RFP_No._693JJ318R000023.pdf

693JJ318R000023

1 72

8 27 8

Ms. Naheed Nasrin Naheed.Nasrin

See Section L

07/27/2018 HRTM10180016PR

SECTION B - Supplies or Services/Prices

B.1 ID/IQ MINIMUM AND MAXIMUM CONTRACT AMOUNTS

The Government intends to award a single Indefinite-Delivery Indefinite-Quantity (IDIQ) type contract with a sixty (60) month ordering period to a Small Business.

During the term of the contract, the Government shall place orders totaling a minimum of

$50,000.00. The maximum amount of all task orders issued against all contracts awarded as a result of this acquisition shall not exceed a ceiling of $5,000,000.00.

The task orders placed under the contract will be Firm-Fixed Price (FFP) and Cost Plus Fixed

Fee (CPFF) types based on a determination by the Contracting Officer (CO) at the task order level.

B.2 SCHEDULE OF RATES

Labor skill sets and rate ceilings governing this contract shall conform to the descriptions found in Exhibit No. J.1 and apply for each of the described categories for each of the contract years.

The maximum amount of the contract listed in Section B.1 includes travel and materials. Travel and materials will be reimbursed at cost. Inclusion of indirect burden amounts or fee on material costs, including travel expenses, is not allowable.

B.3 COST REIMBURSEMENT PRICING

All TOs issued on a Cost Reimbursement basis will be priced in accordance with approved forward pricing rate agreements (FPRA) rates or forward pricing rate recommended (FPRR) rates based on Defense Contract Audit Agency (DCAA)/Defense Contract Management Agency

(DCMA) audits (or FAR Part 31, Contract Cost Principles and Procedures rates). Direct and indirect cost rates will be established at the IDIQ for task order use. For Cost Reimbursement

Task Orders, the Contractor will provide complete supporting schedules identifying all applicable direct and indirect rate estimates building up to the TO cost. Contractors shall submit their most recent approved provisional indirect billing rates, if available and actual rates for

Exhibit 1 - Cost/Price Proposal Worksheet. Contractors without audited rates shall propose indirect rates in accordance with FAR Part 31, Contract Cost Principles and Procedures. The fee will be negotiated in the IDIQ for task order use. Profit/fee is unallowable on ODCs.

Contractors with approved rates should submit their most recent accounting system audit and provisional indirect billing and actual rates for both direct and indirect rates. Contractors without audited rates shall propose indirect rates in accordance with FAR Part 31. (FHWA considers only offerors with approved accounting systems to be eligible for contract award per FAR

16.301-3(a)(3)).

(End of Section B)

SECTION C - Description/Specifications

C.1 BACKGROUND

The Federal Highway Administration's (FHWA's) Office of Research, Development, and

Technology (RD&T) is located at the Turner-Fairbank Highway Research Center (TFHRC), a federally owned and operated national research facility in McLean, Virginia. The center houses more than 16 laboratories, support facilities, and data sets; and conducts applied and exploratory advanced research in vehicle-highway interaction, nanotechnology, and a host of other types of transportation research in safety, pavements, highway structures and bridges, human-centered systems, operations and intelligent transportation systems, and materials. The laboratories at the center provide a vital resource for advancing the body of knowledge that has been created and developed by our researchers.

The existing Highway Research and Technology (HRT) environment is comprised of multiple programs, including the FHWA R&T Program, State highway agency R&T programs, the National

Cooperative Highway Research Program (NCHRP), University Transportation Center programs, the Intelligent Transportation Systems Program, and other nonprofit and private sector programs.

In addition, these programs involve ongoing collaboration with international organizations, such as the Organization of Economic Cooperation and Development and the Federation of European

Highway Research Laboratories.

FHWA is in a unique leadership position to identify and address issues of national significance that require high-risk, long-term, distinctive areas of research. In this role, FHWA plans to shape and execute a national research and innovation technology development, deployment, and training program that produces and delivers the solutions needed to meet current challenges, assesses future needs, and responds to those needs proactively and effectively.

The leadership role of FHWA does not exempt the Agency from working collaboratively with its partners. In today’s customer-driven atmosphere, there is an even greater responsibility to work with partners to define the direction of and develop the roadmaps needed to achieve results, especially because many partners will be implementing the technologies and innovations. The

FHWA’s leadership role includes conducting, sponsoring, sustaining, and guiding highway research; working with partners and stakeholders in the highway community to develop long-term, high-risk innovative technologies that address issues of national significance; and coordinating with stakeholders to ensure that substantial research findings are put into practice nationally.

FHWA has embraced a culture of innovation and actively supports and advances innovation across the entire breadth of FHWA’s activities. FHWA has woven innovation into its business practices, from the development of innovative technologies at its world class Turner-Fairbank Highway

Research Center (TFHRC), to its newly created Office of Innovative Program Delivery that works across FHWA and with our partners to identify and focus innovations for implementation, to its field structure in the Office of Technical Services and its Division Offices that provide technical assistance to our State and local partners to deploy the innovations, to its Federal Lands Highway program that works with our Federal partners (e.g., National Park Service) to deploy innovations on transportation assets on federal lands.

