nonmotorized use. The States provide most of these funds to subrecipient project sponsors through grants, cooperative agreements, or contracts. Some project sponsors need technical assistance and training resources to plan, design, develop, and manage projects. This contract expands the scope of previous related RTP contracts by including a requirement to provide technical assistance and training resources in cooperation with FHWA and the States.

States have funded about 30,000 RTP projects since the beginning of the program in 1993. There are about 600 to 1,000 new RTP projects each year. In an effort to promote program transparency, the FHWA tracks how States use RTP funds in a manner that provides sufficient information to the public without undue burden on State program administrators. FHWA provided funding for an RTP database to provide this information to the public. The current database is available at http://recreationaltrailsinfo.org/. FHWA’s Web security requirements prevent providing the States sufficient access to FHWA systems to keep the database updated.

Therefore, the Contractor shall host the database for the duration of the contract and also must ensure data security.

This contract includes developing an annual report. Previous annual reports are available at https://www.fhwa.dot.gov/environment/recreational_trails/publications/#rtpdb. If the 2022 report is not posted at the time of this solicitation, the draft will be provided as an attachment.

The RTP database and annual report developed under this contract will provide more detailed program and project information than the recreational trail sections of FHWA’s Transportation

Alternatives Annual Reports posted at https://www.fhwa.dot.gov/environment/transportation_alternatives/annual_reports/. FHWA expects to post the FY 2022 and 2023 Transportation Alternatives reports in late summer 2024.

The RTP report format and instructions will be attached with this solicitation.

1.2 Objectives

The objectives of this contract are:

• Develop and provide Recreational Trails Program (RTP) technical assistance and training resources for States and project sponsors.

• Develop, operate, update, and maintain a searchable RTP database in cooperation with http://recreationaltrailsinfo.org/ https://www.fhwa.dot.gov/environment/recreational_trails/publications/#rtpdb https://www.fhwa.dot.gov/environment/transportation_alternatives/annual_reports/

States.

• Develop and provide annual reports on RTP funding.

1.3 Detailed Requirement

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and nonpersonal services necessary to perform the work under this contract.

The Contractor must complete the following tasks:

• Task 1: Project Management.

• Task 2: Develop and provide RTP technical assistance and training resources for States and project sponsors.

• Task 3: Develop, operate, update, and maintain a searchable RTP database in cooperation with States.

• Task 4: Develop and provide annual reports on RTP funding.

• Task 5: Develop a Transition Plan for the end of the contract period.

Task 1: Project Management

The Contractor must provide project management for all tasks within the Statement of Work

(SOW). The Contractor must develop a Draft Project Management Plan (Plan) to initiate the project and submit it within 2 weeks of award. Following the review of the Draft Plan, a kick-off meeting will be held within 3 weeks of task order award between the COR and

Contractor team to ensure that all parties have a complete understanding of the project scope, schedule, milestones, project budget, and contract and task and invoicing procedures. The

Contractor must use the kick-off meeting to provide the overall work plan outlined in the proposal in response to the SOW requirements, and to receive guidance from the COR in finalizing the scope and specifics of the Final Work Plan. After receipt of comments from the

COR on the Draft Plan, the Contractor must prepare a final Plan within 30 days of task order award. The Contractor must provide communication in the form of monthly status reports, invoices, and meeting minutes to the COR.

• Monthly status reports shall provide information on activities completed in the past month in context with previous activities; activities planned for the next month and for longer term, and explain potential challenges.

• Meeting minutes shall include a general overview of issues discussed and decisions made.

Task 1 Deliverables:

• Monthly status reports.

• Monthly invoices.

• Emails and communications (monthly conference calls), as needed.

• Draft Project Management Plan (includes a project schedule, review schedules, with deliverables and milestone dates) within 3 weeks of task order award.

• Final Project Management Plan within 30 days of task order award.

• Kick-off meeting agenda and minutes.

Task 2: Develop and Provide Recreational Trail Technical Assistance and Training

The Contractor shall develop and provide on-call recreational trail technical assistance and training resources for FHWA, the States, and the public. Tasks include technical, outreach, and educational materials, and communication assistance directly to FHWA and States to support safety, accessibility, equity, climate resilience, and other topics related to recreational trails. The Contractor team shall also develop and deliver monthly webinars on recreational trail training topics, including program and project administration; project development;

planning, design, construction, maintenance; and other training topics in coordination with the COR. This support will be provided at the Contractor’s (and/or subcontractors’) site(s).

