REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS Learning Management System Software Solution AMENDMENT #1 January 22, 2015

2 Table of Contents REQUEST FOR PROPOSALS I. INTRODUCTION... 1 A. Mission and Purpose... 1 B. Background... 2 C. Work to Date... 2 II. PROJECT SCOPE... 3 A. Minimum Qualifications and Experience... 3 B. Scope of Work/Services LMS Software Solution... 3 a. Technical Requirements... 3 b. Functional Requirements Implementation Training Maintenance and Support... 6 C. National RTAP Responsibilities... 6 III. GENERAL INFORMATION, PROPOSAL SUBMISSION REQUIREMENTS, AND PROPOSAL EVALUATION... 6 A. Project Schedule and Term of Contract... 6 B. Questions and Pre-Proposal Conference Call... 7 C. Proposal Submission Requirements Technical Proposal Contents Cost Proposal Contents Required Forms Submission Deadline Selection Process and Award... 9 IV. ADMINISTRATIVE SPECIFICATIONS A. Proposal Expenses, Acceptance or Rejection of Proposals, and Cancellation of Procurement B. Confidentiality C. Conflict of Interest D. Procurement Protest Procedures V. TERMS AND CONDITIONS... 12

3 I. INTRODUCTION A. Mission and Purpose The Neponset Valley Transportation Management Association (NVTMA), located in Massachusetts, is under a five-year cooperative agreement with the Federal Transit Administration (FTA) to manage the National Rural Transit Assistance Program (National RTAP). National RTAP provides training and technical assistance resources to rural and tribal transit operators and state RTAP programs nationwide. The program is funded by the FTA as part of the Formula Grants for Rural Areas (Section 5311) program. Since 1987, National RTAP has developed and distributed free training materials and provided technical assistance with the goal of improving mobility for the millions of Americans living in communities with populations under 50,000. National RTAP s program objectives are to: 1) Promote the safe and effective delivery of public transportation in rural areas and to make more efficient use of public and private resources; 2) Foster the development of state and local capacity for addressing the training and technical assistance needs of the rural transportation community; 3) Improve the quality of information and technical assistance available through the development of training, technology, and technical assistance resource materials; 4) Facilitate peer-to-peer self-help through the development of local networks of transit professionals; 5) Support the coordination of public, private, specialized, and human service transportation services; and 5) Build a national database on the rural segment of the public transportation industry. National RTAP services include training modules (workbooks and discs), various online toolkits, technical briefs, a suite of web-based applications, a robust website, an online Resource Library and staffed Resource Center, webinars, surveys of rural and tribal transit, and a peer-to-peer network. All products and services are provided and distributed for free. For more information about National RTAP, please visit National RTAP is issuing this Request for Proposals (RFP) to solicit proposals from interested and qualified vendors to provide a Commercial Off-The-Shelf (COTS) Learning Management System (LMS) software solution, implementation services and training, and ongoing maintenance and support through an annual user license agreement. The proposed solution must be available as a hosted solution or a multi-tenancy Software as a Service (SaaS) solution, as described in more detail in Section II, Project Scope. The LMS will be made available through National RTAP to state RTAP programs and rural and tribal transit providers. Currently, online training is available for some transit agencies for free or at a minimal cost through their state department of transportation (DOT) or transit association (e.g., PennTRAIN). There are also some online training and certification programs available for a fee. However, for most of the country, access to free or low-cost LMS courses that are designed specifically for rural and tribal transit operators is limited. Providing a free LMS solution will complement the current delivery of training materials to rural and tribal transit operators, increasing access to training. It will especially improve the options for self-guided trainings when instructor-led training is not an option (due to cost and/or travel time). In addition, online trainings through an LMS will enhance the quality of current training programs, by offering interactive, accessible, self-guided content to combine with instructor-led training or to use as refresher training. The availability of free online training will provide substantial cost savings for rural and tribal transit operators, by replacing the need to hire trainers or send staff to trainings, and 1 P a g e

