TCS RFP DTFH61-09-R-00026.doc

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UNDER DPAS (15 CFR 700)

2. CONTRACT NO.

DTFH61-09-R-00026

7. ISSUED BY: FHWA Office of Acquisition Management CODE:

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

SOLICITATION

9. Sealed offers in original and 6 (total=7) copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in 1200 New Jersey Avenue, S.E., Room E65-101 , until 4:15 pm local time September 11, 2009.

CAUTION - LATE Submission, 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.

11. TABLE OF CONTENTS

PART I - THE SCHEDULE

PART II - CONTRACT CLAUSES

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 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)

14.

ACKNOWLEDGMENT OF AMENDMENTS (The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER (Type or print)

15B. TELEPHONE NO.

AWARD (To be completed by Government)

ACCOUNTING AND APPROPRIATION

SUBMIT INVOICES TO ADDRESS SHOWN IN > (4 copies unless otherwise specified)

ITEM

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

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

25.

PAYMENT WILL BE MADE BY

CODE

UNITED STATES OF AMERICA

28. AWARD DATE

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

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (REV. 9-97)

Prescribed by GSA - FAR {48 CFR} 53.214(c)

P A R T I

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

The Contractor shall furnish all the necessary facilities, materials, and personnel and shall perform technical non-personal services and program support necessary under this contract entitled Support Services for Transportation Communication Systems Research and Analysis. Such services and program support shall be rendered to the Federal Highway Administration (FHWA) through the issuance of cost-plus-fixed-fee and firm-fixed-price task orders under this indefinite delivery/indefinite quantity (IDIQ) contract.

The total estimated amount for the performance of this indefinite delivery/indefinite quantity contract (Base Period, plus three option years) is $ . That amount consists of an estimated total aggregate cost of $ , and an estimated total aggregate fee of

The estimated amount for the performance of the Base Period (three years) of this indefinite delivery/indefinite quantity contract is $ . That amount consists of an estimated aggregate cost of $ , plus an estimated aggregate fee of $ .

The estimated amount for the performance of the First Option Year of this indefinite delivery/indefinite quantity contract is $ . That amount consists of an estimated aggregate cost of $ and an estimated aggregate fee of $ for such task order(s).

The estimated amount for the performance of the Second Option Year of this indefinite delivery/indefinite quantity contract is $ . That amount consists of an estimated aggregate cost of $ , and an estimated aggregate fee of $ for such task order(s).

All travel shall be reimbursed at cost in accordance with the travel and per diem clause (reference Section G). The un-loaded cost of travel and per diem shall not exceed $30,000 for the first year, and $40,000-per-year for the second through the fifth years. These amounts are included in the total contract value as stated above.

SECTION C - DESCRIPTION /SPECIFICATIONS/STATEMENT OF WORK

C.1 CONTRACT OBJECTIVES

The objective of this contract is to assist the Federal Highway Administration in a number of different areas as determined by ongoing efforts in various program areas as they relate to communications and radio-navigation.

C.2 SCOPE

The scope of this effort will include:

1. Developing a full understanding of the performance of a broad range of communications technologies to support surface transportation,

2. Analyzing and supporting the development and testing of communication and protocol related standards,

3. Implementing specific communication technologies and evaluating them for surface transportation application that they had not been designed to support,

4. Installation and support for infrastructure based Intelligent Transportation Systems (ITS) related communication systems to support analysis and testing various ITS related activities such as Intersection Collision Avoidance, Roadway Departure Warning, and Road Data (map) updates, and

5. Supporting deployment of varied Position, Navigation, and Timing (PNT) related technologies needing infrastructure support.

Performance assessments will be obtained through a combination of systems analysis, focused prototyping, and test.

Research areas will include:

1. Development and validation of communications standards to support Dedicated Short Range Communications (DSRC),

2. Support for the development and validation of transportation related standards,

3. Continuing definition of vehicle-to-vehicle communications requirements and performance analysis,

4. Monitoring Federal Communications Commission activities that affect FHWA programs,

5. Evaluating new technologies or applications concerning wireless and wireline communications development,

6. Implementation of DSRC and other communications equipment to support ITS demonstrations,

7. Development of user information documentation to explain technologies and to provide background material to potential user communities, and

8. Spectrum analysis to determine availability of spectrum generally on a site specific basis.

This contract will provide a comprehensive in-depth evaluation of communications systems and technological capabilities to support an evolving set of ITS communications requirements. This project will consider currently defined/projected ITS requirements and will evaluate existing and emerging communications systems and technologies against those requirements to identify communications approaches that have clear potential for supporting the requirements. While the effort is intended to provide a review and evaluation of communication technologies and systems approaches from the ITS perspective, it is also expected to serve as a technical resource to FHWA during the development and deployment phase of ITS.

