RFQ NO. 693C7326Q000008.pdf

REQUEST FOR QUOTATION #693C7326Q000008

RESPONSES TO THIS SOLICITATION WILL BE ACCEPTED VIA EMAIL: REGINA.MCDONALD@DOT.GOV, OR MAIL TO THE ADDRESS IN BLOCK NO. 9, AND MUST BE RECEIVED BY 10:00 AM, EST, TUESDAY, MARCH 24, 2026.

IMPORTANT PAYMENT REQUIREMENT: IN ACCORDANCE WITH FEDERAL ACQUISITION REGULATION

(FAR) 4.203, SYSTEM FOR AWARD MANAGEMENT (SAM) OFFERORS AND QUOTERS ARE REQUIRED TO HAVE AN ACTIVE FEDERAL GOVERNMENT CONTRACTS REGISTRATION IN THE SAM WHEN AN OFFER OR QUOTATION IS SUBMITTED AND AT THE TIME OF AWARD. ALSO, FAR 52.232-33 REQUIRES SAM REGISTRATION FOR PAYMENT. IN ADDITION, WHEN SETTING UP VENDOR INFORMATION IN THE SAM

DATABASE, THE D&B LEGAL NAME SHOULD BE THE SAME AS THE IRS CONSENT NAME. SAM

REGISTRATION IS AVAILABLE ONLINE AT WWW.SAM.GOV.

PROVIDE THE FOLLOWING INFORMATION WITH YOUR QUOTATION:

SAM UEI NUMBER:

FEDERAL TAX ID NUMBER:

CAGE CODE:

ESTIMATED DELIVERY TIME:

THIS SOLICITATION/REQUEST FOR QUOTATION INCLUDES THE FOLLOWING FEDERAL ACQUISITION

REGULATION (FAR), SYSTEM FOR AWARD MANAGEMENT PROVISION AND CLAUSE IN FULL TEXT:

52.204-7, SYSTEM FOR AWARD MANAGEMENT—REGISTRATION

52.204-13, SYSTEM FOR AWARD MANAGEMENT—MAINTENANCE

THIS SOLICITATION/REQUEST FOR QUOTATION INCLUDES, BY REFERENCE, THE FOLLOWING FEDERAL

ACQUISITION REGULATION (FAR) CLAUSES:

52.204-10, REPORTING EXECUTIVE COMPENSATION AND FIRST-TIER SUBCONTRACT AWARDS

52.212-1, INSTRUCTIONS TO OFFERORS-COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP

2023) (DEVIATION XXX 2025)

52.212-4, TERMS AND CONDITIONS-COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(DEVIATION XXX 2025)

52.222-50, COMBATING TRAFFICKING IN PERSONS

52.223-23, SUSTAINABLE PRODUCTS (MAY 2024) (DEVIATION XXX 2025)

52.226-8, ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT MESSAGING WHILE DRIVING (MAY 2024)

(DEVIATION XXX 2025)

52.244-6, SUBCONTRACTS FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (JAN 2025)

(DEVIATION FEB 2025)

THIS SOLICITATION ALSO INCORPORATES THE FOLLOWING ISUPPLIER CLAUSE IN FULL TEXT:

G.9 INVOICES

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (DEVIATION) (AUG 2025)

(A) DEFINITIONS. AS USED IN THIS CLAUSE:

(1) CONTRACT FINANCING PAYMENT HAS THE MEANING GIVEN IN FAR 32.001.

(2) PAYMENT REQUEST MEANS A BILL, VOUCHER, INVOICE, OR REQUEST FOR CONTRACT FINANCING

PAYMENT OR INVOICE PAYMENT WITH ASSOCIATED SUPPORTING DOCUMENTATION. THE PAYMENT

REQUEST MUST COMPLY WITH THE REQUIREMENTS IDENTIFIED IN FAR 32.905(B), "CONTENT OF INVOICES," THIS CLAUSE, AND THE APPLICABLE PAYMENT CLAUSE INCLUDED IN THIS CONTRACT.

(3) ELECTRONIC FORM MEANS AN AUTOMATED SYSTEM TRANSMITTING INFORMATION

ELECTRONICALLY PER THE ACCEPTED ELECTRONIC DATA TRANSMISSION METHODS AND FORMATS

IDENTIFIED IN PARAGRAPH (C) OF THIS CLAUSE. FACSIMILE, EMAIL, AND SCANNED DOCUMENTS ARE

NOT ACCEPTABLE ELECTRONIC FORMS FOR SUBMISSION OF PAYMENT REQUESTS.