4 promoting more efficient use of limited resources. The transit operators could then use the cost savings to improve their safety programs or transit service, contributing to National RTAP s mission. Data collection and reporting will be important components of the proposed LMS. National RTAP currently collects metrics on the number of training modules and other products downloaded and shipped each year, among other performance measures. Periodic client surveys also provide important feedback on National RTAP products. The ability to track and analyze LMS training activity and usage will significantly improve performance measurement and guide the development of future training products. B. Background The National RTAP Review Board is composed of representatives of state DOTs and rural and tribal transit providers who help guide the development of National RTAP products and services. The Review Board helps staff: (1) identify topics to be addressed by National RTAP training and technical assistance materials, (2) set priorities among products and activities, and (3) develop selected products. Review Board members volunteer to participate in small workgroups to guide the development of trainings, web apps, and other products. The Review Board, along with National RTAP staff, will serve as an advisory group to the successful proposer, providing input and feedback through the LMS procurement and implementation process. The typical end user for the LMS will be transit operator staff and management, such as drivers, maintenance personnel, dispatchers, and managers, who will access LMS training via personal computers or tablet devices. Their supervisors and managers will need the ability to track learner progress and access reports in order to document compliance with training requirements. The LMS should allow the LMS administrator to assign various permissions levels and user roles to state RTAP managers and transit operator managers/supervisors to give them the ability to register learners, assign training modules, monitor progress, review transcripts and access relevant reports. State RTAP managers are responsible for ensuring that training is available to rural and tribal transit operators in order to fulfill federal and state requirements. Common training delivery methods include in-person, train-the-trainer, or computer-based approaches. Inperson training involves hiring a trainer to deliver a course, usually provided at a transit agency, meeting, or conference. Others use one or more in-house trainers. Train-the-trainer is another common method that can be used to help build organizational capacity. Hard-copy and DVD training workbooks/guides created by National RTAP were developed to provide free training materials for rural and tribal operators. However, in recent years, the use of LMSs has grown and access to the internet has improved for many rural and tribal transit providers. As a result, National RTAP is now looking to procure an LMS and is in the process of developing courses to be hosted on the LMS. There are also plans to convert other training materials to be hosted on the LMS in the near future. National RTAP usually distributes over 15,000 training modules (workbooks and discs counted separately) each year, responding to around 200 orders or more. Customers can also download trainings, technical briefs, and other products from the online Resource Library, and in 2013 there were approximately 4,500 total downloads. While we cannot give an exact number of LMS users, for the purposes of the RFP we will estimate 1,000 users by the end of the first year and 3,000 users by the end of the second year. 2 P a g e

5 C. Work to Date National RTAP is currently in the process of developing two interactive training modules for rural transit providers on the topics of emergency management in vehicle maintenance facilities for maintenance staff/managers and safety training for drivers. These trainings will be completed in early 2015, although the latter will be hosted on the LMS of a partner organization for the first year. In addition, National RTAP may be working to make a drug and alcohol training that a consultant already developed for a state DOT available for others to use on the LMS. In the future, National RTAP will be developing new trainings to be hosted on the LMS, as well as converting existing trainings into interactive online versions. Therefore, the LMS will need the ability to import trainings of different formats and needs to be scalable as the number of users and trainings increases over time. II. PROJECT SCOPE A. Minimum Qualifications and Experience The proposed vendor must have a minimum of five years of experience with the development of Learning Management System software and providing technical assistance to LMS administrators, instructors, and students. The vendor should have experience working with different types of elearning content and different types of authoring software. The proposed vendor team must include experts in LMS software technology, educational delivery, elearning materials, and LMS implementation and management. The proposed vendor should also have a large number of successful clients and a good reputation among those clients. The vendor must submit three references for LMS projects similar in size and scope to the development of National RTAP s LMS. B. Scope of Work/Services Note: Proposers may suggest modifications to the content of the LMS requirements listed below and/or recommend additional requirements. 1. LMS Software Solution The proposer shall provide a Commercial Off-the-Shelf (COTS) LMS software solution that is configurable and meets or exceeds the technical and functional requirements listed below. The LMS FEATURES FORM, which can be found in Attachment A, must be filled out in its entirety. Proposers are encouraged to provide comments on how their solution will fulfill the requirements. a. Technical Requirements The proposed solution must be available as a hosted solution or as Software as a Service (SaaS). All software updates, upgrades, and enhancements must be included as part of the subscription costs. The LMS must be SCORM 1.2 and 2004 Certified for delivery of online training. The proposed solution must be scalable to meet expanding needs over time. 3 P a g e

6 The proposed solution must be available on-demand through the Internet and allow for access via common web browsers, e.g., Chrome, Firefox, Safari, and Internet Explorer. The software must have reasonable system requirements for all users. The solution must comply with and support all accessibility standards required by federal and state law including, but not limited to, the Americans with Disabilities Act, Section 508. The solution must provide role-based security and allow for identifying multiple roles (e.g., learner, manager or supervisor, and system administrator) and provide the necessary functionality for each role to complete work. System security and authorization settings must be easily managed by a designated administrator without the need for additional programming. The system should allow for multiple (potentially large numbers of) administrators and learners to access the system at the same time. The solution must include auditing capabilities to ensure data integrity and accountability for accessing the system. National RTAP will retain sole ownership of all training modules and data residing within the hosted system, and will be allowed full unrestricted access to said data. All data must be returned to the National RTAP in a usable format upon request. b. Functional Requirements Registration and enrollment functions and workflow Straightforward, simple process for learner registration and enrollment. Training managers/instructors can enroll learners and/or approve enrollments. Notifications The system admin and/or training managers/instructors have the option to be notified when learners request enrollment or when they complete courses. Batch administration workflow Admins (and possibly training managers/instructors) can batch register groups of learners. Admins can batch set permissions and roles for groups of users. Permissions and roles Definition of a variety of permission and role levels that are applicable to a range of organizational structures and use-case scenarios for the system. Ability to restrict course enrollment to pre-authorized learners. Ability to create and modify subgroups that inherit permissions from parent groups. Sets levels of permission corresponding to clearly defined levels of administrative responsibility. Learning object management 4 P a g e

