STIPDG RFQ 693JJ324Q000067 final 8_16_24 .pdf

REQUEST FOR QUOTATION (RFQ)

Issuing Office: United States Department of Transportation (US DOT)

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

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

Agency Contact:

Myla Wyatt, Contracting Officer

Email: Myla.Wyatt@dot.gov Telephone: (202) 366-4247

Solicitation Number: RFQ- 693JJ324Q000067

Title: Summer Transportation Internship Program for Diverse

Groups (STIPDG)

Release Date: Friday, August 16, 2024

Questions Due Date: 3:30 PM Eastern Time (ET) Friday, August 23, 2024

Quotation/Submission Due Date: 3:30 PM Eastern Time (ET) Wednesday, September 4, 2024 mailto:Myla.Wyatt@dot.gov

SECTION 1

INFORMATION AND INSTRUCTIONS FOR PREPARATION OF QUOTATION

RFQ INFORMATION

IAW 19.502-2(b)(1)&(2) Federal Acquisition Regulation (FAR) this Request for Quote (RFQ) is one hundred (100%) percent set-aside for Small Business (SB). This is a combined synopsis/solicitation for Commercial Products and/or Commercial Services. The RFQ number is 693JJ324Q000067. This solicitation is prepared in accordance with FAR Part 12- Acquisition of Commercial Products and Commercial Services in conjunction with the policies and procedures for solicitation, evaluation, and award as prescribed in FAR Part 13-Simplified Acquisition Procedures

(SAP).

This solicitation is a small business set-aside and the North American Industry Classification System (NAICS) code is 541618 Other Management Consultant Services, size standard is $19 million.

A responsible Quoter is one whose submission 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 Quoters must have a current active registration in the System for Award Management (SAM) www.SAM.gov at the time of Quote submission and in accordance with FAR 19.301(a)(1)(i)(A) to meet the small business size standard corresponding to the North American Industry Classification System (NAICS) code identified in the solicitation in order to be eligible to receive an award under this RFQ. This requirement includes that the Contractor must complete all required representations and certifications in SAM.gov.

The provisions at FAR 52.212-1 Instructions to Offerors–Commercial Products and Commercial Services applies to this acquisition; an addendum to FAR 52-212-1 is provided in the RFQ document.

The provision at FAR 52.212-2 Evaluation–Commercial Products and Commercial Services applies to this RFQ; an addendum to FAR 52-212-2 is provided in the RFQ document.

Quoters shall include a completed copy of the provision at FAR 52.212-3 Offeror Representations and Certifications- Commercial Products and Commercial Services with its Submission/Quote- See Section 1.6 Volume II – Business and Price Proposal Part III – Other Financial / Organizational Information.

FAR clause 52.212-4 Contract Terms and Conditions–Commercial Items applies to this procurement.

An addendum to 52-212-4 is provided in the attached solicitation document.

FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders– Commercial Items, applies to this RFQ and is included below. Additional FAR (FAR) and other clauses applicable to this acquisition are included in the attached solicitation document.

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

Addendum 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (SEP 2023)

1.1 INTRODUCTION

IAW FAR Part 13.5 Simplified Acquisition Procedures for Certain Commercial Products and Commercial Services, this procurement will be a Small Business set-aside, and Quoters are required to submit written quotes/submissions and Past Performance Questionnaire (PPQs). All PPQs must be submitted directly from references to FHWA Contracting Officer (CO) and received by the stated RFQ quote/submission deadline. The Government will utilize a tradeoff process for evaluation. The evaluation factors are:

Factor 1: Technical (Key Personnel and Staffing Plan, Management Approach, and Technical Approach) Factor 2: Past Performance Factor 3: Price

NOTE TO QUOTERS: The Government anticipates, but does not guarantee, to make an award by September 19, 2024.

NOTE TO QUOTERS: In 2019 to meet this requirement, the Government awarded a single contract which included one 12-month base and four (4) 12-month option years to the company/firm below:

• Contract number: 693JJ319C00013- The Washington Center for Academic Excellence

(TWC)

1.2 QUESTIONS

All questions concerning this RFQ shall be submitted electronically to Myla.Wyatt@dot.gov copy to Carolyn.Lethert@dot.gov and HCFA-32SRI@dot.gov via e-mail no later than 3:30PM ET Friday, August 23, 2024 in order for responses to be conveyed in a timely manner.

Quoters shall direct all communications to the attention of the Contracting Officer. Communications with other Government officials may compromise the competitiveness of this acquisition, and result in the disqualification of the Quoter and/or cancellation of the solicitation.

Format for Questions: Each prospective Quoter e-mailing questions to the Contracting Officer should attempt to state each question in such a way that the Quoter would have no objection to the Government publishing that precise question (and its answer) in a formal Amendment to the RFQ on SAM.gov.

Each prospective Quoter shall not word or formulate questions in such a way that the publication of the question (and its answer) would divulge any information that the prospective Quoter considers to be proprietary or confidential.

