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DTFH61-10-R-00004

[x] ADVANCE \l 7

ADVANCE \u 1

NEGOTIATED (RFP)

7. ISSUED BY

CODE:

Federal Highway Administration

Office of Acquisition Management

1200 New Jersey Ave., SE, E65-101

Washington, DC 20590

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

SOLICITATION

9.

Sealed offers in original and 5 copies for furnishing the supplies or services in the Schedule will be received at the place specified in Block 7 above, Attention: Sarah Berman, until 3:00 pm local time by March 2, 2010.

THIS REQUIREMENT IS 100 PERCENT SET ASIDE FOR SMALL BUSINESS.

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.

NUMBER

366-4233

366-4250

Rick.Murray@dot.gov

11. TABLE OF CONTENTS

PART I - THE SCHEDULE

PART II - CONTRACT CLAUSES

OFFER (Must be fully completed by Offerors) 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 Offerors) 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 Offerors acknowledges receipt of amendments to the SOLICITATION for Offerorss and related documents numbered and dated):

15A.

NAME AND ADDRESS OF

OFFERORS

CODE

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

(Signature of Contracting Officer)

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)

PART-I

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

The Contractor shall furnish all necessary facilities, materials, equipment and personnel, and shall perform all services necessary to provide “Non-Personal Technical Support for the Pavement Surface Characteristics (PSC) Program”.

This an indefinite-delivery-indefinite-quantity (IDIQ) contract utilizing cost-plus-fixed-fee (CPFF) and firm-fixed-price (FFP) task orders in accordance with FAR 16.500. In accordance with the table below, the maximum potential value of all orders placed against this contract shall not exceed an amount to be negotiated over five-years (24-month base period and three 12-month option periods). The distribution of this amount between cost and fee shall be determined based upon the individual task orders awarded. The guaranteed minimum is $50,000 for the base period and $25,000 for each option period.

Travel and per diem is included within the total ceiling price of the contract, as stated above.

IDIQ MINIMUM AND MAXIMUM AMOUNTS

Item

Amount

Base Period (24 Months)

Option Year 1 Option Year 2 Option Year 3

PSC Program Support

PSC Program Support

To be filled in at award

To be filled in at award

$50,000

$25,000

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

BACKGROUND

Technical Assistance for Office of Pavement Technology The Federal Highway Administration's (FHWA) Office of Pavement Technology (HIPT) administers an extensive pavement technology program in Washington, DC that provides leadership for the delivery of long-life pavements that meet our customer’s needs and are safe, cost-effective and can be effectively maintained. A strategic outcome of this pavement technology program is improved condition and ride quality of pavements for user satisfaction.

FHWA Pavement Surface Characteristics Program

The FHWA Pavement Surface Characteristics Program has the vision to provide: Safe, Smooth and Quiet Pavements. The Program has the following objectives:

· Pavements are designed, constructed and maintained to meet users’ expectations relative to ride quality.

· Pavements are designed, constructed and maintained to reduce friction-related crashes.

· Highway agencies use quiet pavement systems in noise-sensitive areas.

· Pavements are designed, constructed and maintained to reduce the potential for splash and spray.

The FHWA has identified five priority gaps and related strategies associated with pavement surface characteristics to achieve the program objectives:

Priority Gap 1- Continued need for comprehensive surface characteristics specifications, quality standards and support implementation.

· Develop and deploy accepted and validated test standards for tire-pavement noise measurement.

· Develop and deploy accepted and validated test standards for smoothness measurements.

· Develop and deploy accepted and validated test standards for texture and friction measurement.

· Develop and deploy operations certification process for measuring surface characteristics.

· Develop and deploy profile analysis tools.

Priority Gap 2 - Lack of validated tools for assessing the surface characteristics of pavements.

· Develop model to predict splash/spray performance as it relates to other surface characteristics.

· Develop model to correlate surface characteristics with crash rates.

· Develop integrated model to predict pavement responses with spatial surface characteristics.

Priority Gap 3 - Lack of surface characteristics benefits documentation relative to pavement performance, user satisfaction, safety, and environmental impacts in context of current practices.

· Deployment of a report documenting pavement surface characteristics relationship to crashes.

Priority Gap 4 - Lack of policy provisions to implement best practices related to surface characteristics.

· Continue developing Technical Advisory on Friction Management.

Priority Gap 5 - Lack of guidance to enable optimal design, construction and maintenance practices of pavement surfaces as it relates to surface characteristics.

