Department of Transportation, Federal Highway Administration (FHWA), Office of Acquisition Management, 400 7th St. SW, Washington, DC, 20590

R -- MANAGE AND ADMINISTER THE DOT/FHWA 1999 SUMMER TRANSPORTATION INTERNSHIP PROGRAM FOR DIVERSE GROUPS (STIPDG) SOL DTFH61-99-R-00041 DUE 033199 POC Sarah Tarpgaard, Contract Specialist, Phone (202)366-4235, Fax (202)366-3705, Email starpgaard@fhwa.dot.gov -- Rick Murray, Contract Specialist, Phone (202) 366-4250, Fax (202) 366-3705, Email WEB: Visit this URL for the latest information about this, http://www.eps.gov/cgi-bin/WebObjects/EPS?ACode=P&;ProjID=DTFH61-99-R-0 0041&LocID=30. E-MAIL: Sarah Tarpgaard, starpgaard@fhwa.dot.gov. This announcement is a combined synopsis/solicitation. Proposals are requested; a written solicitation will not be issued. The solicitation and incorporated provisions & clauses are those currently in effect. All responsible sources may submit a proposal which shall be considered by the agency. This synopsis/solicitation will only be available electronically through EPS at http://www.eps.gov. No written, phone, fax or e-mail requests for solicitation will be accepted. It is the responsibility of interested parties to monitor the EPS website for any solicitation amendments. The Govt. anticipates a Time & Materials award from this RFP. SCOPE OF WORK: Manage and administer the STIPDG for up to 100 interns, including: arrange housing and travel; plan workshops, seminars & field trips; provide professional & career counseling and presentation skills to interns; coordinate internship logistics including orientation and awards ceremonies; obtain program evaluations; & create a database. Prior to or concurrent with award, FHWA will have recruited and selected up to 100 students for the program. OBJECTIVE: The STIPDG promotes the entry into transportation careers of women, persons with disabilities, and members of diverse groups, where those groups are under-represented in the industry. The STIPDG provides college students experience working with DOT/FHWA staff while engaged in highway related work projects, special assignments, or research, and a hands-on understanding of highway transportation careers while working full-time (40 hrs/week), on-site, at a US DOT HQ or field office facility. The objectives are: 1) attract diverse groups of individuals to transportation-related careers; 2) offer students opportunity to merge academic studies with work-related assignments; and 3) develop and sharpen students_ skills to conduct limited research, complete written reports, & make presentations. The program includes field trips to transportation/highway-related facilities, discussions of transportation issues with DOT officials, workshops/seminars, & guidance from DOT mentors. Interns prepare a written report & present their research and/or activities. This year the program adds a nationwide focus, with central oversight by FHWA Office of HR. STIPDG will have a max 100 interns across the US. Est. 25 students in DOT HQ in DC. Other internships will occur in FHWA field offices (Resource Centers and Division Offices)across the US. FHWA Resource Centers are located in Baltimore, Olympia Fields, San Francisco, and Atlanta. Division Offices in each state. HISTORY: The 1998 STIPDG program was administered by Howard University under an NHI Grant No. NHIIDG98-J-997812. STATEMENT OF WORK: Task A. PROGRAM ADMINISTRATION AND MGMT.: The contractor shall: (1) be responsible for organizing the administrative, business and mgmt. processes of the program in DOT HQ and field offices (FHWA/DOT will provide program leadership, monitor program progress & contractor performance); (2)maintain open communication with the FHWA/DOT; (3) provide a full-time Program Manager on-site at DOT HQ (DOT office space with computer/phone/fax to be provided during program)to administer the program and be readily available for interns and FHWA (if required by the size of the program in the Resource Centers and field offices, the contractor may be required to establish similar operations outside DC); (4) notify candidates of internship award and confirm participation; (5) prepare/mail internship award packages and letters of rejection (internship award package shall include info on: stipend payment schedule, payroll tax withholdings, travel arrangements, housing arrangements, hospitalization, local transportation, leave privileges, assigned mentors, proposed project assignments,internship agreement); (6) greet interns upon arrival in DC or Resource Centers; (7) provide names and phone numbers of the contractor_s rep(s)available to the interns at all times to handle complaints and emergencies; (8)obtain FHWA approval on schedule priorto program; (9) provide calendar to the interns, mentors, and FHWA/DOT; and (10) distribute intern rosters to interns & mentors. Task B. HOUSING/TRAVEL/STIPENDS: The contractor shall (1) secure housing convenient to public transportation for est. 25 interns in DC Area, and, as required, for interns in Resource Centers or field offices; (2) assist interns with room/housing assignments; (3)provide each intern info on housing location, local public transportation, personal items needed for housing, local medical facilities, restaurants, churches, cultural activities, tourist info; (4) arrange travel, as required, for interns who live outside the commuting areas of their assigned duty locations; and (5) make stipend payments to interns and withhold appropriate payroll taxes. FHWA will reimburse the contractor at cost (no fee) for intern housing, travel and stipends. Task C. DATABASE: The contractor shall (1) develop and maintain a database of applicants and interns (name, address, phone number, academic status, GPA, race, sex, college/university, major, rating and ranking score); (2) respond to DOT requests for info on the demographics of applicants and interns; and (3) deliver database to DOT (soft & hard copy). Task D. SEMINARS & FIELD TRIPS: The contractor shall, at DOT HQ and in each of the 4 FHWA Resource Centers: (1)present seminars to expose interns to transportation-related topics and experiences; (2) arrange 2 to 4 transportation-related field trips to include at least one overnight trip; and (3)present seminars to teach writing, communication and presentation skills. Task