693JJ323R000009.pdf

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS NOT A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING PAGE OF PAGES

1 |73

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

693JJ323R000009

4. TYPE OF SOLICITATION

SEALED BID (IFB)

X NEGOTIATED (RFP)

5. DATE ISSUED

03/14/2023

6. REQUISITION/PURCHASE NO.

HRDI30230003PR

7. ISSUED BY CODE HCFA-22 8. ADDRESS OFFER TO (If other than Item 7)

Federal Highway Administration

Office of Acquisition Management

1200 New Jersey Ave. S.E. Rm E62-204

Washington, DC 20590

ATTN: Tamiko Aikens

Email: Tamiko.Aikens@dot.gov HCFA-22SRI@dot.gov

NOTE: In sealed bid solicitations “offer” and “offeror” mean “bid” and “bidder”

SOLICITATION

9. Offers for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8 until April 14, 2023 EST, 12:00 pm.

CAUTION LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation. THIS PROCUREMENT IS ISSUED USING FULL AND OPEN COMPETITION.

THIS IS A FULL AND OPEN COMPETITION REQUIREMENT

10. FOR A. NAME B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

INFORMATION

CALL:

Primary Contact: Tamiko Aikens

Secondary Contact: Robert Brown

AREA CODE

NUMBER

366-3092

366-9298

EXT. Tamiko.Aikens@dot.gov.

Robert.P.Brown@dot.gov.

11. TABLE OF CONTENTS

() SEC. DESCRIPTION PAGE(S) () SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 1 X I CONTRACT CLAUSES 42

X B SUPPLIES OR SERVICES AND PRICE/COST 2 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 3 X J LIST OF ATTACHMENTS 49

X D PACKAGING AND MARKING 14 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 15 X K REPRESENTATIONS, CERTIFICATIONS 50

X F DELIVERIES OR PERFORMANCE 16 AND OTHER STATEMENTS OF OFFERORS

X G CONTRACT ADMINISTRATION DATA 18 X L INSTRS., CONDS., AND NOTICES TO OFFERORS 59

X H SPECIAL CONTRACT REQUIREMENTS 29 X M EVALUATION FACTORS FOR AWARD 68

OFFER (Must be fully completed by offeror) NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within 120 calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

10 CALENDAR DAYS

20 CALENDAR DAYS

30 CALENDAR DAYS

CALENDAR DAYS

14. ACKNOWLEDGMENT OF AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE

(The offeror acknowledges receipt of amendments to the

SOLICITATION for offerors and related documents numbered and dated):

15A. NAME CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN

AND OFFER (Type or print)

ADDRESS

OF

OFFEROR

15B. TELEPHONE NUMBER 15C. CHECK IF REMITTANCE 17. SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXT. ADDRESS IS DIFFERENT FROM ABOVE -

ENTER SUCH ADDRESS IN SCHEDULE.

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

10 U.S.C. 2304(c) ( ) 41 U.S.C. 253(c)( )

23. SUBMIT INVOICES TO ADDRESS SHOWN

IN (4 copies unless otherwise specified)

ITEM

24. ADMINISTERED BY (If other than Item 7) CODE 25. PAYMENT WILL BE MADE BY CODE

26. NAME OF CONTRACTING OFFICER (Type or print) 27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

IMPORTANT – Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

mailto:Tamiko.Aikens@dot.gov mailto:Robin.Hobbs@dot.gov

RFP NO. 693JJ323R000009

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B. 1 ID/IQ MINIMUM AND MAXIMUM CONTRACT AMOUNTS

This is an Indefinite Delivery/Indefinite Quantity (ID/IQ) contract utilizing Firm-Fixed-Price

(FFP), Time and Materials/Labor Hour (TM/LH), or a hybrid of both Task Order (TO) types in accordance with Federal Acquisition Regulation (FAR) 16.500. This ID/IQ is designed to address the Government’s need for a full range of non-personal services as broadly described in Section

C, Statement of Work.

During the term of the contract, the Government guarantees award of TOs totaling a minimum of

$25,000 under this contract. The maximum amount of all TOs issued against all contracts awarded, as a result of this acquisition, shall not exceed a ceiling of $15,000,000 for Long-Term

Pavement Performance (LTPP) Data Collection Services. The period of performance is 60 months from the date of award.

B.2 SCHEDULE OF RATES FOR TIME AND MATERIALS/LABOR HOUR

All TOs issued on a FFP/TM/LH basis will be subject to the pricing set forth in Attachment J.1, Labor Rate Schedule. Labor categories and hourly labor rate ceilings governing TOs under this

IDIQ contract shall conform to Attachment J.1. The hourly labor rates (unit of issue) are the maximum burdened rates allowable for TM/LH TOs. The Contractor may elect to propose lower hourly rates on a TO basis. The rates that are proposed and accepted at the time of TO award shall remain in effect with the TO award.