C.3 DELINEATION OF CONTRACTOR TASK AREAS

The Contractor shall, as a minimum, provide services and technical and administrative support to accomplish the following tasks:

Note: THE FOLOWING TASK AREAS ARE REPRESENTATIVE OF WORK TO BE PERFORMED UNDER THIS PROSPECTIVE CONTRACT. SPECIFIC TASK ORDERS WILL BE ISSUED AFTER CONTRACT AWARD.

Task A - Project Management The contractor shall:

Develop and maintain a project schedule, work plan, travel budget, and timetable for all deliverables. Respond as required to approved work orders, and ensure adequate technical staffing and work schedules to successfully complete project tasks.

Maintain close liaison with standards development organizations, involved in the development of ITS communications interface standards. Maintain an awareness of on-going and planned ITS development, testing, and deployment activities, involving communications systems, with emphasis on interfaces, standards, and protocols.

Prepare and deliver presentations on the results of this project at regularly scheduled (quarterly) progress reviews. Develop high quality visual aids, technical papers, and handouts.

Document the work, findings and recommendations of tasks, as specified within individual work orders.

Deliverables:

The deliverables from this task shall include, but not be limited to, monthly status reports, quarterly status briefings on critical tasks, meeting reports, and liaison activities as directed by the COTR.

Task B – Dedicated Short Range Communications Systems Test Planning and Support The contractor shall provide engineering analysis and support in the planning, standards development, prototype development, and conduct of tests to validate proposed DSRC standards, including the preparation and installation of test facilities, the conduct of vehicle to roadside communications tests, and the analysis of collected system performance, and publication of test summary reports to completely describe the results and findings of the tests.

The contractor shall develop/update DSRC test program objectives and plans that will provide technical data to validate DSRC standards relative to planned applications. Objectives of this test program will include, but may not be limited to, assessing standardization alternatives and investigating potential operational constraints and approaches for DSRC applications to in-vehicle information systems.

The contractor shall support the development of DSRC safety applications, including upper layer standards, as identified by FHWA to decrease the time needed to deploy safety critical DSRC applications.

The contractor shall identify the items of equipment and software, including specifications that are required to implement specific DSRC communication links, configure test setup, and collect test data. This activity will include identification of necessary modifications to off-the-shelf equipment or software to enable implementation of test scenarios and the collection of test data. The contractor shall fabricate or if necessary purchase, with government approval, any additional test support equipment, such as gantries, mounts, and/or other unique mechanical items needed to implement/conduct the tests.

The contractor shall support USDOT efforts regarding petitions to the FCC for DSRC frequency allocations in the 5.9 GHz band. This activity shall include evaluation of DSRC Electro-Magnetic Compatibility (EMC) issues with the fixed satellite services in the 5.8 GHz band, as well as other potential users of this band. Upon COTR direction, the contractor shall provide technical evaluation of potential DSRC frequency interference issues related to existing satellite services (both earth-to- space and space-to-earth links) in this band. The contractor shall also perform analyses related to DSRC application’s power levels, site coordination, and licensing considerations.

Deliverables:

The deliverables from this task shall include quarterly status reports (both written and oral, as directed by the COTR or Task Manager), interim standards as new versions are developed, test plans (including test site layouts and equipment installation guidelines, test procedures and data collection guidelines), test result, application concepts of operation, and deployment guidelines.

Task C – Evaluation of Intelligent Transportation System Infrastructure and Vehicle Based Communications Alternatives

The contractor shall support FHWA efforts to determine requirements and approaches for vehicle-to-vehicle communications and infrastructure-to-vehicle communications, in support of USDOT activities. The contractor shall review the currently identified requirements for communications between vehicles and recommended approaches for satisfying those requirements. The starting point for this review will be the set of services or functions, being considered for implementation under the current ITS programs. Cooperative safety systems, warning systems and other ITS features and capabilities will be reviewed to determine the specific needs for vehicle-to infrastructure and vehicle-to vehicle communications and proposed approaches for implementing those capabilities.

The contractor shall provide engineering analysis and support in the planning, standards development, and conduct of tests to validate proposed safety related standards, including the preparation and installation of test facilities, the conduct of vehicle to roadside and vehicle to vehicle communications tests, and the analysis of collected system performance, and publication of test summary reports to completely describe the results and findings of the tests.

The contractor shall support the development of safety applications, including upper layer standards, as identified by FHWA to decrease the time needed to deploy safety critical applications.