7 Ability to attach/associate diverse content pieces into a single course (e.g., online content, plus a separate PDF and video components). Is interoperable with a variety of authoring tools, including direct import from the authoring tool into the LMS. Learner tracking Can track, report, and store a wide range of learner performance data by individual, group, and cohort group. Tracks time it takes learners to complete the course and answer questions. Allows for export or printing of assessments. Provides ability to track a variety of relevant data (launches, completions, use of materials, evaluations, and assessment scores). Allows learners to view their own online learning results (time, date and time last accessed, number of assessment attempts, scores). Certificates, forms, and surveys Allows admin to design, upload, and deliver course completion certificates. Allows easy printing of certificates, surveys, and evaluations. User profiles LMS admins will need the ability to assign permissions to subgroups. For example, the LMS admin will grant permissions to a transit agency manager who should have the ability to manage the profile for their organization. However, access should be limited so that they can only enroll learners, update user profiles, and view reports/transcripts for their own staff. Below is an example for the LMS user hierarchy we envision. Reports LMS Administrator (National RTAP Staff) o Content Authors (Consultants) o State RTAP Manager (usually State DOT Staff) Transit Operator (Training Manager, General Manager, etc.) Transit Staff (Drivers, Mechanics, Dispatchers, etc.) Reports on individual and group usage and performance statistics. Offers a wide variety and number of predefined reports. Offers flexible, robust abilities to create custom reports, both internally and by using external tools and prints reports easily. Offers access to different reports based on permission level. Ease of use for administrators Is easy to use and easy to install and configure. Manages the admin process efficiently with built-in workflows (e.g., for approvals). Admin interfaces are clear, simple, and optimized for usability. Provides clear, specific error messages that aid in troubleshooting. 5 P a g e

8 Ease of use for learners 2. Implementation Display interfaces that are consistent and standardized throughout all screens. LMS allows for visual branding of the interfaces. Provides a dashboard that indicates progress on training courses, plus common system functions. Uses straightforward, simple intuitive paths for performing learner tasks. The vendor will work with National RTAP staff and other stakeholders to configure the LMS software solution as appropriate to meet the business needs and learning management policies and procedures. This shall include: 3. Training Configure and install the software as applicable. Customize the LMS platform to conform to National RTAP s branding guidelines (colors and logo, which will be provided by National RTAP). Provide or build basic learning management forms (e.g., for registration, enrollment, and authorization) for use in the tool. Assist with uploading training content based on National RTAP s available courses. Developing a road map for growth in functionality as the organizational learning management maturity increases and the number of courses and users grows. The vendor will provide initial training for certain LMS users, including training for: Administrators: topics such as basic configuration, user role assignment and security maintenance, and report generation (standard and customized). Role-based user training on how to use the LMS via webinars, online training, and/or instructional videos and guides. 4. Maintenance and Support Based on the maintenance and end user license agreement, the vendor shall provide a system that is available and meets all service level agreements. Maintenance and LMS support should include, but not be limited to: A variety of help desk options for admins and learners (phone, chat, and/or ). Knowledgeable, experienced support personnel. Available sufficient days/hours. Support documentation in a variety of forms (e.g., instructional videos and guides). C. National RTAP Responsibilities National RTAP will be responsible for administering the contract with the successful bidding vendor, and will act as liaison between the vendor and other entities as needed to make decisions or answer questions. National RTAP will also be responsible for the following tasks: Coordinate and schedule meetings between the LMS vendor, staff, and the Review Board workgroup, as needed. Make National RTAP s GoToMeeting account and teleconference line available to the consultant team for meetings with the workgroup and/or staff. Provide the consultant team with a copy of the National RTAP Brand Identity Guidelines. 6 P a g e