At any time and throughout the life of the contract, at the request of either the Contractor or the

Government, the Contractor may propose additional labor categories, rates, and descriptions in addition to the Government labor categories. These additional labor categories, rates, and descriptions will be negotiated on a case-by-case basis.

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.

Note: Resulting contract award(s) will include Attachment J.1 with the accepted Contractor loaded labor rates inserted in the pricing table.

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 BACKGROUND

The Federal Highway Administration’s (FHWA) Office of Infrastructure Research and

Development administers the Long-Term Pavement Performance (LTPP) program in cooperation with the American Association of State Highway and Transportation Officials, the

State Highway Agencies, and the National Academy of Science.

The primary goal of the LTPP program is to understand how and why pavements perform as they

do. To accomplish this goal, the program collects pavement performance data using standard data collection procedures and protocols on a variety of pavement types. Since 1989, the LTPP program has collected this information at nearly 2,509 pavement test sections throughout the

United States and Canada.

Test sections are designated to be part of the General Pavement Study (GPS) experiments or the

Specific Pavement Study (SPS) experiments. The GPS test sections were established on existing pavements that used an experimental matrix to guide the selection of the test sections that would cover, to the greatest extent possible, the range of factors required to explain pavement performance. Test sections for SPS experiments were built to specific designs and thicknesses, as defined in the experimental plans. The pavement performance and other data collected at the

GPS and SPS test sections are available through the LTPP InfoPave™ web portal to pavement engineers and researchers worldwide to advance the science of pavement engineering.

C.2 OBJECTIVE

The objective of this contract is to provide technical non-personal services to collect, manage, and process pavement performance and other data in support of the LTPP program. In addition, the Contractor shall also ensure the quality of the data.

C.3 SCOPE OF WORK

The Contractor shall supply the necessary facilities, equipment (except as outlined in Section H), materials, and personnel, supervision and other items and services necessary to provide technical support to the LTPP and other FHWA research programs as defined in the Statement of Work

(SOW).

The scope of this contract includes the collection of site-specific data from LTPP test sections or other test sections of importance to FHWA, the coordination of data collection efforts of other

Contractors and highway agencies, quality control of data collection procedures and data, and the entry of data into the LTPP program’s Pavement Performance Database and the Ancillary

Information Management System. There are currently 332 active LTPP test sections located throughout the US and Canada where pavement performance and other data are still being collected. It is anticipated that data will be collected from approximately 100 to 150 test sections per year.

The Contractor shall work with the incumbent Contractor (STANTEC CONSULTING

SERVICES INC.) to transition all data, electronic files, and equipment under Contract

693JJ318C000008. The Contractor shall also be responsible for closeout of the operations at the end of this new contract. At the end of this contract, the Contractor shall return all files, data, and equipment that is the property of FHWA to the Contracting Officer’s Representative (COR).

These efforts must conform to all standards and technical directives issued by the LTPP program.

C.4 DETAILED REQUIREMENTS

The Contractor shall provide program management support which shall extend over the entire period of performance of this contract. The Contractor shall attend a “Kick-Off” meeting via teleconference or webinar with the COR to ensure that all parties have a clear understanding of the SOW requirements and project expectations. The meeting shall be held within 10 business days after the effective date of the contract.

The Contractor shall provide all personnel, equipment (except as outlined in Section H), supplies, facilities, transportation, tools, materials, supervision, and other non-personal technical items to perform at a minimum, the following tasks:

• Task A – Conduct Testing and Field Data Collection.

• Task B – Process, Verify Data Quality, and Manage Database.

• Task C – Follow Quality Control and Quality Assurance Procedures.

• Task D – Manage Communication and Coordination.

• Task E – Maintain Data Collection Equipment.

• Task F – Closeout Contract.

• Task G – Participate in Initial Contract Transition.

Below provides more detail of the requirements that the Contractor shall perform for each of the above tasks.

Task A – Conduct Testing and Field Data Collection

The Contractor shall perform the following field data collection activities:

1. Distress Surveys

The Contractor shall collect manual distress surveys in accordance with current LTPP program directives. Per the directives, all individuals conducting distress surveys must be accredited by FHWA. The LTPP program will conduct a Distress Surveyor Accreditation

Workshop within 90 days of the effective date of the contract. The LTPP program uses the Distress Identification Manual to conduct visual inspections and to do the ratings.

Unless approved by the COR, distress surveys will be carried out by the profile operator who should be an accredited distress rater. Distress, profile, and texture data will be collected during a single visit except as approved by the COR.

