072911 FINAL RFP - DTFH61-11-R-00023.pdf

SOLICITATION, OFFER AND AWARD 1.THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING PAGE of PAGES

1 79

2. CONTRACT NO. 3. SOLICITATION NO. 4. TYPE OF SOLICITATION 5. DATE ISSUED 6. REQUISITION/PURCHASE NO.

DTFH61-11-R-00023 SEALED BID (IFB) 07/29/2011 21-21-11247

x NEGOTIATED (RFP)

7. ISSUED BY CODE: HAAM-20 8. ADDRESS OFFER TO (If other than Item 7) Federal Highway Administration Office of Acquisition Management 1200 New Jersey Ave., SE, Mail Stop E65-101 Washington, DC 20590

Federal Highway Administration Office of Acquisition Management ATTN: Carolyn Wilson 1200 New Jersey Ave., SE, Mail Stop E65-101, Washington, DC 20590 NOTE: In sealed bid solicitation “offer” and “offeror” 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 Item 8, or hand carried, in the depository located in 1200 New Jersey Avenue, SE, Room E65-1014, Washington, DC 20590 until September 12, 2011 local time 3:00 pm.

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.

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

FOR AREA CODE NUMBER EXT.

INFORMATION

CALL:

Carolyn Wilson

Adams JeanPierre

366-0867 366-2044

Carolyn.Wilson@dot.gov Adams.JeanPierre@dot.gov

11. TABLE OF CONTENTS

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

PART I – THE SCHEDULE PART II – CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 1 X I CONTRACT CLAUSES 40

X B SUPPLIES OR SERVICES AND PRICES/COSTS 2 PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 3 X J LIST OF ATTACHMENTS 47

X D PACKAGING AND MARKING 13 PART IV – REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 14 X K REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

X F DELIVERIES OR PERFORMANCE 15

X G CONTRACT ADMINISTRATION DATA 17 X L INSTRUCTIONS, CONDITIONS, AND NOTICES TO

OFFERORS

X H SPECIAL CONTRACT REQUIREMENTS 34 X M EVALUATION FACTORS FOR AWARD 76

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)

10 Calendar Days (%) 20 Calendar Days (%) 30 Calendar Days (%) Calendar Days (%)

14. ACKNOWLEDGMENT OF

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

AMENDMENT NO. DATE AMENDMENT NO. DATE

15A.

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

15B. TELEPHONE NO. 15C.CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE – ENTER SUCH

ADDRESS IN SCHEDULE

17. SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXT.

AWARD (To be completed by Government)

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

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION: 23. SUBMIT INVOICES TO ADDRESS

ITEM

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

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

26. NAME OF CONTRACTING OFFICER (Type or print) 27. UNITED STATES OF AMERICA 28. AWARD

Robert B. Robel (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} 53.214I mailto:Arlan.Finfrock@FHWA.DOT.GOV� mailto:Carolyn.Wilson@dot.gov� mailto:Adams.JeanPierre@dot.gov�

DTFH61-11-R-00023

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

The contractor shall furnish all necessary facilities, materials, equipment, and personnel and shall perform technical, non-personal services necessary in support of the Federal Highway Administration’s (FHWA) ITS JPO, under this Indefinite Delivery/ Indefinite Quantity Contract (ID/IQ) titled “National ITS Architecture Evolution and Support.”

The maximum potential amount for the performance of this indefinite delivery/indefinite quantity contract (Twenty Four Month Base Period plus three option years) is $ .

That amount includes an estimated total aggregate cost of $ .

The maximum potential amount for the performance of the Base Period (two years) of this indefinite delivery/indefinite quantity contract is $ . That amount includes an estimated aggregate cost of $ .

The maximum potential amount for the performance of the First Option Year of this indefinite delivery/indefinite quantity contract is $ . That amount includes an estimated aggregate cost of $ .