9 Handle invitations and registration, host and coordinate technical details, and send follow-up surveys to participants for the webinars used to introduce the LMS to customers. Formatting and producing a technical brief or instructional guidance with content supplied by the LMS vendor, as needed. Product rollout and marketing activities. Production of the training content to upload to the LMS for distribution to customers. III. GENERAL INFORMATION, PROPOSAL SUBMISSION REQUIREMENTS, AND PROPOSAL EVALUATION A. Project Schedule and Term of Contract Award of a contract for this project is anticipated by February 27, The estimated time for completion of the contract will be approximately 12 months, commencing on the date of the execution of a contract between National RTAP and the successful proposer, with an option, at National RTAP s sole discretion, to extend the contract for additional one-year terms. The vendor s software license(s) and warranty will commence after the "Go-Live" date of the software and will run for a one year period. The software maintenance support period will begin on the "Go-Live" date of the implementation. The "Go-Live" date must occur within two months after issuance of the Notice to Proceed. The total contract term shall not exceed one year, unless it is extended (see above). The "Go-Live" date is defined as the date National RTAP issues a notice of final acceptance of the system. National RTAP may, without cause, terminate the Agreement by giving 30 days written notice to the successful vendor. B. Questions and Pre-Proposal Conference Call Proposers may submit questions related to this solicitation to Neil Rodriguez via at nrodriguez@nationalrtap.org by 5:00 pm EST on Friday, January 16, Answers to questions will be provided to all potential proposers in a conference call at 2:00 pm EST on Tuesday, January 20, Call information is as follows: Access phone number: Access code: Participation in the call is not mandatory; answers to questions will be sent via to all potential proposers who have received a copy of the RFP. However, National RTAP is open to revisions in the Project Scope that may be suggested by potential proposers, so participation in the call is advised. Any changes to the Project Scope contained herein as a result of the pre-proposal conference call will be issued to all potential proposers in the form of amendments to the RFP. C. Proposal Submission Requirements Interested firms or individuals are invited to respond by submitting both a Technical Proposal and a separate Cost Proposal to National RTAP. Only those proposals received by 7 P a g e

10 the due date and time will be considered responsive. Proposals may be submitted via one of the following methods: 1) Electronic copies of the Technical Proposal and Cost Proposal in PDF or Word format sent as attachments in separate s to The subject should be: Technical Proposal (or Cost Proposal) for LMS RFP. 2) One hard copy and one electronic copy (in PDF or Word format) of both the Technical Proposal and Cost Proposal in a sealed package/envelope delivered to Neil Rodriguez, Project Manager, at the address listed in the Submission Deadline Section of the RFP. Both electronic documents may be provided on one CD or flash drive. A receipt confirmation will be sent to proposers on Monday, February 9, Technical Proposal Contents Technical Proposals must include, but are not limited to, the following elements: Cover page or cover letter identifying name and address of proposer and name, address, phone number, and address of the individual who will be the point of contact about the proposal. Proposal Submission Checklist (found in Attachment A). Work Plan/Approach: A complete, yet concise, description of the proposer s approach to each of the tasks listed above in Section II B. Schedule: Overall project timeline and sequence of tasks. Proposer s Experience and Qualifications: Statement of the proposer s qualifications relating to LMS software solutions (including set-up, implementation, management, and ongoing support) and experience with multimedia training materials for instructors and learners. Individual Experience and Qualifications: Identification of key staff to be assigned to this project and description of their relevant experience in the area of LMS software, particularly as it relates to adult learners. References: Three references for LMS projects similar in size and scope to the development of National RTAP s LMS. 2. Cost Proposal Contents National RTAP intends to award a fixed-price or not to exceed contract for this project. Costs are tied to all aspects that meet or exceed RFP requirements and desired outcomes described in Section II B. The total proposed cost must include licenses for all users, platform/hosting fees, maintenance and support fees, implementation costs, and training costs. Base features, desirable features, and services (installation, training) should be addressed as separate line items and noted as being included in the fixed price or as being offered as an additional cost. The proposal must state the total fixed-price fee for the performance and completion of services that will become part of a contract between National RTAP and the awarded vendor. Cost proposals should be based on the estimate that there will be 1,000 LMS users by the end of the first year and 3,000 users by the end of the second year. 8 P a g e

11 Respondents must utilize the Cost Proposal table format listed below for submitting your Cost Proposal. However, respondents may submit optional cost proposals if such proposals are more effective (i.e. Time and Materials cost structure, etc.). Please identify all costs associated with your proposed solution, including implementation costs, licensing fees, hosting fees, maintenance fees, etc., and disclose them in the appropriate table below. Costs not included in respondent s cost proposal to National RTAP are the sole responsibility of the respondent. Hosted Solution Project Deliverables and Costs QTY UOM Unit Price EXT Price *Software License Cost for the Following Super Administrator Administrators Students Implementation Fees **Training for all software users listed above Other fees Total Cost *Software must satisfy all requirements listed in the entirety of Section II. B of the RFP **Indicate whether this is per hour, per course, etc. SaaS Solution Project Deliverables and Costs QTY UOM Unit Price EXT Price *Software License Cost for the Following Super Administrator Administrators Students Implementation Fees Subscription fees **Training for all software users listed above Other fees Total Cost *Software must satisfy all requirements listed in the entirety of Section II. B of the RFP **Indicate whether this is per hour, per course, etc. 3. Required Forms All required forms must be completed and submitted with the proposal. Proposals that do not include all required forms will be considered non-responsive and will not be evaluated. Required forms can be found in Attachment A. They include: Proposal Submission Checklist Debarment and Suspension Certification Acknowledgment of Amendment forms, if applicable LMS Features Form 9 P a g e