2. Profile Testing

The Contractor shall provide qualified personnel to collect profile and texture data as described in the current monitoring directives using profilers provided by the FHWA. The https://infopave.fhwa.dot.gov/Operations/LTPPDirectives https://infopave.fhwa.dot.gov/Operations/LTPPDirectives https://www.fhwa.dot.gov/publications/research/infrastructure/pavements/ltpp/13092/13092.pdf

Contractor shall collect data electronically and process it using specifically modified computer programs for the LTPP program. On sections where the Contractor is unable to obtain profile measurements with the profiler, due to inability to mobilize the profiler or operational limitations caused by conditions at the section, the Contractor shall utilize a

FACE® Dipstick to collect profile data. FHWA will provide this equipment.

3. Deflection Testing

The Contractor shall provide qualified personnel to perform the testing and data processing, and perform maintenance as described in the current monitoring directives using the falling weight deflection (FWD) provided by the FHWA. Deflection testing will be conducted if there are gaps in the data or is needed on an LTPP warm-mix asphalt overlay site or other research project, as designated by the COR. All FWD testing must be pre-approved by the COR. The Contractor shall use FWD equipment provided by the

FHWA to collect deflection information as required. The Contractor shall collect this information electronically using specifically modified computer programs for the LTPP program.

4. Materials Testing and Sampling

The Contractor shall work with the highway agencies and the COR to accomplish the required tests on materials obtained from test sections per the directives. The Contractor shall perform the materials testing if the highway agency is unable to. The Contractor may be required to ship materials to the Material Reference Library (MRL) in Reno, NV as directed by the COR. For materials testing associated with any new LTPP experiments or other research projects, the Contractor shall collect all materials as described in the experiment documentation, perform the required tests on the materials, and ship the materials either to the MRL or another location as designated by the COR. The

Contractor shall also enter all required data into the LTPP Materials Tracking System.

5. Traffic Data Collection

The Contractor shall process all traffic data received from the highway agencies or

FHWA-installed weigh-in-motion systems. The Contractor shall process the data using

LTPP’s Traffic Analysis Software, which is provided by the Government. The

Contractor shall process the data upon receipt from the highway agency or FHWA’s traffic data collection contractor. The data will be provided to the Contractor on a weekly, monthly, semi- annual or annual basis depending on the highway agency. The Contractor shall process traffic data on active GPS and SPS test sections or as approved by the COR.

The Contractor shall not process new traffic data for GPS sections that are inactive unless approved by the COR.

6. Maintenance and Rehabilitation

The Contractor shall provide the maintenance and rehabilitation forms to the highway agencies to complete for the LTPP test sections. Participating highway agencies are responsible for providing maintenance and rehabilitation data for the LTPP test sections, but the Contractor shall also assist the agencies in completing the forms and enter the information into the LTPP database.

7. New LTPP Experiment or Other Research Project Construction

The Contractor shall follow the guidelines for any new LTPP experiment or other research project and work with the highway agencies or FHWA to layout the approved test sections, complete all inventory forms, conduct preconstruction test and materials samples, observe and document construction of all new test sections and sample materials for testing and storage. The Contractor shall follow the guidelines developed for the new

LTPP experiment or research project. After the test sections have been constructed, the

Contractor shall develop a construction report in accordance with the new experiment’s or research project’s documentation.

While the Contractor shall be responsible for data collection under this contract, the participating highway agencies are responsible for providing traffic control that may be required for the

Contractor’s data collection activities. The frequency and procedures for data collection are established in LTPP program directives and are subject to adjustment. Please refer to the directives for more detailed information and references on data collection.

During contract performance, FHWA and the participating highway agencies will make every attempt to schedule in advance the necessary data collection activities. However, situations may require fast mobilization to perform unscheduled data collection. Therefore, the Contractor shall perform emergency data collection when required by unusual conditions (e.g., unexpected maintenance, stringent schedules for monitoring devices, etc.).

The Contractor shall work with the highway agencies to ensure proper signage and markings are maintained until the end of the contract, unless otherwise directed by the COR. It is anticipated that data will be collected from approximately 100 to 150 test sections per year. The Contractor shall cross train employees on data collection so that there are at least two individuals trained on data collection activities under this task.

NOTE: Quality, uniform, and timely pavement performance data collection is essential to the

LTPP program.

Contractor personnel are under no obligation to work in conditions deemed unsafe by the personnel in the field and are responsible for following appropriate safety guidelines and protocols. Field data collection is coordinated by local organizations who are responsible for ensuring that all safety standards and legal requirements are met during data collection on and adjacent to the roadway test sections.

Task B – Process, Verify Data Quality, and Manage Database

Pavement performance data is the heart of the LTPP program. Under this contract, the

Contractor shall load new data into the Pavement Performance Data Base (PPDB) using the

LTPP Data Entry Portal (LDEP). In addition, the Contractor shall load the Ancillary Information

Management System (AIMS) data into the AIMS Data Entry Portal (ADEP). The Contractor shall have the equipment with the capacity to store 20 terabytes of data.