Across the Agency, FHWA has the organizational capacity to advance innovation through two primary methods – the identification and development of innovative technologies and practices, and the implementation of innovation at the Federal, State and local levels.

Innovation development1 and innovation delivery2 is a continuous cycle. Working with stakeholders, the agency sets goals to address the national gaps and opportunities. Research topics are prioritized to align with the agency goals. Through research, new products and processes are created so that they can be applied to projects thereby addressing the nation’s challenges.

Collaboration and coordination with partners and stakeholders are to occur from agenda setting, through research, implementation, and to assessing the impact of new technologies.

The innovation life cycle engages the research, headquarter program, and field offices. Each of the three-level of offices has its specific role as described below. Figure 1 shows a simplified, proposed structure of the innovation life cycle within FHWA. However, it does not show all of the stakeholder engagement points throughout the process. In addition to the research that feeds into the functional program offices that are federal-aid related, FHWA also collaborates with external partners such as State DOTs, National Cooperative Highway Research Program, University

Technical Centers, national laboratories, and international entities to support a robust national transportation research program. Similarly, the Program Offices may also identify additional innovations work with the partners such as AASHTO, State DOTs, and industry associations.

1 Innovation development is the process of defining the innovation.

2 Innovation delivery is the process of the selecting the high priority innovation for the agency, marketing the innovation to the users, providing technical assistance, and measuring the impact of the innovation. Innovation delivery would encompass innovation implementation.

C.2 CONTRACT SCOPE

The overall scope of the contract shall involve providing services to support, assist, and facilitate the advancement of research products to implementation, technology transfer, outreach and communication, training, technical support and assistance, documentation and reporting.

The Contractor shall provide staff with expertise in the following areas:

• Technology Transfer

• Marketing

• Communication

• Intellectual Properties

• Multi-media capabilities

• Non-technical editing and writing

• Event planning and support

• Transportation Asset Management

• Pavement Preservation

• Road Inventory Infrastructure Management

• Civil Integrated Management

• 3D/4D/5D/6D Modeling

• Intelligent Construction Systems and Technologies

• Construction Materials (asphalt, concrete, structural steel, fiber reinforced polymers, aluminum, etc.)

• Hydraulic and Geotechnical Engineering

• Accelerated Construction

• Accelerated Bridge Construction

• Data and Tools for Safety Analysis

• Pedestrians and Bicyclists Safety

• Roadside Safety

• Driver Behavior Analysis

• Intersection and Interchange Design

• Transportation Decision-making Data Analysis

• Adaptive Signal Control Technology

• Automated and Connected Vehicle Technology

• Other technical areas related to the planning, environment, design, construction, maintenance, operation, and safety of transportation infrastructure.

C.3 OBJECTIVE

The objective of this contract is to achieve greater success in Technology Transfer (T2), transition, and commercialization of research products of the HRT.

C.4 DETAILED REQUIREMENT

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform work as outlined below. All work will be defined under the task orders awarded through the IDIQ contract.

Task Area 1 – Project Management

The Contractor shall execute and monitor all work under this contract. The Contractor shall identify a Project Manager to serve as the Government’s main point of contact for project management activities.

1.1 Kick-off Meeting: The Contractor shall host a teleconference or web meeting for introduction to the work and to clarify expectations within 10 business days of contract award. The

Contractor shall provide meeting notes and provide them to attendees within 5 business days after the meeting. During this meeting, the parties shall:

• Identify and introduce key staff members

• Review contract requirements and address any questions

• Review timeline for the work to be performed

The Contractor shall document the kick-off meeting and provide minutes of the meeting to the

COR within 5 business days after the kick-off meeting.

1.2 Management Plan: The Contractor shall prepare a written plan that sets forth how the project will be managed and who will be the key personnel involved. The Management Plan shall be submitted to the COR within two (2) weeks of contract execution and periodically as needed.

1.3 Periodic Coordination Meetings: The Contractor shall host meetings on a regular schedule that will be determined during the Kick-off meeting. The Contractor shall prepare and submit

Contractor meeting notes and an action items summary to the COR within 3 business days after meetings occur.

1.4 Weekly Progress Emails: The Contractor shall prepare and submit weekly progress emails for every calendar week for coordination with FHWA. The email shall include a “look-ahead” section for coordination with FHWA. Weekly emails shall be submitted on Tuesdays.

1.5 Travel Authorizations Requests: The Contractor shall submit estimated travel costs and request authorization for FHWA-directed travel and Contractor travel to the COR at least 5 business days prior to travel dates.

1.6 Monthly Progress Report. The Contractor shall prepare monthly progress reports (to be submitted in support of the monthly progress payment voucher) per the base contract requirements. The reports shall include at a minimum:

• A description of all work completed during the month,

• A narrative of the work scheduled for the next month,

• Identification of all problems encountered and a description of corrective measures taken or proposed, and

• A budget progress report for all task orders and all cost reimbursable travel expenses.

Task Area 2 – Program Support

The purpose of this task area is to change the paradigm of HRT’s outreach efforts to build partners and collaborators for research.