· Development of threshold criteria for pavement friction and texture.

Examples of current activities supporting these strategies include:

· development, refinement, and deployment support for pavement smoothness specifications development, refinement and deployment of ProVAL software;

· development of pavement smoothness criteria for Portland Cement Concrete (PCC) and Hot Mix Asphalt (HMA) Pavements;

· development of functional performance indicators for pavements;

· demonstration of high-friction surfaces;

· friction and texture measurement equipment loan program;

· development and refinement of tire-pavement noise measurement specifications;

· delivery of workshops on quieter pavement technology;

· investigation of pavement effects in the Traffic Noise Model (TNM);

· investigation of the texture-noise relationship;

· development of quieter pavement technology for HMA and PCC pavements; and

· development of a splash-spray prediction model for highway pavements.

OBJECTIVE

The objective of this contract is to support FHWA’s Pavement Surface Characteristics Program through:

1. Conducting applied research, development, and technology activities;

2. Performing technology delivery;

3. Performing technology deployment; and

4. Providing programmatic technical support

SCOPE OF WORK

Under this contract, the Contractor shall perform all activities and provide all services necessary to support the activities of the FHWA related to pavement surface characteristics. Work under the contract shall include the conduct of applied research, testing, developmental work, analysis, technology delivery, deployment support, and programmatic technical support related to pavement surface characteristics necessary to support FHWA’s strategic objectives to improve pavement condition and ride quality of pavement for user satisfaction. All work under this contract shall be performed through the issuance of specific task orders (Reference Section G).

DELINEATION OF CONTRACTOR TASKS

In order to meet the objectives of this contract and as directed by the Government through the issuance of specific task orders, the Contractor shall perform the following tasks:

Task A: Applied Research, Testing, Developmental Work, and Analysis

Task A.1: Pavement Smoothness - The Contractor shall provide applied research, testing, developmental work, and analysis services for FHWA’s pavement smoothness activities. These services shall include, but are not limited to, the following: (1) application of fundamental research results on pavement profile measurement equipment, methods and assessment techniques to develop new and improved technologies, methods and techniques to specify, assess, quantify, construct and preserve ride quality on asphalt and concrete pavements; (2) field and laboratory testing using inertial profilers and other means of measuring relative pavement profile (rod and level, inclinometer–based systems, reference systems); (3) integration, adaptation or refinement of applied research results to produce improved technologies, methods and techniques to specify, assess, quantify, construct and preserve ride quality on asphalt and concrete pavements; and (4) evaluation of testing and assessment results to provide conclusions and recommendations for refinement of a developed technology, method, or technique that can be utilized by practitioners to specify, assess, quantify, construct, and preserve ride quality on asphalt and concrete pavements.

Task A.1.1: Field and Laboratory Tests - The Contractor shall perform field and laboratory testing relative to pavement profile measurement. Tests that may be required include, but are not limited to, the following:

1) Pavement Profile

a) Manual Survey (ASTM E-1364)

b) Inclinometer–based methods (Dipstick, Walking profiler, etc)

c) Inertial–based methods

Task A.2: Pavement Texture/Friction - The Contractor shall provide applied research, testing, developmental work, and analysis services for FHWA’s pavement texture/friction activities. These services shall include, but are not limited to, the following: (1) application of fundamental research results on pavement texture and friction measurement equipment, methods and assessment techniques to develop new and improved technologies, methods and techniques to specify, assess, quantify, construct and preserve pavement texture and friction properties on asphalt and concrete pavements; (2) field and laboratory testing using skid trailers, texture measurement tests and devices, and pavement friction measurement tests and devices; (3) integration, adaptation or refinement of applied research results to produce improved technologies, methods and techniques to specify, assess, quantify, construct and preserve pavement texture and friction properties on asphalt and concrete pavements; and (4) evaluation of testing and assessment results to provide conclusions and recommendations for refinement of a developed technology, method, or technique that can be utilized by practitioners to specify, assess, quantify, construct, and preserve pavement texture and friction properties on asphalt and concrete pavements.