E. INTERN SUPPORT: The contractor shall (1) provide interns personal and professional development, career counseling, communication and presentation skills; (2) assist the interns in preparing report and presentation by critiquing drafts, preparation of slides, presentation coaching; (3) conduct individual or group meetings with the interns at least twice a month to discuss progress;(4) assure progress in project assignment. Task F. EVENTS: The contractor shall conduct: (1) Mentor Orientation, with DOT personnel, prior to program. Mentor Orientation to be held at DOT HQ using FHWA video conferencing to link to field sites. Prepare mentor orientation package. (2) Program Orientation for interns (1st day), with FHWA/DOT reps and mentors, that covers responsibilities of the intern and mentor, schedules, program requirements, photo id, housing, safety and security tips, program calendar, attendance & other admin. matters. Prepare intern orientation package. Intern Orientation to be held at DOT HQ using FHWA video conferencing to link to field sites. (3) Administrators_ (or designee) Receptions, one for HQ interns and one for each of the 4 Resource Centers, in DOT-provided conference rooms. Provide refreshments for receptions. (4) Schedule, attend and critique Interns_ Presentations in DOT conference rooms using FHWA video conferencing. Prepare presentation evaluations to document DOT and contractor_s critique of presentations. (5)Awards Luncheons, one for HQ interns and one for each of the 4 Resource Centers, to include students, mentors and agency reps. Provide photographer to document intern awards. Task G. PROGRAM EVALUATION: The contractor shall (1)prepare and conduct an evaluation for each intern; (2) prepare and obtain a program evaluation from each intern; and (3) prepare and obtain a program and intern evaluation from each mentor. Task H. REPORTING: The contractor shall (1) provide weekly status briefings to FHWA COTR for the first 4 weeks of program; (2) provide written progress report every other week during the 10 week program; (3) submit draft report containing mentors_evaluations of interns and program, interns_ evaluations, interns_ biographical sketches, summary of interns_ activities, interns' written reports, contractor_s evaluation of interns, intern database developed for program, and recommendations for program improvements; and (2) submit final report incorporating DOT_s review comments. SCHEDULE: Est. award 4/30/99 with 6 month period of performance. Program est. to occur 6/7/99-8/13/99. Est. Draft Report by 9/30/99, Final Report by 10/30/99. PROPOSALS: Due by 4:15 pm on 3/31/99, to Sarah Tarpgaard at DOT/FHWA, Office of Acquisition Management, 400 7th St., SW, HAAM-40E, Rm.4410, Washington, D.C. 20590. Faxed proposals not accepted. Submit one original plus 9 copies. Part I -- Technical & Mgmt. Proposal: Describe how you would proceed if awarded a contract, including complete Technical & Mgmt. approach addressing tasks in the SOW, assumptions, proposed resolution of uncertainties, and proposed schedule. Describe how you meet the technical evaluation criteria (describe capabilities, skills, and resources related to each criteria). Provide past performance references (describe work performed and provide a point of contact) for relevant work completed or in-progress. Part II -- Staffing Proposal: Describe organization/team staffing capabilities (depth and breadth of skills, experience and personnel). Provide biographical summaries of key personnel including relevant skills and experiences. Provide estimated direct labor hours by labor category for each task. Part III -- Budget Proposal: Delineate all estimated costs (labor, indirect costs, other direct costs,housing, stipends, travel). Assume 100 interns in the program. Use plug numbers: (1) $400,000 for intern stipends ($4,000 stipend per intern); and (2) total program travel and per diem costs (for interns and contractor personnel) of $100,000. TECHNICAL EVALUATION CRITERIA: In order of descending importance: 1. (25%)Ability to manage STIPDG as demonstrated by proposed approach and organizational experience with mgmt. of similar internship programs, qualifications and experience of proposed personnel/staff, and availability of technical resources. 2. (25%) Proposed approach to and experience in arranging and providing housing for interns in the DC area and FHWA field offices. Provide info on proposed housing accommodations and those used in past projects to include cost, location and facilities (cooking/dining/laundry/ public transportation). 3. (15%) Commitment to promoting equal opportunity and multi-cultural diversity programs as demonstrated by policy or mission statement and past demonstration of such commitment. 4. (15%) Proposed approach, including a description of resources and mechanisms available, to provide interns with career counseling, professional and personal development, as well as communication and presentation skills. 5. (10%) Ability to coordinate, interact with, and disseminate info to many parties (interns, mentors, colleges, etc.), as demonstrated by proposed approach and relevant organizational experience. 6. (10%) Proposed approach to and experience in planning, coordinating, and implementing field trips, workshops and seminars. Provide examples of 4 proposed field trips to include estimated cost (travel and lodging expenses) and examples of 5 proposed workshops/seminars. AWARD: In addition to the technical criteria listed above, relative cost will be considered in the ultimate award decision. Budget proposals will be analyzed to assess realism and probable cost to Govt. Proposed costs may be adjusted, for the purpose of evaluation, based upon the results of the cost realism assessment. Past performance will be reviewed to assure that the offeror has relevant and successful experience and will be considered in the ultimate award decision, but will not be scored. The Government will accept the offer that is considered the most advantageous to the Government, possibly award without discussion. Of the three factors, (A) technical, (B) cost, and (C) past performance, technical is considered the most important. Past performance and cost are of equal Posted 03/01/99 (D-SN303492). (0060)

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