When tasked, the contractor shall prepare a Technology Transfer Program Plan in close coordination with the COR. The purpose of the plan is two-folds (1) to better train and empower researchers to transition their discoveries into high-impact, real world technologies in the private sector, and (2) to establish a process for transferring and disseminating transportation related scientific information to stakeholders who may apply it for private and public use.

When tasked, the Contractor shall prepare training tools and deliver training to help FHWA build coalitions. The training tools shall include messages on why the new process is being implemented and how it will make a difference. This may include but not limited to:

• Process for selecting research topics

• Timeline template for sharing research progress

• Collecting feedback and developing action plan for the feedback

When tasked, the contractor shall develop tracking tools to measure the technology transfer efforts.

The following are examples of, but not limited to, deliverables related to Program Support:

• Technology Transfer Program Plan

• Training tools

• Tracking tools

Task Area 3 - Harvest

The purpose of this task area is to enlarge and improve HRT’s patent portfolios.

For many years HRT’s researchers and engineers have been developing practical technical solutions to address the country’s pressing transportation challenges. Many of these solutions are both innovative and potentially commercially viable. However, HRT does not have an established process to identify and document its inventions. Patenting is a not a prominent part of HRT’s history and culture. As a result, its researchers and engineers are not disclosing their inventions and have little awareness of the technology transfer function and commercial potential of their innovations.

When tasked, the contractor shall develop and assist with execution of a process that HRT can use to increase their number of invention disclosures, improve existing disclosures in order to develop more commercially valuable patents, or identify promising commercialization opportunities for existing patents.

The process is to achieve the following objectives;

1. Increase awareness within the lab of the value of intellectual property (IP) protection;

2. increase understanding of the commercialization opportunities that can result from T2;

3. identify technologies being developed at the lab that are potentially patentable and commercially viable; and

4. document the undisclosed inventions occurring at the labs.

The following are examples of, but not limited to, deliverables related to this task area :

• Draft and final guidance documents of the innovation disclosure process.

• Presentation on the innovation disclosure process.

Task Area 4 – Strategize

When tasked, the contractor shall conduct market research on patentable and non-patentable

HRT products to evaluate the need for it in the transportation community.

Research can take many years before a solution is identified and validated. It may be necessary for an impartial entity to conduct an evaluation of the research topic to determine if the need still exists. HRT conducts mainly applied research. Some products may not be profitable therefore conducting market research is important before determining to apply for a patent.

When tasked, the contractor shall provide technical assistance to assessing the market potential for a technology. The activities may include but not limited to;

• researching the size of the market, cost of goods or pricing models

• establishing collaborative relationships with industry

• identifying external entities with interest in faculty research area(s), and developing research partnerships

• identifying technologies best commercialized by a university spin-out company or start-up.

When requested, the contractor shall convene a roundtable of experts to discuss the findings and provide input on future research efforts for the topic. This task may include, as directed by the COR, the provision of Federal invitational travel for the subject matter experts.

The following are examples of, but not limited to, deliverables related to this task area:

• Market Research Reports

Task Area 5 - Market

The purpose of this task area is to provide marketing and communications support to Office of

Research, Development and Technology.

5.1 Marketing Plans:

There are research products developed through HRT that may not be appropriate for the FHWA program offices to push to the field offices because they do not directly impact the Federal-aid program. It is necessary that a program establish to have alternative avenues to move these products.

When tasked, the contractor shall develop and execute marketing plans with the goal of getting the product commercialized and/or to build partnering and collaboration opportunities to move the research out of HRT.

All plans shall be organized around an agreed to strategic objective and at a minimum include an executive summary, discussion of the objectives and goals, strength, weaknesses, opportunities, and treats (SWOT) analysis, messaging matrix, tactic recommendations, and a project plan/timeline.

5.2 Marketing Materials:

When tasked, the contractor shall provide support for communications and outreach materials for the HRT and TFHRC websites and special events such as public conferences, seminars, and workshops. Communications materials shall include, but not be limited to:

• presentations

• talking points

• elevator pitches

• social media pitches

• FAQs

• case studies

• success stories

• brochures

• posters

• announcements

• briefing materials

• annual reports

• infographics

• tables and maps

When tasked, the contractor shall perform the following:

• Design services including graphic images, logos, templates, tables, charts, photographs and text in a variety of media such as exhibit and marketing, posters for the events, internet website pages, digital slide, print and pdf versions of documents ranging from 1-100 pages in length.

• Editorial services to enhance the substance, accessibility and appeal of HRT technical and outreach publications in all form of media. Specific tasks may include but are not limited to:

o Copyediting, proofreading, editing (and occasional writing), fact checking and formatting for proper consistency, grammar, punctuation, style, and coherency of materials in compliance with the FHWA’s Publications and Printing Handbook and the U.S. Government Printing Office Style Manual.

o Preparing and formatting print jobs to comply with departmental printing requirements and U.S. Government Printing Office regulations issued by the Public

Printer.

o Coordinating content approval of page proofs and graphics layouts for digital and offset printing.

o Copyediting, proofreading and editing content in a variety of electronic formats including Microsoft Word, Microsoft PowerPoint, Microsoft Excel, Microsoft

Access, etc. The content to be edited may include online or hard copy, transcripts

(video or audio), presentations, exhibits, signage, and databases.

o Editing text into electronic and camera-ready copy, suitable for digital or offset printing, and produce in a Section 508 compliant format suitable for FHWA Web team to post on the FHWA IPD Web page.

o Proofreading and editing online publications and Web content for compliance with communications and publishing guidelines and standards.

o Assisting in selecting photographs and obtaining written permission rights for the use of non-Department of Transportation images.