This RFQ is being transmitted electronically. Quoters are reminded that if copies of this or any other solicitation are downloaded, amendments to the RFQ/ solicitation will not automatically be received. It is the Quoter’s responsibility to check back frequently to the download source to confirm if any amendments have been issued to the RFQ/solicitation. All RFQ amendments will be posted to and downloadable from www.SAM.gov.

mailto:Carolyn.Lethert@dot.gov mailto:HCFA-32SRI@dot.gov http://www.fbo.gov/ http://www.fbo.gov/

1.3 RFQ CLOSING DATES AND IMPORTANT DELIVERY INFORMATION

All Quotes/Submissions (to include the receipt of PPQs from all references) are due no later than 3:30 PM ET Wednesday, September 4, 2024. Failure to furnish all information required in this RFQ may result in the quote/submission being considered non-responsive and being removed from further consideration.

Quotes/Submissions and PPQs shall be transmitted via email to of the following email addresses:

Myla.Wyatt@dot.gov Copy to Carolyn.Lethert@dot.gov and HCFA-32SRI@dot.gov

The timeliness of a quote/submission is determined by the time of receipt and not just the time submitted. It is the Quoter’s responsibility to ensure that the quote/submission email is received to include PPQs, not just submitted to, at the email addresses listed above by the designated cut-off date and time. Quotes/Submissions including PPQs shall be received by the due date and time on in RFQ Section 1.8 above. Failure to furnish all information required in this RFQ may result in the quote/submission being considered non-responsive. In accordance with FAR 52.212-1 - Instructions to Offerors-Quotes/Submission and PPQs received after the specified due date and time will be considered late (see 52.212-1(f)). Early submission is encouraged.

This is an electronic procurement. Paper solicitations will not be sent. Hard copies of quotes/submissions will not be accepted. Please reference the RFQ number and title: RFQ- 693JJ324Q000067 Summer Transportation Internship Program for Diverse Groups (STIPDG) on all correspondence including the subject line of any e-mails related to this procurement.

NOTE TO QUOTERS: The Government intends to, but does not guarantee, confirm receipt of quotes/submissions. Due to the submission format requirements, hard copy or faxed quotes will not be accepted.

NOTE TO QUOTERS: Quoters should monitor www.SAM.gov for any amendments to the RFQ. If any amendments are issued, the Quoter must acknowledge each amendment.

1.4 INSTRUCTIONS FOR PREPARATION OF QUOTES/SUBMISSIONS

Clarity and completeness are of the utmost importance in quotes/submission. The Quoter’s approach to performing the requirements and its capability to successfully perform the contract will be evaluated.

With the exception of responsibility determinations and past performance evaluations, only material contained within the quote/submission will be considered in the source selection evaluation and selection process.

NOTE TO QUOTERS: The Government’s evaluation criteria are outlined below. Quoters are advised to carefully review evaluation criteria in preparing quotes/submissions.

mailto:HCFA-32SRI@dot.gov

1.5 QUOTE/SUBMISSION FORMAT

The format of the quote/submission volumes are as follows:

1. Quotes/submission shall be formatted on an electronic 8½ x 11-inch page.

2. All text, including in tables and graphs, shall use a Times New Roman or Arial font, size no less than 11-point font. Footnotes, legends, or labels associated with tables or diagrams, and other information that is ancillary to the main text, may be presented in a font size no less than 10-point font, provided that any such smaller font is fully legible.

3. Page margins (exclusive of headers and footers) shall be a minimum of 1-inch top, bottom, and each side. Columns shall not be used.

4. No specific requirements are provided for line spacing. Quoters shall use their best judgement to ensure proposal legibility.

5. PAGE LIMITS: Quotes/Submission volumes shall adhere to the page count limitations listed below. The page limit includes all narrative, figures, tables, appendices, and all other ancillary materials. EXCEPTIONS ON PAGE LIMITS: The following items do NOT count against the proposal page limitations.

• Proposal Covers;

• Title Pages;

• Blank Divider pages;

• Tables of Contents;

• Lists of acronyms;

• Resumes (limited to one (1) page each)

Quote/Submission Volumes Electronic Quote Format

Volume I-Technical Quote/Submission

Technical and Price Volumes MUST be in one email labeled as SEPERATE email attachments.

Volume I should be labeled Vol I Technical Quote. DO NOT combine Volumes I&II into one document.

Email (less than 8MB) with each submission part attached as individual files.

The subject line must read: RFQ- 693JJ324Q000067 Summer Transportation Internship Program for Diverse Groups (STIPDG)

*Do not zip or compress files. Do not include personal identifiable information.

Volume II- Business and Price Quote/Submission

Technical and Price Volumes MUST be in one email labeled as SEPARATE email attachments.

Volume II should be labeled Vol II Business and Price Quote/Submission. DO NOT combine Volumes I &II into one document.

1.6 QUOTE/SUBMISSION CONTENT AND CONFIGURATION

Quotes/Submissions shall be submitted in two (2) separate Volumes to include the required parts as described below:

Volume I – Technical Quote/Submission (Parts I-III) shall consist of the following:

1. Part I – Key Personnel and Staffing Plan – Staffing submission is limited to six (6) narrative pages not including one (1) page per staff resume.

