TRS Business Operations Specialists SOW 20260324_SCN REVIEW 5.1.2026 - v1_SCN REVIEW 5.7.2026 (3).docx

Business Operations Support Services Statement of Work

Background:

The Federal Transit Administration (FTA) is one of the eleven Operating Administrations of the United States Department of Transportation (US DOT). FTA supports transit systems nationwide, including buses, subways, light rail, commuter rail, trolleys and ferries, through funding, currently investing more than $21 billion annually; oversight; and technical assistance. FTA also oversees safety, protecting transit riders and workers, and helps develop the next generation of transit innovation through research.

The Office of Regional Services (TRS) facilitates collaboration and knowledge-sharing across FTA HQ and Regional Offices and identifies and promotes leading regional practices to support efficient, accountable, and consistent delivery of FTA's mission. TRS serves as the voice of FTA’s regional organization.

The ten FTA Regional Offices manage federal transit grants, provide technical assistance, and ensure compliance with federal mandates for local public transportation agencies.

Objective:

The objective of this Statement of Work (SOW) is to provide professional business operations support services on location, one (1) for each of the following four (4) FTA offices:

1. Region 4 (TRO4) in Atlanta, GA

a. Areas Served: Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina, Tennessee, Commonwealth of Puerto Rico, U.S. Virgin Islands

2. Region 5 (TRO5) in Chicago, IL

a. Areas Served: Illinois, Ohio, Minnesota, Wisconsin, Indiana, Michigan

3. Region 7 (TRO7) in Kansas City, MO

a. Areas Served: Missouri, Iowa, Nebraska, and Kansas

4. Office of Regional Services (TRS) in Washington, DC (HQ) Requirements:

1. Minimum Education: High School Graduate or GED

2. Five years of experience performing business operations support duties without day-to-day direction

3. Experience supporting senior level managers

4. Excellent attention to detail and management of multiple priorities in a busy environment

5. Excellent note-taking ability

6. Accurate typing of at least 35 wpm

7. High proficiency in the use of current Microsoft 365 and Google Workspace software

8. High proficiency in grammar, spelling, punctuation, and preparation/proofreading of all standard and executive level office documents

9. Significant experience communicating with individuals at all levels, both orally and in writing The positions which are planned to be procured are Business Operations Specialists.

Tasks:

Task 1: Executive and Business Operations Support Serve as executive support for Senior Office Leadership. Specific duties and tasks may vary based on the unique needs and preferences of the Regional Administrator (RA)/Deputy Regional Administrator (DRA)/Associate Administrator (AA)/Deputy Associate Administrator (DAA). Support mission critical functions and other FTA staff at a task-based level, such as grant development and review, oversight, recipient technical assistance, and other FTA functions as assigned.

Deliverables (due dates to vary according to assignment and workload):

1. Provide comprehensive support to Senior Office Leadership, including meeting coordination, action-item tracking, creation and maintenance of briefing books (physical & electronic), and general oversight of assigned business operations tasks.

2. Maintain and manage Senior Office Leadership's calendar(s), schedule appointments and meetings, deconflict time, prepare daily/meeting agendas, and provide timely reminders and pre-meeting briefings on matters to be considered.

3. Log, monitor, follow up on, and report office action items and project status to ensure visibility and resolution of problems.

4. Manage and maintain information systems and filing for Senior Office Leadership (physical and electronic), including briefing books, contact lists, recipient records, and other document types.

5. Collect and compile updates (local, HQ, transit, political, industry, regional) and prepare weekly information packages or reports for Senior Office Leadership review.

6. Serve as the primary point of contact for internal and external communications on behalf of Senior Office Leadership: manage emails and inquiries, coordinate correspondence routing, and maintain professionalism and diplomacy.

7. Coordinate detailee, intern, and new hire logistics, perform Operations & Staff Information System (OASIS) updates, and support awards and other program documentation and other staffing-related operations support.

8. Coordinate requests for Senior Office Leadership participation, speaking engagements, travel logistics for events, and liaise with stakeholders for external engagements.

9. Assist in preparation and coordination of Senior Office Leadership and staff performance documents as requested.

10. Help prioritize tasks and projects to ensure critical deadlines are met and Senior Office Leadership's time is optimized.

11. Handle sensitive information with discretion and maintain confidentiality in all communications and records.

Task 2: Front Desk Support Provide excellent customer service, ensuring all tasks are performed in a highly efficient, organized, and accurate manner.

Deliverables (due dates to vary according to assignment and workload):

1. Maintain and manage designated office and executive calendars (appointments, on-site/off-site meetings), schedule/deconflict meetings, and track/confirm leave, training, and travel for staff and detailees.