The FHWA anticipates that the contractor, in performing these activities above, may incur direct costs from third parties for certain items (including but not limited to photo use rights, printed materials, posters, display panels, etc.) produced and delivered to the Government. The cost for these items will be passed on to the Government with no markup. A budget has been set up for this purpose under the category “Government Directed (Unburdened) Plug Number(s).” The contractor shall notify the COR prior to incurring any such costs.

NOTE: Delivered documents shall be submitted in a posting ready format that is compliant with the requirements of Section 508 of the Rehabilitation Act so that FHWA can post the documents without further modification.

5.3 Video Production

When tasked, the contractor shall produce multiple short videos (up to a total of 100 minutes, total) including, but not limited to, script development, storyboard, graphics, post-production elements, closed-captioning (including .srt files), and 508 compliance. Videos may include animation.

Proper FHWA logos shall be used on all videos.

REQUIREMENTS FOR VIDEOS THAT ARE A PART OF THE DELIVERABLES

• Contractor shall include all video footage developed by the contractor for the purposes of the video(s) created under this contract (excluding stock footage*).

• Contractor shall include all still images contained in the videos that were developed by the contractor for the purposes of this contract (excluding stock footage).

• The contractor shall include project files used to create edits, special effects, motion graphics, and edited and unedited still photographs, and all footage files used in the creation of the video(s) under this contract. (Examples include: .aep, .fcp, .psd, .ai, .prproj, etc.)

• Contractor shall provide documentation regarding Date/Location/Project Title/Subject for all video and still footage developed by the Contractor for the purposes of this contract.

• Contractor shall deliver the items a, b, c, and d with the delivery of a finished video.

All items should be delivered on previously unused portable hard drives with a connection that is at least USB 3.0. No FTP delivery.

• Contractor shall format hard drives so they can be usable by both Windows and Mac operating systems.

*stock footage means a piece of video content, inserted in a video, which was not shot specifically for this contract.

The Contractor is responsible and certifies that it has unlimited rights to the data, images, videos, etc. contained within the deliverables, and the Contractor is fully providing these unlimited rights to the Government.

Unlimited rights mean the rights of the Government to use, disclose, reproduce, prepare derivative works, distribute copies to the public, and perform publicly and display publicly, in any manner and for any purpose, and to have or permit others to do so.

All intellectual property and PII shall be blurred or removed from the videos (i.e., license numbers, house numbers, logo, commercial signage, etc.).

5.4 Tradeshow Support

When tasked, the contractor shall provide support for TRB and other tradeshows as directed.

Support shall include, but is not limited to, design and hardware of the exhibit, graphics and written materials creation, coordinating booth rentals/purchases with the tradeshow house or show management (e.g., electrical, A/V, drayage, et. al.), and on-site support, to include overseeing construction and breakdown, and on-site support for the duration of the show.

The contractor shall develop an HRT Technology Transfer exhibit design. Work shall include a review of current HRT exhibit components, a preliminary design approach (including list of exhibit components such as literature racks, exhibit banners, etc.), and a final elevation design.

The contractor’s design support shall include the acquisition of copyrighted images and fonts. The contractor shall secure and document (for auditing purposes) licenses and permissions for this material.

The following are examples of, but not limited to, deliverables related to this task area:

• Draft and final marketing plans

• Marketing materials

• Finished, edited videos

• Design concept for exhibit

• A mobile, interchangeable tradeshow exhibit

• Supporting material for the exhibit

Task Area 6 – Drafting Agreements

When tasked, the contractor shall support partnering agreement development with the researchers and engineers.

Some of the mechanisms HRT is currently using to establish partnerships Memorandum of

Agreement/Understanding, Cooperative Research and Development Agreements (CRADAs), Inter-agency Agreement, and intergovernmental personnel act (IPA) agreements.

Partnerships are a key component to successfully conducting and implementing research conducted at HRT. HRT should be willing to partner with others when their goals align with FHWA research goals or will otherwise provide demonstrated benefits to transportation infrastructure, its operation, or its preservation. Partners may engage during various stages of the research process and may be short term or long term. Depending on the goals, capabilities, and interests of the entities involved, specific partnership arrangements may focus on research coordination and scoping, conducting research, advancing research results, and/or implementing technologies into practice. Many partnerships are single projects focused on supporting the continued development of a technology to ensure that it can be brought to the marketplace for the benefit of the public. Other partnerships may have the longer-term goal of helping HRT to expand its research capacity by leveraging resources and infrastructure, such as with another Federal lab or academic institution.

The contractor shall conduct work with the project manager to assist in drafting a partnering agreement.