Task A.2.1: Field and Laboratory Tests - The Contractor shall perform field and laboratory testing relative to pavement texture/friction. Tests that may be required include, but are not limited to, the following:

1) Pavement Texture

a) Volumetric method (ASTM E-965)

b) Mean Profile Depth (ASTM E-1845, ISO 13473-1, CTMeter)

c) Texture Profile Analysis (ISO 13473-2, ISO 13473-3, ISO 13473-4, ISO 13473-5)

2) Pavement Friction

a) Locked wheel friction {ASTM E-274, ASTM E-501, ASTM E-524}

b) International Friction Index (IFI) (ASTM E-1960)

c) Fixed-slip friction tests (ASTM E-2340)

d) British Pendulum Tester (ASTM E-303)

e) Dynamic Friction Tester (ASTM E-1890)

Task A.3: Tire/Pavement Noise - The Contractor shall conduct applied research, testing, developmental work, and analysis services for FHWA’s tire/pavement noise activities. These services shall include, but are not limited to, the following: (1) application of fundamental research results on tire/pavement noise measurement equipment, methods and assessment techniques to develop new and improved technologies, methods and techniques to specify, assess, quantify, construct and preserve pavement tire/pavement noise characteristics on asphalt and concrete pavements; (2) field and laboratory testing to assess tire/pavement noise and noise propagation/impedance; (3) integration, adaptation or refinement of applied research results to produce improved technologies, methods and techniques to specify, assess, quantify, construct and preserve pavement tire/pavement noise characteristics on asphalt and concrete pavements; and (4) evaluation of testing and assessment results to provide conclusions and recommendations for refinement of a developed technology, method, or technique that can be utilized by practitioners to specify, assess, quantify, construct, and preserve pavement tire/pavement noise characteristics on asphalt and concrete pavements.

Task A.3.1: Field and Laboratory Tests - The Contractor shall perform field and laboratory testing relative to tire/pavement noise. Tests that may be required include, but are not limited to, the following:

1) Tire Pavement Noise tests

a) Close Proximity Method (CPX) {ISO 11819-1}

b) Statistical Pass By Method (SPB) {ISO 11819-2}

c) Sound Intensity Method (AASHTO TP-76)

2) Sound Impedance/Absorption

a) Sound Absorption in situ (ISO/FDIS 13472-1)

Task B: Technology Delivery

Task B.1: Equipment Demonstrations and Requests for Information - The Contractor shall provide technical assistance to other State and Federal agencies. Technical assistance may include, but is not limited to, the following: (1) answering questions from FHWA or others via email or telephone; (2) providing literature based on requests for information within the scope of the research; and (3) providing hands-on training of equipment. The Contractor shall provide a brief written report for all site visits documenting the participating agency, contacts, and phone numbers for personnel who worked with the equipment and summarizing the visit.

Task B.2: Technical Workshops and Training - The Contractor shall develop and deliver professional workshops and training related to surface characteristics to support implementation of pavement surface characteristics technology. Workshops may range in length from 4-16 hours of contact time, emphasize hands-on application of technology and be presented at one or more times and/or places. Within 15 days after each workshop or training presentation the Contractor shall forward to the Contracting Officer’s Technical Representative (COTR) a brief written report of the activity. Each report shall include as a minimum: date, duration, purpose, location, copy of workshop or training materials (electronic format), and a brief summary of comments, recommendations and/or observations.

Task B.3: Technical Presentations - The Contractor shall develop and make professional presentations at seminars, conferences, workshops and/or meetings relating to the HIPT Surface Characteristics program. These presentations may be delivered at various locations or web-based. Within 15 days after each presentation, the Contractor shall forward to the COTR a brief written report of the visit. Each report shall include as a minimum: date, duration, purpose, location, copy of presentation (electronic format), and a brief summary of comments, activities, recommendations and/or observations.

Task B.4: Technical Publications - The Contractor shall write technical, professional quality, articles suitable for scientific publications, peer-reviewed journals, newsletters, briefing papers and brochures, and shall develop workshop modules on an as needed basis. It is anticipated that these article(s) will address the research and other related activities.