12 4. Submission Deadline Proposals must be received by 5:00 pm EST on Friday, February 6, Proposals received after that date or time will not be accepted. Proposals should be delivered to: Neil Rodriguez Project Manager National Rural Transit Assistance Program 5 Wheeling Avenue, Unit B Woburn, MA nrodriguez@nationalrtap.org 5. Selection Process and Award Technical Proposals that meet minimum requirements will be reviewed by a selection committee composed of National RTAP staff and Review Board members. The selection will be based on assessment of the vendor in the following criteria: (i) vendor qualifications and capability, (ii) product functionality, (iii) product training and technical support services, and (iv) total proposed cost. We also may base our decision upon the responses of vendor references. The following criteria will be used to evaluate the proposals: Evaluation Criteria Maximum Points Vendor qualifications and capability 30 Product functionality 30 Product training and technical support services 20 Cost 20 Maximum Score 100 The National RTAP selection committee will contact the top three proposals and schedule product demonstrations with the selected vendors from February 17-25, IV. ADMINISTRATIVE SPECIFICATIONS A. Proposal Expenses, Acceptance or Rejection of Proposals, Cancellation of Procurement National RTAP will not be responsible for any expenses related to proposal development, documentation, submission, copying, or any presentation that may result from this solicitation. National RTAP reserves the right to accept or reject any or all proposals submitted in response to this RFP. National RTAP also reserves the right to waive any informalities or technicalities which it determines to be in the best interest of National RTAP. National RTAP reserves the right to cancel this procurement at any time. B. Confidentiality National RTAP is governed by laws and regulations that make certain information confidential, as well as specify how public information is released. The proposer and its 10 P a g e

13 employees shall not divulge any information relative to National RTAP s business to a third party without the prior written approval of National RTAP. C. Conflict of Interest The proposer covenants that it does not have, nor shall it acquire, any interest that would conflict in any manner with the performance of its obligations in regard to services authorized. D. Procurement Protest Procedures National RTAP will consider all protests or objections regarding the award of a contract, whether submitted before or after award. The procedure shall be observed when considering protests about those awards funded, in part or whole, by the FTA with the following exceptions: 1. Any actual or prospective proposer who has a protest in connection with the solicitation, evaluation, or award of a contract may formally submit a protest. 2. Protests must be submitted to the Executive Director, National RTAP, in writing and received by that office within 10 working days after such aggrieved proposer knows, or should have known, of the occurrence of the action that is appealed. A formal protest should contain: a. A precise statement of the relevant facts. b. An identification of the issue or issues to be resolved. 3. The Executive Director will issue a written decision within 20 working days of receipt of such a protest. A protesting party who is not satisfied with the decision of the Executive Director may appeal the decision to the Principal-in-Charge of the National RTAP. The appeal must be submitted in writing to the Principal-in-Charge and received in the office of the Principal-in-Charge no later than 10 working days after receipt of the Executive Director s decision. The Principalin-Charge s assessment is the final decision. Contact information for the individuals noted above is as follows: Robin Phillips Executive Director, National RTAP 122 C Street NW, Suite 520 Washington D.C fax rphillips@nationalrtap.org Cynthia Frené Principal-in-Charge, National RTAP 5 Wheeling Avenue, Unit B Woburn, MA fax cfrene@nationalrtap.org 11 P a g e