2. Part II – Management Approach – Not to exceed three (3) pages.

3. Part III - Technical Approach – Not to exceed twenty (20) pages.

Volume II – Business and Price (Parts I-IV) shall consist of the following:

1. Part I: Price Information – Quoters must provide a completed Pricing Schedule (See Section 4 Attachment 4)

2. Part II: Subcontracts/Consultants – No page limit.

3. Part III: Other Financial/Organizational Information – No page limit.

4. Part IV: Past Performance Questionnaire (PPQs)-(See Section 4 Attachment 1) A minimum of one (1) and a maximum of three (3) submissions. All PPQs must be submitted by the Quoter’s reference(s) via email to the Contracting Officer and received by the RFQ quote/submission deadline. Reference(s) must complete PPQs Attachment 1 (no substitutions or exceptions) and email directly to Myla.Wyatt@dot.gov Copy to Carolyn.Lethert@dot.gov and HCFA- 32SRI@dot.gov no later than 3:30 PM ET Wednesday, September 4, 2024.

• NOTE TO QUOTERS: In the event a Quoter exceeds the stated page limit(s) established for each quote section; the Government will evaluate the total pages for each section based on the stated page limit.

• IMPORTANT NOTE TO QUOTERS- REVISED QUOTES/SUBMISSIONS: All revised quotes/submissions must be received by the respective due date and time as stated herein. All quote/submission revisions must be clearly marked on each title page to include revision number (i.e., rev 1, 2, 3, etc.) and revision date. Additionally, revision notification email must include RFQ name/title and revision number in the subject line.

Volume I – Technical Quote/Submission

Volume I – Technical Quote (Parts I-III) shall be provided in one electronic (Adobe PDF) document, and shall consist of the following:

Volume I Part I – Key Personnel and Staffing Plan

Quoters shall provide a staffing plan, which denotes staffing levels, Key Personnel (See Section 3 Statement of Work (SOW) 3.4 DELINATION OF TASKS Task B and Section 5.5 FAR AND TAR CLAUSES IN FULL TEXT-1252.237-73 Key Personnel), project roles, duties, capabilities, and professional and academic credentials. Quoter may include other labor categories/staff in addition to required Key Personnel in its quote/submission. Quoters must include at a minimum a Program Manager as Key Personnel, but Quoters may also include more than one Program Manager and additional staff but plan is required to have at least one primary Program Manager-Key Personnel.

In addition, the Quoter shall provide a staffing plan to replace Key Personnel over the entire term of the contract including all option periods. The staffing plan must demonstrate that the Quoter has the ability replace Key Personnel quickly without any adverse impact on contract performance and delivery of services as detailed in Section 3 Statement of Work (SOW). As a part of the staffing plan the quote/submission must demonstrate a recruitment and hiring plan to fill positions key positions-to include Key Personnel as a result of vacancy.

Separate resume(s) shall be submitted for all Key Personnel. Resumes shall include technical qualifications; academic background; project management experience, relevant subject matter expertise; relevant project level experience; professional affiliations, licenses, designations, or national committee appointments (See Section 3 SOW 3.4 DELINATION OF TASKS Task B and Section 5.5 FAR AND TAR CLAUSES IN FULL TEXT- 1252.237-73 Key Personnel). Resumes do not count towards the page limits for this section.

Volume I Part II – Management Approach

Quoters shall demonstrate an adequate, innovative, and efficient management approach of proposed staff to include but not limited to Key Personnel to perform the tasks as detailed in the SOW and RFQ. Quoters shall provide an approach that demonstrates the ability to resolve complex questions and/or challenges that may be encountered with student interns such as reasonable accommodations, travel, and housing complexities, and/or communication and interaction challenges between interns and with interns and mentors. Quoters must include a narrative description of a specific situation/challenges/issue and a detailed approach, that demonstrates the Quoter’s ability to resolve the conflict or question which results in a favorable outcome.

Volume I Part III – Technical Approach After carefully reviewing the requirements and tasks listed in RFQ Section 3 SOW, the technical evaluation criteria listed in RFQ Section 2, as well as the other sections of this RFQ, include a detailed discussion of the approach for facilitating a Summer Internship Program and outline a plan specifically related to the following interdependent program elements:

1. Program Administration,

2. Program Delivery,

3. Information Management and Security,

4. Event Planning,

5. Financial and Payroll Management,

6. Housing and Travel coordination- NOTE-Quoter(s) shall provide a detailed housing plan

(see Section 3 SOW Task B Intern Services) to include housing locations and type i.e., hotel brands/chains, extended stays and or dormitories. Although Government has included total housing costs in Other Direct Costs (ODCs) for each contract period- See Statement of Services- Attachment 4), Quoters detailed housing plan shall include cost per intern and total costs for housing for up to eighty-two (82) interns for the entire ten

(10) week STIPDG summer session- See Section 3 SOW Task D Intern Services) for housing information and requirements.

Quoter(s) plan(s) shall provide evidence of how the technical approach supports STIPDG’s requirements and provide documentation to support professed examples of any such methods, tools, or plans to be used. Quoters shall also include any assumptions, deviations, and exceptions (as necessary).