The Contractor shall perform the following:

1. Data Entry and Processing

The Contractor shall perform data reduction and data input for all test sections, for incorporation into the PPDB or into AIMS using Contractor computers. The Contractor shall process all performance monitoring tests and data obtained by the Contractor as well as all data provided to the Contractor by other LTPP Contractors and participating local highway agencies.

The Contractor shall enter all data and resolve all required Data Analysis Feedback

Reports (DAFOR) prior to the Processing Completion Date (PCD) as stipulated in the most current LTPP program directive that covers the PCD and Public Data Extraction.

The Contractor shall enter all required AIMS data into ADEP by the date specified in the

Public File Extraction dates directive and in accordance with the filing naming conventions described in the AIMS directive. After the files have been entered, the

Contractor shall send the COR a summary report of the files entered.

2. Data Quality Control (QC) Processing

The Contractor shall perform quality assurance/quality control checks on the data to correct and/or adjust the data to advance through the LTPP QC levels. The QC check programs are provided by FHWA and are subject to modifications for improvements to consistency and quality. The Contractor shall make the necessary changes in the QC requirements that may require reprocessing of all affected data elements.

3. Data Quality Resolution

The Contractor shall address in writing any data quality questions or feedback received for any of the test sections and shall provide copies of the written answers to FHWA. In addition, the Contractor shall correct data anomalies and obtain missing critical data from highway agencies as required.

NOTE: The LTPP data feedback process, known as the Data Analysis and Operations

Feedback Report, generates questions on data quality and consistency from personnel in the LTPP program, other LTPP Contractors, state personnel, and others. The FHWA will determine, based on the questions, who will provide the feedback, i.e., FHWA and/or other FHWA LTPP Contractors, regarding data quality concerns for the LTPP test sections. The FHWA anticipates that the Contractor will receive this feedback electronically on specific LTPP data feedback forms.

As the LTPP program looks to the future and starts to transition from the legacy Oracle-based database management system to a modernize data entry and management system, the Contractor shall provide input and receive training for data entry and QC that will be required for the new database system.

Task C – Follow Quality Control and Quality Assurance Procedures

Data quality is of paramount importance to the LTPP program. The Contractor shall play a critical role in maintaining the quality of the program.

The Contractor shall provide and perform the following:

1. Data Collection Quality Control

The Contractor shall develop and implement a written QC program for data collection to ensure compliance with the LTPP processes and procedures.

2. Data Quality Assurance

The Contractor shall cooperate and participate in the LTPP quality assurance (QA) review program. See the directives for details and additional requirements of the LTPP QA program. The Contractor shall provide technical recommendations to the COR to address any minor deficiencies identified in the review within 5 working days of receiving the

QA report. If the Contractor receives an unacceptable QA rating, the FHWA will suspend the Contractor’s activities, by written notice from the Contracting Officer, until acceptable adjustments have been made that result in an acceptable QA rating earned by the Contractor.

Task D – Manage Communication and Coordination

Effective communication and coordination regarding data collection and other LTPP program activities is critical to continuous agency participation and support from many entities.

Therefore, the Contractor shall perform the following:

1. Assist Participating Agencies

The Contractor shall respond to requests from participating state highway agencies for assistance in the assembly of required inventory data, design data details, traffic, construction, maintenance, rehabilitation, and environment. The Contractor shall inform the COR of the volume of such requests and promptly notify the COR and the

Contracting Officer (CO) if such requests are interfering with the Contractor’s ability to complete other tasks under this contract.

2. Review and Comment

As requested by FHWA, the Contractor shall review and provide comments on LTPP documents and proposed activities.

3. Cooperate and Coordinate with Others

The Contractor shall cooperate and coordinate with the FHWA, National Academy of

Sciences, and other Contractors selected to perform work under the LTPP Program including, but not limited to, Data Analysis Contractors and Technical Support Services

Contractor. The coordination activities shall include participation in meetings, conferences, workshops, training sessions, and other activities as defined by the COR and the CO.

4. Maintain Data Collection Schedule on LTPP InfoPave

The Contractor shall work with the LTPP InfoPave contractor to maintain up-to-date information in the LTPP Field Operations hub for participating agencies and other interested parties. The Contractor shall provide as a minimum, the data collection schedule and the Contractor’s contact information 30 days in advance.

Task E – Maintain Data Collection Equipment

The Contractor shall ensure all data collection equipment meets the LTPP program’s protocols for collecting quality data by doing the following:

1. Maintain Government-Furnished Equipment

The Government will provide the Contractor with GFP. The Contractor shall provide maintenance and repairs to this equipment as required to maintain operation. The

Contractor shall only use the Government-furnished equipment on LTPP projects except https://infopave.fhwa.dot.gov/Operations/Field when written permission is obtained from the CO and/or the COR.