Task C: Technology Deployment

Task C.1: Pavement Smoothness Product/Technology Support - The Contractor shall provide technical support, including product refinement/enhancement for pavement smoothness technology products to interested agencies. Technical support may include, but is not limited to, the following: (1) establishing product support websites, technical assistance email, newsletters, and phone support for answering questions from FHWA or others concerning pavement smoothness technology products; (2) providing literature based on requests for information in support of specific products or technologies; (3) staffing display booths at meetings, conferences and exhibitions in support of pavement smoothness technology products; and (4) providing hands-on training to support implementation of pavement smoothness technology products. The Contractor may be required to procure equipment in support of this task. The Contractor shall provide a periodic report of technical support provided under this task documenting the number and type of contacts, and a brief summary of comments, recommendations and/or observations. Pavement smoothness technology products include, but are not limited to, the following:

1) Pavement Smoothness Specifications (AASHTO MP11, MP17, PP49, and PP50)

2) Pavement Profile Viewer and Analyzer software (ProVAL)

Task C.2: Pavement Texture/Friction Product/Technology Support - The Contractor shall provide technical support, including product refinement/enhancement for Pavement texture/friction product/technology to interested agencies. Technical support may include, but is not limited to, the following: (1) establishing product support websites, technical assistance email, newsletters, and phone support for answering questions from FHWA or others concerning pavement texture/friction product/technology; (2) providing literature based on requests for information in support of pavement texture/friction product/technology; (3) staffing of display booths at meetings, conferences and exhibitions in support of pavement texture/friction product/technology; and (4) providing hands-on training to support implementation of Pavement texture/friction product/technology. The Contractor may be required to procure equipment in support this task. The Contractor shall provide a periodic report of technical support provided under this task documenting the number and type of contacts, and a brief summary of comments, recommendations and/or observations. Pavement texture/friction products/technologies include, but are not limited to, the following:

1) Friction Management Technical Advisory

2) Friction and Texture Measurement Equipment Loan Program

3) High-Friction Surface Demonstration

Task C.3: Tire/Pavement Noise Product/Technology Support - The Contractor shall provide technical support, including product refinement/enhancement for pavement tire/pavement noise product/technology to interested agencies. Technical support may include, but is not limited to, the following: (1) establishing product support websites, technical assistance email, newsletters, and phone support for answering questions from FHWA or others concerning pavement tire/pavement noise products/technologies; (2) providing literature based on requests for information in support of pavement tire/pavement noise products/technologies; (3) staffing of display booths at meetings, conferences and exhibitions in support of pavement tire/pavement noise products/technologies; and (4) providing hands-on training to support implementation of pavement tire/pavement noise products/technologies. The Contractor may be required to procure equipment in support this task. The Contractor shall provide a periodic report of the technical support provided under this task documenting the number and type of contacts, and a brief summary of comments, recommendations and/or observations. Pavement tire/pavement noise product/technologies include, but are not limited to, the following:

1) AASHTO Provisional Standard for Measurement of Tire-Pavement Noise (TP-76)

Task D: Programmatic Technical Support

Task D.1: Prepare Material for Publishing on Internet and Other Online Sources - The Contractor shall develop, enhance, and maintain material for publishing on the Internet and other online systems. Material may take various forms, such as viewable directly online or set up for downloading by online customer. The Contractor shall research and recommend, as appropriate new media for information exchange to advance the HIPT Surface Characteristics program.

Task D.2: Provide Technical Assistance in Convening and Conducting Meetings - The Contractor shall organize panels and technical meetings in support of the development of technical projects and related work of the FHWA Surface Characteristics Program and other programs of the Office of Pavement Technology. The Contractor shall provide all technical and administrative functions associated with arranging and coordinating these events to include: arranging meeting location, contacting participants, securing lodging and meeting space, developing schedules, circulating meeting notices, arranging miscellaneous equipment and expendable supplies, developing meeting notes, and other conference support functions. The Contractor may be asked to contact appropriate people from the agencies that are to participate in the meetings and identify prospective members. The Contractor shall also prepare and distribute meeting information such as confirmation letters with meeting details and agendas to all appropriate personnel. The Contractor may be requested to provide personnel with appropriate expertise to adequately document the results of the meetings.

Work Task D.3: Arrange Travel for Non-Federal Participants in Meetings - The Contractor shall make travel arrangements for non-Federal participants in technical panels and/or technical meetings as identified by the COTR. Travel arrangements shall only be made for designated non-Federal persons who are providing a direct technical service and benefit to the Government by participating in technical panels and/or meetings.

NOTE: Offerors are directed to Section L for the Government’s level of effort estimate and staffing proposal instructions to be used in proposal preparation for each of these positions.