The contractor shall identify the items of equipment and software, including specifications that are required to implement specific communication links, configure test setup, and collect test data. This activity shall include identification of necessary modifications to off-the-shelf equipment or software to enable implementation of test scenarios and the collection of test data. The contractor shall fabricate or if necessary purchase, with government approval, any additional test support equipment, such as gantries, mounts, and/or other unique mechanical items needed to implement/conduct the tests.

Deliverables:

The deliverables from this task shall include white papers (subjects shall include communication requirements for specific applications, development of standards, application scenarios, and test facility development) and test facility development description and quarterly progress reports.

Task D – Development of User Information Documentation

The contractor shall support FHWA in developing user oriented material to explain and increase awareness of various communication systems The goal of this task is to explain technologies and to provide background material to potential user communities in order to build awareness and to allow groups to become familiar with the technology and its capabilities.

The contractor shall develop handouts, presentations, engage in conferences, and other like activities at the direction of the COTR.

Deliverables:

The deliverables from this task will be presentation material, brochures, handbooks, etc. as needed to inform and educate user communities and quarterly progress reports.

Task E – PNT Support

The contractor shall support FHWA efforts to determine requirements and approaches supporting vehicle and transportation infrastructure PNT applications develop technology to support these requirements, coordination with other government activities supporting the development of PNT capabilities, and outreach activities. The contractor shall review currently identified requirements for PNT and assess current technologies that are capable of meeting those requirements and document development plans to meet requirements that cannot currently be met. If no such documentation exists the contractor shall, with concurrence from the COTR, develop such documentation.

Current activities underway across the Federal government include the PNT Architecture effort, development of nationwide availability of carrier phase GNSS data, and development of supplemental technologies such as chip scale atomic clocks, inexpensive inertial sensors, and vision based navigation systems. Assessment and monitoring of these efforts shall be included in this task order and reported out on an annual basis.

Deliverables

The deliverables from this task shall include monthly status reports, quarterly progress reports highlighting topical issues, white papers (as directed by the COTR), and annual reports.

C.4 SPECIFICATIONS FOR DELIVERABLES

Deliverables will be delineated in each Task Order and may take the form of hard copy publications, electronic media, and presentation materials. In addition, they may be published by one of several FHWA and/or other DOT offices. The following specifications apply to these deliverables, though which specifications to follow will depend upon which office is supporting the publishing activity. In addition, the contractor will be responsible for maintaining the accuracy of the delivered material as necessary and scoped within the appropriate task. Specific requirements will be delineated in each Task Order.

C.5 HARD COPY PUBLICATIONS

C.5.1 Publications for All FHWA Offices

For each publication, the contractor shall furnish the Contracting Officer’s Technical Representative (COTR) with 10 hard copies of the final draft of the document. The contractor shall also supply an electronic version of the final draft via email and/or on diskette(s). Electronic text files shall also be in Word 2000 or equivalent format. Graphics may be created as separate elements and imported into the text file, but graphics must be included in the electronic version submitted to the Office of Operations, Research and Development. All fonts used in the document must be supplied on the disk so the document will print as it appeared on the Contractor’s equipment.

All applicable reports shall be prepared in accordance with the Guidelines for Preparing Federal Highway Administration Publications (FHWA-AD-88-001), dated January 1988, and as amended by Change 1 dated May 20, 1994. Specifically, the contractor shall provide the government with the following for each report developed under this contract:

A completed Technical Report Documentation Page, Form DOT 1700.7 (8-72), which can be accessed via the Internet at http://autoforms.ost.dot.gov/. This form is necessary to ensure all reports are entered into the National Technical Information Service database.

C.5.2 Electronic Media An electronic version of the report: An electronic version of the report is necessary to upload into the clearinghouse library (otherwise, scanning in the report is required and this is a time-consuming labor intensive exercise.)

HTML Coding

For documents to be coded by external sources: All web-enabled documents should be coded in HTML 3.2 or above, to be viewed in Netscape or Internet Explorer browser versions 3.0 or better. Design and function need to be pre-approved by the COTR. Any scripting beyond HTML needs to be pre-approved by the COTR. Documents should be broken down into manageable files and graphics should either be jpg or tif and as small as possible (less than 50k). The usage of frames is permissible. Commented code should be used to support future revisions. Color codes should be hexadecimal, not word codes. These tags should be used: <b>not<strong>, <I>not<em>. Furthermore, u> (underlining) should not be used. End paragraph tags</p> are not necessary. Animated graphics should not loop endlessly.

