TOPR1_7-2_RFP attachment 7.pdf

DTFH61-09-R-00023

Attachment No. 7

Task Order Proposal Request (TOPR) No. 1 “LTPP Technical Support Services”

Contract Number: TBD

Period of Performance: 12 months starting from the task order 1 award date. Period of

Performance is anticipated to be October 1, 2009 to September 30, 2010.

Technical Direction: The COTR will provide technical guidance and clarification for the accomplishment of the specific tasks delineated below. In accordance with the RFP, technical directives may be issued by the COTR.

Proposal Due Date: To be submitted at the same time and to the same location as specified in RFP DTFH61-09-R-00023.

Proposal Format: Offerors shall submit 1 original and 3 paper copies as well as a CD with an electronic copy in Acrobat (.pdf) format.

Level of Effort: Estimated Hours by Project Role

Project Role Hours

PI 640

Co-PI 520 On-Site and Off-site LTPP Database Support Staff 3,900

Senior Engineer(s) 760

Computer Programmer(s) 460

Project Engineer(s) 900

Subject Matter Experts 160

Administrative Support 160

Total Hours 7,500

Estimated Hours by Task

Task Hours

Task A 610

Task B 470

Task C 2,350

Task D 3,320

Task E 500

Task F 250

Total Hours 7,500

Estimated Travel: $20,000 Estimated Other Direct Costs: $8,000

Proposal Instructions:

Part I-Technical

A separate technical dissertation is not required for TOPR 1, unless the offeror’s technical proposal deviates from the “Statement of Work” contained in this TOPR. The proposed technical and management approach to meeting the requirements shall be included in the technical proposal submitted in response to RFP DTFH61-09-R-00023.

Part II-Cost

The Government anticipates a cost reimbursable task order. Offerors shall submit a budget summary for the entire period of performance that utilizes the estimated level of effort, travel, and other direct costs outlined above. Budgets shall clearly identify the following:

Labor categories, staff names, hours, hourly rates Indirect Rates and their application Subcontractors/Consultants and your cost analysis in accordance with FAR 15.404-3.

Other Direct Costs and Travel Profit/Fee- total and the percentage and its application.

STATEMENT OF WORK

TASK A - Pavement Performance Related Data Collection

Pavement performance related data collection activities include the collection of pavement distress data, the collection of pavement profile data (both longitudinal and transverse), deflection testing with falling weight deflectometers, the collection of surface characteristics data, and the collection of pavement design, construction, maintenance, materials testing, and climatic data.

The contractor shall:

1. Pavement Distress Evaluation

a. Conduct and report on one distress identification/evaluation workshop to train designated personnel responsible for visual (manual) and automated distress surveys.

b. Provide technical assistance related to the distress data collection and processing, e.g. evaluation of the LTPP distress identification and quantification procedures, update pertinent documentation, and the Data Analysis and Operations Feedback Report (DAOFR) resolutions.

2. Deflection Testing – Provide technical assistance in the deflection testing area, including equipment issues, related data collection software, and other data issues.

3. Profile Measurement

a. Coordinate and participate in one profile measurement workshop and evaluate the degree to which the various profile measurement devices used in LTPP provide comparable data, to ensure inter-regional uniformity, and conformity with specified measurement procedures.

b. Provide technical assistance related to the profile data collection and processing.

4. Climatic Data – No activities planned.

5. Materials Testing Data – Provide technical support related to materials testing program and data.

6. Miscellaneous Data – Provide technical support related to the collection of miscellaneous data, including surface characteristics, pavement design, location, construction, maintenance, rehabilitation, etc.

TASK B - Traffic Data Collection and Processing

The primary objective of this task is to promote uniform, consistent, and superior quality traffic data collection and processing. In order to accomplish this objective, the contractor shall perform the following at the FHWA TFHRC site:

1. Operate and maintain the LTPP Central Traffic Data Base (CTDB).

2. Provide technical assistance to the FHWA and its contractors on the use of the LTPP

Traffic Analysis Software (LTAS). This includes, but not limited to, updating LTAS to correct processing issues; keeping software documentation current with clear and concise instructions on how to use the software; and making enhancements to the software, as directed by the COTR.

3. Provide technical assistance to the FHWA and its contractors on a daily basis with activities related to traffic data collection and processing that includes, but not limited to, preparing draft directives; helping to resolve data analysis/operations feedback reports;

and documenting data collection and review processes.