TECHNICAL REPORT SPECIFICATIONS

Technical reports under this contract shall be prepared in accordance with the latest version of the Turner-Fairbanks Highway Research Center Quick Reference Guide available online at http://www.tfhrc.gov/qkref/qrgmain.htm. All fonts used in the documents must be supplied on the disk so the document will print as it appeared on the contractor’s equipment. Files must be included in the programs of origin, such as MS Word, PowerPoint, Excel, etc., so these files can be modified or corrected and re-imported into the full text document. Graphics should be created as separate elements and imported into the text file. An electronic file of each imported graphic shall be delivered. Graphic must be produced in a program that can export an interchange file format that can be imported into the full text. Photos must be in TIF or EPS (GIF and JPEG are acceptable for electronic publishing) with on-screen preview and with line screen appropriate for printing. Files should be provided in a manageable size of 3 Mb or less.

REQUIREMENTS FOR IMPLEMENTING SECTION 508 STANDARDS

In addition to the work requirements specified in this statement of work, vendors must ensure that all electronic documents that they prepare will meet the requirements of Section 508 of the Rehabilitation Act. The act requires that all electronic products prepared for the Federal Government be accessible to persons with disabilities, including those with vision, hearing, cognitive, and mobility impairments. Vendors can view Section 508 of the Rehabilitation Act (http://www.access-board.gov/508.htm) and the Federal IT Accessibility Initiative (Home Page) (http://section508.gov/) for detailed information.

The FHWA has determined that the accessibility requirements contained in the Electronic and Information Technology Accessibility Standards, Section 1194.22, “Web-based intranet and internet information and applications,” apply to this work. The standards are available at www.access-board.gov/sec508/508standards.htm. The following paragraphs summarize the requirements for preparing FHWA reports in conformance with Section 508 for eventual posting by FHWA to an FHWA-sponsored website. If you have further questions, please contact the FHWA contracting officer’s technical representative listed in this statement of work.

Electronic documents with images:

Provide a text equivalent for every non-text element in all publications prepared in electronic format. Use descriptions (such as, "alt" and "longdesc") for all non-text images or place them in element content. For all documents prepared, vendors must prepare one standard HTML format (as described in this statement of work) AND one text format that includes descriptions for all non-text images. “Text equivalent” means text sufficient to reasonably describe the image. For example, an image that is merely decorative requires only a very brief “text equivalent” description. However, if the image conveys information that is important to the content of the report, then text sufficient to reasonably describe that image and its purpose within the context of the report must be provided.

Electronic documents with complex charts or data tables:

When preparing tables that are heavily designed, provide adequate alternate information so that assistive technologies can read them out. Identify row and column headers for data tables. Provide the information in a non-linear form. Markup shall be used to associate data cells and header cells for data tables that have two or more logical levels of row or column headers.

Electronic documents with forms:

When electronic forms are designed to be completed on-line, the form shall allow people using assistive technology to access the information, field elements, and functionality required for completion and Submission of the form, including all directions and cues.

SYSTEM OF MEASUREMENTS

All technical reports shall provide units of measurement in the (SI) Metric System. In tables and illustrations (such as graphs) that may need to be expressed in English units, the conversion to SI required for each English unit used must appear consistently as either a legend or footnote, or as part of the caption. The American Society for Testing and Materials (ASTM) publication “Standard Practice for Use of the SI International System of Units: The Modernized Metric System,” ASTM E380-89a or later, is the FHWA standard and shall be used as the basis for conversion.

SECTION D - PACKAGING AND MARKING

Deliverables under this contract shall be prepared and packaged for shipment using best commercial practices so as to ensure safe and timely delivery.

SECTION E - INSPECTION AND ACCEPTANCE

All work hereunder shall be subject to review 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.

52.246-2 Inspection of Supplies – Fixed-Price (AUG 1996)

52.246-3 Inspection of Supplies – Cost Reimbursement (MAY 2001)

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

PERIOD OF PERFORMANCE

All work and services required hereunder shall be completed on or before 24 months from the effective date of the contract. Should the Government elect to exercise any or all of its options for additional services under this contract, the total contract period of performance shall be completed within the time frame specified in that option. In no event shall the total contract performance exceed 60 months.

Any Task Orders issued prior to the expiration date of this contract and not completed within that time, shall be completed by the Contractor within the time specified under task order. The Contractor is required to abide by the terms and conditions of this contract until the conclusion of the performance of each Task Order issued hereunder. The period of performance for each Task Order shall be specified within the Task Order document.

Minimum/maximum Level of Effort

Base Period

Maximum: In the performance of task orders issued pursuant to this contract, the Government shall place a maximum order value of ($to be filled in at award) during the base period of performance (24 months).

Minimum: The Government shall place a minimum order value of $50,000.