14 V. STANDARD TERMS AND CONDITIONS A. Compliance with State and Federal Laws and Regulations The services and/or equipment provided shall be in compliance with all requirements of the laws and regulations of the Commonwealth of Massachusetts and the United States of America. B. Federal Financial Assistance Up to 100 percent of the total cost of the deliverables described in the offer will be financed with Federal monies from the Federal Transit Act of 1964, as amended. Therefore, the award of this contract is subject to the terms and conditions of the financial assistance agreements between National RTAP and U. S. Department of Transportation/Federal Transit Administration (USDOT/FTA), as they may be amended or promulgated from time to time during the term of this contract. The Proposer's failure to so comply shall constitute a material breach of this contract. However, USDOT/FTA is not a party to this contract or associated subcontracts and shall not be subject to any obligations or liabilities to the successful proposer as a result of funding this project. The provisions below may include, in part, certain standard terms and conditions required by USDOT/FTA, whether or not expressly set forth in these provisions. All provisions required by USDOT/FTA, as set forth in FTA Circular F, the Federal Transit Administration Master Agreement and the Cooperative Agreement between the Federal Transit Administration and the USDOT/FTA as they may be amended and updated, are hereby incorporated by reference. Anything to the contrary herein notwithstanding, all USDOT/FTA mandated terms shall be deemed to control in the event of a conflict with other provisions contained in this contract and associated subcontracts. The Proposer shall not perform any act, fail to perform any act, or refuse to comply with any requests by National RTAP that would cause National RTAP to be in violation of the USDOT/FTA terms and conditions. C. Energy Conservation Contractor shall comply with mandatory standards and policies relating to energy efficiency, stated in the state energy conservation plan issued in compliance with the Energy Policy & Conservation Act. D. Access to Records and Reports The following access to records requirements apply to this Contract: 1. Where the purchaser is not a State but a local government and is an FTA recipient or a subgrantee of FTA recipient in accordance with 49 CFR 18.36(i), Contractor shall provide the purchaser, the FTA, the US Comptroller General or their authorized representatives access to any books, documents, papers and Contractor records which are pertinent to this contract for the purposes of making audits, examinations, excerpts and transcriptions. Contractor shall also, pursuant to 49 CFR , provide authorized FTA representatives, including any Project Management Oversight (PMO) Contractor, access to Contractor's records and construction sites pertaining to a capital project, defined at 49 USC 5302(a)1, which is receiving FTA assistance through the programs described at 49 USC 5307, 5309 or P a g e

15 2. Where the purchaser is a State and is an FTA recipient or a subgrantee of FTA recipient in accordance with 49 CFR , Contractor shall provide the purchaser, authorized FTA representatives, including any PMO Contractor, access to Contractor's records and construction sites pertaining to a capital project, defined at 49 USC 5302(a) 1, which receives FTA assistance through the programs described at 49 USC 5307, 5309 or By definition, a capital project excludes contracts of less than the simplified acquisition threshold currently set at $100, Where the purchaser enters into a negotiated contract for other than a small purchase or under the simplified acquisition threshold and is an institution of higher education, a hospital or other non-profit organization and is an FTA recipient or a subgrantee of FTA recipient in accordance with 49 CFR 19.48, Contractor shall provide the purchaser, the FTA, the US Comptroller General or their authorized representatives, access to any books, documents, papers and record of the Contractor which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts and transcriptions. 4. Where a purchaser which is an FTA recipient or a subgrantee of FTA recipient in accordance with 49 USC 5325(a) enters into a contract for a capital project or improvement (defined at 49 USC 5302(a)1) through other than competitive bidding, Contractor shall make available records related to the contract to the purchaser, the Secretary of USDOT and the US Comptroller General or any authorized officer or employee of any of them for the purposes of conducting an audit and inspection. 5. Contractor shall permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed. 6. Contractor shall maintain all books, records, accounts and reports required under this contract for a period of not less than three (3) years after the date of termination or expiration of this contract, except in the event of litigation or settlement of claims arising from the performance of this contract, in which case Contractor agrees to maintain same until the recipient, FTA Administrator, US Comptroller General, or any of their authorized representatives, have disposed of all such litigation, appeals, claims or exceptions related thereto. Re: 49 CFR 18.39(i)(11). FTA does not require the inclusion of these requirements in subcontracts. E. Federal Changes All Contracts except micro-purchases ($3,000 or less, except for construction contracts over $2,000) Contractor shall comply with all applicable FTA regulations, policies, procedures and directives, including without limitation those listed directly or by reference in the Master Agreement between the purchaser and FTA, as they may be amended or promulgated from time to time during the term of the contract. Contractor's failure to comply shall constitute a material breach of the contract. F. No Government Obligation to Third Parties Applicability All contracts except micro-purchases ($3,000 or less, except for construction contracts over $2,000) (1) The recipient and Contractor acknowledge and agree that, notwithstanding any concurrence by the US Government in or approval of the solicitation or award of the underlying contract, absent the express written consent by the US Government, the US 13 P a g e