Volume II – Business and Price Proposal

Volume II – Business and Price (Parts I-IV) shall be provided in electronic one (Adobe PDF) document except price/cost assumptions and calculations may be submitted in Microsoft Excel (MS Excel) format and shall consist of the following:

Part I – Price Information

1) Price Quote and Completed Schedule of Services (See Section 4 Attachments 4 & 5)

• The pricing information provides an overall price for the Quoter’s staff/team and detailed assumptions that are included in the Quoter’s price quote/submission. It is requested that the Quoter adhere to and fully complete the pricing structure established in Attachment 4.

• Acceptance Period – The acceptance period shall not be less than ninety (90) days.

• Quoters are required to provide fully detailed supporting information to demonstrate how the proposed firm-fixed price CLIN amounts to include individual tasks were derived. List any assumptions or conditions upon which the price quote is based.

Price/cost calculations in support of Quoters prices for firm-fixed price CLINs entered in Attachment 4 may be submitted separately in Microsoft Excel (MS Excel).

• Detailed supporting information may include specific labor categories, fully burdened labor rates, total labor hours, and any additional information and assumptions that will enable the Government to evaluate quoted firm-fixed prices for Tasks A-D (See Section 3 SOW and Attachment 4).

• For firm-fixed price CLINs only, Quoters are highly encouraged to submit milestone payment schedule which details task(s) and/or deliverable(s) completion total amounts which should be proportional to completion of task/and or corresponding deliverables (See Section 3 SOW and Schedule of Deliverables- Attachment 3).

• If using negotiated labor rates from GSA or other Federal government contract, please provide contract number and expiration date. Note that assumptions or conditions that are non-conforming to the Government terms and conditions may result in a determination of non-responsiveness.

• Estimated Travel and Other Direct Costs (ODCs) amounts are provided by the Government as Not to Exceed (NTE) amounts for contract base and all option periods.

• NOTE: Quoters MAY quote higher total ODCs for any or/all contract periods, but any total amounts greater than the Government’s Not to Exceed (NTE) ODC amounts included in Schedule of Services- Attachment 4 requires a breakdown of costs and written justification. If Quoter chooses this option, please ensure to complete and submit both Attachments 4 (Should include Quoter’s FFP and Govt NTE ODC amounts) and Attachment 5 (Should include Quoter’s FFP and Quoters ODC amounts or combination of Quoter ODC and Govt NTE ODC amounts). ODCs include but are not limited to the following: STIPDG Application (build and maintenance) Recruitment, Student Stipends, Employer Portion of FICA/SSA on stipends, housing, Disabilities Accommodations, Field Trips/Workshops.

• Quoters are encouraged to review Section 3 SOW Tasks A-D. NOTE: Housing plan costs included Volume I Part III – Technical Approach 6. Housing and Travel coordination- should be consistent/match in both and should not differ if Quoter chooses this option.

NOTE TO QUOTERS: Discounts for prompt payment will not be accepted. Quoters shall not propose discounts for prompt payment.

2) Standard Form LLL (See Attachment 2) The Quoter shall submit a completed Standard Form LLL (Attachment 2), Disclosure of Lobbying Activities (available online https://www.gsa.gov/reference/forms/disclosure-of-lobbying-activities If Quoter has no lobbying activity to report, the Quoter shall complete the form and indicate “Not Applicable” on block 10 of SF LLL. Quoter may also include a statement in Volume II- Price Proposal indicating that the SF LLL is not applicable. This applies to the Prime Quoters only (not subcontractors).

https://www.gsa.gov/reference/forms/disclosure-of-lobbying-activities

Part II – Subcontracts / Consultants

If subcontractors and/or individual consultants will be used in carrying out any of the requirements of this contract please provide the following minimum information concerning the proposed subcontractors/consultants:

(a) Name, address, UEI, CAGE , primary point of contacts, email, and telephone number for each proposed subcontractor or consultant.

(b) Names and positions of personnel who will work on the project.

(c) Identify any part of Tasks A, B, C, or D as detailed in Section 3 SOW to be performed by subcontractor(s). As a friendly reminder this RFQ is 100% set-aside for Small Business and in accordance with FAR 19.505(b)(1)(i) Limitations on Subcontracting applies to this RFQ.

Part III – Other Financial / Organizational Information

(a) Company/Firms Point(s) of Contact (First & Last name, telephone number, email address, business/mailing address)

(b) Federal Tax Id Number (TIN) Nine digits

(c) Unique Entity Identifier (UEI)- (See SAM Registration)

(d) The Quoter’s Legal Name and Address must match the information for the Quoter in

SAM.gov at http://www.SAM.gov including the corresponding Commercial and Universal Entity Identifier (UEI) and Commercial Government Agency (CAGE) Code Number.

(e) Terminated Contracts – List any contract that was terminated for convenience of the

Government within the past (3) three years, and any contract that was terminated for default within the past three (3) years. Briefly explain the circumstances of each instance. Indicate any cure notices within the last (3)three years and explain the circumstances of each instance. This applies to the prime Quoters only (not subcontractors).

(f) A completed copy of FAR 52-212-3- Offerors Representations and Certification

Commercial Products and Services (See Section 5.1 FAR Provisions Incorporated by Reference) if the Quoter is NOT registered in SAM.gov or is registered in SAM and has NOT completed all the required representations and certifications to include but not limited to FAR 52.204-24 and FAR 52.204-26. This applies to the prime Quoters only (not

(g) Conflicts of Interest - The Quoter shall provide a brief statement in its quote/submission that describes in a concise manner all past, present or planned organizational, contractual, or other interest(s), which may affect the Quoter’s and/or any subcontractor’s (as applicable) ability to perform the proposed contract in an impartial and objective manner. The CO will review the statement and may require additional relevant information from the Quoter.

