MODIFICATION
R -- TECHNICAL AND ADMINISTRATIVE SERVICES SUPPORT
- Notice Date
- 8/17/2007
- Notice Type
- Modification
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- Department of Transportation, Federal Motor Carrier Safety Administration (FMCSA), Headquarters FMCSA, 400 7th Street SW MC-MBA, Washington, DC, 20590, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- DTMC75-07-C-00024
- Response Due
- 8/22/2007
- Archive Date
- 9/6/2007
- Point of Contact
- William Adams, Contract Specialist, Phone 202-385-2305, Fax 202-385-2333, - Cecelia Royster, Division Chief, Acquisition Management Division, Phone 202-385-2307, Fax 202-385-2333,
- E-Mail Address
-
billa.adams@dot.gov, cecelia.royster@fmcsa.dot.gov
- Small Business Set-Aside
- Total Small Business
- Description
- DESCRIPTION: The U.S. Department of Transportation, Federal Motor Carrier Safety Administration, intends to procure Technical and Administrative Support Services meeting the specifications listed below. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. All proposals must be submitted by August 22, 2007 4:00PM. The reference number for this procurement is DTMC75-07-C-00024. The document incorporated provisions and clauses in effect through Federal Acquisition Circular 2005-16. This combined synopsis/solicitation is issued IAW FAR 19.502-2 as a 100 % small business set-aside. The applicable NAICS code is 541611 with a corresponding size standard of 100 employees. LINE ITEMS Item 1 = Provide technical and administrative services to support the Federal Motor Carrier Safety Administration (FMCSA), Office of Safety Programs?? efforts to develop grant administration and tracking procedures and resolve funding discrepancies that exist within the Fiscal Management Information System (FMIS) and the DELPHI system. The Statement of Work is included as Attachment 1. This procurement will include Four (4) Twelve (12) month option periods. PAYMENT Payments under this procurement will be made in accordance with the applicable clauses and provisions listed below. Payments will be made under this contract upon submission of properly certified invoices or vouchers by the Contractor and approval by the administering office. APPLICABLE CLAUSES AND PROVISIONS The following clauses and provisions are incorporated by reference in this combined synopsis/solicitation. All clauses and provisions can be viewed in full text at www.arnet.gov, then follow the link for the Federal Acquisition Regulation (FAR) 52.212-1 Instructions to Offerors-Commercial Items 52.212-2 Evaluation-commercial Items insert the following for paragraph (a). Offerors submitting a quote will be evaluated based on lowest price technically acceptable. One award will be made to the offeror providing the quote that is technically acceptable, all factors taken into consideration. In order to be considered technically acceptable each offer shall provide information to demonstrate that: a. It has resources with a working knowledge of both DELPHI accounting system and the Fiscal Management Information System (FMIS). Resumes are limited to 2 pages each. b. It is technically capable of managing Federal grant program requirements and processes including Office of Management and Budget requirements. c. It can develop and implement a grant program review process. d. It can modify Excel database systems to track key data factors for grants management. Offeros shall provide pricing for the base period and pricing for each option period. Offerors shall have an active Central Contractor Registration (CCR) in order to be considered for an award and must remain so throughout the period of performance. Offerors shall supply with their quotation all pertinent information on the technical and administrative services they are quoting and a list of customers who can be contacted to establish their level of satisfaction with the offerors services. The past performance questionnaire is included as Attachment 2. 52.212-3 Offeror Representations and Certifications-Commercial Items (offeror shall complete the online Representations and Certifications at https://orca.bpn.gov by the closing date identified in this procurement. 52.212-4 Contract Terms and conditions-Commercial Items 52.217-9 Option to Extend The Term of The Contract. The Government may extend the term of this contract by written notice to the Contractor within the performance period of the contract or within 30 days after funds for the option year become available; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years. 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items. The following clauses are applicable (clauses 52.202.1, 52.203-3, 52.203-5, 52.203-6, 52.209-6, 52.219-6, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.232-24, 52.232-25, 52.232-33, 52.233-1, 52.233-3, 52233-4, 52.237-3, 52.242-13, 52.243-1, 52.246-25, 52.249 ) Original Point of Contact William Adams, Contract Specialist, Phone (202) 385-2305, Fax (202) 385-2335, Email billa.adams@dot.gov ?V Cecelia Royster Contracting Officer, Phone (202) 385-2306, Fax (202) 385-2335, Email Cecelia.royster@dot.gov Current Point of Contact William Adams, Contract Specialist, Phone (202) 385-2305, Fax (202) 385-2335, Email billa.adams@dot.gov Place of Performance Address: U.S. Department of Transportation, 1200 New Jersey Ave, SE, Washington, D.C. Postal Code: 20590 Country: UNITED STATES Statement of Work Border Enforcement and Other Grants Program Administration 1. INTRODUCTION a. Background This requirement is to provide technical and administrative services to support the Federal Motor Carrier Safety Administration (FMCSA), Office of Safety