Conference Preparation, Travel, and Seminars

This is a non-competitive combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) 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. Solicitation No. DTRT57-12-Q-80023 is issued as a Request for Quotation (RFQ). This solicitation is being conducted under Simplified Acquisition Procedures (SAP), FAR Part 13 and FAR Part 12. This solicitation document and incorporated provisions are those in effect through Federal Acquisition Circular 2005-55, effective February 2, 2012. The NAICS Code is 541990 and the Small Business size standard is $6 million. The Government intends to award a Firm Fixed-Price Purchase Order on a non-competitive basis to Cahill Swift to organize and deliver one-day seminars that will provide essential information to facilitate Federal Transit Administration covered employers' compliance with the drug and alcohol testing regulations (49CFR Part 655 and Part 40) in accordance with the Statement of Work below. STATEMENT OF WORK (Begin) BACKGROUND The Omnibus Transportation Employee Testing Act of 1991 requires drug and alcohol testing of safety-sensitive transportation employees in aviation, trucking, railroads, mass transit, pipelines and other transportation industries. DOT publishes rules on who must conduct drug and alcohol tests, how to conduct those tests and what procedures to use when testing. These regulations cover all transportation employers, safety-sensitive transportation employees and service agents - roughly 12.1 million people. The mission of FTA is to ensure that the drug and alcohol testing policies and goals of the Secretary of Transportation are developed and carried out in a consistent, efficient, and effective manner within the transportation industries for the ultimate safety and protection of the traveling public. FTA has tasked the Volpe Center to assist in meeting these goals. This is partially accomplished through the provision of training by the Volpe Center to assist FTA grantees, state DOTs, sub-recipients, safety-sensitive contractors, FTA-covered employers, vendors and others in understanding to the greatest extent possible the spirit, letter and law of the drug and alcohol testing regulations (49 CFR Parts 655 and 40). SCOPE OF WORK The objective of this effort is to organize and deliver one-day seminars that will provide essential information to facilitate FTA covered employers' compliance with the drug and alcohol testing regulations (49 CFR Part 655 and Part 40). The seminars will focus, in particular, especially on recent revisions to 49 CFR Part 40 (Procedures for Transportation Workplace Drug and Alcohol Testing Programs), FTA Drug and Alcohol Compliance Audit procedures and concerns with DOT qualified collectors and collection sites. The contractor is not responsible for determining or procuring the training venue. The Contractor shall provide the necessary staff, laptop and if necessary, customized MS-PowerPoint presentation to perform the following tasks: The following list details the required specifications of the Drug and Alcohol Testing Regulations One-Day Seminars. 1. Conference Preparation Location selection collaboration b. Presentation preparation c. Training material development d. travel 2. One-Day Training and Post-Training Q&A a. training sessions b. Q&A and Policy Review Task 1. Seminar Preparation and Travel The Volpe Center will identify the host, location and specific date for each of 12 seminars. The Volpe Center will provide the Contractor with each individual location, host and schedule information six weeks prior to the seminar date. The Volpe Center, will collaborate with each host to identify potential attendees within the seminar proximity, and will make attempts to contact those employers or individuals and issue invitations to them. The Contractor and Volpe will, through discussions with the host, identify specific areas of training needed and will customize the training to cover these requirements. The Contractor will use the FTA-approved MS-PowerPoint presentation as the main training tool. The Contractor will revise the FTA-approved MS-PowerPoint presentation as necessary to include these areas of identified needs. The Contractor will submit the revised MS-PowerPoint presentation to Volpe for review and approval by e-mail, ten days prior to the scheduled seminar date. The presentation will be revised per Volpe comments, at least seven days prior to the date of the seminar. Task 2. Twelve One-Day Training Seminars and Post-Training Q&A Each seminar will commence at 9:00 a.m. and conclude at 4:00 