Optional Periods

Maximum: In the performance of task orders issued pursuant to this contract, the Government shall place a maximum order value of ($to be filled in at award) during each 12-month option period.

Minimum: Should the Government elect to exercise any of its options to extend services under this contract, a minimum of $25,000 shall be ordered during each 12-month option period.

TRANSITION ACTIVITIES

The Contractor shall provide services needed to assist in a smooth and orderly transition between the incumbent Contractor and a successor Contractor to ensure minimum disruption to vital Government business. These services may include, but are not limited to data and other file transfer, material transfer, coordination with existing Contractor, and other activities to assist in an orderly transfer and establishment of continued operation of the contract services. The Contractor is expected to cooperate fully in the transition.

PLACE OF PERFORMANCE

Unless otherwise specified in individual task orders, all work performed under this contract shall be performed at the Contractor’s facility.

PLACE OF DELIVERY

All deliverables and a copy of the quarterly reports (See Section G) under the contract shall be delivered via email to the COTR at the following email address:

Attn: (to be filled in at award)

The quarterly progress report and other items as specified shall be delivered to the Contract Administrator via email at the following email address:

Attention: (to be filled in at award)

SCHEDULE OF WORK

All tasks set forth in the Statement of Work shall be performed in accordance with the work schedule as negotiated in specific task orders.

QUARTERLY PROGRESS REPORT

The Contractor shall furnish one electronic copy of a quarterly progress report (see sample format in Section J) to the COTR and one electronic copy to the Contract Administrator on or before the 15th of the month following the three calendar months being reported. Each report shall contain concise statements covering the activities relevant to each task order, which shall be covered individually:

(a) A clear and complete account of the work performed each quarter.

(b) An outline of the work to be accomplished during the next report period.

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

(d) A tabulation of the planned, actual and cumulative person-hours expended by the personnel identified in the Professional Staffing of the contract.

(e) A chart showing current and cumulative expenditures by quarter versus planned expenditures.

52.242-15 Stop-Work Order (AUG 1989) - Alternate I (APR 1984) 52.247-37 F.o.b Destination (NOV 1991)

SECTION G - CONTRACT ADMINISTRATION DATA

TASK ORDER PROCEDURES

All funds expended under this contract shall be incurred and accounted for under individual task orders.

Within the direct productive labor hours specified in the Minimum/Maximum Level of Effort clause in Section H of this contract, the Contractor shall incur costs under this contract in the performance of task orders and task order modifications issued in accordance with this ordering procedure. No other costs are authorized without the express written consent of the Contracting Officer. All task orders are subject to the terms and conditions of this contract.

The following ordering procedures apply to all Task Orders (TOs) issued under this contract. All TOs under this contract will be competed unless a special exception 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 Contracting Officer can issue a TO under 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 COTR will issue Task Order Proposal Requests (TOPRs) to each IDIQ Contractor in accordance with Fair Opportunity to Compete clause under Section H as requirements are identified. Each TOPR will indicate the objective or results desired by the Government. This objective shall be within the scope, period, and maximum value of the contract. The TOPR may be issued by written communications or other electronic means. Each TOPR will indicate the desired contract type (if applicable), whether an oral presentation and/or written proposal is required, the due date for proposal submission, the estimated level of effort (if applicable), any Government estimates for equipment and/or travel, any special requirements, and any additional selection criteria not specifically identified in the Task Order Selection Criteria clause under Section G below.

(e) Upon receipt of a TOPR, the Contractor shall prepare either an oral presentation or a written task order proposal. Oral presentations shall be conducted in accordance with guidelines provided in the specific TOPR. Where a written task order proposal is required, the Contractor shall submit one electronic copy of the task order proposal to the Contracting Officer and one electronic copy to the COTR. The task order proposal shall include, as a minimum, the following information:

(1) A discussion of the task order objective demonstrating the Contractor’s understanding of the desired outcome.

(2) A concise work plan for achieving the task order objectives that clearly demonstrates the Contractor’s understanding of and planned approach to the problem.

(3) A performance schedule that provides the following information:

i. Planned accomplishments/milestones

ii. Anticipated problems or challenges

iii. Planned solutions to anticipated problems or challenges

(4) Qualifications of the proposed staff, including any proposed subject matter expert consultants.

(5) Identification of those responsible for preparation of the task order plan.

(6) A detailed cost proposal, including:

i.