In accordance with FAR Subpart 9.5, all such information, and any other relevant information known to the Government, will be used to determine whether an award to the Quoter may create an actual or potential conflict of interest. If any such conflict of interest is found to exist, the CO may (a) disqualify the Quoter, or (b) determine that it is otherwise in the best interest of the Government to contract with the Quoter and include appropriate provisions to mitigate or avoid such conflict in the contract awarded.

(h) The Quoter shall state that they agree to all terms and conditions of the model contract of this RFQ which consists of the RFQ Sections 1-5 including all documents, exhibits, and all other attachments that are incorporated therein by reference and made a part thereof or provide an explanation for any exceptions. This applies to the prime Quoter only (not

(i) Subject to FAR 52.222-37-Quoters shall state that they have submitted the most recent annually VETS-4212 report(s). The Quoters shall provide a copy of the Department of Labor automated email confirmation of the submittal. This confirmation notification will be used as verification of submission. This applies to the prime Quoter only (not

Part IV -Past Performance (See Section 4 Attachment 1)

a) Past Performance Questionnaire (PPQs)- All PPQs (minimum of one (1) maximum of three

(3) must be completed and submitted by Quoter’s reference(s) directly via email to the Contracting Officer via email at Myla.Wyatt@dot.gov Copy to Carolyn.Lethert@dot.gov and HCFA-32SRI@dot.gov and received not later than 3:30PM ET Friday, August 30, 2024.

b) Quoter(s) are required to provide provide/list the full name(s) and contact information of references that will be submitting PPQs directly the Contracting Officer. Quoter’s shall notify the Contracting Officer prior to the RFQ quote/submission due date and time of any changes to PPQ references and provide updated contact information.

NOTE TO QUOTERS: The Government intends to, but does not guarantee, confirm receipt of quotes/submissions.

NOTE TO QUOTERS: The Government’s evaluation criteria are outlined below in Section 2 EVALUATION AND AWARD. Quoters are advised to carefully review evaluation criteria in preparing of quotes/submission in response to this RFQ.

1.7 PROCUREMENT INTEGRITY ACT REQUIREMENTS

Your attention is directed to the provision 52.215-1(e) and FAR 3.104-5 for a discussion on marking and protecting quote/submission information. Quoters should put the following notice on the cover page (i.e., first page) of each volume of its quote/submission:

This quote/submission shall be used and disclosed for evaluation purposes only, and a copy of this Government notice shall be applied to any reproduction or abstract, thereof. Any authorized restrictive notices that the submitter places on this quote/submission shall also be strictly followed. Disclosure of this quote/submission outside the Government for evaluation purposes shall be made only to the extent authorized by, and in accordance with law.

1.8 AWARD

Until a formal notice of award is issued, no communication by the Government, either written or oral, shall be interpreted as a promise that an award will be made.

The Contracting Officer (CO) is the only individual that can legally commit or obligate the Government to expend public funds. No cost chargeable to the proposed contract can be incurred before receipt of a fully executed contract or specific written authorization from the CO.

(End of Addendum to FAR 52.212-1)

Addendum FAR 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

(NOV 2021)

SECTION 2 - EVALUATION AND AWARD

NOTE TO QUOTERS: READ VERY CAREFULLY

2.1 PROCUREMENT PROCEDURES

This procurement is conducted under FAR Part 12 Commercial Products and Commercial Services and FAR Part 13 Simplified Acquisition Procedures.

2.2 EVALUATION—

(a) The Government will award a contract resulting from this solicitation to the responsible Quoter whose quote/submission conforming to the RFQ/solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotes/submissions:

1. Technical

2. Past Performance

3. Price

Technical is more important than the Past Performance and when the two non-price factors are combined, they are approximately equal to the Price. The more equal quotes may be with respect to non-price factors, the more important the price factor will become.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

1. Award will be made to the Quoters(s) whose quotes/submissions conform with the solicitation requirements; is determined responsible in accordance with FAR Subpart 9.1 by possessing the financial and other capabilities to fulfill the requirements of the contract, and whose quote/submission is determined, by an integrated assessment of price and non-price evaluation factors that provide the best value to the Government.

The Government may make awards using the tradeoff method to other than the lowest priced responsive Quoter(s) or the Quoter(s) with the highest technical rating if the

Source Selection Official (SSO) determines that to do so would result in the best value to the Government.

2. The Government intends to make an award without exchanges with Quoters and reserves the right to award on initial quote(s)/submission(s). Quoters should be aware that the Government does not intend, subject to its discretion, to hold exchanges.

Therefore, each Quoter shall include the most favorable and most advantageous technical and price quote/submission that the quoter can provide. If initial quote(s)/submission(s) do not provide the Government with a satisfactory total solution, the Government reserves the right to conduct exchanges if the Contracting Officer (CO) deems it to be necessary. The determination whether to conduct exchanges will be made at the unilateral discretion of the Contracting Officer.