TASK C - Engineering Technical Support for the LTPP Database

The contractor shall provide assistance with data entry, data processing, Quality Control (QC) and Quality Assurance (QA) execution, data extraction from, and further development of the central LTPP Information Management System (IMS—both PPDB and CTDB), and the four Regional Information Management Systems (RIMS).

1. IMS Specifications – On as needed basis, provide specifications for add-on software or database structure in the regional and central pavement databases, to incorporate future computed parameter values, newly collected data, and for other needs.

2. IMS QC/QA System – Support and maintain a system of automated quality control and quality assurance (QC/QA) procedures and checks on data stored in the regional and central pavement databases on an on-going basis; perform QA checks for the data uploaded into the central IMS as well as the data extracted for the LTPP Standard Data Releases; periodically update the IMS QC manual to reflect the new and revised QC checks. Assist in tracking the status of new and existing test sections, and ensure that status changes are properly recorded in the IMS.

3. Regional and Other Technical Support – Provide assistance to the LTPP regional contractors and other LTPP contractors on data entry and processing, QC and QA checks, procedural issues and data extraction. Develop and modify software to assist the LTPP regional contractors with the tracking of data. Provide support to the Ancillary Information Management System (AIMS), on as needed basis.

4. IMS Technical Operation Manuals and Policies – Compile and further develop comprehensive IMS specifications, components, and operation manual detailing the IMS QC/QA checks performed on the regional data uploads, as well as the processes and tools used to QC/QA and create LTPP annual Standard Data Releases (SDRs). Assist in the review and revision of existing IMS manuals, procedures and documentation, and in the development of new IMS policies, procedures, documentation and reports.

5. Database Evaluation and Enhancement – Evaluate the LTPP IMS as the development continues and provide recommendations for enhancements and improvements. This will include performing necessary data studies on the LTPP data collected since the previous LTPP data studies were performed, post regional upload data evaluations, database evaluation in response to DAOFRs. Furthermore, this will include evaluation and enhancements to make the LTPP database easier to use by the pavement community.

6. Coordination and Integration – Prepare for and participate in FHWA regularly scheduled IMS coordinators teleconferences, take notes, and work and track action items resulting from those teleconferences. Coordinate with FHWA on the IMS related work items, through regular phone conversations as well as occasional face to face meetings.

Provide IMS database related technical support to the LTPP Customer Support Services team and to data users, as directed by the COTR.

TASK D - LTPP IMS Database Hardware/Software Operations

The LTPP IMS database will be housed, operated, and maintained at the FHWA TFHRC, in McLean, VA, mainly by the LTPP IMS Support on-site person. The majority of the IMS operation activities will be conducted on-site at TFHRC. The contractor shall provide adequate on-site staff to operate and maintain the LTPP database hardware and software activities, as well as other activities. The contractor shall ensure that within one year of contract award, the on-site staff shall be trained to be able to work on the most IMS operation activities independently and effectively.

For the on-site staff, the Government will provide the necessary facility and equipment at the

TFHRC.

1. IMS Database Operations – Maintain and operate the central IMS hardware and software operations at FHWA TFHRC site in McLean Virginia, including:

o Implement and maintain security and backup procedures for the LTPP database on a continuous basis.

o Assistance in the LTPP IMS system certification and accreditation process, as well as complying with other US DOT/FHWA IT regulations, and meeting the intent of the Data Quality Act (http://www.thecre.com/pdf/20021026_dot-final.pdf ).

o Identify and carry out the LTPP database secure off-site backup storage.

o Prepare software releases and distribute to all users of the RIMS/IMS in order to keep software updated.

o Prepare and internally distribute as necessary, the data sent in as part of the interim data uploads.

o Provide functions necessary to maintain and modify data in those modules frozen and no longer modified by the regional support contracts.

o Execute the annual public release of data (SDRs). Update the IMS manuals and help in producing new manuals as directed by the Government. Periodically (minimum of once a year in conjunction of the SDRs) review and update the Data User’s Guide, data dictionary, schema tables and QA/QC documents.

http://www.thecre.com/pdf/20021026_dot-final.pdf http://www.thecre.com/pdf/20021026_dot-final.pdf

2. IMS Software Development and Maintenance – Write, update, and maintain the necessary software for the IMS database operations; resolve and track Software Performance Reports (SPRs). For example, develop filter software as needed for efficient loading of data into the LTPP database. This shall include but not be limited to software for data upload, quality checks, processing and extraction, materials, monitoring, traffic and any other data that will be residing in the LTPP Database.