(4) INVOICE PAYMENT HAS THE MEANING GIVEN IN FAR 32.001.

(B) ELECTRONIC PAYMENT REQUESTS. EXCEPT AS PROVIDED IN PARAGRAPH (E) OF THIS CLAUSE, THE CONTRACTOR SHALL SUBMIT PAYMENT REQUESTS IN ELECTRONIC FORM. PURCHASES PAID WITH A GOVERNMENTWIDE COMMERCIAL PURCHASE CARD ARE AN ELECTRONIC TRANSACTION FOR PURPOSES OF THIS RULE, AND THEREFORE NO ADDITIONAL ELECTRONIC INVOICE SUBMISSION IS REQUIRED.

(C) THE DEPARTMENT OF TRANSPORTATION UTILIZES THE DELPHI EINVOICING WEB-PORTAL FOR PROCESSING INVOICES. FOR VENDORS SUBMITTING INVOICES, AND CERTAIN GRANTEES SUBMITTING PAYMENT REQUESTS, THEY WILL BE REQUIRED TO SUBMIT INVOICES VIA DELPHI EINVOICING WHICH IS

ACCESSED AND AUTHENTICATED VIA WWW.LOGIN.GOV.

(D) TO RECEIVE PAYMENT AND IN ACCORDANCE WITH THE PROMPT PAYMENT ACT, ALL INVOICES

SUBMITTED AS ATTACHMENTS IN THE DELPHI EINVOICING WEB-PORTAL SHALL CONTAIN THE

FOLLOWING:

(1) INVOICE NUMBER AND INVOICE DATE.

(2) PERIOD OF PERFORMANCE COVERED BY INVOICE.

(3) CONTRACT NUMBER AND TITLE.

(4) TASK/DELIVERY ORDER NUMBER AND TITLE (IF APPLICABLE).

(5) AMOUNT BILLED (BY CLIN), CURRENT AND CUMULATIVE.

(6) TOTAL ($) OF BILLING.

(7) CUMULATIVE TOTAL BILLED FOR ALL CONTRACT WORK TO DATE.

(8) NAME, TITLE, PHONE NUMBER, AND MAILING ADDRESS OF PERSON TO BE CONTACTED IN THE

EVENT OF A DEFECTIVE INVOICE.

(9) TRAVEL. IF THE CONTRACT INCLUDES ALLOWANCES FOR TRAVEL, ALL INVOICES WHICH INCLUDE

CHARGES PERTAINING TO TRAVEL EXPENSES WILL CATALOG A BREAKDOWN OF REIMBURSABLE

EXPENSES WITH THE APPROPRIATE RECEIPTS TO SUBSTANTIATE THE TRAVEL EXPENSES.

(10) THE FOLLOWING STATEMENT “THE CONTRACTOR CERTIFIES THAT, BY SUBMITTING THIS INVOICE TO THE GOVERNMENT, THE SUPPLIES AND/OR SERVICES BILLED HAVE BEEN SHIPPED, RENDERED, OR DELIVERED IN ACCORDANCE WITH INSTRUCTIONS ISSUED BY THE ORDERING OFFICER; THAT THEY ARE REFLECTED IN THE QUANTITIES AND/OR PERIOD OF PERFORMANCE STATED ON THE INVOICE; AND THAT SUCH SUPPLIES AND/OR SERVICES CONFORM TO THE QUANTITY AND QUALITY REQUIREMENTS

SPECIFIED IN THE APPLICABLE CONTRACT, ORDER, OR BLANKET PURCHASE AGREEMENT.

FURTHERMORE, PURSUANT TO EXECUTIVE ORDER 14173, ENDING ILLEGAL DISCRIMINATION AND RESTORING MERIT-BASED OPPORTUNITY, THE CONTRACTOR CERTIFIES THAT IT IS IN COMPLIANCE WITH THE EQUAL PROTECTION PRINCIPLES OF THE CONSTITUTION AND ALL APPLICABLE FEDERAL ANTI-DISCRIMINATION LAWS, AND ACKNOWLEDGES THAT SUCH COMPLIANCE IS MATERIAL TO THE GOVERNMENT’S PAYMENT DECISION UNDER THE FALSE CLAIMS ACT (31 U.S.C. § 3729(B)(4)). THE CONTRACTOR ALSO AFFIRMS THAT IT DOES NOT OPERATE ANY DIVERSITY, EQUITY, AND INCLUSION (DEI) INITIATIVES THAT ARE INCONSISTENT WITH THE EQUAL PROTECTION PRINCIPLES OF THE CONSTITUTION AND THE NON-DISCRIMINATION REQUIREMENTS OF FEDERAL LAW, AS INTERPRETED BY THE SUPREME COURT IN STUDENTS FOR FAIR ADMISSIONS V. HARVARD, 600 U.S. 181 (2023).”