The Contractor’s duties to be executed under this task may include:

• Coordination and organization of web conferences.

• Planning and production of topical webinars.

• Graphic design, presentation slides, layout, audio, and video requests.

• Assistance with planning and supporting key meetings.

• Assistance with composing research need statements.

• Section 508 compliance requests and remediation.

• Assistance with requests from agencies for technical assistance in network planning.

• Assistance with requests for program or project analysis related to benefits distribution, such as accessibility, equity, public involvement, rural, safety, socioeconomic, or other impacts.

• Planning and conducting in-person peer exchanges.

• Assistance in reviewing reports.

• Developing case studies and summarizing notable practices.

• Writing articles and other materials for potential publication, social media content, and press releases.

NOTE: As part of this Task, the following will be needed:

• 40 hours per month for on-call technical assistance.

• Two 5-10-page technical assistance materials will be developed each year.

• At least 12 webinars shall be provided annually, using offeror’s web conferencing system.

NOTE: Many technical assistance resources are available for transportation and recreation, such as the DOT Navigator, Safe Streets and Roads for All, and Thriving Communities;

National Park Service River, Trails, and Conservation Assistance Program; other Federal and

State agencies; and from nonprofit organizations. Work under this contract may synthesize useful information from other sources, but should focus on recreational trails, and not duplicate other efforts.

The Contractor must coordinate closely with the COR on project tasks as needed. FHWA anticipates that this will take place once each month on average.

Task 2 Deliverables:

https://highways.dot.gov/section-508 https://www.transportation.gov/dot-navigator https://www.transportation.gov/grants/SS4A https://www.transportation.gov/grants/thriving-communities https://www.nps.gov/orgs/rtca/index.htm

• Technical assistance materials related to recreational trail program management and project administration.

• Technical assistance materials related to recreational trail planning, design, operations, and maintenance.

• Monthly webinars.

• Provide monthly documentation of the work completed and work to be performed in the coming months for the on-call services. Include in the monthly report required in Task 1.

Task 3: Develop, Operate, Update, and Maintain a Searchable RTP Database.

The Contractor shall develop a searchable RTP database to be available on a website that the

Contractor controls. The website and database shall include accurate and up-to-date RTP information, RTP project list, and a project image library.

The RTP database shall contain more detailed project information than the information that is currently available from the Transportation Alternatives Annual Reports available at https://www.fhwa.dot.gov/environment/transportation_alternatives/annual_reports/. The database shall contain, at a minimum:

• Access to [a] searchable database[s] with:

o Accurate and up-to-date information related to the RTP, including links to appropriate Federal and State program websites.

o A project list consisting of RTP projects for which funds have been obligated.

o An image library with RTP project examples from all States covering all project types. Note: This means that among all project examples, not less than one per State, and among all project examples, not less than one per permissible use category. This does not require images from all categories from all States.

• A technical assistance section to assist the public on how to use the database.

• A technical assistance section directing the public to appropriate links to related resources.

• Data that can be used for program or project analysis related to benefits distribution, such as accessibility, equity, public involvement, rural, safety, socioeconomic, or other impacts.

The updated database shall have advanced search capabilities with multiple search parameters, including but not limited to:

• Location factors: State, congressional district, county, municipality, Census tract(s), and/or latitude and longitude, to the extent information is available.

• Managed use category as described in 23 U.S.C. 206(a).

• Permissible use category as described in 23 U.S.C. 206(d)(2).

• Compliance with the Diverse, Motorized, and Nonmotorized requirement as described in 23

U.S.C. 206(d)(3), see description at www.fhwa.dot.gov/environment/recreational_trails/guidance/rtp9908_pt1.cfm#rtp7.

• Project dollar value (total, RTP funds, other Federal funds, non-Federal match).

• Land ownership (Federal, State, local, private, or mix), to the extent information is available.

• Special designations, if any, such as National Scenic Trail, National Historic Trail, National

Recreation Trail, National Water Trail, or other national, State, or other special designation.

https://screeningtool.geoplatform.gov/en/#3/33.47/-97.5 http://www.fhwa.dot.gov/environment/recreational_trails/guidance/rtp9908_pt1.cfm#rtp7

The Contractor shall meet all Federal requirements and standards for websites for

Information Technology Security and accessibility.

• Information Technology Security: https://csrc.nist.gov/pubs/sp/800/53/r5/upd1/final

• Accessibility: See Section 5.0.

Notes:

• The definition of “State” means a State receiving an apportionment of RTP funds. At present, this consists of the 50 States and the District of Columbia.