3. IMS Database Operations Manual – Enhance and maintain a comprehensive document with step-by-step procedures detailing the IMS data upload, quality checks, processing and extraction, creation of LTPP SDRs. This manual should cover in detail hardware and software components required to support the LTPP IMS operations, for example, various versions of Oracle Database needed for legacy programs developed over the course of the LTPP program. In addition, develop and maintain hardware/software specifications for all data processing requirements to include upload, processing and extraction of LTPP data.

4. Technical Support and Coordination – Assist FHWA and LTPP Regional contractors in evaluating new hardware and software or software upgrades. Provide IMS database related technical support to the LTPP Customer Support Services team and to data users, as directed by the COTR. Coordinate with the FHWA and other LTPP contractors on the IMS related work items, through regular phone conversations as well as occasional face to face meetings.

TASK E – Overall Support, Coordination and Integration of the LTPP Program

Coordinate with the FHWA LTPP staff and other LTPP contractors on the scheduling and prioritization of work, the reviews of procedures, problem reports, and all other activities of the LTPP Program. Provide a mechanism (e.g. an FTP site) for effective transfer of electronic data and documents for coordination among the LTPP contractors, FHWA, and other stakeholders.

Coordinate and integrate activities with other LTPP contractors, the FHWA, participating

States and Canadian Provinces, TRB committees and Expert Task Groups (ETGs), other stakeholders, and LTPP customers as required. Attend and contribute to various meetings at the direction of the COTR.

Review, document, recommend and assist in the resolution of operational problem reports (OPR), feedback reports, and software problem reports (SPR) submitted by LTPP regional contractors and other FHWA and NCHRP contractors.

Provide technical assistance to FHWA in developing newsletter articles, presentation materials, and program documentation as directed by the COTR.

Provide technical assistance to FHWA and/or other LTPP contractors on an on-going basis with activities promoting uniform, consistent and superior quality pavement performance monitoring data. Key elements include data collection and test equipment;

data collection guidelines, software, and directives; QC & QA procedures, and problem report and resolution.

Participate in the development, refinement, and assessment of pavement performance monitoring activities conducted in support of the LTPP research and provide technical services in the conduct of pavement performance monitoring activities including such items as quality and uniformity of field operations.

Provide support services in support of the collection of pavement monitoring and response, materials characterization, and other data types in support of the LTPP research.

Provide technical support in the general planning and coordination of the LTPP experiments, reviewing and assessing LTPP experimental design and status, plan and design new test sections and/or experiments, and addressing special needs that may arise.

Investigate and implement LTPP IMS database enhancements and expansion. Examples include incorporation of additional data collection on both the existing and new pavement sections, database refinement, enhancement of the IMS database, possibility of incorporating other data sources, such as Accelerated Loading Facility, TFHRC materials lab, Long-Term Bridge Performance Data, etc. into IMS.

Provide technical support services on special projects and data studies as directed by the

COTR.

TASK F –Reporting

1. Weekly FHWA LTPP Team Staff Meeting

The Contractor’s Principle Investigator (PI), shall participate in the weekly FHWA LTPP Team Staff meeting. Physical attendance is not required. If not physically present, the contractor shall propose a plan for the PI’s participation.

2. Quarterly Progress Reports

The Contractor shall submit progress reports on a quarterly basis. The progress report shall be emailed to the Contract Administrator (daniel.confer@dot.gov) and COTR (TBD) by the 15th of the month following the quarter being reported. Each report must be technically brief and shall contain concise statements covering the activities during the reporting period including:

1. A clear and complete account of the work performed on each task order and technical directive.

2. An outline of the work to be accomplished during the next report period.

3. A description of any problem encountered or anticipated that will affect the completion of any individual task order or technical directive within the time and fiscal constraints set forth, together with recommended solutions to such problems; or, a statement that no problems were encountered.

4. A tabulation of the planned, actual and cumulative person-hours expended by contractor personnel.

5. A chart showing current and cumulative expenditures by task order and technical directive versus planned expenditures.