IF THE CONTRACT INCLUDES ALLOWANCES FOR TRAVEL, ALL INVOICES WHICH INCLUDE CHARGES PERTAINING TO TRAVEL EXPENSES WILL CATALOG A BREAKDOWN OF REIMBURSABLE EXPENSES WITH

THE APPROPRIATE RECEIPTS TO SUBSTANTIATE THE TRAVEL EXPENSES.

(E) PAYMENT SYSTEM REGISTRATION. ALL PERSONS ACCESSING THE DELPHI EINVOICING WEB-PORTAL WILL BE REQUIRED TO HAVE THEIR OWN UNIQUE USER DELPHI EINVOICING ID AND PASSWORD AND BE

CREDENTIALED THROUGH LOGIN.GOV.

(1) ELECTRONIC AUTHENTICATION. SEE WWW.LOGIN.GOV FOR INSTRUCTIONS. CLICK ON THE

FOLLOWING LINK FOR INSTRUCTIONS ON ESTABLISHING A LOGIN.GOV ACCOUNT:

HTTPS://LOGIN.GOV/HELP/CREATING-AN-ACCOUNT/HOW-TO-CREATE-AN-ACCOUNT.

(2) TO CREATE A LOGIN.GOV ACCOUNT, THE USER WILL NEED A VALID EMAIL ADDRESS AND A WORKING PHONE NUMBER. THE USER WILL CREATE A PASSWORD AND THEN LOGIN.GOV WILL REPLY WITH AN

EMAIL CONFIRMING THE EMAIL ADDRESS.

(3) AGENCY POC'S WILL BE RESPONSIBLE FOR COMMUNICATING WITH VENDOR POCS TO INITIATE THE DELPHI EINVOICING ACCOUNT CREATION PROCESS. VENDOR POCS WHO REQUIRE ACCESS TO THE EINVOICING WEB-PORTAL FOR INVOICE SUBMISSION AND PAYMENT TRACKING PURPOSES WILL BE REQUIRED TO PROVIDE THEIR FULL NAME, EMAIL ADDRESS, AND CURRENT PHONE NUMBER TO THE AGENCY POC TO INITIATE THE DELPHI EINVOICING WEB-PORTAL ACCOUNT. VENDOR USERS AND THE AGENCY POC WILL BE NOTIFIED VIA E-MAIL WHEN THE ACCOUNT IS CREATED. THE VENDOR USER WILL BE PROVIDED DETAILED INSTRUCTIONS FOR LOGGING INTO THEIR DELPHI EINVOICING ACCOUNT.

IF THE VENDOR HAS ANY GENERAL QUESTIONS OR ISSUES ACCESSING THE ISUPPLIER WEB-PORTAL, PLEASE HAVE THEM CONTACT THE ESC ISUPPLIER HELPDESK EITHER AT:

- HTTPS://EINVOICE.ESC.GOV

- CALL DELPHI HELPDESK AT 1-866-641-3500, OPTION #4, THEN OPTION #3.

(4) TRAINING ON DELPHI. TO FACILITATE USE OF DELPHI, COMPREHENSIVE USER INFORMATION IS

AVAILABLE AT HTTP://EINVOICE.ESC.GOV.

(5) ACCOUNT MANAGEMENT. VENDORS ARE RESPONSIBLE FOR CONTACTING THE DELPHI HELP DESK WHEN THEIR FIRM'S POINTS OF CONTACTS WILL NO LONGER BE SUBMITTING INVOICES SO THEY CAN BE REMOVED FROM THE SYSTEM. INSTRUCTIONS FOR CONTACTING THE DELPHI HELP DESK CAN BE

FOUND AT HTTP://EINVOICE.ESC.GOV.

- TO ADD NEW POINTS OF CONTACTS, VENDORS ARE TO SUBMIT THE NAME(S), EMAIL ADDRESS(ES)

AND PHONE NUMBER(S) TO HCFA-10@DOT.GOV.