• Examples of similar existing or related databases include:

o Recreational Trails Program Database: http://www.recreationaltrailsinfo.org/ o Transportation Alternatives Data Exchange: http://trade.railstotrails.org/index o National Center for Safe Routes to School: www.saferoutesinfo.org o National Digital Trails Network: https://www.usgs.gov/national-digital-trails

• The FHWA’s RTP website, http://www.fhwa.dot.gov/environment/recreational_trails/, is not part of this contract. FHWA will continue to maintain that website.

The Contractor shall operate, maintain, update (monthly, or as necessary), and enhance the

RTP database. The Contractor shall obtain information to update the database in cooperation with the FHWA and the State agencies that administer the RTP.

The Contractor shall respond to technical inquiries from the public on the use of the database.

The Contractor shall respond via telephone or email to each inquiry within two business days of the inquiry.

508-Compliance: The contractor shall ensure that all new information is 508-compliant. As the contractor updates the database, the contractor shall ensure that updated sections are 508-compliant to the extent feasible.

Task 3 Deliverables:

• Post the original RTP database on the Contractor’s website to be publicly available within 60 days of the effective date of this contract. FHWA will provide the September 2022 database to the successful contractor.

• RTP database updated annually, or more frequently per contractor’s plan.

Task 4: Develop and Provide Annual Reports on RTP Funding.

The Contractor shall develop and produce an annual report about RTP using information from the database, the States, and FHWA, describing the status of how States used RTP funds in the previous Federal fiscal year. The report shall describe how the program benefits

FHWA’s strategic goals and areas of FHWA interest, including but not limited to efficient program administration, accelerated project delivery, accessibility, active transportation networks, economic stimulus, environment, equity, habitat, maintenance and operations, meaningful public involvement, including language access, resilience, safety, sustainability, trailside and trailhead facilities (including potential for electric charging infrastructure), wetlands, wildlife, and youth service and conservation corps, and other relevant information.

The Contractor shall also incorporate additional publicly available or Government-provided, https://csrc.nist.gov/pubs/sp/800/53/r5/upd1/final http://www.recreationaltrailsinfo.org/ http://trade.railstotrails.org/index http://www.saferoutesinfo.org/ https://www.usgs.gov/national-digital-trails http://www.fhwa.dot.gov/environment/recreational_trails/ relevant information on the RTP into the report. The Contractor should expect multiple iterations of report edits.

The report shall include, at a minimum:

• Cover, and inside cover with FHWA standard disclaimer statement

• Table of Contents

• Executive Summary

• Basic information about the RTP and how funds are administered

• RTP relationship with other Federal-aid highway programs, including recreational trail and related projects administered under 23 U.S.C. 206(j)

• Description of managed uses (23 U.S.C. 206(a))

• RTP concise funding history

• Report year funding and projects by State

• Description of the RTP database

• Project examples by managed use as described in 23 U.S.C. 206(a)

• Project examples by permissible use as described in 23 U.S.C. 206(d)

• Description of RTP benefits, summarizing areas of interest in cooperation with FHWA

• Description of exemplary, award-winning RTP projects

• Conclusions

• Resources and technical assistance

In researching the report, the Contractor may attend up to one national-level conference associated with the RTP during the base years, and each option period, if exercised, if the

Government organizes a State Trail Administrators Meeting. The Contractor’s travel, if non-local, shall be reimbursed at cost.

Notes:

• FHWA’s Communications Reference Guide provides information about FHWA reports, see https://www.fhwa.dot.gov/publications/research/general/03074/index.cfm. Although shown as an “archived publication” it is FHWA’s latest guide. When FHWA publishes a new guide, the new guide will take precedence. Compliance with this guide results in fewer iterations of report edits.

• See Section 5.0 for compliance with Section 508.

Sample reports are found at the following websites:

• RTP: http://www.fhwa.dot.gov/environment/recreational_trails/

• Transportation Alternatives Program / Transportation Enhancement Activities:

http://trade.railstotrails.org/publications

• Safe Routes to School Program: www.saferoutesinfo.org/resources/index.cfm.

Task 4 Deliverables:

• Draft annual report in Word format.

• Revised draft annual report in Word format.