The maximum potential amount for the performance of the Second Option Year of this indefinite delivery/indefinite quantity contract is $ . That amount includes an estimated aggregate cost of $ .

The maximum potential amount for the performance of the Third Option Year of this indefinite delivery/indefinite quantity contract is $ . That amount includes an estimated aggregate cost of $ .

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 $ for sixty (60) months ($ per year). These amounts are included in the total contract value as stated above.

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C. 1 BACKGROUND

The National Intelligent Transportation Systems (ITS) Architecture was developed in June 1996 via consensus process in accordance with legislative direction in order to serve as the framework for ITS deployment. This architecture was a result of nearly three years of effort by four distinct teams, with each team representing the private sector, the public sector, and academia. The effort was led by the U.S. Department of Transportation (DOT), with each team tasked to engage and involve stakeholders from around the country to help shape this national effort.

Following the development, the U.S. DOT recognized the need for subsequent ongoing tasks to be accomplished to maximize the return on the investment and assure continuing benefit from a National Architecture. The first was the evolution of the National ITS Architecture – to maintain it in a current status and to integrate new user services as additional needs were identified and articulated. Modifications were made based upon input received from deployment programs throughout the country as well as from emerging ITS standards. A major architecture training program was successfully executed with more than 150 presentations to over 3000 people throughout the country.

A software tool, Turbo Architecture, was developed and made available for distribution in 2000 to facilitate the process of developing these architectures, using the National ITS Architecture as a reference. Version 6.0 of the National ITS Architecture was the first to be made available exclusively from the internet, and together with internet distribution of Version 5.0 of the Turbo Architecture software tool, represents further advances in enabling both to be readily available to all interested parties in the public and private sectors. The National ITS Architecture thus continues to be the definitive reference for ITS deployment planning.

The second major follow-on task was deployment support. Workshops were initiated in late 1999 to support Metropolitan Planning Organizations (MPOs) and statewide development of regional and project architectures. More than 125 of these workshops have been conducted to date and continue in various forms, including systems engineering process improvement reviews and workshops as a part of the Systems Engineering Program as it is related to the Architecture Program. Technical reviews of draft regional ITS architectures have been given as well as on-site technical support to facilitate the use of architectures in the transportation planning process at the state, region, and MPO levels. In addition, outreach programs have been supported with presentations being given at major transportation forums throughout the country as well as internationally.

The ITS Architecture Program has been linked with the national architecture effort in Canada for over ten years, and more recently has included the development of a border information flow architecture template that has been developed for use by both Canada and the United States at sites along our northern border. Work is underway for a similar effort on the southern border with Mexico.

C.2 CONTRACT OBJECTIVES

The objectives of this contract are to:

1. Support and manage the evolution of the National ITS Architecture to include changes due to deployment experiences, changes in requirements, and changes due to results from public and private sector ITS research programs and initiatives that will be integrated into the national transportation system and the National ITS Architecture.

2. Assist the U.S. DOT policymakers in defining policy consistent with the National ITS Architecture and in compliance with applicable surface transportation legislation (currently “SAFETEA-LU”) and applicable regulations including but not limited to 23CFR part 940 (“The Architecture Rule”). Ensure that the National ITS Architecture reflects any new federal policies that may be put into effect.

3. Maintain and upgrade the Turbo Architecture software tool and ensure that it conforms to the latest version of the National ITS Architecture.

4. Support the mapping of ITS standards to the National ITS Architecture and appropriately support elements of the ITS Standards program to assure that this linkage remains consistent and robust.

5. Provide ITS deployment support in the transportation planning process at the state, region, and MPO and on occasion, local levels.

6. Provide technical support in the maintenance and use of regional ITS architectures, and training support in the architecture and systems engineering process to users at the state and local level.

7. Participate in outreach and training efforts to explain and promote the use of the National ITS Architecture to Federal Highway Administration (FHWA) Resource Centers and division offices; and assist efforts to facilitate the use of the Architecture among state and local planners, implementers, integrators, and manufacturers.