2. Plan and coordinate meetings and events (internal/external), including room reservations, logistics, agendas and materials, launching virtual meetings and confirming links, coordinating with off‑site personnel, taking notes/action items, and following up.

3. Monitor and maintain office postal and email mailboxes and telephones, direct messages to appropriate staff, and respond to or follow up on routine/non-technical correspondence (acknowledgements, invitations, cancellations) in a timely manner. Maintain internal and external directories and contact lists.

4. Establish and retire files, keep organized electronic and physical records and databases, update contact/phone lists and org charts, maintain online file systems, maintain project trackers, and update standard operating procedures (SOPs).

5. Manage day-to-day office operations: handle maintenance requests, manage copy room, maintain supplies inventory and procurement requests, arrange shipping, and support general facilities needs.

6. Greet and assist visitors and provide front-line support to ensure professional, efficient interactions.

7. Collect, catalogue, and track information/action requests from HQ to the Regions and vice versa, and ensure appropriate routing and timely responses.

8. Maintain trackers for administrative budgets (notably travel, training, and supplies) and ensure budget documentation is current in applicable systems (e.g., AMES and local tracking documents).

9. Ensure adherence to policies and procedures, keep leadership informed of changes, and incorporate requirements into administrative processes and SOPs.

10. Prioritize (in consultation with Senior Office Leadership) and coordinate business operations tasks across the office to ensure deadlines are met and resources are used efficiently, including scheduling, follow‑up, and tracking responsibilities.

Task 3: Communications Support

Create, edit, and proofread, and manage logistics associated with correspondence, reports, records, technical papers, and presentations.

Deliverables (due dates to vary according to assignment and workload):

1. Draft and prepare reports, briefing papers (internal and travel), meeting minutes, presentations, and other official correspondence for executive-level and staff meetings; capture and incorporate follow-ups/action items as needed.

2. Provide expert proofreading and editorial support to ensure materials meet grammar, punctuation, style, and format standards; perform complex document parsing and formatting (e.g., SOPs, position descriptions, office manuals).

3. Deliver executive-level work products that require minimal revision, incorporating feedback and maintaining consistency with templates, standards, and style guides.

4. Conduct research, compile data and summaries, and draft reports to support decision-making and planning.

5. Manage EDMS (and other controlled correspondence and document management systems) and route correspondence requiring executive signature; ensure proper version control and retention.

6. Maintain designated office mailbox(es) and contact lists; direct emails and incoming mail to appropriate staff; answer or route main line phone messages; respond to routine/non-technical inquiries (acknowledgements, acceptances, cancellations) in a timely manner.

7. Coordinate and collaborate with local office staff and contractors, HQ and Regional offices to help ensure coordinated information flow, handoffs, and cross-office task coordination.

8. Maintain organized records and databases, update and apply SOPs and office manuals, and ensure files are current and accessible; integrate document-control practices with EDMS and correspondence workflows.

Task 4: Travel Support

Make travel arrangements and provide travel support for personnel as requested.

Deliverables (due dates to vary according to assignment and workload):

1. Facilitate, organize and coordinate travel arrangements, including flights, accommodations, and itineraries, and logistical support, ensuring smooth, efficient, economical, and timely travel while supporting travelers' individual preferences as allowed.

2. Manage travel advances, travel authorization requests, travel vouchers, and itineraries, using E2 and other travel systems as needed.

3. Provide support for travelers with urgent or emergency needs.

4. Coordinate official travel, compile briefing packages, and liaise with staff and external stakeholders as needed.

5. Register participants for conferences and coordinate attendance details.

6. Research staff events/trainings for Senior Office Leadership approval.

7. Maintain trackers for administrative budgets related to travel, training, and supplies expenses.

Task 5: Special Projects Deliver ad hoc support for activities not explicitly listed, within prescribed limits.

Deliverables (due dates to vary according to assignment and workload):

1. Provide task-based support for grant development and review, oversight, recipient technical assistance, and other FTA functions as assigned.

2. Identify opportunities for process improvement and implement efficient systems to enhance the overall effectiveness of business operations.

3. Compile specialized reports and support documentation and prepare specialized briefings and presentations.

Task 6: Monthly Status Reports The contractor will provide monthly reports to FTA on the status of contract tasks, including documentation of billable hours worked by personnel.

Deliverables and due dates:

1. Submit to the Contracting Officer's Representative (COR) and Contracting Officer (CO) in Word or PDF format by the 30th of each month.

Deliverables Schedule:

Period of Performance:

The anticipated period of performance will be one 12-month base period and four 12-month option periods.

Contract Type:

Firm-Fixed Price

Government Furnished Property:

For this performance of this task order, the Government will furnish a computer for use to each approved personnel. Thus, equipment must be returned to the Government when no longer in use concerning performance of work.

-------------------------------------------END OF SOW ------------------------------------------------------