The following are examples of, but not limited to, deliverables related to this task area:

• Drafting partnering agreements

Task Area 7 – Triage Inventions

When tasked, the contractor shall conduct activities that will prepare the research product for implementation.

FHWA is using the Technology Readiness Level3 (TRL) Scale to assess the maturity of the research projects. All research projects may not reach TRL 7-8, the stage of demonstrating the prototype in its operational environment (i.e. real-world conditions, including the user community) due to funding shortage or time constraint. This task will fill the gap of evaluating the research product ensuring that it meets its intended purpose and functionality as designed, achieving the

TRL 8.

The activities shall include, but not be limited to:

• Set up logistics for demonstrations, field days, or workshops

• Identify partners to build case studies

• Prepare case studies

• Acquire access permits to conduct demonstrations

• Organize webinars

When tasked, the contractor shall provide technical assistance in conducting TRL Assessments.

The activities may include but not limited to;

• Identify panelists, establish clear goals for the assessment, formalize timing and location, and create material.

• Facilitate the TRL Assessments.

• Prepare summary report of the panel’s discussion and why the TRL for the project was selected and any recommendations for future work.

3 The TRL tool is used to identify technical gaps to be filled to advance the technology and a technology maturity analysis. The TRL assessment is not a performance rating of the project.

When tasked, the contractor shall plan, develop and deliver demonstrations, field days, or workshops related to the program areas to support implementation of innovative technologies.

Workshops may range in length from 4-16 hours of contract time, emphasize up close, hands-on application of technology and be presented at one or more times and/or places or virtually. The contractor shall acquire the necessary permits to conduct the demonstration on private or public property.

When tasked, the contractor shall research and draft a series of case studies on topics as directed by the COR. Once a topic has been identified and assigned, the contractor shall prepare a work plan and draft budget for COR review and approval. When approved by COR, the contractor shall conduct the research.

When tasked, the contractor shall produce a draft of each case study for review by COR and others designated by COR. The contractor shall then finalize the case studies based upon comments from

COR. This task area may also include the cataloging of previous case studies and the preparation of cross-cutting reports that summarize their findings.

The following are examples of, but not limited to, deliverables related to this task area:

• TRL summary reports

• Summary report of demonstration, field day, or workshop

• Case study reports

NOTE: Food, meals, and beverage costs associated with meetings are unallowable. Any cost invoiced for food, meals, and beverages associated with meetings will be disallowed.

Staffing

At a minimum, the Contractor shall provide the following staff with the stated qualifications:

Key Personnel

Project Manager:

The Project Manager is the government’s point of contact and responsible for all work performed under this contract and shall ensure that the requirements of the contract are met. The

Project Manager shall be responsible for determining staffing needs, providing and supervising personnel, and determining man-hour and hard cost requirements of all task orders under this contract.

The Project Manager shall have 5-10 years of experience.

Other Required Personnel

Subject Matter Expert (SME): A person knowledgeable in technology transfer activities and intellectual property issues relating to scientific discoveries and inventions. The SME shall have 5-

10 years of experience.

Market Analyst: A person who is competent in performing research and providing insights regarding the market, trends, competitors, potential and existing customers, and current campaigns.

The Market Analyst shall have 3-5 years of experience.

Facilitator: A person who is competent to conduct facilitation or moderation of meetings conferences, and exchange workshops between managerial and technical personnel of Federal, state, and local agencies and industry representatives. The Facilitator shall have 3-5 years of experience.

Communication and Marketing Specialist: A person knowledgeable and creative in developing and implementing communication and marketing plans including the use of email, digital media, social media, and Web-related to generate excitement and momentum. The Communication and

Marketing Specialist shall have 5-10 years of experience.

Writer: A person who can complete writing of activity reports and meeting summaries with minimal need for review; and is capable of leading the development of outreach materials, newsletter type articles, and feature articles for publication in periodicals. Shall have 5-10 years of experience.

Graphic Designer: A person proficient in preparing graphics and layout designs for use in activity reports, meeting summaries, development of outreach materials, newsletter type articles, and articles for publication in periodicals. The Graphic Designer shall have 3-5 years of experience.

C.5 ANNUAL REPORT

The contractor shall furnish 1 electronic copy (in Microsoft Office 2010 or equivalent) of a letter-type annual report to the Contracting Officer and to the Contracting Officer’s

Representative on or before 30 calendar days before the end of each contract year. The annual report shall contain the following:

(a) A brief narrative commenting on performance during the reporting period for each of the following areas:

(1) Quality of Product/Service

(2) Schedule

(3) Cost Control

(4) Business Relations

(5) Management of Key Personnel

(6) Utilization of Small Businesses

(7) Other

The annual report will be used by the COR as part of the annual performance review.

(End of Section C)

SECTION D - Packaging and Marking

D.1 PACKAGING

Preservation, packing, and packaging of items for shipment shall be in accordance with best commercial practices and adequate for acceptance by common carrier for safe transportation at the most economical rates.

The contractor shall clearly mark each shipment with the company name, the contract number, Task Order number (if applicable), and as appropriate the item identification, quantity of items, and notice of partial or final delivery.