16 Government is not a party to this contract and shall not be subject to any obligations or liabilities to the recipient, the Contractor, or any other party (whether or not a party to that contract) pertaining to any matter resulting from the underlying contract. (2) Contractor agrees to include the above clause in each subcontract financed in whole or in part with FTA assistance. It is further agreed that the clause shall not be modified, except to identify the subcontractor who will be subject to its provisions. G. Program Fraud and False or Fraudulent Statements or Related Acts (1) Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986, as amended, 31 USC 3801 et seq. and USDOT regulations, "Program Fraud Civil Remedies," 49 CFR 31, apply to its actions pertaining to this project. Upon execution of the underlying contract, Contractor certifies or affirms the truthfulness and accuracy of any statement it has made, it makes, it may make, or causes to be made, pertaining to the underlying contract or FTA assisted project for which this contract work is being performed. In addition to other penalties that may be applicable, Contractor further acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submittal, or certification, the US Government reserves the right to impose the penalties of the Program Fraud Civil Remedies Act (1986) on Contractor to the extent the US Government deems appropriate. (2) If Contractor makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submittal, or certification to the US Government under a contract connected with a project that is financed in whole or in part with FTA assistance under the authority of 49 USC 5307, the Government reserves the right to impose the penalties of 18 USC 1001 and 49 USC 5307(n)(1) on Contractor, to the extent the US Government deems appropriate. (3) Contractor shall include the above two clauses in each subcontract financed in whole or in part with FTA assistance. The clauses shall not be modified, except to identify the subcontractor who will be subject to the provisions. H. Termination a. Termination for Convenience (General Provision) The recipient may terminate this contract, in whole or in part, at any time by written notice to Contractor when it is in the recipient's best interest. Contractor shall be paid its costs, including contract close-out costs, and profit on work performed up to the time of termination. Contractor shall promptly submit its termination claim to the recipient. If Contractor is in possession of any of the recipient s property, Contractor shall account for same, and dispose of it as the recipient directs. b. Termination for Default [Breach or Cause] (General Provision) If Contractor does not deliver items in accordance with the contract delivery schedule, or, if the contract is for services, and Contractor fails to perform in the manner called for in the contract, or if Contractor fails to comply with any other provisions of the contract, the recipient may terminate this contract for default. Termination shall be effected by serving a notice of termination to Contractor setting forth the manner in which Contractor is in default. Contractor shall only be paid the contract price for supplies delivered and accepted, or for services performed in accordance with the manner of performance set forth in the contract. If it is later determined by the recipient that Contractor had an excusable reason for not performing, such as a strike, fire, or flood, events which are not the fault of or are beyond 14 P a g e

17 the control of Contractor, the recipient, after setting up a new delivery or performance schedule, may allow Contractor to continue work, or treat the termination as a termination for convenience. c. Opportunity to Cure (General Provision) The recipient in its sole discretion may, in the case of a termination for breach or default, allow Contractor an appropriately short period of time in which to cure the defect. In such case, the notice of termination shall state the time period in which cure is permitted and other appropriate conditions If Contractor fails to remedy to the recipient's satisfaction the breach or default or any of the terms, covenants, or conditions of this Contract within ten (10) days after receipt by Contractor or written notice from the recipient setting forth the nature of said breach or default, the recipient shall have the right to terminate the Contract without any further obligation to Contractor. Any such termination for default shall not in any way operate to preclude the recipient from also pursuing all available remedies against Contractor and its sureties for said breach or default. d. Waiver of Remedies for any Breach In the event that the recipient elects to waive its remedies for any breach by Contractor of any covenant, term or condition of this Contract, such waiver by the recipient shall not limit its remedies for any succeeding breach of that or of any other term, covenant, or condition of this Contract. e. Termination for Convenience (Professional or Transit Service Contracts) The recipient, by written notice, may terminate this contract, in whole or in part, when it is in the recipient's interest. If the contract is terminated, the recipient shall be liable only for payment under the payment provisions of this contract for services rendered before the effective date of termination. f. Termination for Default (Supplies and Service) If Contractor fails to deliver supplies or to perform the services within the time specified in this contract or any extension or if the Contractor fails to comply with any other provisions of this contract, the recipient may terminate this contract for default. The recipient shall terminate by delivering to Contractor a notice of termination specifying the nature of default. Contractor shall only be paid the contract price for supplies delivered and accepted, or services performed in accordance with the manner or performance set forth in this contract. If, after termination for failure to fulfill contract obligations, it is determined that Contractor was not in default, the rights and obligations of the parties shall be the same as if termination had been issued for the recipient s convenience. g. Termination for Default (Transportation Services) If Contractor fails to pick up the commodities or to perform the services, including delivery services, within the time specified in this contract or any extension or if Contractor fails to comply with any other provisions of this contract, the recipient may terminate this contract for default. The recipient shall terminate by delivering to Contractor a notice of termination specifying the nature of default. Contractor shall only be paid the contract price for services performed in accordance with the manner of performance set forth in this contract. 15 P a g e