2. Perform Preventive Maintenance

The Contractor shall establish and implement a comprehensive preventive maintenance

(PM) plan covering the FWD, FWD vans, profilers/profilometers, etc. PM consists primarily of inspection, cleaning, lubrication, adjustment, calibration, minor parts, and components replacement. The PM plan is required to minimize malfunctions, breakdown, and deterioration of equipment.

The PM plan shall include at a minimum, equipment priority, frequency, description of the maintenance to be performed, and an annual PM schedule for all equipment included in the program. The plan shall be as recommended by the original equipment manufacturer. The Contractor shall update the plan as necessary to reflect the addition, replacement, or removal of equipment and furnish a copy of the updates to the COR.

The Contractor shall document in writing all repairs required to bring the equipment up to the manufacturer’s operating standards and provide a copy of the document to the COR.

The Contractor shall also provide a copy of the transmittal letter to the CO.

If the Contractor detects that any Government equipment or component being maintained under the contract needs calibration, reconditioning, repair, replacement (or disposal), details including cost shall be submitted in writing to the COR. The Contractor shall not undertake or perform any reconditioning, repair, or replacement of equipment without prior written authorization from the COR. Upon approval from the COR and notification from the CO, the Contractor shall solicit quotations from at least three vendors for any reconditioning, repair, or replacement in excess of $2,500. The quotations shall be from the equipment manufacturer and at least two other vendors qualified to do the necessary work.

All costs of maintenance of the equipment shall be borne by the FHWA, except where the need for maintenance is caused by the negligence of the Contractor’s employees as determined by the COR.

The Contractor shall submit a proposed PM plan to the COR for approval within 60 days of the effective date of the contract, and annually thereafter. The Contractor shall provide to the CO a copy of the transmittal letter.

3. Maintain Equipment Calibration

The Contractor shall ensure that the Government-furnished testing equipment meets calibration and operating standards (See Note below). Presently, calibration of the FWDs is required at least once a year, and performance checks are periodically required on profilometers and other equipment.

NOTE: Currently FWD calibration centers are located on the facilities of the Texas

Transportation Institute, College Station, Texas; Pennsylvania Department of

Transportation, Harrisburg, Pennsylvania; and the Colorado DOT in Denver, CO. There is also a private facility at UC-Davis, Davis CA. The Contractor is required to and shall take the FWDs to the centers for calibration per the FWD operation manual. The

Contractor is required to and shall take the profilers to a LTPP profiler rodeo when held.

4. Secured Storage Space

The Contractor shall ensure that the FWD and the profiler equipment are stored and maintained in a secure area.

At the direction of the COR, the Contractor shall subcontract, lease, or use their own data collection equipment if it meets the technical specifications of the equipment used by the

LTPP program. If such a need is warranted or is economical to the Government should

GFE no longer work or other equipment is needed for data collection, the Contractor shall submit a written procedure to the COR to subcontract, procure, or lease new data collection equipment to collect data at the LTPP test sections or other research projects.

The procedure shall at a minimum include how the equipment meets LTPP’s technical requirements, calibration results, how long equipment will be used, comparison of data of proposed equipment to data from LTPP’s equipment, and cost.

Task F – Closeout Contract

Within 30 days of the end date of the contract, the Contractor shall perform closeout activities by shipping all paper and electronic files and equipment to either the MRL or as directed by the

COR. The Contractor shall assist with the Transition Period activities as noted in Task G below.

Task G – Participate in Initial Contract Transition

The initial transition period shall commence on the effective day of the award of the contract and shall last approximately two months or as designated by the Government. During the initial transition period, the Contractor shall become familiar with the LTPP program operations including, but not limited to:

• Test section location and status

• Field operations

• Database operations

• Files and records

• State and provincial Contacts

• Equipment status and location

• Status of materials testing

• Status of traffic data collection and processing

The Contractor shall begin data collection during the transition period on or about 2 months after the effective date of the award. The Contractor shall be responsible for moving and re-establishing all files and equipment from the incumbent Data Collection Contractor to the new location as pre-approved by the COR. During this period the Contractor shall initiate and accept transfer of equipment, files, and data. The Contractor shall begin such coordination activities on the effective date of the contract. During the transition period, the Contractor shall visit the incumbent Contractor’s office with the COR to become familiar with all items that will be transferred. The Contractor shall be fully operational 60 days after the end of the transitional period.

C.5 KICK-OFF MEETING

Contractor shall attend a virtual kick-off meeting within 10 business days after the effective date of the contract. The objective of this meeting is to introduce attendees, to provide an opportunity for Contractors to meet with the Contracting Officer (CO) and/or Contract Administrator, the

Contracting Officer’s Representative (COR), define roles and responsibilities, and respond to questions. Contractor Key Personnel shall attend this meeting.