• Final annual report in Word format.

https://www.fhwa.dot.gov/publications/research/general/03074/index.cfm https://highways.dot.gov/section-508 http://www.fhwa.dot.gov/environment/recreational_trails/ http://trade.railstotrails.org/publications http://www.saferoutesinfo.org/resources/index.cfm

Task 5: Transition Plan

The Contractor shall submit a transition plan to close out the contract not less than 180 days prior to the expiration of the contract. The plan shall document how all materials developed under this contract will be archived, made available to the public, delivered to FHWA, and transferred to a subsequent contractor or recipient, should there be one. If there is a subsequent contract or agreement, the Contractor shall support a seamless transition to the

Contractor or Recipient of a subsequent contract or agreement.

The transition plan shall include a detailed execution strategy for transferring all database schema and web content from the existing host website to the new host website as applicable.

Task 5 Deliverables:

• Transition plan, not less than 180 days prior to the expiration of the contract.

2.0 Period of Performance

The period of performance shall be for one base period of two years and up to three 1-year option periods. The Period of Performance shall be provided in the award document.

3.0 General

Within 30 days of award, the Contractor shall develop and submit to FHWA for approval a

Quality Control Plan (QCP) to ensure services are performed in accordance with this PWS.

The QCP shall include procedures that shall be implemented to identify, prevent, and ensure nonrecurrence of defective services. After government acceptance of the QCP, the Contractor shall immediately implement it. Any proposed changes to the government accepted QCP must be approved by the Government in writing.

3.1 Hours of Operation

Not applicable.

3.2 Place of Performance

The Contractor shall conduct work for this Task Order at the Contractor’s and/or subcontractor’s facilities. Meetings and the kick-off meeting may be at FHWA headquarters, or via teleconference or webinar.

3.3 Physical Security

The Contractor shall be responsible for safeguarding all government equipment, information, and property provided for Contractor use.

3.4 Special Qualifications

The Contractor is required to have expertise in and experience with recreational trail planning, design, and project management, including motorized and nonmotorized recreational trails and shared use paths. The Contractor is required to have background on database information collection and management.

3.5 Periodic Progress Meetings

The Contractor shall attend periodic progress meetings with the Contracting Officer or

Contracting Officer’s Representative (COR), and other Government personnel, as appropriate to review the Contractor's performance. At these meetings, the Government will appraise the Contractor of its performance and the Contractor will apprise the Government of any problems being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

3.6 Identification of Contractor Employees

All contractor personnel attending meetings and working in other situations where their

Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

3.7 Contractor Travel

The Contractor may be required to travel throughout continental U.S. during the performance of this Task Order to attend meetings, conferences, and deliver training. The Contractor may be required to travel to off-site training locations in support of this SOW. All travel requires

FHWA approval and authorization and notification to the COR.

All necessary and reasonable travel and per diem costs will be reimbursed at cost, not to exceed the amount stated in the contract and shall be expended in accordance with the

Travel and Per Diem clause in Section G of the base contract, FAR 31.205-46 and the

Federal Travel Regulations, as applicable.

Travel requirements shall be met using the most economical form of transportation available.

Information on current Federal Travel Regulations and current per diem rates may be obtained at the following web site:

http://www.gsa.gov/Portal/gsa/ep/contentView.do?programId=9704&channelId=-

15943&ooid=16365&contentId=17943&pageTypeId=8203&contentType=GSA_BASIC&pr ogramPage=%2Fep%2Fprogram%2FgsaBasic.jsp&P=MTT

3.8 Organizational Conflict of Interest

Contractor personnel performing work under this award may receive, have access to, or http://www.gsa.gov/Portal/gsa/ep/contentView.do?programId=9704&channelId=-15943&ooid=16365&contentId=17943&pageTypeId=8203&contentType=GSA_BASIC&programPage=%2Fep%2Fprogram%2FgsaBasic.jsp&P=MTT http://www.gsa.gov/Portal/gsa/ep/contentView.do?programId=9704&channelId=-15943&ooid=16365&contentId=17943&pageTypeId=8203&contentType=GSA_BASIC&programPage=%2Fep%2Fprogram%2FgsaBasic.jsp&P=MTT http://www.gsa.gov/Portal/gsa/ep/contentView.do?programId=9704&channelId=-15943&ooid=16365&contentId=17943&pageTypeId=8203&contentType=GSA_BASIC&programPage=%2Fep%2Fprogram%2FgsaBasic.jsp&P=MTT http://www.gsa.gov/Portal/gsa/ep/contentView.do?programId=9704&channelId=-15943&ooid=16365&contentId=17943&pageTypeId=8203&contentType=GSA_BASIC&programPage=%2Fep%2Fprogram%2FgsaBasic.jsp&P=MTT participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.), or perform evaluation services which may create a current or subsequent Organizational

Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the

CO immediately whenever he/she becomes aware that such access or participation may result in any actual or potential OCI, and may merit the submittal of a plan to the CO to avoid or mitigate any such OCI. This mitigation plan would be determined to be acceptable solely at the discretion of the CO, and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

3.9 Data Rights

The Government has unlimited rights to all documents and material produced under this contract. All documents and materials, to include the source code of any software produced under this contract, shall be Government owned and the property of the Government with all rights and privileges of ownership and copyright belonging exclusively to the Government.