18 If this contract is terminated while Contractor has possession of the recipient goods, Contractor shall, as directed by the recipient, protect and preserve the goods until surrendered to the recipient or its agent. Contractor and the recipient shall agree on payment for the preservation and protection of goods. Failure to agree on an amount shall be resolved under the Dispute clause. If, after termination for failure to fulfill contract obligations, it is determined that Contractor was not in default, the rights and obligations of the parties shall be the same as if termination had been issued for the recipient s convenience. h. Termination for Default (Construction) If Contractor refuses or fails to prosecute the work or any separable part, with the diligence that will insure its completion within the time specified, or any extension, or fails to complete the work within this time, or if Contractor fails to comply with any other provisions of this contract, the recipient may terminate this contract for default. The recipient shall terminate by delivering to Contractor a notice of termination specifying the nature of default. In this event, the recipient may take over the work and compete it by contract or otherwise, and may take possession of and use any materials, appliances, and plant on the work site necessary for completing the work. Contractor and its sureties shall be liable for any damage to the recipient resulting from Contractor's refusal or failure to complete the work within specified time, whether or not Contractor's right to proceed with the work is terminated. This liability includes any increased costs incurred by the recipient in completing the work. Contractor's right to proceed shall not be terminated nor shall Contractor be charged with damages under this clause if: 1. Delay in completing the work arises from unforeseeable causes beyond the control and without the fault or negligence of Contractor. Examples of such causes include: acts of God, acts of the recipient, acts of another Contractor in the performance of a contract with the recipient, epidemics, quarantine restrictions, strikes, freight embargoes; and 2. Contractor, within 10 days from the beginning of any delay, notifies the recipient in writing of the causes of delay. If in the recipient s judgment, delay is excusable, the time for completing the work shall be extended. The recipient s judgment shall be final and conclusive on the parties, but subject to appeal under the Disputes clauses. If, after termination of Contractor's right to proceed, it is determined that Contractor was not in default, or that the delay was excusable, the rights and obligations of the parties will be the same as if termination had been issued for the recipient s convenience. i. Termination for Convenience or Default (Architect & Engineering) The recipient may terminate this contract in whole or in part, for the recipient's convenience or because of Contractor s failure to fulfill contract obligations. The recipient shall terminate by delivering to Contractor a notice of termination specifying the nature, extent, and effective date of termination. Upon receipt of the notice, Contractor shall (1) immediately discontinue all services affected (unless the notice directs otherwise), and (2) deliver to the recipient all data, drawings, specifications, reports, estimates, summaries, and other information and materials accumulated in performing this contract, whether completed or in process. If termination is for the recipient s convenience, it shall make an equitable adjustment in the contract price but shall allow no anticipated profit 16 P a g e

19 on unperformed services. If termination is for Contractor s failure to fulfill contract obligations, the recipient may complete the work by contact or otherwise and Contractor shall be liable for any additional cost incurred by the recipient. If, after termination for failure to fulfill contract obligations, it is determined that Contractor was not in default, the rights and obligations of the parties shall be the same as if termination had been issued for the recipient s convenience. j. Termination for Convenience or Default (Cost-Type Contracts) The recipient may terminate this contract, or any portion of it, by serving a notice or termination on Contractor. The notice shall state whether termination is for convenience of the recipient or for default of Contractor. If termination is for default, the notice shall state the manner in which Contractor has failed to perform the requirements of the contract. Contractor shall account for any property in its possession paid for from funds received from the recipient, or property supplied to Contractor by the recipient. If termination is for default, the recipient may fix the fee, if the contract provides for a fee, to be paid to Contractor in proportion to the value, if any, of work performed up to the time of termination. Contractor shall promptly submit its termination claim to the recipient and the parties shall negotiate the termination settlement to be paid to Contractor. If termination is for the recipient s convenience, Contractor shall be paid its contract closeout costs, and a fee, if the contract provided for payment of a fee, in proportion to the work performed up to the time of termination. If, after serving a notice of termination for default, the recipient determines that Contractor has an excusable reason for not performing, such as strike, fire, flood, events which are not the fault of and are beyond the control of Contractor, the recipient, after setting up a new work schedule, may allow Contractor to continue work, or treat the termination as a termination for convenience. I. Government Wide Debarment and Suspension (Non Procurement) This contract is a covered transaction for purposes of 49 CFR Part 29. As such, the Contractor is required to verify that none of the Contractors, its principals, as defined at 49 CFR , or affiliates, as defined at 49 CFR , are excluded or disqualified as defined at 49 CFR and The Contractor is required to comply with 49 CFR 29, Subpart C and must include the requirement to comply with 49 CFR 29, Subpart C in any lower tier covered transaction it enters into. By signing and submitting its bid or proposal, the bidder or proposer certifies as follows: The certification in this clause is a material representation of fact relied upon by the recipient. If it is later determined that the bidder or proposer knowingly rendered an erroneous certification, in addition to remedies available to the recipient, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment. The bidder or proposer agrees to comply with the requirements of 49 CFR 29, Subpart C while this offer is valid and throughout the period of any contract that may arise from this offer. The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions. J. Contracts Involving Federal Privacy Act Requirements When a grantee maintains files on drug and alcohol enforcement activities for FTA, and those files are organized so that information could be retrieved by personal identifier, the 17 P a g e