Graphics

Request for artwork to be designed for the web should be accompanied by originals (photos, slides, existing artwork, etc.) if possible. These will then be used as reference to check color. Electronic files submitted for inclusion in the graphic should be saved in a .jpg or .tif format with a resolution of 300 pixels/inch. If there is an existing design that the graphic needs to tie into, or if there is a possibility that variations of this graphic may be used in the future, this should be discussed with the COTR upon submitting graphic request.

Presentation Materials

Presentation materials that are prepared for conferences, briefings, courses, workshops, etc., and developed in electronic format shall be submitted in hard copy format as well as in the program of origin that is acceptable to the COTR. Art must be produced in a program that can export an interchange file format that can be imported into other files, such as reports. Photos should be in tif or jpg format, with on-screen preview and with line screen appropriate for printing.

C.5.3 Minimum Requirements for FHWA Web Pages The following minimum technical standards must be met by all FHWA web pages. Web documents that do not meet these standards will not be posted.

1. FHWA Web Pages will be encoded to conform to HTML 4.01 Transitional or higher, as defined by the World Wide Web Consortium.

2. File names will not exceed 20 characters in length. File names will be lower case, consist solely of letters, numbers and the underscore and will not contain slashes, spaces, tildes or hyphens. File extensions are to be 3 characters or less whenever possible (i.e. .htm instead of .html).

3. All web pages will have a title in the head section of HTML documents. The title should be unique (to the server), brief, and descriptive - not to exceed 150 characters in length.

4. Web pages must be free of broken links or missing images. All links to pages within the server will be relative.

5. Web pages posted on the public Internet will have a standard header and footer. Web pages posted on StaffNet (FHWA Intranet) must have a standard footer.

6. FHWA web pages will comply with Section 508 web accessibility standards as established by the Architectural Transportation Barriers Compliance Board.

7. All textual files posted on the FHWA Internet server will be available in HTML format. All other formats (PDF, Word, Excel, PowerPoint, etc.) will have HTML equivalents.

8. The bodies of web pages will use sans-serif fonts, e.g., Arial or Helvetica.

9. All non-DOT external links on Internet web pages will feature exit doors.

10. All entry point web pages on the Internet will feature a privacy policy statement (or a link to the Agency privacy policy statement on the main server).

11. Web pages that collect survey information from the public must be approved by the Office of Management and Budget, in accordance with the Paperwork Reduction Act.

12. New FHWA Web sites must be approved by the FHWA CIO before posting.

13. The use of "persistent" cookies on FHWA web sites is forbidden. "Sessions" cookies are permitted, subject to approval on a case-by-case basis.

C.5.4 Government Printing Requirements

Printers Dummy As final copy, the contractor shall prepare a full-sized (or 90 percent-sized) dummy of the document, showing pagination, colors used, photo placement, and placement of text and all other visual elements.

Printers Disks The final electronic files for printing shall be delivered to the FHWA on CD-ROMs, or other acceptable media. The disk shall include all necessary files for producing the printed document, and be accompanied by the standard GPO Form 952, Desktop Publishing----Disk Information. If the contractor fails to provide explicit instructions and all needed files and information with the final deliverables (printers dummy and printer’s disks) the printing process will be delayed until the FHWA receives corrected files or information from the contractor. The FHWA is not responsible for any additional costs, which may be incurred as a result of missing or incomplete information provided by the contractor.

C.6 REQUIREMENTS FOR IMPLEMENTING SECTION 508 STANDARDS

All Information Technology deliverables shall conform to the Electronic and Information Technology (EIT) Accessibility Standards. See http://www.access-board.gov/508.htm for more information.

SECTION D - PACKAGING AND MARKING

D.1 PACKAGING

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

D.2 SHIPMENT AND MARKING

Shipment of deliverable items, other than reports, shall be as follows:

Ship to: Federal Highway Administration

Office of Operations, Research and Development, HRDO-04

Turner-Fairbank Highway Research Center

6300 Georgetown Pike

McLean, VA 22101-2296

Mark for: ________________________

The contractor shall mark each shipment with the company name, this contract number, the item identification, quantity of items, and notice of partial or final delivery.

SECTION E - INSPECTION AND ACCEPTANCE

All work performed hereunder shall be subject to review and acceptance by the Government.

52.252‑2 Clauses Incorporated By Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://www.arnet.gov/far/.