Programs?? efforts to develop grant administration and tracking procedures and resolve funding discrepancies that exist within the Fiscal Management Information System (FMIS) and DELPHI system. The activities encompassed within this procurement are intended to ensure effective and consistent administration of the Border Enforcement Grant program and other FMCSA grant programs including the Motor Carrier Safety Assistance Program (MCSAP) and the Commercial Driver??s License Program (CDL) When operating in the United States, Mexican and Canadian carriers, drivers, and vehicles are required to comply with all Federal and State safety and operating regulations. These regulations include operating authority, insurance, and other requirements of the FMCSA. The Federal Motor Carrier Safety Administration (FMCSA) within the U.S. Department of Transportation (DOT) has the primary responsibility for ensuring compliance. To effectively meet its responsibilities, the FMCSA has been working in concert with the States to improve commercial motor vehicle safety and ensure foreign carriers, drivers, and vehicles that enter and operate in the United States comply with U.S. commercial motor vehicle, driver and carrier safety requirements. The North America Borders Division within FMCSA is responsible for administering grants being made available to Border States to expand and sustain commercial vehicle inspection and other compliance activities in preparation for full implementation of the North America Free Trade Agreement (NAFTA) truck access provisions. The State Programs Division administers the MCSAP and the Commercial Drivers License Division administers the CDL. b. Legislative Authority The Federal Motor Carrier Safety Administration (FMCSA) was established as an administration of the Department of Transportation under authority of P.L. 106-159 (MCSIA), Section 101, ??Establishment of Federal Motor Carrier Safety Administration.?? The authority to award a contract and obligate funds for this requirement is contained in the Motor Carrier Safety Reauthorization Act of 2005 (H.R. 4818, PL 108-447). The Act amends Chapter 313 of title 49, United States Code (U.S.C.) by inserting section 31313. Grants for commercial driver??s license program improvements. Paragraph 31313(b) High Priority Activities specifies that ??The Secretary may make a grant to a State agency, local government, or other person for 100 percent of the costs of research, development, demonstration projects, public education, and other special activities and projects relating to commercial driver licensing and motor vehicle safety that are of benefit to all jurisdictions of the United States or are designed to address national safety concerns and circumstances.?? Authorization to use MCSAP Administrative Takedown funds for this purpose is contained in 49 U.S.C. 31104(e) Deduction for Administrative Expenses, which provides that the Secretary may deduct, from the funds made available each fiscal year, not more than 1.25 percent of those amounts for expenses incurred in the administration of MCSAP. c. Scope of Work The contractor shall provide all labor, materials, equipment, and facilities, unless otherwise stated in this work statement, to perform the work encompassed in the following specific tasks. The period of performance is 12 months from the date of award. 2. REQUIRED RESOURCES a. Government-furnished Property The FMCSA will provide the contractor limited access to the FMIS and DELPHI financial systems to verify grant allocations, obligations, vouchering transactions, resolve discrepancies, and help develop recommendations for improving the integrity of the financial systems so that errors are minimized in subsequent years. Additionally, the contractor will have limited access to any new financial systems being developed to manage grants and to commercial motor vehicle safety data bases maintained by FMCSA as approved by the COTR. If space is available, FMCSA may provide office working space and a computer for the contractor (one person) at the FMCSA Headquarters Office for use associated with this contract. b. Personnel requirements The contractor shall assign qualified employees to effectively carry out the work encompassed within this procurement. Given the specialized task requirements, the contractor staff must, at a minimum, possess the following qualifications: ?X Knowledge of State and FMCSA grant procedures and practices for MCSAP, CDL and Border Enforcement Grant Program (BEG). ?X Knowledge and experience that demonstrates ability to analyze financial practices and performance data. ?X Knowledge and experience that demonstrates ability to use the FMIS and DELPHI financial systems, including identifying discrepancies and rectify them in the financial transactions posted in the systems. ?X Knowledge and expertise in data collection and data analysis. ?X Knowledge and expertise in report writing, including Congressional reports ?X Knowledge and expertise in Office of Management and Budget requirements pertaining to grant administration. ?X Knowledge and expertise in the planning, development and implementation of a program review process. 