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Basic Information

Reference Number

0000240459

Issuing Organization

CDOT CPCS & PROPERTY MANAGEMENT

Owner Organization

CDOT - DTR

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

RFP 20-223 NM

Title

DTR Drug/Alochol & ADA Subrecipient Monitoring Program

Source ID

PU.AG.USA.2386.C2710326

Details

Location

United States, Colorado, Denver County

Piggyback Contract

Description

Contract Description

This Contract is for the management and implementation of the Colorado Department of Transportation (CDOT) Division of Transit and Rail’s (DTR) Drug and Alcohol, and Americans with Disabilities Act (ADA) Subrecipient monitoring program (“Program”). A “Subrecipient” means a non-Federal entity that receives federal financial assistance from CDOT. Under this Contract, federal financial assistance refers to funding from the Federal Transit Administration (FTA).

Contractor shall provide the Work at the prices and rates specified within the project budget below.

Deliverables

Contractor shall provide the following Goods/Services that are required to be delivered to CDOT as part of the Work (each a “Deliverable”):

#DeliverableEstimated Delivery Date
1.Drug and Alcohol Management Information System (MIS) Report Preparation and SubmissionJanuary-March Annually
2.Drug and Alcohol Site Reviews (as defined in §3.B below)Twelve (12) Annually
3.ADA Site Reviews (as defined in §3.B below)As needed (dates to be determined)
4.Training and Education at Two Colorado Association of Transit Agencies (CASTA) ConferencesSpring and Fall CASTA Conferences (dates to be determined)

Contractor Responsibilities

Contractor shall provide the following Services under this Contract:

Task #1: Drug and Alcohol MIS Report Preparation

It is anticipated that the Work for this task will occur from January through March annually for the term of this Contract. The proposed activities for this task include the following:

1. 1. Contractor shall manage the annual reporting of MIS data to the Federal Transit Agency’s (FTA) Drug and Alcohol Project Office, which operates at http://damis.dot.gov.
    1. Contractor shall collect and synthesize Drug and Alcohol data for CDOT’s annual MIS report from all Colorado FTA Section 5311 & 5339 Subrecipients.
  2. Contractor shall work with each Subrecipient to ensure that their submission to the FTA’s Drug and Alcohol Project Office is timely and complete and shall act as the point of contact for FTA’s Drug and Alcohol Project Office staff to ensure timely compliance.
  3. Contractor shall notify the DTR Transit Project Coordination Unit Manager upon completion of the data collection and submission process in advance of the due date to allow for official submission of the MIS report to the FTA by CDOT. The data shall be submitted in a format as requested by the CDOT Project Manager, typically by March 15th.

Deliverable #2: Oversight and Site Reviews

Contractor shall ensure that Subrecipients, and any third parties, have and maintain compliant and effective ADA and Drug and Alcohol programs. The proposed activities for this task include the following:

1. 1. Contractor shall complete at least twelve (12) Drug and Alcohol Site Reviews per year of DTR’s FTA Section 5311 and 5339 Subrecipients (each a “Site Review”).
  2. Contractor shall create a Site Review schedule for ADA oversight that coordinates with DTR’s Subrecipient Information Request (SIR) process and schedule.
  3. Contractor shall ensure that all agencies who have received a Site Review are in compliance with FTA, CDOT and ADA requirements. The Contractor shall adhere to specific ADA oversight requests as outlined by DTR staff that includes, but is not limited to, transit specific requirements for complementary paratransit, fixed route services and accessibility features of vehicles.
  4. Following a Site Review, Contractor shall provide electronic copies of Subrecipients’ Site Review results and/or findings to DTR and shall provide annual updates regarding ADA compliance as appropriate. The documentation shall be submitted in a format as requested by the CDOT Project Manager.

Task #3: Technical Assistance

Contractor shall provide Drug and Alcohol and ADA technical assistance to DTR Subrecipients and DTR staff, as requested by the CDOT Project Manager. The proposed activities for this task include the following:

1. 1. Contractor’s tasks shall include maintaining up-to-date information on related compliance and trends within Colorado, tracking inquiries and answering questions, assisting in the creation of related policies and procedures, and overall effectively communicating requirements’ best practices and solutions.
  2. Contractor shall respond to the initial inquiry within two (2) Business Days and shall assist with reasonable technical assistance requests within ten (10) Business Days.
Task #4: Training and Education
Contractor shall provide essential training to DTR Subrecipients and DTR staff on the Federal Drug and Alcohol program requirements, and the Federal and State ADA requirements. The proposed activities for this task include the following:
1. 1. This training shall take place at a minimum of two (2) Colorado Association of Transit Agencies (CASTA) conferences. Other training shall be held at CDOT locations or onsite Subrecipient offices as mutually agreed upon by DTR and the Contractor. (In the event the status of the health environment precludes public gatherings of 10 or more, this training may be offered through an internet base training platform).
  2. Contractor shall create and distribute training materials in the form of presentations, handouts, and tracking sheets as needed and as determined by the DTR Project Manager.
    Providing extra assistance to new Subrecipient agencies and/or new Subrecipient or DTR staff who may have more extensive training requirements.

CDOT Responsibilities

CDOT DTR staff shall meet with the Contractor, provide information pertaining to the Work including Subrecipient contact information, assist in scheduling training as needed, and submit feedback on any reports from the Contractor. CDOT DTR staff shall also be responsible for the communication regarding Subrecipient Information Request Site Review scheduling. DTR staff shall also provide checklists specific to ADA to assist in proper Subrecipient oversight.

Dates

Publication

06/22/2020 05:21 PM MDT

Question Acceptance Deadline

07/06/2020 12:00 AM MDT

Closing Date

07/22/2020 02:00 PM MDT

Contact Information

Natalie Martinez

303-757-9374

natalie.a.martinez@state.co.us

Buyer Preferences, Guidelines & Requirements

Award Requirements

- All or None Award

Bid Submission Process

Bid Submission Type

Physical Bid Submission

Additional Bidding Instructions

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