p.m. and will include 15-minute morning and afternoon breaks and a 60-minute lunch break. At 4:00 p.m., the Contractor will be available, at the seminar site, for a 30-minute informal Question and Answer (Q&A) session. The seminar will include a detailed review of recent regulatory revisions, a review of the FTA drug and alcohol compliance audit process and a description of the most common errors, as determined through the compliance audits, including collection site issues. The Contractor will collaborate with Volpe Center staff to identify those issues identified through discussions with the individual seminar hosts and attendees that most dramatically impact transit safety. This report will be issued to FTA through the Volpe Center one week following each seminar. 3.0 DELIVERABLES AND SCHEDULE (See attachment No.1 for deliverables and schedule table) 4.0 PERIOD OF PERFORMANCE From date of award through January 31, 2013. 5.0 TRAVEL The contractor will make travel arrangements collaboratively with Volpe Center Staff. The contractor will be responsible for all travel costs associated with the contractor staff. It will be necessary in most cases for the Contractor to travel to the training site the day before the presentation. The Volpe Center will identify the host organization, seminar location and determine the specific date of training for each of the 12 seminars. The Volpe Center will provide this information to the Contractor a minimum of 6 weeks prior to the date of the seminar. Host organizations and seminar locations will be restricted to CONUS and outside CONUS non-foreign locations. When the Volpe Center deems necessary, the Contractor will rent an automobile for travel from the hotel to the seminar location and from the hotel to the airport. The car rental requirement will be provided to the contractor, if necessary, 30 days prior to the seminar. 6.0 GOVERNMENT FURNISHED INFORMATION The Volpe Center will provide the contractor with theVolpe and FTA approved MS-PowerPoint presentation template, via e-mail, 30 days prior to the initial seminar, with any revisions provided, to the contractor, 14 days prior to subsequent seminars. STATEMENT OF WORK (End) The offeror shall provide pricing for the following contract Line Items (CLINs), in accordance with the SOW above: CLIN 0001, Task 1. Conference Preparation, $ ; Total: $_____________ CLIN 0002, Task 2. One-Day Training and Post Training Q&A 12 EA, $ ; Total: $________________ CLIN 0003, Travel, not to exceed, 12 Each $__________; Total:$ _____________ Please provide a total for CLINs 0001 - 0003 $______________ Instructions to Offerors: The signed offer must be submitted electronically via e-mail to michael.rigby@dot.gov no later than 2:00 P.M. EST on March 13th, 2012. The offer should be addressed to the following: U.S. Department of Transportation, Volpe National Transportation Systems Center, Attn: Michael Rigby, RVP-32, 55 Broadway, Cambridge, MA 02142. FAR 52.212-1, Instruction of Offerors-Commercial Items is hereby incorporated by reference; All Offerors must include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items. The Offeror is reminded that as of January 1, 2005, it must provide Certifications and Representations online at least annually via ORCA at the following website: http://orca.bpn.gov. FAR Clause 52.212-4, Contract Terms and Conditions-Commercial Items, is hereby incorporated by reference. FAR Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items is hereby incorporated by reference. Additional clauses cited in 52.212-5 that apply to this acquisition are: 52.203-6, 52.214-35, 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.223-16, 52.225-13, 52.232-33, 52.232-34, and 52.222-41. These references may be viewed at www.acquisition.gov/far. No telephone requests will be honored. When award is made a firm fixed-price purchase order is anticipated. The Government will not pay for any information received. The following notice is provided for informational purposes for Minority, Women-Owned and Disadvantaged Business Enterprises. ATTENTION: Small and Disadvantaged (SDB), Women-Owned, and Disadvantaged Business Enterprises (DBEs). The Department of Transportation's (DOT) Short-Term Lending Program (STLP) offers working capital financing in the form of lines of credit to finance accounts receivable for transportation-related contracts. The Maximum line of credit is $750,000. The STLP loan has a variable rate, which is connected to the prime rate. The current rate may be found on the OSDBU website http://osdbuweb.dot.gov or call 1-(800) 532-1169.