ACCOUNT MANAGEMENT

THE VENDOR SHALL CONTACT THEIR COR OR TOCOR WHEN POCS LEAVE THEIR ORGANIZATION OR WILL NO LONGER BE SUBMITTING INVOICES, WITH THE FULL NAME, TITLE, PHONE NUMBER, E-MAIL ADDRESS, AND USER ID OF THE POC. THE USER ID WILL THEN BE REMOVED. IF A USER ID BECOMES INACTIVE/TIMES OUT DUE NO ACTIVITY BY THE POC, THE VENDOR SHALL CONTACT THEIR COR OR TOCOR WITH THE FULL NAME, TITLE, PHONE NUMBER, E-MAIL ADDRESS, AND USER ID OF THE POC TO BE REACTIVATED. TO PREVENT BEING TIMED OUT DUE TO NO-ACTIVITY, USERS SHOULD LOGIN ONCE

WITHIN 45 DAYS OF THEIR LAST LOGIN.

WAIVERS

THE DEPARTMENT OF TRANSPORTATION FINANCIAL MANAGEMENT OFFICIALS’ MAY, ON A CASE-BY- CASE BASIS, WAIVE THE REQUIREMENT TO REGISTER AND USE THE DELPHI EINVOICING SYSTEM.

WAIVER REQUEST FORMS CAN BE OBTAINED ON THE DELPHI EINVOICING WEBSITE:

HTTP://WWW.DOT.GOV/CFO/DELPHI-EINVOICING-SYSTEM.HTML OR BY CONTACTING THE COR. ALL VENDORS MUST EXPLAIN WHY THEY ARE UNABLE TO USE OR ACCESS THE INTERNET TO REGISTER AND

ENTER PAYMENT REQUESTS.

ALL WAIVER REQUESTS SHALL BE SENT VIA MAIL TO:

DIRECTOR OF THE OFFICE OF FINANCIAL MANAGEMENT

US DEPARTMENT OF TRANSPORTATION, B-30

OFFICE OF FINANCIAL MANAGEMENT, ROOM W93-431

1200 NEW JERSEY AVENUE SE

WASHINGTON DC 20590-0001

OR ELECTRONICALLY TO: DOTEINVOICING@DOT.GOV

THE DIRECTOR OF THE DOT OFFICE OF FINANCIAL MANAGEMENT WILL CONFIRM OR DENY THE

REQUEST WITHIN APPROXIMATELY 30 DAYS.

IF A VENDOR IS GRANTED A WAIVER, REQUESTS FOR ADVANCE OR REIMBURSEMENT AND REQUIRED SUPPORTING DOCUMENTS, SHALL BE SENT VIA REGULAR U.S. POSTAL SERVICE TO THE FOLLOWING

ADDRESS:

FEDERAL HIGHWAY ADMINISTRATION

INVOICE PROCESSING

P.O. BOX 268865

OKLAHOMA CITY, OK 73126-8865

ATTENTION: (FILL-IN NAME OF CONTRACT SPECIALIST)

INVOICES SUBMITTED VIA AN OVERNIGHT SERVICE MUST USE THE FOLLOWING PHYSICAL ADDRESS:

MMAC

FHWA/AMZ-150

6500 MACARTHUR BLVD.

OKLAHOMA CITY, OK 73169

ATTENTION: (ACCOUNTING TECHNICIAN)

EXPRESS DELIVERY POINT OF CONTACT: LEAD ACCOUNT TECHNICIAN, 405-954-8252

ALL INVOICES, REGARDLESS OF SUBMISSION METHOD, MUST IDENTIFY THE DESIGNEE AS THE

INVOICING POINT OF CONTACT.

***REQUIREMENTS FOR IMPLEMENTING SECTION 508 STANDARDS***

NOTE: THE FOLLOWING APPLIES TO ALL FHWA CONTRACTS AND ASSISTANCE AGREEMENTS

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

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.

***CONTRACTOR SHALL USE THE DEPARTMENT OF TRANSPORTATION'S EINVOICING SYSTEM TO

CREATE AND SUBMIT INVOICES AT HTTPS://EINVOICE.ESC.GOV/.

(NOTE TO PREVIOUS CONTRACTORS: THIS IS A NEW INVOICING SYSTEM, PLEASE BE SURE TO UPDATE

YOUR INVOICING PROCEDURE ACCORDINGLY).***