52.246-4 Inspection of Services - Fixed-Price. (AUG 1996) 52.246-5 Inspection of Services - Cost-Reimbursement. (APR 1984)

52.246-9 Inspection of Research and Development. (Short Form) (APR 1984) 52.246-16 Responsibility for Supplies. (APR 1984)

SECTION F – DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

The period of performance for this contract is thirty-six months, beginning on the effective date of the contract. Task Orders may be issued up to the final day of this contract, and the contract will remain in effect to allow for completion of all Task Orders issued. However, no new Task Orders shall be issued after expiration of the contract. Performance shall begin on the effective date of the contract. The period of performance for a specific Task Order will be determined prior to the effective date of that Task Order, and will be specified within the Task Order.

52.217‑9 Option To Extend The Term Of The Contract (Mar 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 months.

F.2 PLACE OF PERFORMANCE

Generally, work performed under this contract will either be accomplished at the Turner-Fairbank Highway Research Center in McLean, Virginia or at the Contractor’s site. However, during the performance of the contract, there may be Task Orders or Technical Directives issued by the COTR that specify other designated locations.

F.3 PLACE OF DELIVERY

All deliverables and a copy of the quarterly progress reports (See Section G) shall be delivered F.O.B. Destination, under transmittal letter, to the COTR at the following address: the following address:

Federal Highway Administration

Turner-Fairbank Highway Research Center

Office of Operations, Research and Development, HRDO-04

6300 Georgetown Pike

McLean, VA 22101

Attention: James Arnold

Email: James.A.Arnold@dot.gov The quarterly progress report and other items as specified shall be delivered to the Contract Specialist at the following address:

Federal Highway Administration

Office of Acquisition Management, HAAM-30A

1200 New Jersey Avenue, S.E., Mail Stop E65-101

Washington, D.C. 20590

Attention: <to be filled in at time of award>

E-mail:

<to be filled in at time of award>

F.5 LEVEL OF EFFORT REQUIRED TO ACCOMPLISH WORK

In the performance of cost-plus-fixed-fee Task Orders issued during the base period of performance of 36 months (three years) pursuant to this contract, the contractor shall provide a minimum of $100,000 and a maximum of ________ hours of technical effort. Direct productive labor hours are defined as actual work hours exclusive of vacation, holiday, sick leave and all other absences.

F.6 DELIVERABLES/SCHEDULE OF WORK

The contractor shall deliver to the Government according to the schedule of deliverables negotiated in each individual Task Order.

F.7 52.242-15

STOP-WORK ORDER (AUG 1989) -- ALTERNATE I (APR 1984)

52.252‑2

CLAUSES INCORPORATED BY REFERENCE. (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at these addresses: http://www.arnet.gov/far/ (the Official General Services Administration (GSA) Site of the Federal Acquisition Regulations (FAR)); http://www.dot.gov/ost/m60/tamtar/tar.htm (the Official DOT Site of the Transportation Acquisition Regulations (TAR)).

(End of Clause)

52.247-34 F.o.b. Destination (NOV 1991)

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 TASK ORDER PROCEDURES

The following ordering procedure shall apply to all Task Orders (TOs) issued under this contract. TOs shall be issued in accordance with FAR 52.216-18, 52.216-19, and 52.216-22 (See Section I). In addition:

a.

The Contracting Officer (CO), Contract Administrator (CA), or Contracting Officer’s Technical Representative (COTR) will issue Task Order Proposal Requests (TOPR) to the Contractor. Each TOPR will indicate the objectives or results desired by the Government. These objectives shall be within the scope, period, and maximum value of the contract.

b.

The TOPR may be issued by written communications or other electronic means. Each TOPR will state the due date for proposal submission.

c.

Each TOPR will contain, as a minimum, the following information:

(1) COTR Name;

(2) Contract number, task order number, due date;

(3) Description of work;

(4) Deliverables;

(5) Period of Performance;

d.

Proposals shall be delivered, on or before the due date, both to the COTR (See F.3) and to the Contract Administrator at the following addresses:

Federal Highway Administration

Office of Acquisition Management

Room Number: E65-101, Mail Stop HAAM-30A 1200 New Jersey Avenue, SE

Washington, D.C. 20590

Attention: Jennifer Johnson

Email: Jennifer.Johnson@dot.gov

Each proposal must clearly state the contract number and TOPR number on the outside of the submission.

e.

The proposal shall outline the Contractor’s overall approach for completing the task order and shall, at a minimum, include:

(1) Signed cover letter stating that this is the task plan to the TOPR;

(2) Discussion of technical approach for performing the work, including detailed list of work activities, and proposed deliverables for each task;

(3) Proposed staff for performing the work items, their labor categories and roles;

(4) Estimated date of commencement of work, and any changes proposed to the schedule of performance;

(5) Budget summary for the entire period of performance, including:

· Labor categories, staff names, direct labor hours, hourly rates

· Indirect Rates and their applications

· Subcontractors/Consultants and your cost analysis in accordance with FAR 15.404-3.