D.2 MARKINGS

Unless, otherwise stated in section F, all deliverables submitted to the Contracting Officer (CO) and the designated Contracting Officer’s Representative (COR) shall be accompanied by a packing list or other suitable shipping document that shall clearly indicate the following:

(a) Contract number;

(b) Task order number;

(c) Name and address of the consignor;

(d) Name and address of the consignee;

(e) Government bill of lading number covering the shipment (if any); and

(f) Description of the item/material shipped, including Deliverable Item Number (If applicable), Report Requirement, or Project Title under which the item is being delivered.

Specific marking objectives may be addressed in individual Task Orders.

The offeror shall take all necessary precautions to ensure that all sensitive data developed under this contract are delivered to the Government in a secure manner.

D.3 METHOD OF DELIVERY

Electronic copies shall be delivered using Microsoft (MS) Office 2016 suite of tools (for example, MS WORD, MS EXCEL, MS POWERPOINT, MS PROJECT, or MS ACCESS format) and Adobe PDF, unless otherwise specified by the COR. Electronic submission shall be made via email, unless otherwise agreed to by the COR.

(End of Section D)

SECTION E - Inspection and Acceptance

E.1 52.246-4 INSPECTION OF SERVICES - FIXED-PRICE. (AUG 1996)

E.2 52.246-5 INSPECTION OF SERVICES – COST REIMBURSEMENT (APR 1984)

E.3 ACCEPTANCE

All work hereunder shall be subject to review by the Government. The COR or Task Order

Contracting Officer’s Representative (TOCOR) as specified in each notification letter at the contract and task order level, is responsible for inspection and acceptance of all incoming shipments, documents, and services. The COR or TOCOR will provide written acceptance of deliverables.

E.4 GOVERNMENT ACCEPTANCE PERIOD

Unless stated elsewhere in each task order, the COR will have 14 calendar days to review draft deliverables and make comments. The Contractor shall have 10 calendar days to make corrections and return the corrected deliverable to the government. Upon receipt of the final deliverables, the COR will have 14 calendar days for final review prior to acceptance or providing documented reasons for non-acceptance.

The COR shall have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of rejection of any deliverable, the contractor shall be notified in writing by the COR of the specific reasons why the deliverable is being rejected. Unless otherwise directed by

USDOT, the Contractor shall have 14 calendar days to correct the rejected deliverable and return it per delivery instructions.

(End of Section E)

SECTION F - Deliveries or Performance

F.1 52.242-15 STOP-WORK ORDER. (AUG 1989)

F.2 52.242-17 GOVERNMENT DELAY OF WORK. (APR 1984)

F.3 52.247-34 F.O.B. DESTINATION. (NOV 1991)

F.4 PERIOD OF PERFORMANCE (IDIQ)

The period of performance of this Indefinite Delivery/Indefinite Quantity Contract (for the purpose of placing orders) is 60 months from the date of award.

F.5 DELIVERABLE/DELIVERY SUMMARY (IDIQ)

For task orders issued under this contract, specific deliverables and due dates will be specified in the task order documents.

F.6 PLACE OF DELIVERY

All deliverables, except the annual and monthly progress report shall be delivered to the COR at the following address:

To be completed at time of award

The annual and monthly progress reports shall be delivered to COR and Contract Specialist at the following address:

Fill-in Name and Title at Award

Fill-in E-mail Address at Award

F.7 PLACE OF PERFORMANCE (TASK ORDER SPECIFIC)

Work under this contract shall be performed at Contractor facilities or on-site at government facilities for support of meetings or conferences with location to be determined in cooperation with the COR. The location of work to be performed under this contract will be specified in individual task orders.

F.8 DELIVERABLE/DELIVERY SUMMARY

Deliverable Frequency 508

Compliant

(Y/N)

Medium/

Format

Submit To

Monthly Progress

Reports

Monthly, by the 10th of the month following the month being reported

No Email/

MS

Word /

Adobe

PDF

CO, CS, COR

Weekly Meeting

Summary

Weekly No Email/

MS

Word /

Adobe

PDF

COR

Annual Report On or before 30 calendar days before the end of each contract year

No Email/

MS

Word /

Adobe

PDF

CS, COR

(End of Section F)

SECTION G - Contract Administration Data

G.1 PAYMENT- (IDIQ)

For each firm fixed price task order, the Government shall pay the contractor for the prices delineated in each task order. Payment shall be made upon review and written acceptance of the firm fixed price deliverable(s) by the Government.

The Contractor may be reimbursed for direct and indirect costs incurred in the performance hereof as are allowable under the provisions of Part 31 of the Federal Acquisition Regulation in accordance with the terms of approved Task Orders, subject to the Limitation of Funds Clause.