3. GENERAL ADMINISTRATIVE REQUIREMENTS a. Start of Work Meeting The contractor shall attend a Start-of-Work Meeting with the Contracting Officer and other designated representatives at the Government??s facility within 10 workdays of notification of award. The contractor shall provide a plan for its completing the work as set forth in the contractor??s pre-award technical proposal. Based on the discussions and recommendations offered by the COTR, the contractor shall prepare and submit a revised final plan within 5 calendar days of the orientation meeting. b. Quality Assurance The contractor shall have in place and maintain a Quality Control Plan (QCP) that covers, as a minimum, how the contractor intends to meet the requirements of all performance objectives, monitor and proactively manage Contract requirements. It shall also include the mechanism by which the Government will be notified of performance related incidents that are likely to affect quality of service or impact mission accomplishment. The contractor shall provide a copy of its QCP to the Contracting Officer??s Technical Representative (COTR) within 30 days of notification of Contract award. Any changes to the QCP shall be provided to the Government for review and comments within 10 days. c. Progress Meetings The Program Manager shall meet with the Contracting Officer once a month to evaluate the contractor??s performance and deliverables. A mutual effort will be made to resolve all problems identified during these meetings. A Contractor??s Discrepancy Report (CDR) may dictate more frequent meetings during the performance period. d. Employee Identification Contractor employees visiting Government facilities shall wear a Government issued identification badge that, at minimum, displays the contractor name, the employee??s photo, name, and badge expiration date. Visiting contractor employees shall comply with all Government escort rules and requirements. All contractor employees shall identify themselves as contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times. e. Conflict Of Interest The contractor shall not employ any person who is an employee of the United States Government if that employment would, or would appear, to cause a conflict of interest. Neither the contractor nor its on-site employees shall utilize their knowledge of or access to information, sensitive or otherwise, for individual or company gain. Each contractor employee will be required to sign a Non-Disclosure Statement. f. Hours of Operation The hours of operation shall be between the hours of 7:30 A.M. and 5:00 P.M. The contractor??s personnel shall be available during the core hours of 8:00 A.M. and 4:00 P. M. unless a different time is negotiated with the Contracting Officer and incorporated by modification to the contract. g. Qualified Personnel. The contractor shall provide qualified personnel to perform all requirements specified within this Task Order and specific procurement action identified by the Contracting Officer??s Technical Representative. All Contractor employees shall be able to read, write, speak and understand English fluently, and shall be a citizen or legal resident of the United States. h. Employee Conduct. The contractor??s employees shall observe and comply with all applicable departmental and agency regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, flag officer courtesy, ??off limits?? areas, wearing of parts of military uniforms, and possession of firearms). The contractor shall ensure that all contractor employees present a professional appearance at all times, and that their conduct does not reflect discredit on the United States, the Department of Transportation/FMCSA. i. Removal of Employees for Misconduct or Security Reasons. The Government may, at its sole discretion, direct the contractor to remove any contractor employee from FMCSA facilities for misconduct or security reasons. Such removal does not relieve the contractor of the responsibility to provide sufficient qualified personnel for adequate and timely service. The Contracting Officer will provide the contractor with an immediate written rationale for removal of the employee. j. Key Personnel The Program Manager shall be designated as Key. Before changing an individual identified as Key, the contractor shall notify the Contracting Officer no less than 14 business days and shall submit written justification (including the name and qualifications of the proposed substitute(s). The proposed substitute(s) shall possess qualifications equal to or superior to those of the Key person being replaced. The contractor shall not substitute Key personnel without written consent from the Contracting Officer. 3. SPECIFIC TASKS a. Technical and Administrative Support Provide technical support to reconcile and document current and past BEG, MCSAP and CDL grant allocations, obligations and expenditures. Additionally provide support to FMCSA for payment and vouchering issues, and amending or closing out grants. There is a continued need to reconcile financial posting errors so that FMCSA may be able to allocate and obligate all fiscal year grant funds. Specific duties shall include the following tasks. ?X Reconcile discrepancies on FMIS and DELPHI, and any new systems deployed by FMCSA, financial reports and ensure that Border and MCSAP grant funds are obligated on time. ?X Identify reasons for discrepancies and develop recommendations for improving the accuracy and integrity of the financial systems. ?X Assist in the research and correction of obligation and expenditure discrepancies between FMIS, DELPHI and internal records for grant projects. ?X Process and verify in FMIS, DELPHI grant project financial documentation. ?X Develop and manage data tools (software, databases, summaries, charts, tables, etc.) or information systems to support the FMCSA mission and safety activities. ?X Assist in the deployment of new financial management systems. ?X Provide support to FMCSA to tract all grant related activities. ?X Provide support for FMCSA to ensure the timely closing of grants. ?X Research and collect relevant data from