3. Exchanges with Best-Suited Quoter: Once the Government determines the Contractor that is the best‐suited (i.e., the apparent successful contractor), the Government reserves the right to communicate with only that contractor to address any remaining issues, if necessary, and finalize a purchase order with that contractor. These issues may include technical and price. If the parties cannot successfully address any remaining issues, as determined pertinent at the sole discretion of the Government, the Government reserves the right to communicate with the next best‐suited contractor based on the original analysis and address any remaining issues.

2.3 EVALUATION FACTORS

Each quote/submission will be evaluated according to the following price and non-price factors.

Further explanation of factors is provided below:

1) TECHNICAL

• All three (3) Subfactors listed below are of equal importance.

a) Key Personnel and Staffing Plan

• Demonstration that proposed personnel has the relevant experience, education, and expertise to successfully perform the work required in the RFQ- See Part 3 Statement of Work (SOW).

• Demonstration of a sound, adequate, clear, and realistic proposed project team to perform the work required in the RFQ.

• Demonstration of effective staffing plan to include short timeline to replace Key Personnel (as necessary/required).

• Demonstration of successful relevant personnel experience on projects of similar size, scope and complexity to the work required under this RFQ.

b) Management Approach

• Demonstration of the ability to resolve complex questions and/or challenges that may be encountered with student interns such as reasonable accommodations, travel, and housing complexities, and/or communication and interaction challenges between interns and with interns and mentors.

c) Technical Approach

• The Quoter’s technical approach will be evaluated for adequacy, efficiency, and effectiveness.

• Demonstration of a plan to manage interdependent program elements (Program Administration, Program Delivery, Information Management and Security, Event Planning, Financial and Payroll Management, and Housing and Travel coordination as detailed below:

1. Program Administration: Demonstration of a plan to provide daily administrative management of STIPDG as detailed in the SOW, Task A Contract Management, and Task B Program Administration and Management.

2. Information Management and Security: Demonstration of a plan to develop and organize accurate records of independent program elements such as intern rosters, databases, reports, invoices, and demographic analytics, including examples of technological resources that will be used to aid in documentation and reporting efforts as detailed in the SOW, Task A Contract Management, Task B Program Administration and Management, and Task C. Program Documentation and Reporting.

3. Program Delivery: Demonstration of a plan to develop effective and functional

STIPDG online application process as well as marketing and recruiting for STIPDG utilizing professional job/employment networks, college career center boards, and widely used social media platforms (Facebook, Instagram, and X formally known as Twitter) and as detailed in the SOW and Task C. Program Documentation and Reporting.

4. Event Planning: Demonstration of a plan to coordinate, moderate, lead, and execute

STIPDG-sponsored events as detailed in the SOW, Tasks A, B, C, and D including the adequacy, logic, and practicality of internship events, the associated educational content to be presented throughout the program, and providing uniform guidelines and procedures for those events to Interns, Mentors, and the COR.

5. Financial and Payroll Management: Demonstration of a plan to provide financial and payroll management services, including monitoring budgets, developing financial reports, allocating reserves, processing, and distributing payments, withholding appropriate payroll taxes and other required deductions, resolving payroll issues, and offering benefits for student interns during the program (i.e., health, etc.) as detailed in the SOW and Task D. Intern Services.

6. Housing and Travel Coordination: Demonstration of the adequacy, logic, and practicality of the Quoter’s submission/plan to provide travel and housing coordination (Separate housing plan and costs required- Volume I Part III – Technical Approach) for an internship program for up to eighty-two (82) STIPDG Interns annually of varying ages and academic levels, including addressing potential housing and travel problems or emergencies, to all parties’ (Interns, Mentors, COR) satisfaction, within twenty-four (24) hours of complaint as detailed in the SOW and Task D. Intern Services.

2) PAST PERFORMANCE

The Past Performance evaluation will include the results of Past Performance Questionnaire (PPQs)- Quoters are required to have a minimum of one (1) and maximum of three (3) PPQs (See Attachment 1- Quoters must have reference(s) submit PPQs directly to the CO via email and must be received by the RFQ quote/submission due date ) which may be verified by contacting references as deemed necessary by the Government and evaluated based on the relevance of the information presented. In rating this factor, The Government will consider the relevance of the size and scope of each contract listed to the tasks and requirements of the SOW as described in this RFQ. Past performance for contracts that are similar in size and scope to the requirements described in this RFQ may be given more weight in the evaluation. As such, the work description must be sufficiently detailed for the Government to make this determination.

The Government may obtain and evaluate Past Performance information from sources other than those identified in the quote. Failure to provide the required past performance information may result in the quotation not being considered. The Government will use its discretion to determine if the past performance information is relevant. Past Performance information will generally be determined to be relevant if the performance involves work performed within the past three (3) years that is the same or similar in size, scope, and complexity to the services being procured under this RFQ. If the Quoter does not have a history of relevant contract experience, or if past performance information is not available, the Quoter will receive a neutral past performance rating.