C.6 ID/IQ PROGRESS REPORTS

The Contractor shall submit an electronic copy (2016 or higher Microsoft (MS) Office or PDF) of a contract level consolidated quarterly progress report to the CO and/or Contract

Administrator, and the COR, by the 15th of the month following the quarter being reported. The costs incurred in the administrative reporting are unallowable direct costs under the contract and, therefore, cannot be charged as direct costs to the Government. Contractors are to handle such costs in accordance with their disclosure statements/cost accounting systems.

The report shall provide, for all active TOs under the contract, a summary that includes at a minimum:

(a) TO number, TO title, TO type (i.e., FFP or TM/LH), period of performance, Task Order

COR (TOCOR).

(b) A description of any problem encountered or anticipated that will affect the completion of any individual TO within the time and fiscal constraints as set forth in the TO, together with recommended solution to such problem; or, a statement that no problem was encountered.

(c) For TM/LH only, a tabulation of the planned, actual, and cumulative person-hours expended by the personnel identified in each TO.

(d) For all TOs, a chart showing:

i. Current and cumulative expenditures versus planned expenditure for each TO.

ii. Cumulative expenditures versus obligated funds.

(e) A summary on a task-by-task basis for all work under the specific TO that includes:

i. A clear and complete account of work performed on each task and an outline of the work to be accomplished during the next reporting period.

ii. Identified risks.

iii. Plan to mitigate identified risks.

iv. Project schedule status based on opinion of the PM, shown as red (major delays and significant impact overall), yellow (slight delay to schedule but minimum impact overall), and green (on schedule).

(f) For TOs that the period of performance has expired and/or the technical requirements have been completed, the Contractor shall include a statement indicating this status.

C.7 ANNUAL REPORT

The contractor shall furnish 1 electronic copy (in Microsoft Office 2016 or Adobe Acrobat) of a letter-type annual report to the Contract Specialist (CS) and to the Contracting Officer’s

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

(a) A discussion of the activities conducted during the period being reported.

(b) 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.

SECTION D - PACKAGING AND MARKING

D.1 PACKAGING

Unless otherwise specified, 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.

D.2 SHIPMENT AND MARKING

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 F.O.B. POINT

The F.O.B. point for any hard copy submittals and delivered items, unless otherwise directed by the Government shall be:

Turner-Fairbank Highway Research Center

6300 Georgetown Pike

McLean, VA 22101

Attn: COR designated at award

D.4 EQUIPMENT REMOVAL

Any Contractor-owned equipment, accessories, and devices located on Government property shall be dismantled and removed from Government premises by the Contractor, at the

Contractor’s expense, within thirty (30) calendar days after contract expiration. Exceptions to this requirement shall be mutually agreed upon by the Government and the Contractor and written notice issued by the CO.

SECTION E - INSPECTION AND ACCEPTANCE

E.1 CLAUSES INCORPORATED BY REFERENCE

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

52.246-6 INSPECTION - TIME-AND-MATERIAL AND LABOR-HOUR. (MAY 2001)

52.246-9 INSPECTION OF RESEARCH AND DEVELOPMENT (SHORT FORM)

(APR 1984)

E.2 INSPECTION AND ACCEPTANCE

All work hereunder shall be subject to review by the Government. The COR or TASK ORDER

COR (TOCOR), 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.

Acceptance of the final deliverables shall be made in writing by the COR.

E.3 GOVERNMENT ACCEPTANCE PERIOD

Unless stated elsewhere in each task order, the COR will have 30 calendar days to review draft deliverables and make comments. The Contractor shall have 14 calendar days to make corrections and return the corrected deliverable to the government. Upon receipt of the final deliverables, the COR will have 7 calendar days for final review prior to acceptance or providing documented reasons for non-acceptance.

Certification by the COR or CO of satisfactory services provided is contingent upon the

Contractor performing in accordance with the terms and conditions of the contract, any TO issued, and all modifications. Deliverable items rejected under any resulting TO shall be corrected in accordance with the applicable clauses. Reports, documents, and narrative type deliverables will be accepted when all discrepancies, errors, or other deficiencies, identified in writing by the Government, have been corrected.

SECTION F - DELIVERIES OR PERFORMANCE

F.1 CLAUSES INCORPORATED BY REFERENCE

This contract incorporates the following clauses by reference with the same force and effect as if they were given in full text.

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

52.242-17 GOVERNMENT DELAY OF WORK. (NOV 2021)

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

F.2 PERIOD OF PERFORMANCE

The period of performance for purposes of ordering and placing orders under this contract is 60 months from the effective date of the contract.