· Other Direct Costs with a breakout by category

· Travel and materials cost estimates

· Profit/Fee- total and the percentage and its application.

· Total estimated cost for completion of the task order f.

The Contracting Officer may modify task orders in the same manner as they are issued.

g.

In the event that there is a conflict between the requirements of the task order and the Contractor’s work plan, the task order shall prevail.

h.

If the Contractor either at the time of receipt of a task order or at any time during work assignment performance has reason to believe that the cost or number of labor hours will exceed the estimates set forth in the task order, the Contractor shall immediately notify the COTR and Contracting Officer in writing and suggest a revised estimate for completion of the work required. After discussion with the COTR, the Contracting Officer may issue a modification revising the terms and conditions of the task order.

i.

The Contractor is not authorized to expend funds beyond those obligated to the task order. Additionally, the effort under each task order shall not exceed the total ceiling price specified. The Limitation of Funds or Limitation of Cost clauses apply to each cost reimbursable task order individually. Therefore, the Contractor is required to notify the CO by each individual task order in accordance with clauses 52.232-22, Limitation of Funds, and 52.232-20 Limitation of Cost, as applicable.

G.2 QUARTERLY PROGRESS REPORT

The contractor shall furnish electronic copies of a quarterly letter-type progress reports to the Contracting Officer's Technical Representative and one copy to the Contract Specialist, on or before the 15th of the month following the quarter being reported. Each report shall contain concise statements covering the work under this contract. A narrative section on the progress of the work by task shall include, but not be limited to the following items:

1. Listing of each task and the status of (progress in) the work for each task for achieving the contract objectives, including preliminary or interim results.

2.

Work planned in each task for the next quarter.

3.

Summary of labor expended by personnel.

4. Progress and expenditure charts and summaries:

a. Chart showing cumulative expenditures versus planned expenditures.

b. Chart showing cumulative progress versus planned progress.

c. Bar chart showing the actual and planned progress for each task.

d. Fiscal summary chart by task.

e. Table showing scheduled versus actual percentage complete for each task.

5.

Identification of any current or anticipated problems. These constitute anything that would affect the completion of the contract within the time or money constraints set forth in the contract. This section should also include recommended solutions to such problems.

G.4 MONTHLY STATUS REPORTS

The monthly report is intended to highlight specific issues that require greater attention such as potential schedule slips, resource availability, and increased risk factors. It is not intended to provide a comprehensive project assessment. Communications between the contractor and the COTR/Task Manager are expected to occur routinely, the monthly report will assist the COTR/Task Manager in understanding the impacts to the immediate work, but also assist in conveying these to others who need to assess the impacts to work efforts not directly involved in this effort.

G.5 FUNDS AVAILABLE

a.

Currently, funds in the amount of $__________ are obligated to this contract. This allotment is estimated to cover the following period of performance:

b.

The balance of funding under this contract ($_________) will be obligated subject to availability of funds and formal modification to this contract by the Contracting Officer.

c.

The clause entitle "LIMITATION OF FUNDS" applies to this contract. Any notification required on the part of the Contract shall be made in writing to the Contracting Officer. In the event that the contract is not funded beyond the estimated cost set forth in the schedule, the Contractor shall deliver to the Contracting Officer the data collected and the material produced or in process or acquired in connection with the performance of the project provided herein together with a summary report in five copies of its progress and accomplishments to date.

G.6 PAYMENT

a.

The Contractor may be reimbursed for direct and indirect costs incurred in the performance hereof as are allowable under the provisions of Subpart 31.2, 31.3, 31.6, or 31.7 (as applicable) of the Federal Acquisition Regulation in the not-to-exceed amount of $____________ (to be negotiated) subject to the Limitation of funds Clause.

b.

The Contractor may request monthly interim payments for costs incurred during the performance of this contract. Each monthly interim payment request shall be supported by a statement of costs incurred by the Contractor in the performance of this contract and claimed to constitute allowable costs. Each monthly interim payment request shall be submitted in accordance with Attachment No. ( ), "The FHWA Billing Instructions for Cost Reimbursement Contracts" to be considered proper for payment. Prior approval of the Contracting Officer is required if the contractor wishes to use a different payment request format.

c.

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.

d.

Final invoice payment shall be made upon the Contracting Officer's determination that all contract requirements have been completed. The payment due date for final invoice shall be established in accordance with the clause 52.232-25.

G.7 INVOICE REQUIREMENTS

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

a) Include the invoice and supporting documents as an attached PDF document.