The Quoter’s past performance as found in the Contractor Performance Assessment Reporting System (CPARS) will be evaluated to determine, as appropriate, the performance risk associated with its quote as it relates to the requirement for this RFQ/solicitation. The evaluation may take into account past performance information regarding predecessor companies, key personnel who have relevant experience or subcontractors that will perform major or critical aspects of the requirement. The Government reserves the right to assess the past performance of proposed subcontractors.

Past Performance will be determined to be Outstanding, Satisfactory or Unsatisfactory.

If Quoter does not have a history of relevant contract experience, or if past performance information is not available, the Quoter will receive a Neutral past performance rating.

3) PRICE

Quoted prices will be evaluated but not given an adjectival rating or score. The price evaluation will determine whether the quoted prices are fair and reasonable in relation to the RFQ requirements and market rates. Quoted prices must be entirely compatible with the technical quote/submission and consistent with the pricing requirements listed in the RFQ/solicitation.

2.4 EVALUATION METHODOLOGY

Overall Technical will be evaluated using the adjectival ratings listed in the table below.

RATING DEFINITION

Outstanding Quote/Submission meets requirements and indicates an exceptional approach and understanding of the requirements. Strengths far outweigh any weaknesses. Risk of unsuccessful performance is very low.

Good Quote/Submission meets requirements and indicates a thorough approach and understanding of the requirements. Quote contains strengths which outweigh any weaknesses. Risk of unsuccessful performance is low.

Satisfactory

Quote/Submission meets requirements and indicates an adequate approach and understanding of the requirements. Strengths and weaknesses are offsetting or will have little or no impact on contract performance. Risk of unsuccessful performance is no worse than moderate.

Marginal

Quote/Submission does not clearly meet requirements and has not demonstrated an adequate approach and understanding of the requirements. The quote/submission has one or more weaknesses which are not offset by strengths. Risk of unsuccessful performance is high.

Unacceptable Quote/Submission does not meet requirements and contains one or more deficiencies.

Quote/Submission is unawardable.

Past Performance will be evaluated using the ratings listed in the table below.

RATING DEFINITION

Outstanding Quoter’s performance meets contractual requirements and exceeds many requirements that benefit the Government. Performance was accomplished with few, if any, minor problems for which corrective actions taken by the contractor were highly effective. Past performance indicates a very low risk of unsuccessful performance to the Government.

Satisfactory Quoter’s performance meets contractual requirements. Performance was accomplished with some minor problems for which any required corrective actions taken were satisfactory. Past performance indicates a moderate to low risk of unsuccessful performance to the Government.

Neutral No relevant past performance record is identifiable upon which to base a meaningful performance risk prediction. A search was unable to identify any relevant past performance information for the contractor or their key personnel. This is neither a negative or positive assessment.

Unsatisfactory Quoter’s performance did not meet one or more critical contract requirements.

Performance was not successfully accomplished or a contract was terminated for default.

Past performance indicates a very high or unacceptable risk of unsuccessful performance to the Government.

(End of Addendum to 52.212-2)

SECTION 3- STATEMENT OF WORK (SOW)

3.1 BACKGROUND

The U.S. Department of Transportation’s (US DOT) Federal Highway Administration (FHWA) manages the annual Summer Transportation Internship Program for Diverse Groups (STIPDG) (https://www.fhwa.dot.gov/education/stipdg.cfm). For over two decades, STIPDG has served as a succession-planning tool to provide a pool of qualified candidates to fill mission critical occupations and positions within US DOT/FHWA. The intent of STIPDG provide summer employment opportunities to students and promote the entry of Women, Persons with Disabilities, and Members of other Diverse Groups s1; and racial and ethnic diverse individuals with summer employment opportunities in the field of transportation.

The ten (10) week STIPDG provides undergraduate, graduate and law students with opportunities to sharpen their research, writing , and oral presentation skills while receiving hands-on work experience.

Interns participate in field trips to national transportation projects and facilities, conferences, workshops, decision-making meetings, and special events specific to their work assignments.

STIPDG is managed by FHWA’s Office of Discretionary Grants and Workforce Programs. Although the duration of STIPDG is at total of ten (10) weeks, which begins yearly the first week of June and ends the second week of August, several months up to a year of administration and planning efforts by FHWA and the Contractor precedes each annual STIPDG term. The Contractor provides non-personal, professional support services to FHWA by administering and facilitating the program.

STIPDG interns are not federal employees and do not serve in federal positions. The Contractor obtains the services of the interns who will complete on-the-job training assignments under the daily direction of federal or state government employees who serve as STIPDG mentors. Interns are paired mentors and their respective assignments based on their respective academic majors and areas-of-interest.

Each year, STIPDG and its formal application are publicly advertised by the Contractor on its website from October through January of the following year, and the application deadline is in January. After the announcement period, applications are evaluated by the Contractor and submitted to FHWA.

Ongoing selections and notifications to interns are made throughout the Spring and early summer prior to the start of the STIPDG ten (10) week session.

3.2 OBJECTIVE

The objectives of the contract are:

1. Provide eligible college/university students with work experience and on-the-job training while working on current transportation-related topics and issues;

2. Offer STIPDG interns an opportunity to gain valuable professional experience and develop skills which enhance their academic pursuits, strengthen understanding of the transportation industry, and prepare interns for future public service opportunities; and

1 “disabilities” shall be defined as set forth in the ADA Amendments Act of 2008 https://www.fhwa.dot.gov/education/stipdg.cfm

3. To support US DOT and associated organizations by providing qualified women, persons with disabilities, and members of diverse groups with summer employment opportunities in transportation, where these groups have been traditionally under-represented.