Task orders may be issued up to the final day within the period of performance of this contract provided that they can be completed within 12 months past the end of the period of performance of this contract. There are no option periods under the contract; however, options may be included in issued task orders issued under this contract.

F.3 METHOD OF DELIVERY

Electronic copies shall be delivered using PDF or Microsoft (MS) Office suite of tools (for example, MS Word, MS Excel, MS PowerPoint, MS Project, Or MS Access format) version 2016 or later, unless otherwise specified by the COR. Electronic submission shall be made via email, unless otherwise agreed to by the COR.

F.4 PLACE OF DELIVERY

All TO deliverables shall be delivered to the COR. The quarterly progress reports shall be delivered electronically to the CO and the COR. The contractor shall include the contract number (and task order number if appropriate) in the email for each deliverable.

F.5 PLACE OF PERFORMANCE

The location of work performed under this contract will be specified in each task order.

F.6 DELIVERABLE/DELIVERY SUMMARY (ID/IQ)

Deliverable Frequency # of Copies Medium/Format

Compliance

Required

Submit

To

Kick-off Meeting

& Meeting

Minutes

Within 10 days after effective date of contract

One (1) electronic copy

MS Word, Excel, Adobe®

Acrobat® PDF, or PowerPoint

N CO and

COR

Progress Quarterly

Reports

15 days after the end of each quarter

One (1) electronic copy

MS Word, Excel, or Adobe®

Acrobat® PDF

N CO and

COR

Annual Report

Annually, on or before 30 calendar days before the end of each contract year

One (1) electronic copy

MS Word, Excel, or Adobe®

Acrobat® PDF

N CO and

COR

Quality Control

Plan

60 days after effective date of contract

One (1) electronic copy

MS Word, Excel, or Adobe®

Acrobat® PDF

N CO and

COR

Preventive

Maintenance Plan

60 days after effective date of contract, annually thereafter

One (1) electronic copy

MS Word, Excel, or Adobe®

Acrobat® PDF

N COR

Reviews &

Comments on documents/reports

As required by COR

One (1) electronic copy

MS Word, Excel, Adobe®

Acrobat® PDF, or PowerPoint

N COR

LTPP Program

Presentations &

Reports

As required by COR and

States

One (1) electronic copy

MS Word, Excel, Adobe®

Acrobat® PDF, or PowerPoint

As needed COR

Workshops &

Training Sessions

As required by COR

One (1) electronic copy

MS Word, Excel, Adobe®

Acrobat® PDF, or PowerPoint

As needed COR

Data Extraction

Summaries

As required by COR

One (1) electronic copy

MS Word, Excel, Adobe®

Acrobat® PDF, or PowerPoint

N COR

Responses to Data

Quality Concerns

As required by COR

One (1) electronic copy

MS Word, Excel, Adobe®

N COR

Deliverable Frequency # of Copies Medium/Format

Compliance

Required

Submit

To

Acrobat® PDF, or PowerPoint

F.7 TASK ORDER DELIVERABLES

Task orders will identify specific deliverables and performance standards required in the performance of each order.

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 CONTRACT ADMINISTRATION DATA

The contractor shall provide sufficient management to ensure that this contract is performed efficiently, accurately, on time, and in compliance with the requirements of this document.

Specifically, the contractor shall designate a single program manager to oversee this contract and supervise staff assigned to this contract.

G.2 CONTRACTING OFFICER’S AUTHORITY

The Contracting Officer is the only person authorized to make or approve any changes in any of the requirements of this contract, and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely with the Contracting Officer. In the event the contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract terms and conditions, including price.

Contracting Officer’s Address:

United States Department of Transportation

Federal Highway Administration

1200 New Jersey Ave, SE

Mail Stop: E62-204

Washington, DC 20590

G.3 CONTRACTING OFFICER’S REPRESENTATIVE AND TASK ORDER COR

(a) The CO 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 has designed [ FILL IN] as the Contracting Officer’s Representative

(COR) for this award. 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 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 through modification to this contract and 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 CO may appoint a TO Contracting Officer’s Representative (TOCOR). The

TOCOR’s responsibilities shall include technical monitoring of the Contractor’s performance as well as inspecting and accepting deliveries under specified TO(s). Any changes to the

TOCOR delegation will be made in writing. 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 CO 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 CO in writing, with as much detail as possible, when the COR or TOCOR has taken an action or has issued direction (written or oral) that the

Contractor considers to exceed the COR or TOCOR’s appointment, within three 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 CO’s response issued under paragraph (e) of this clause.

(e) The CO 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 CO 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 CO or the COR acting within his or her appointment, shall be at the Contractor’s risk.

G.4 TASK ORDER PROCEDURE

All funds expended under this contract shall be incurred and accounted for under individual task orders. All task orders are subject to the terms and conditions of this contract.