These documents and materials may not be used or sold by the Contractor without written permission from the COR. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

4.0 Government Furnished Equipment and Services

None anticipated.

4.1 Services

Not applicable.

4.2 Other Equipment and Facilities

All equipment and facilities shall be furnished by the Contractor.

4.3 Materials

The Government will provide:

• A copy of the database from the previous contract.

• A copy of the draft 2022 RTP Annual Report, if not yet posted at https://www.fhwa.dot.gov/environment/recreational_trails/publications/#rtpdb.

• Copies of future year Transportation Alternatives Annual Reports.

Items developed and delivered under this contract are the property of the FHWA. These include all files, technical approaches, and formats. The Contractor shall allow for free and unconditional use of these items, including distribution to other parties and the public in https://www.fhwa.dot.gov/environment/recreational_trails/publications/#rtpdb perpetuity.

5.0 Applicable Publications (Current Editions)

All draft materials are subject to FHWA revision and approval before final products are completed. The final products delivered for all tasks must conform to FHWA standards for web posting and printing, as appropriate, including all 508 standards. See https://highways.dot.gov/section-508.

All draft and final submissions of written products must be reviewed by an editor on the

Contractor’s staff before being sent to the COR for review. This shall not be a technical editor, as it is assumed that the Contractor’s technical team will have carefully reviewed the products prior to submission, but instead someone familiar with the Government Printing

Office Style Manual, who will eliminate redundancy and ensure that proper grammar and punctuation, as well as flow, are incorporated into any products for submission.

The Contractor must abide by the following standards for this contract:

Section 6. TECHNICAL REPORT SPECIFICATIONS

Requirements for Implementing Section 508 Standards

NOTE: The following applies to all FHWA contracts containing Information and

Communication Technology (ICT) as a deliverable.

In addition to the work requirements specified in this statement of work, the Contractor shall ensure that all ICT deliverables meet the requirements of Section 508 of the Rehabilitation

Act and the ICT Final Standards and Guidelines (508 Refresh) at 36 CFR Part 1194.

As defined in the 508 Refresh, at 36 CFR Part 1194, Appendix A, E103.4, ICT is

“Information technology and other equipment, systems, technologies, or processes, for which the principal function is the creation, manipulation, storage, display, receipt, or transmission of electronic data and information, as well as any associated content. Examples of ICT include but are not limited to: computers and peripheral equipment; information kiosks and transaction machines; telecommunications equipment; customer premises equipment;

multifunction office machines; software; applications; Web sites; videos; and, electronic documents.”

Section 508 requires that all electronic products prepared for the Federal Government be accessible to persons with disabilities, including those with vision, hearing, cognitive, and mobility impairments.

Applicable Standards:

• Appendix A to Part 1194 – Section 508 of the Rehabilitation Act: Application and Scoping

Requirements

• Appendix B to Part 1194 – Section 255 of the Communications Act: Application and

Scoping Requirements

• Appendix C to Part 1194 – Functional Performance Criteria and Technical Requirements https://highways.dot.gov/section-508 https://www.govinfo.gov/app/details/GPO-STYLEMANUAL-2016/context https://www.govinfo.gov/app/details/GPO-STYLEMANUAL-2016/context https://highways.dot.gov/section-508 https://www.access-board.gov/ict/ https://www.access-board.gov/ict/ https://www.access-board.gov/ict/ https://www.access-board.gov/ict/ https://www.access-board.gov/ict/

Section 508 Refresh standards are available at https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh.

The Contractor shall adhere to the terms and requirements in FHWA Form 4260 Section 508

Information and Communication Technology (ICT) Conformance Criteria for Section 508 conformance. The Conformance Criteria document does not need to be completed when submitting a deliverable.

6.0 Attachment/Exhibit List

• FY 2021 Transportation Alternatives Annual Report (see link).

• Instructions for FY 2022 and 2023 Transportation Alternatives Annual Reports.