DELIVERABLES

All deliverables shall utilize a Microsoft Office Suite format unless otherwise approved by the COTR. Technical Reports shall be submitted in accordance with Section C.4 of the RFP, “TECHNICAL REPORT SPECIFICATIONS.”

DELIVERABLES UNDER TASK A MAY INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:

Distress: distress identification/evaluation training materials, in various media, as appropriate; letter-type training and certification reports; distress data in forms suitable for review by others, and subsequent uploading to the Information Management System;

letter-type evaluation reports; and updated documentation.

Deflection: Letter-type reports on all reviews of Regional deflection testing; written

QC/QA plans for uniform collection of FWD data; FWD specifications; and letter-type FWD QC/QA reports.

Profile Measurement: Letter-type reports on all reviews of Regional profile monitoring;

written QC/QA plans for uniform collection of profile data; profiler specifications; letter-type profiler QC/QA reports; letter-type profiler evaluation reports; and letter-type evaluation/comparison reports.

Materials Testing: Written QA criteria and precision statements; evaluation reports of testing procedures; written documentation of LTPP materials testing protocols; updates of existing materials testing related documents and new documents in support of the LTPP materials testing program; QA review reports for the material testing program.

mailto:daniel.confer@dot.gov

Miscellaneous Data: Written QA criteria and precision statements; evaluation reports of testing procedures; written documentation of relevant procedures; QA review reports for the relevant data.

DELIVERABLES UNDER TASK B MAY INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:

Written standards for traffic data collection.

Written specifications for QC/QA checks of traffic data.

Letter-type QC/QA review reports, as appropriate.

Updated traffic data processing software specifications.

Updated documentation for traffic data collection and processing.

DELIVERABLES UNDER TASK C MAY INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:

Specifications for the addition of new computed parameter tables, as needed.

Software specifications and code, as needed.

Specifications, test reports, and updated QC manual on revisions, corrections, and add-ons to existing IMS QC procedures/checks.

IMS technical operations manual, including LTPP server installation, security and maintenance details, regional uploads QC/QA and integration procedures, central IMS database maintenance and data extraction procedures, creation of LTPP SDRs, etc.

e-mails, technical memoranda, draft directives, DAOFRs and letter type reports related to the IMS operations, IMS data evaluation, data release, QC/QA reviews, regional operation support, DAOFR resolutions, and limited data studies of the data collected after the previous data studies were completed.

DELIVERABLES UNDER TASK D MAY INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:

Prepare and distribute data as necessary following interim and/or major IMS data uploads, and submit to FHWA a complete backup copy of the LTPP database software and data after each IMS upload.

Prepare and distribute software releases, update and distribute the SPR database to FHWA and LTPP contractors in Microsoft Access format.

IMS software codes.

New or updated QC processing programs, resulted from SPRs, new computed parameter tables, or other unanticipated program additions as directed by FHWA.

LTPP annual Standard Data Releases (SDRs), including submission of the final database modules, record status counts and tracking on database status and changes, and updated companion tools such as the LTPP Table Navigator software.

Various reports, documentation, and correspondence, including::

o Updated database user aid documents and tools for each SDR, e.g. data user guide, data dictionary, QC manual, and LTPP Table Navigator, etc.

o Specifications and documentation for new equipment.

o The updated LTPP IMS Oracle Database Operations Manual (covering both

PPDB and CTDB), which contains detailed descriptions of the LTPP database hardware and software components, database maintenance, backup, and security procedures, regional upload QC/QA, integration, and SDR creation steps, etc.

o Various e-mail, technical memoranda, and other IMS operation related reports, as needed or directed by the COTR.

DELIVERABLES UNDER TASK E MAY INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:

Presentation, training and/or discussion material for meetings with other LTPP contractors, TRB ETG committees, or any workshops and training sessions, as directed by the COTR.

Minutes, memoranda, letter-reports and/or e–mail messages on status or resolution of action items from meetings with other LTPP contractors, as directed by the COTR.

Summary tables tracking resolution of software problem reports (SPR) and operational problem reports (OPR) and posted in the web page. Submit/distribute quarterly.

Technical memoranda, white papers, newsletter article drafts, and/or presentation materials resulted from various technical support activities to the general planning and coordination, as well as LTPP database enhancement and expansion, as directed by the

COTR.

DELIVERABLES UNDER TASK F SHALL INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:

Quarterly contract progress reports