primary or secondary data sources. ?X Prepare, review and edit reports and documents related to motor carrier safety programs. ?X Prepare quarterly grants status reports. ?X Provide support to FMCSA for other issues related to the financial and administrative management of grants. b. Administrative and Tracking Procedures Assist in the development and implementation of grant administration and tracking procedures to guide the allocation of the BEG, MCSAP and CDL funds and ensure continued consistent and effective administration of the grants. Specific duties shall include the following activities: ?X As needed, draft grants management procedures that incorporate Federal requirements and provide appropriate guidance for approving grants to States. ?X Standardize and document grant solicitation and approval processes; ?X Prepare instructions for the State program review and approval process; and ?X Develop detailed grant monitoring and oversight procedures to track all State allocations, obligations, expenditures, rollovers, deallocations and deobligations. ?X Assist in the development and implementation of a Border Enforcement Grant Program Review process. The contractor shall provide a draft copy of any of the procedures or reports to the COTR. The COTR will review the and provide may written comments to the contractor within 10 calendar days after receipt. Based on the COTR??s review comments, the contractor shall revise the documents and provide the COTR with paper and electronic copies of the final drafts within 10 calendar days after receiving the COTR??s comments. Approval of the final procedures will be provided within 5 days of receipt. c. Analysis and Evaluation The contractor will identify, collect and analyze commercial vehicle data related to border activities, foreign motor carrier operations in the US, or other grant activities. Specific duties shall include the following activities: ?X Analysis of border inspection and other safety data to establish the relative safety status of U.S. and Mexican motor carriers operating in the border areas as compared to the safety status of carriers operating throughout the border States and on a national level. ?X Examine current crossing data and other U.S. and Mexican databases to estimate the size and extent of the Mexican motor carrier population operating within the United States, and to analyze trends with respect to commercial vehicle safety issues. ?X Examine and analyze safety data related to the operation of foreign commercial motor vehicles in the US. ?X Assist in the development and implementation program for monitoring compliance and safety of Mexican motor carriers that have been granted long-haul operating authority by FMCSA. ?X Assist in the development of Congressional reports to report on State and Federal border-related activities and accomplishments. ?X Assist in the preparation of briefing papers and presentation on grant programs for FMCSA use. The contractor will also provide appropriate support, analysis and evaluation pertaining to the MCSAP and the CDL as directed by the COTR The analysis and evaluation activity is on-going for the duration of the contract. 4. SCHEDULE OF DELIVERABLES AND REPORT The contractor shall deliver to the COTR at the FMCSA, North America Borders Division, 1200 New Jersey Ave., S.E. Washington, DC 20590 the following services and documents. Title Due Date a. Implementation Plan Draft submitted with contractor??s proposal. Final plan is submitted within 15 calendar days after award of contract. b. Technical and Administrative Support Develop and maintain financial and management reports, on going for the duration of the contract. c Development of Border Enforcement Program Review process One year from award date d Grant status reports Provided quarterly. e Administrative and Tracking Procedures On going for the duration of the contract. f Monitoring of Mexican motor carriers (long-haul) Analysis report on the Mexican Long-Haul operations. Once program is implemented reports are due quarterly. g Congressional Reports Draft submitted annually by December 31. Final report is submitted annually by march. 5. PERIOD OF PERFORMANCE The period of performance for this contract: 27 August 2007 ?V 26 August 2008. Additionally, the FMCSA would have the option to extend the contract for up to four (4) years for periods of one-year each. 6. CONTRACT TYPE Fixed Price Contract OFFERS SHALL CONTACT THE ABOVE MENTIONED PERSONS VIA EMAIL FOR AN ELECTRONIC COPY OF THE PAST PERFORMANCE QUESTIONNAIRE. RESPONSE TO VENDOR QUESTIONS: 1. Is there an incumbent vendor? ANSWER: THERE IS NO INCUMBENT VENDOR SINCE THE LAST CONTRACT EXPIRED ON JUNE 28, 2007. 2. Should responses be made in electronic format or printed hard copy format? ANSWER: BOTH ELECTRONIC AND PRINTED FORMAT WILL BE EXPECTABLE. 3. If written responces are made how many copies are requires? ANSWER: TWO (2) COPIES ARE REQUIRED. 4. Should the Cost/Pricing proposal be presented as a separate volume/document from the Technical & Staffing proposal? ANSWER: COST/PRICING PROPOSALS SHALL BE SUBMITTED AS A SEPARATE DOCUMENT FROM THE TECHNICAL AND STAFFING APPROACH. The physical delivery address for printed proposal documents is: Departement of Transportation FMSCA MC-MBA Attn: William Adams 400 Virginia Avenue, S.W., Suite 600 Washington, D.C. 20590
- Place of Performance
- Address: U.S. DEPARTMENT OF TRANSPORTATION, 1200 NEW JERSEY AVENUE, S.E., WASHINGTON, D.C.
- Zip Code: 20590
- Country: UNITED STATES
- Zip Code: 20590
- Record
- SN01376309-W 20070819/070817220829 (fbodaily.com)
- Source
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