The following ordering procedures apply to all task orders issued under this contract. All task orders under this contract will be competed unless a special exemption to competition applies.

Any supplies/services to be furnished under this contract will be ordered by issuance of written

TOs. TOs shall be issued in accordance with FAR 52.216-18, 52.216-19, and 52.216-22 (See

Section I). In addition:

(a) Only an authorized FHWA CO can issue a TO for this contract.

(b) All TOs are subject to the terms and conditions of the contract. In the event of conflict between a TO and the contract, the contract will take precedence.

(c) All costs associated with preparation, presentation, and/or discussion of the Contractor’s

TO proposal shall not be billable as direct contract expenses.

(d) The CO will issue task order Proposal Requests (TOPRs) electronically to each ID/IQ contractor awardee in accordance with Fair Opportunity to Compete clause, as requirements are identified. Each TOPR will indicate the task order type, the due date for proposal submission, any Government estimates for equipment and/or travel, any special requirements, and the selection criteria.

(e) Upon receipt of a TOPR, the contractor shall prepare and submit a written task order proposal within the timeframe specified for submission. The task order proposal shall be prepared in accordance with the instructions in the TOPR.

(f) Upon selection/acceptance of a task order proposal, the CO shall execute a task order.

This task order will contain, as a minimum, the following information:

(i) Name and signature of CO

(ii) Task order number and Contract Number

(iii) Effective date of task order

(iv) Task order subject and description of work (including deliverables/schedule)

(v) Period of Performance

(vi) Total amount of task order

(vii) Accounting data

(viii) Reporting requirements

(ix) Work plan

(x) Key Personnel

(g) The Contractor’s proposal shall conform to the requirements and instructions to Offerors set forth in the TOPR.

(h) The Contractor shall not commence work on a TO without written authorization from the

CO.

G.4.1 PLACEMENT OF ORDERS

The Contractor shall provide goods and/or services under this contract only as directed in orders issued by an authorized CO.

(a) Upon selection/acceptance of a TO proposal, the CO shall execute a TO. The TO award will contain the following information:

(i) Name and signature of CO.

(ii) TO Number and Contract Number.

(iii) Effective Date of TO.

(iv) TO subject and description of Work (including deliverables/schedule).

(v) Period of Performance.

(vi) Total Amount of TO.

(vii) Accounting Data.

(viii) Reporting Requirements.

(ix) Key Personnel.

(b) In accordance with FAR 52.216-18, Ordering, the following individuals (or activities) are authorized to place orders against this contract:

• FHWA COs

G.5 AGENCY TASK ORDER OMBUDSMAN

FAR 52.216-32 Task-Order and Delivery-Order Ombudsman (Sept 2019)

(a) In accordance with 41 U.S.C. 4106(g), the Agency has designated a task-order and delivery-order Ombudsman for this contract. The Ombudsman must review complaints from the

Contractor concerning all task-order and delivery-order actions for this contract and ensure the

Contractor is afforded a fair opportunity for consideration in the award of orders, consistent with the procedures in the contract.

Task Order Ombudsman

Federal Highway Administration

Office of Acquisition and Grants Management (HCFA)

1200 New Jersey Avenue, SE

Washington, DC 20590

Mail Stop: E62-204

Email: HCFA-10_PSR@dot.gov

(b) Consulting an ombudsman does not alter or postpone the timeline for any other process (e.g., protests).

(c) Before consulting with the Ombudsman, the Contractor is encouraged to first address complaints with the Contracting Officer for resolution. When requested by the Contractor, the

Ombudsman may keep the identity of the concerned party or entity confidential, unless prohibited by law or agency procedure.

mailto:HCFA-10_PSR@dot.gov

G.6 INVOICES

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(a) Definitions. As used in this clause—

(1) Contract financing payment has the meaning given in FAR 32.001.

(2) Payment request means a bill, voucher, invoice, or request for contract financing payment or invoice payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), “Content of Invoices,” this clause, and the applicable Payment clause included in this contract.

(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests.

(4) Invoice payment has the meaning given in FAR 32.001.

(b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the

Contractor shall submit payment requests in electronic form. Purchases paid with a

Governmentwide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.

(c) The Department of Transportation utilizes the Delphi eInvoicing web-portal for processing invoices. For vendors submitting invoices, and certain grantees submitting payment requests, they will be required to submit invoices via Delphi eInvoicing which is accessed and authenticated via www.login.gov

(d) In order to receive payment and in accordance with the Prompt Payment Act, all invoices submitted as attachments in the Delphi eInvoicing web-portal shall contain the following:

(1) Invoice number and invoice date.

(2) Period of performance covered by invoice.

(3) Contract number and title.

(4) Task/Delivery Order number and title (if applicable).

(5) Amount…