For Cost-Plus-Fixed-Fee Task Orders, the Contractor may request monthly interim payments for costs incurred during the performance of each specific task order. See the “Invoices” section for submittal instructions. A statement of costs incurred by the Contractor in the performance of

Cost-Plus-Fixed-Fee task orders issued under this contract and claimed to constitute allowable costs shall support each monthly interim payment request. Any payments hereunder will be made upon determination by the Contracting Officer that the requirements of the contract are being met.

a. In accordance with clause 52.232-25, "Prompt Payment," monthly interim payments will be made by the 30th day following receipt of proper request for payment by the designated billing office, unless audit or other review is considered necessary to ensure compliance with the terms and conditions of the contract. All interim payments hereunder will be made upon further determination by the Contracting Officer that the Contractor is making adequate progress toward successful contract completion.

b. Final invoice payment shall be made upon the CO's determination that all contract requirements have been completed, and the contract is ready to be closed out.

The payment due date for final invoice shall be established in accordance with the

FAR clause 52.216-7.

PAYMENT OF FIXED FEE (CPFF Type Task Orders) - The actual amount of fixed fee payable under this IDIQ contract will be established through the issuance of Cost-Plus-Fixed-Fee task orders under the contract. In accordance with 52.216-8 “Fixed Fee”, payment of the fixed fee shall be made as specified in the Schedule; provided that after payment of 85% of the fixed fee, the Contracting Officer may withhold further payment of fee until a reserve is set aside in an amount the CO considers necessary to protect the Government’s interest.

G.2 BILLING RATES

The direct labor rates and the provisional indirect rates negotiated under this contract for billing purposes shall remain in effect until revised rates have been approved in writing by the CO. The

Contractor shall request new provisional billing rates in writing. Such requests shall delineate the current and proposed rates to be used, along with the effective rate of escalation.

G.3 ESCALATION RATE

The Contractor shall provide support for any proposed escalation over the life of this IDIQ contract.

G.4 TRAVEL AND PER DIEM

Travel (other than local) may be expected to occur throughout the duration of the contract. The

COR will issue the written request for travel if required (excluding local travel).

The Contractor shall invoice in accordance with FAR 31.205-46, Travel Costs, and Federal

Travel Regulations, and must submit documentation of all travel costs.

Travel requirements under this contract shall be met using the most economical form of transportation available. All travel shall be scheduled sufficiently in advance to take advantage of offered discount rates, unless authorized by the Contracting Officer.

The following web site provides information on current Per Diem rates:

http://www.gsa.gov/portal/category/100120

G.5 COST ACCOUNTING SYSTEM

As required by the FAR, the Contractor shall have an adequate cost accounting system for accounting of costs under cost reimbursement contracts. If the Government finds the

Contractor’s accounting system to be inadequate, the Contractor shall have 60 days from written notification from the CO in which to address the identified accounting system deficiencies, or a time period otherwise agreed upon by the CO in writing. Failure to adequately address, or make progress towards addressing, such deficiencies may result in contract termination.

NOTE: The Contractor shall not be eligible for payment of invoices until such time as the

Contractor’s accounting system is deemed by the CO to be adequate for accounting of costs under cost reimbursable contracts.

http://www.gsa.gov/portal/category/100120

G.6 SUBCONTRACTS – ADVANCE NOTIFICATION AND CONSENT

Under this contract, the requirement of FAR 44.2, Consent to Subcontracts, has been fulfilled for the following subcontracts:

(Filled in at Award) See Section I, 52.244-2

Any future change or revision to the Statement of Work or other applicable aspects of this contract shall include the subcontract(s) only to the extent that performance of the subcontract(s) is directly affected by the change or revision.

G.7 INVOICES

Submit all invoices to one of the following invoice addresses:

All invoices and required supporting documents shall be sent via e-mail to the following e-mail address: 9-AMC-AMZ-FHWA-Invoices@faa.gov.

(a) Include the invoice as an attached PDF document

(b) Include in the e-mail subject line the following:

(1) Invoice No.

(2) Contract Number

(3) Name of your Company/Organization

(4) Attention: Contract Specialist

Example: Invoice No. 35 – 693JJ318R000023 – Contractor Name – Attention: Contract

Specialist

If the invoice and supporting documents exceed 8 MB as an e-mail attachment, the Contractor must select one of the other submission options presented below:

Invoices submitted via an overnight service must use the following physical address:

MMAC

FHWA/AMZ-150

6500 S. MacArthur Blvd

Oklahoma City, OK 73169

Attention: Contract Specialist

Express Delivery Point of Contact: Ryan Wisniewski, 405-954-8252

Invoices may be submitted via regular U.S. Postal Service to the following address:

Federal Highway Administration

Markview Processing

P.O. Box 268865

Oklahoma City OK 73126-8865 mailto:9-AMC-AMZ-FHWA-Invoices@faa.gov

Attention: Ryan Wisniewski, 405-954-8252

An invoice submitted to an address other than those identified will be returned to the vendor as non-conforming.

G.8 FINAL INVOICES

Final invoices are not to be submitted until the Contractor obtains the authorization to do so by the CO.

G.9 TECHNICAL DIRECTION

Performance of the work under this contract is subject to the Technical Direction of the COR.

The term “Technical Direction” is defined to include, without limitation, the following:

(a) Direction to the Contractor which redirects the efforts, shifts work emphasis between work areas, requires pursuit of certain lines of inquiry, fills in details or otherwise serves to accomplish the statement of work;

(b) Provision of information to the Contractor that assists in the interpretation of drawings, specifications or technical portions of the work description; and,

(c) Review and approval/rejection of technical reports, drawings, specifications and technical information to be delivered by the Contractor.