• Note that the RTP database is expected to be more detailed than the Transportation

Alternatives reports. The attached 2022 Excel spreadsheet is not yet 508-compliant.

If not available at the time of solicitation

• Recreational Trails Program 2022 Annual Report (Word document)

6.1 Technical Exhibits

TECHNICAL EXHIBIT 1

DELIVERABLES SCHEDULE

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

Deliverable 508

Compliant

Frequency Number of copies

Medium/Format Submit to

Task 1 Deliverables:

Monthly status reports.

Not required Monthly 1 Word COR

• Draft Work

Plan (includes project schedule, review schedules, with deliverables and milestone dates).

• Final Work

Plan.

Not required Draft within

3 weeks of contract.

Final within

30 days of contract.

1 Word COR

Task 2 Deliverables: Public Monthly 1 Word, Excel, COR https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh https://www.fhwa.dot.gov/508/docs/form4260.pdf https://www.fhwa.dot.gov/508/docs/form4260.pdf

Deliverable 508

Compliant

Frequency Number of copies

Medium/Format Submit to

• Technical assistance materials

• Monthly webinars

• Provide monthly documentation of the work completed and work to be performed in the coming months for the on-call services.

presentations must be 508 compliant.

PowerPoint, as appropriate

Task 3 Deliverables:

Base RTP database

Public materials must be 508 compliant

Within 60 days of contract award

1 Database on website similar to current database

COR

RTP database updates Public materials must be 508 compliant

Annually, or more frequently per contractor’s plan.

Database on website

COR

Task 4 Deliverables:

• Draft annual report in Word format.

• Revised draft annual report in

Word format.

• Final annual report in Word format.

Final annual report must be compliant.

Compliant drafts preferred to ensure compliant final reports.

Annual 1 Word documents that can be converted into

508-compliant

PDF.

COR

Task 5 Deliverables:

Transition plan.

Yes Not less than 180 days prior to the expiration of the contract.

1 Word CO and

COR

PART IV

POST-AWARD EVALUTION OF CONTRACTOR PERFORMANCE (CPARS)

Contractor Performance Evaluations

(a) Interim and final evaluations of contractor performance will be prepared on this contract in accordance with FAR 42.1502 and TAM 1242.1502. The final performance evaluations will be prepared at the time of completion of work.

(b) The contractor can elect to review the evaluation and submit additional information or a rebuttal statement. The contractor will be permitted 60 calendar days to respond. Contractor response is voluntary. If the contractor does not respond within 60 days, the Government will presume that the contractor has no comment. Any disagreement between the parties regarding an evaluation will be referred to an individual at a level above the CO, whose decision is final.

(c) Copies of the evaluations, contractor responses, and review comments, if any, will be retained as part of the contract file, and may be used to support future award decisions.

The Federal Highway Administration utilizes the contractor Performance Assessment Reporting

System (CPARS) to record and maintain past performance information. CPARS is used to document contractor performance information that is required by Federal Regulations.

CPARS reference material can be accessed at http://www.cpars.gov/.

The registration process requires the contractor to identify an individual that will serve as a primary contact. This individual will be authorized access to the evaluation for review and comment. In addition, the contractor is encouraged to identify a secondary contact in the event the primary contact is unavailable to process the evaluation within the required 60-day time period. After the FHWA Contract Specialist registers the contract in CPARS, the contractor will receive a system generated e-mail notifying him/her that the contract is registered. A system generated e-mail will also provide the contractor with a User ID if the person does not already have a CPARS User ID.

Once a performance evaluation has been prepared and is ready for comment, the contractor representative will receive a system generated e-mail notification that the performance evaluation is electronically available for review and comment. The contractor representative will receive an automated e-mail whenever an assessment is completed and can subsequently retrieve the completed assessment from CPARS.

Contractors may access evaluations at http://www.cpars.gov/ for review and comment in

CPARS.

PART V

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 Products and Commercial Services

(Sep 2023)

52.212-3 Offeror Representations and Certifications -- Commercial Products and

Commercial Services (Feb 2024)

52.229-11 Tax on Certain Foreign Procurements -- Notice and Representation (Jun

2020)

1252.239-71 Information Technology Security Plan and Accreditation (Nov 2022)

FAR & TAR PROVISIONS IN FULL TEXT

52.204-24 Representation Regarding Certain Telecommunications and Video

Surveillance Services or Equipment (Nov 2021)

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 Products and Commercial Services. 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— https://www.acquisition.gov/far

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.

(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…