Proposed level of effort and labor categories.

ii. The corresponding labor rates.

iii. Other Direct Costs as applicable (materials, travel, etc).

iv. Applicable indirect rates in accordance.

v. Rate of fee/profit.

(f)

Proposals shall be delivered, on or before the due date, both to the COTR and to the Contract Administrator at the following email addresses:

(g) All task order proposals, both written and oral, shall be evaluated in accordance with the clause entitled, Task Order Selection Criteria. The Contracting Officer’s selection decision on each TO request shall be final and shall not be subject to protest.

(h) Upon selection of a task order proposal, the Contracting Officer shall execute a Task

Order. This Task Order shall contain, as a minimum, the following information:

1) Name and signature of Contracting Officer

2) Task Order Number and Contract Number

3) Effective Date of Task Order

4) Task Order subject and description of Work (including deliverables)

5) Period of Performance

6) Total Amount of Task Order (estimated cost-plus-fixed-fee (CPFF) or firm-fixed-price (FFP))

7) Accounting Data

8) Reporting Requirements

9) Work Plan

(i) No work will be performed and no payment will be made except as authorized by a properly executed TO.

(j) The Limitation of Funds or Limitation of Costs clauses apply to each CPFF task order individually. Therefore, the Contractor is required to notify the Contracting Officer by each individual task order in accordance with clauses 52.232-22, Limitation of Funds, and 52.232-21, Limitation of Costs, as applicable. Any questions please contact the Contracting Officer.

NOTE: Task Orders issued under this contract may be either CPFF or FFP depending on the nature of the work requested and the CO’s determination.

TASK ORDER SELECTION CRITERIA

The FHWA anticipates that the following elements will be the standard criteria for awarding individual task orders: technical merit, adequacy of proposed staffing, past performance and cost/price in relation to task order requirements. Each task order will indicate any changes or additions to standard criteria. The order of importance for the factors will be identified in each individual task order proposal request. Evaluation of past performance will be based on each awardee’s proposal’s past performance data as supplemented by the Government and Contractor during the life of the contract. As work proceeds under this contract, it is probable that the past performance data submitted with the original contract proposal will be given less weight as current performance reports received on task orders performed under this contract.

FAIR OPPORTUNITY TO COMPETE

It is the Government’s intent to give each awardee a “fair opportunity” to compete for each order in excess of $2,500. However, awardees need not be given the opportunity to be considered for a particular TO if the CO determines that:

(a) The agency need for such supplies or services is of such urgency that providing such opportunity would result in unacceptable delays;

(b) Only one such contractor is capable of providing such supplies or services required at the level of quality required because the supplies or services ordered are unique or highly specialized;

(c) The order should be issued on a sole source basis in the interest of economy and efficiency as a logical follow-on to a TO already issued under the contract or through exercise of option periods specified in the original TO, provided that all awardees were given fair opportunity to be considered for the original TO; or

(d) It is necessary to place a TO to satisfy a minimum guarantee.

OMBUDSMAN

The Contracting Officer’s selection decision on each TO request shall be final and shall not be subject to protest, except for a protest that the TO increases the scope, period, or maximum value of the contract. Accordingly, in accordance with FAR 16.505 (b) (5), an ombudsman has been appointed to hear and facilitate the resolution of contractor’s concerns resulting from task order award. The existence of the ombudsman is not to diminish the authority of the contracting officer. Further, the ombudsman does not participate in the evaluation of the proposals or the adjudication of formal contract disputes. Therefore, before consulting with the ombudsman, interested parties must first address their concerns, issues, disagreements and/or recommendations to the contracting officer for resolution.

If resolution cannot be made by the Contracting Officer, interested parties may contact the FHWA ombudsman, OMBUSDMAN POC TO BE INSERTED AFTER AWARD.

FUNDS AVAILABLE

(a) Currently, funds in the amount of $__________ are obligated to this contract.

(b) The balance of funding under this contract ($__________) will be obligated subject to availability of funds and as required through the issuance of task orders under the contract.

(c) The clause entitled "LIMITATION OF FUNDS" applies to this contract. Any notification required on the part of the Contractor 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 on its progress and accomplishments to date.

PAYMENT – COST REIMBURSEMENT

(a) The Contractor may be reimbursed for direct and indirect costs incurred in the performance hereof as are allowable under the provisions of Part 31.2 of the Federal Acquisition Regulation in the not-to-exceed amount of $____________ (to be negotiated) subject to the Limitation of Funds Clause.