3.3 DETAILED REQUIREMENT

The Contractor shall be responsible for the daily management and administration of STIPDG by:

(1) managing and coordinating housing and travel logistics for approximately 80 - 82 college interns by extending offers to up to 110 college interns (specific number of student interns will be finalized each year no later than the first week of May;

(2) coordinating and providing academic and professional development training sessions and field trips;

(3) Keep, update, and maintain an accurate record of intern(s) and mentor(s) information ( which includes but is not limited to intern and US DOT mentor contact information, work site info, housing information, emergency contacts etc.…

(4) Serving as the primary point of contact for STIPDG interns and mentors.

(5) Communicate and disseminate STIPDG guidelines and expectations to interns and mentors, and

(6) provide FHWA with program-related data and reports.

The Contractor shall use contract funds for products or services that directly benefit interns and pay for authorized and approved expenses/costs interns incur during STIPDG. Examples of acceptable products and/or services include but are not limited to intern stipends , housing, travel/transportation, workshops, seminars and field trips, personal protective equipment (PPE) (e.g., work boots, hardhats, and other safety equipment); and other logistical support; including reasonable accommodations for persons with targeted disabilities2. Reasonable accommodations are defined as any adjustments within a work or housing site that allow an otherwise qualified employee or student with a disability to perform the necessary tasks required.

3.4 DELINEATION OF TASKS

Task A. Contract Management

The Contractor shall participate in a mandatory post-ward kick-off meeting (in-person or virtual) with the Contracting Officer’s Representative (COR) and Contracting Officer (CO) and other FHWA staff as appropriate. The purpose of the kick-off meeting is to discuss the Contractor’s technical approach to meet the requirements and objective in order to ensure that desired outputs and outcomes are understood and achieved. Prior to the kick-off meeting, the Contractor shall submit a proposed meeting agenda. At the kick-off meeting the Contractor shall discuss the approach to meeting the

2 “targeted disabilities” shall be defined as set forth on the form for self-identification of disability, Standard Form 256 (SF 256), issued by the Office of Personnel Management, or any replacements, updates, or revisions thereto.

project schedule and how the required tasks will be completed to meet the timetable outlined in the deliverables schedule. Following the kick-off meeting, the Contractor shall submit a meeting summary that captures the discussion of the kick-off meeting within fifteen (15) calendar days after the meeting.

The Contractor shall provide weekly briefings to the COR on the status of administrative and STIPDG planning activities. The briefings shall be held via telephone, virtually, or in person at the discretion of the COR. The Contractor shall prepare and disseminate an email summary of weekly briefing within two (2) business days. Email summaries of any ad-hoc meetings and/or conference calls shall also be prepared and emailed to the COR within two (2) business days.

The Contractor shall submit monthly progress reports to the COR and the subject matter expert (SME) (if applicable). Progress reports shall be prepared monthly and submitted within the first five (5) business days of each month following the reporting period. Progress reports shall be in a format as directed by the COR and shall include the following items at a minimum:

• A specific, detailed summary of all work performed under each task during the reporting period;

• An outline/summary of the work to be accomplished during the next reporting period (typically following month); and

• A detailed description of any issues/problems/or concerns encountered that may or is anticipated to adversely impact the completion of any work within the timeframe set, together with recommended solutions to resolve the issues/problems/concerns. Documentation is required statement that no problems are encountered.

Task B. Program Administration and Management The Contractor shall:

1) Provide a STIPDG Program Manager (Key Personnel).

The STIPDG Program Manager is required to:

1) provide daily administrative management of intern and mentor assignment activities;

2) receive and handle all calls and inquiries from the COR;

3) provide guidance, answer questions, and resolve problems; and

4) respond to inquiries within one (1) business day of receipt.

STIPDG Program Manager is the 24-hour emergency contact during the summer operation periods of STIPDG (June-August, annually), and be responsible for continuously securing and maintaining all emergency contact information for all STIPDG interns. This requirement shall be met by an actual person(s); and is not authorized to be substituted by voice mail, answering service, or answering machine. The STIPDG Program Manager shall be on-call and shall immediately respond to all intern-related emergencies, including, but not limited to, medical and personal emergencies. Medical and personal emergencies shall be defined as situations involving one of the following:

• Immediate threats to life, health, property, or environment;

• Already caused loss of life, health detriments, property damage or environmental damage;

and/or

• Incidents having a high probability of escalating to cause immediate danger to life, health, property, or environment.

2) In collaboration and coordination with the COR, prepare and distribute Mentor Guidelines (Guidelines) to all STIPDG mentors. The Guidelines shall state the responsibilities of mentors for the duration of the program, including a list of “do’s and “dont’s.” The Guidelines shall also include the Contractor’s designated points of contact should mentors have any questions related to their responsibilities. Mentor Guidelines shall be finalized by April 30 of each contract performance period, and the Contractor shall submit a draft version to the COR no later than March 31 to allow adequate time for review and approval.