All Technical Direction must be within the general scope of work stated in the contract. The

COR does not have the authority to and may not issue any Technical Direction that:

(i) constitutes an assignment of additional work outside the general scope of the base contract;

(ii) constitutes a change as defines in the base contract clause entitled “Changes”;

(iii) in any manner causes an increase or decrease in prices set forth in Section B; or

(iv) changes any of the expressed terms, conditions or specifications of the contract.

All Technical Direction must be issued in writing, or shall be confirmed in writing by the COR within 3 working days after issuance. The Contractor shall proceed promptly with the performance of duly issued Technical Directions. However, if in the opinion of the Contractor, the direction issued but the COR is within one of the prescribed categories in (i) through (iv) above, the Contractor shall not proceed, but shall notify the Contracting Officer in writing, within 3 working days after receipt of any such direction. The Contracting Officer will determine if the Technical Direction is proper, or if a contract modification would be required to properly implement the direction. Failure of the parties to agree upon the nature of the direction or upon the contract action to be taken with respect thereto shall be subject to the clause included in Section I entitled “Disputes.”

G.10 CONTRACTING OFFICER’S REPRESENTATIVE AND TASK ORDER COR

(a) The Contracting Officer is the only individual authorized to enter into or terminate this contract, modify any term or condition of this contract, waive any requirement of this contract, or accept nonconforming work delivered under this contract.

(b) The Contracting Officer shall designate a Contracting Officer’s Representative (COR) by written notice to the Contractor. The COR’s responsibilities shall include technical monitoring of the Contractor’s performance on the overall contract award and inspecting and accepting deliveries under the contract. The COR shall be appointed in writing, at which time ALL of the responsibilities of the COR shall be detailed, and a copy of the appointment memorandum shall be furnished to the Contractor. Any changes to the COR delegation shall be made in writing, either by changes to the existing memorandum, or by issuance of a new appointment memorandum. Copies of any changes shall be provided to the Contractor.

As needed, the Contracting Officer may appoint a TOCOR. The TOCOR’s responsibilities shall include technical monitoring of the Contractor’s performance as well as inspecting and accepting deliveries under specified task order(s). Any changes to the TOCOR delegation will be made in writing, either by changes to the existing memorandum or by issuance of a new appointment memorandum. Notification of any changes will be provided to the Contractor and COR.

(c) The COR and, if designated, the TOCOR are not authorized to perform, formally or informally, any of the following actions:

(1) Promise, award, agree to award, or execute any contract, contract modification, or notice of intent that changes or may change this contract;

(2) Waive or agree to any modification of the delivery schedule;

(3) Make any final decision on any contract matter subject to the Disputes Clause;

(4) Terminate, for any reason, the Contractor’s right to proceed, or issue any order causing the

Contractor to stop work; or

(5) Obligate in any way, the payment of money by the Government.

(d) The Contractor shall comply with the written or oral direction of the Contracting Officer or authorized representative(s) acting within the scope and authority of the appointment memorandum. The Contractor need not proceed with direction that it considers to have been issued without proper authority. The Contractor shall notify the Contracting Officer in writing, with as much detail as possible, when the COR or TOCOR, if applicable, has taken an action or has issued direction (written or oral) that the Contractor considers to exceed the COR or

TOCOR’s appointment, within 3 days of the occurrence. Unless otherwise provided in this contract, the Contractor assumes all costs, risks, liabilities, and consequences of performing any work it is directed to perform that falls within any of the categories defined in paragraph (c) prior to receipt of the Contracting Officer’s response issued under paragraph (e) of this clause.

(e) The Contracting Officer shall respond in writing within 30 days to any notice made under paragraph (d) of this clause. A failure of the parties to agree upon the nature of a direction, or upon the contract action to be taken with respect thereto, shall be subject to the provisions of the

Disputes clause of this contract.

(f) The Contractor shall provide copies of all correspondence to the Contracting Officer and the

COR and TOCOR, if applicable.

(g) Any action(s) taken by the Contractor, in response to any direction given by any person acting on behalf of the Government or any Government official other than the Contracting

Officer or the COR acting within his or her appointment, shall be at the Contractor’s risk.

G.11 CONTRACTOR SUPERVISION

The Contractor shall provide total supervision of its staff. Government personnel are not authorized or permitted to supervise any contractor personnel. The contractor's Program Manager for this contract is [Fill-in at Award], who shall communicate with the COR to determine the

Government's work requirements as set forth in the Statement of Work and shall assure that these requirements are fulfilled. In the event the designated Project Manager is incapacitated due to illness or injury or otherwise is to be removed by the Contractor during the contract performance, replacement of the incumbent Project Manager shall be subject to the approval of the CO.

G.12 AGENCY TASK ORDER OMBUDSMAN

The Contracting Officer’s selection decision on each Task Order request shall be final and is not subject to protest, except for a protest that the Task Order increases the scope, period, or maximum value of the contract.