(b) For cost-plus-fixed-fee task orders, the Contractor may request monthly interim payments for costs incurred during the performance of each specific task order. A statement of costs incurred by the Contractor in the performance of cost-plus-fixed-fee task orders issued under this contract and claimed to constitute allowable costs shall support each monthly interim payment request. Each monthly interim payment request shall be submitted in accordance with "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.

PAYMENT OF COST PLUS FIXED FEE TASK ORDERS

The actual amount of fixed fee payable under this IDIQ contract will be established through the issuance of cost-plus-fixed-fee task orders under the contract. The Contractor may request payment of fixed fee, by submission of a separate invoice, upon the successful completion of each cost-plus-fixed-fee task order unless otherwise specified in the task order. The Government will pay the fixed fee amount for each Task Order based on the Contracting Officer’s determination that all work under the Task Order has been satisfactorily completed.

PAYMENT OF FIRM FIXED PRICE TASK ORDERS

For firm-fixed-price task orders, unless otherwise specified in the individual task order, the Contractor may request payment for the firm-fixed-price specified in the task order upon the Government’s acceptance of all work under that task order. Satisfactory completion and acceptance of the task order will be made by the Contracting Officer.

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.

LABOR ESCALATION

Labor rates for all personnel billed under this contract shall incorporate an aggregate salary escalation not to exceed [to be negotiated] per year, during the period of performance, including option periods.

INVOICING REQUIREMENTS

The Contractor is cautioned that to be considered proper and preserve your rights to timely payment and avoid interest penalties, a proper invoice includes the following information as well as the payment information in Section J of the base Contract:

1.

Name of the business concern, invoice date and number (sequential numbering of invoices under each Task Order is required).

2.

Task Order number

3.

Service being invoiced

4.

Amount of current invoice 5.

If cost reimbursement, breakdown of costs by cost element (i.e. labor, overhead, ODC’s, travel, fee, etc…) 6.

Signature of an authorized official, certifying that the invoiced amounts are proper.

7.

Taxpayer Identification Number

8.

Date of delivery or servicer

The cumulative amount billed to date, and supporting documentation for travel and per diem or other reimbursable costs should be displayed on subsequent pages of the invoice.

INVOICES FAILING TO FOLLOW THESE INSTRUCTIONS ARE NOT PROPER FOR PAYMENT AND WILL BE RETURNED FOR CORRECTION.

Invoices submitted against a task order SHALL NOT contain costs from other contracts or task orders. The contractor shall submit each invoice separately to one of the following addresses:

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

(a) Include the invoice as an attached PDF document

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

(i) Invoice Number

(ii) Task Order Number

(iii) Name of your Company/Organization.

(iv) Attention: Sarah Berman Example: Invoice No. 35 – DTFH61-08-C-00001 – ABC Company – Attention: Sarah Berman, Contracting Officer If the invoice and supporting documents exceed 8 MB as an e-mail attachment, you must select one of the other submission options presented below:

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

MMAC

FHWA/AMZ-150

6500 S. MacArthur Blvd

Oklahoma City, OK 73169

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

Federal Highway Administration

Markview Processing

P.O. Box 268865

Oklahoma City OK 73126-8865

Attention: Sarah Berman All invoices, regardless of submission method, must identify the Contracting Officer as the invoicing point of contact.

It is recommended that the Contractor utilize the GSA per diem web page (link provided below) to ascertain the correct hotel and M&I expense rates. It is recommended that the Contractor include a printout of the web page, with the applicable per diem line highlighted with invoices that include travel costs. Payments may be delayed when the Contracting Officer cannot determine from the invoice which rate applies, and thus cannot approve the invoice without going back to the contractor for more information.

NOTE: Each task order shall be invoiced as a separate contract with its own individual numbering and tracking of costs.

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.

TRAVEL AND PER DIEM

Travel will be reimbursed in accordance with the Federal Acquisition Regulation (FAR), and the current Federal Travel Regulations (FTR) which are promulgated at 41 CFR, Chapters 300 to 304 and viewable at www.gsa.gov/federaltravelregulation. The FTR implements statutory requirements and Executive branch policies for travel by federal civilian employees and others authorized to travel at government expense. The total travel costs shall not exceed the amounts negotiated at the contract or task order level without express written approval of the Contracting Officer. The following issues are summarized below to ensure a thorough and consistent understanding:

Travel requirements under this contract shall be met using the most economical form of transportation available.