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

(i) Invoice #

(ii) Contract Number

(iii) Name of your Company/Organization

(iv) Attention: (Contract Specialist’s name)

Example: Invoice No. 1 of Contract No. DTFH61-08-C-00001 ABC Corporation, Attention: (Contract Specialist’s name)

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

1. Invoice may be submitted via regular U.S. Postal Service to the following P.O. Box address:

Federal Highway Administration

Markview Processing

P.O. Box 268865

Oklahoma City, OK 73126-8865

Attention: (Contract Specialist’s name)

2. Invoice submitted via an overnight service must use the following physical address because delivery services other than the U.S. Postal Service will not deliver to the P.O. Box address noted above:

MMAC

FHWA/AMZ-150

6500 MacArthur Blvd.

Oklahoma City, OK 73169

Attention: (Contract Specialist’s name)

Express Delivery Point of Contact: April Grisham, 405-954-8269

NOTE: All three invoice submission options described above (e-mail, U.S. Postal Service or overnight service) result in the delivery of the invoice to the same finance office in Oklahoma City, OK.

G.8 INDIRECT COSTS

Pending the establishment of final indirect cost rates which shall be negotiated based on audit of actual costs as provided in Subpart 42.7 of the Federal Acquisition Regulation, the Contractor shall be reimbursed for allowable indirect costs hereunder at the billing rate of [__TO BE NEGOTIATED__]. This INDIRECT COST provision does not operate to waive the LIMITATION OF Funds Clause. The Contractor's audited final indirect costs are allowable only insofar as they do not cause the contractor to exceed the total estimated costs for performance of the contract listed on page 2 (SECTION B) and under the PAYMENT provision above.

G.9 BILLING RATES

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 Contracting Officer. The Contractor shall request new provisional billing rates in writing, no more frequently than semi-annually. Such request shall delineate the current and proposed rates to be used, along with the proposed effective date of new rates.

G.10 ESCALATION RATE

Annual escalation of labor rates shall not exceed ________ percent, beginning in the second year of this contract, unless otherwise authorized by the Contracting Officer.

Annual escalation of labor rates shall not exceed ________percent, beginning in the second year of this contract, unless otherwise authorized by the Contracting Officer."

G.11 TRAVEL AND PER DIEM

Travel and Per Diem authorized under this contract shall be reimbursed in accordance with the Government Travel Regulations currently in effect.

Travel requirements under this contract shall be met using the most economical form of transportation available. If economy class transportation is not available, the request for payment voucher must be submitted with justification for use of higher class travel indicating dates, times, and flight numbers. All travel shall be scheduled sufficiently in advance to take advantage of offered discount rates, unless authorized by the Contracting Officer.

[For proposal preparation purposes only: See Section L for guidance on preparing a cost estimate for travel.] The amount of reimbursement shall not exceed the maximum limit authorized in any Task Order. Specific conditions and limitation applicable to travel under this contract are as follows:

1.

Local Travel - Reimbursement will not be allowed for travel to or from the primary place of performance (i.e., Turner-Fairbank Highway Research Center (TFHRC) or DOT Headquarters Building) for those employees assigned there, or to or from the Contractor’s office site.

2.

Temporary Assignments - Any Task Order requiring assignment of Contractor personnel at locations outside the primary place of performance (i.e., TFHRC or DOT Headquarters Building) for less than 6 months will be considered a temporary assignment. Travel and per diem expenses as allowable, incurred in performing temporary assignments may be billed in accordance with Government Travel Regulations.

G.12 CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (COTR)

The Contracting Officer has designated ____________ as the Contracting Officer’s Technical Representative (COTR) to assist in monitoring the work under this contract. The COTR is responsible for the technical administration of the contract and technical liaison with the Contractor.

The COTR IS NOT authorized to change the scope of work or specifications as stated in the contract, to make any commitments or otherwise obligate the Government or authorize any changes which affect the contract price, delivery schedule, period of performance or other terms or conditions.

The Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds. The technical administration of this contract shall not be construed to authorize the revision of the terms and conditions of this contract. Any such revision shall be authorized in writing by the Contracting Officer.

G.13 SUBCONTRACTS - ADVANCE NOTIFICATION AND CONSENT

Under this contract, the requirements of FAR 44.2, CONSENT TO SUBCONTRACTS, have been fulfilled for the following subcontracts:

Subcontractor’s Name

Estimated Price

[as negotiated]

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.14 1252.237-73 Key personnel. (APR 2005)

a) The personnel as specified below are considered essential to the work being performed under this contract and may, with the consent of the contracting parties, be changed from time to time during the course of the contract by adding or deleting personnel, as appropriate.

(b) Before removing, replacing, or diverting any of the specified individuals, the Contractor shall notify the contracting officer, in writing, before the change becomes effective. The Contractor shall submit information to support the proposed action to enable the contracting officer to evaluate the potential impact of the change on the contract. The Contractor shall not remove or replace personnel under this contract until the Contracting Officer approves the change.

The Key Personnel under this Contract are:

Key Personnel Names

Key Personnel Discipline

G.15 PROFESSIONAL STAFFING

The Contractor agrees to assign the following professional staffing to this contract work (as negotiated, see Section L). In the event the Contractor finds it necessary to replace any of the assigned personnel during the performance of the contract, the Contracting Officer shall be notified.

NAME

DISCIPLINE

G.16 RESTRICTIONS AND STANDARDS OF CONDUCT

The Contractor and his/her employees shall conduct only business covered by this contract during periods paid for by the FHWA and shall not conduct any other business on Government premises. Contractor personnel shall abide by the normal rules and regulations applicable to the FHWA premises, including any applicable safety and security regulations.

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 SOURCE CODE FOR SOFTWARE

Delivery of all source code for software developed under this contract shall be in both electronic and paper form.

Notwithstanding any other clause in this contract, the FHWA will have “unlimited rights”, as that term is defined in FAR 27.401, in the software and source code delivered under this contract. As a result, the FHWA may modify and distribute the software and source code to the public, including employees of state department of transportation, without restriction.

H.2 NON-PERSONAL SERVICES CONTRACT

This contract is a non-personal services contract as defined in the FAR at subpart 37.101. It is understood and agreed that the Contractor and/or Contractor’s employees and subcontractors: (1) shall perform the services specified herein as independent contractors, not as employees of the government; (2) shall be responsible for their own management and administration of the work required and bear sole responsibility for complying with any and all technical, schedule, or financial requirements or constraints attendant to the performance of this contract; (3) shall be free from supervision or control by any government employee with respect to the manner or method of performance of the services specified; but (4) shall, pursuant to the government’s right and obligation to inspect, accept or reject the work, comply with such general direction of the Contracting Officer, or the duly authorized representative of the Contracting Officer, as is necessary to ensure accomplishment of the contract objectives.

H.3 QUALITY ASSURANCE STATEMENT

The Federal Highway Administration provides high-quality information to serve Government, industry, and the public in a manner that promotes public understanding. Standards and policies are used to ensure and maximize the quality, objectivity, utility, and integrity of its information. FHWA periodically reviews quality issues and adjusts its programs and processes to ensure continuous quality improvement.

H.4 SITE VISITS

The FHWA, through its authorized representative, has the right at all reasonable times, to make site visits for the purpose of reviewing the project accomplishments and management control systems, and to provide technical assistance and guidance as may be required. If any site visit is made by the FHWA on the premises of the Contractor, a team member, or a subcontractor performing work under the contract, same will provide and will require their subcontractor(s) to provide all reasonable facilities and assistance for the safety and convenience of the FHWA and other Government representatives, in the performance of their duties.

H.5 POST AWARD EVALUATION OF CONTRACTOR PERFORMANCE

(a) Contractor Performance Evaluations Interim and final evaluations of Contractor performance will be prepared on this contract in accordance with FAR 42.15 (or FAR 36.201 for construction, or FAR 36.604 for Architect-Engineering). The final performance evaluations will be prepared at the time of completion of work.

Interim and final evaluations will be provided to the Contractor as soon as practicable after completion of the evaluation. The Contractor can elect to review the evaluation and submit additional information or a rebuttal statement. The Contractor will be permitted thirty days to respond. Contractor response is voluntary and is not mandatory. Any disagreement between the parties regarding an evaluation will be referred to an individual at a level above the CO, whose decision is final. Copies of the evaluations, Contractor responses, and review comments, if any, will be retained as part of the contract file, and may be used to support future award decisions.

(b) Electronic Access to Contractor Performance Evaluations FAR 42.15 (or FAR 36.201 for construction, or FAR 36.604 for architect-engineering) require agencies to prepare interim and final evaluations of Contractor performance. The U.S. Department of Transportation utilizes the National Institutes of Health (NIH) Contractor Performance System (CPS) to record and maintain past performance information. The CPS module for architect-engineer contracts is not yet available therefore the following information regarding electronic access does not apply to architect-engineer contracts.

Contractors that have Internet capability may access evaluations through a secure Web site for review and comment by completing the registration form that can be obtained at the…