8. Provide technical support to ITS architecture activities along the United States-Canada border and, to the extent possible, future ITS architecture activities along the United States-Mexico border. This may be expanded to include other surface transportation and air entry points, including ports.

9. Support the ITS cooperative systems Engineering Program currently working to define a detailed level ITS architecture for vehicle-to-vehicle (V2V) and vehicle-to-infrastructure (V2I) communications-centric ITS, collectively referred to as “V2x cooperative systems” in this document.

10. Integrate the detailed-level V2x cooperative systems architecture developed as part the ITS cooperative systems Systems Engineering Program into the National ITS

Architecture Program; and maintain, upgrade, and enhance the functionality of that ITS architecture in the same manner as the National ITS Architecture.

11. Participate in international ITS standards and ITS architecture harmonization activities as appropriate to the maintenance and evolution of the National ITS and V2x cooperative systems architectures.

C.3 SCOPE

The scope of this contract is limited to the maintenance, development, and research and any other support services that may be required to support the National ITS Architecture, the Border Architecture program (United States-Canada border, United States-Mexico border), and the V2x cooperative systems architecture.

This may also include conducting workshops, training, and outreach to stakeholders throughout the United States of America.

C.4 DELINEATION OF WORK

Upon contract award, the contractor shall not incur costs on the respective tasks, until Task Orders are issued. In order to accomplish the contract objectives, the following list of task areas shall be performed, as directed through the issuance of specific task orders.

C.4.1 Task Area A – National ITS Architecture Evolution (Maintenance and Support)

The contractor shall provide advice, recommendations, and administrative and technical support to the U.S. DOT regarding issues that may specifically impact the National ITS Architecture, its maintenance and evolution. Specific activities may include:

C.4.1.1. Analyzing aspects of the National ITS Architecture program, attending specific ITS Joint Program Office (JPO) meetings and delivering required program status briefings and reports to the U.S. DOT.

C.4.1.2. Ensuring that necessary facilities, staff, and equipment required to effectively carry out the National ITS Architecture program objectives are available.

C.4.1.3. Providing the ITS JPO Architecture Program Manager strategic advice and recommendations concerning the direction and near-term future of the Architecture program.

C.4.1.4. Developing white papers and other documents and/or conducting briefings to address the National ITS Architecture and deployment issues at forums that may include the ITS America Annual Meeting, the Transportation Research Board Annual Meeting, and others as directed by the ITS JPO Architecture Program Manager.

C.4.1.5. Providing the ITS JPO Architecture Program Manager technical advice and reviews of ITS standards development, testing, and deployment efforts, especially as directly related to the National ITS Architecture.

C.4.1.6. Maintaining configuration control while addressing all updates to National ITS Architecture documentation.

C.4.1.7. Remaining informed of relevant ITS developments and deployments that may require changes to the National ITS Architecture, proposing such changes when they are identified, and implementing them upon approval. As appropriate, soliciting recommendations for alterations to the National ITS Architecture from relevant stakeholder groups including U.S. DOT modal administrations; state, regional and local governmental entities; and/or appropriate ITS, automotive, and surface transportation industry representatives.

C.4.1.8. Evaluating proposed changes to the National ITS Architecture to determine their impact on the National ITS Architecture itself and to other on-going U.S. DOT activities, and integrating them into the National ITS Architecture upon U.S. DOT approval.

C.4.1.9. Maintaining the integrity of the National ITS Architecture documentation set, especially the architecture definition. Providing CD ROM versions of the National ITS Architecture to users upon request following all major updates. Providing web-based changes to reflect all formal updates to the National ITS Architecture.

C.4.1.10. Maintaining and enhancing the Turbo Architecture software tool as required to fully address upgrades to the National ITS Architecture definition and to respond to the FHWA Rule and FTA Policy on Architecture and Standards and other regulations/policies that may come into effect.

C.4.1.11. Ensuring that the Turbo Architecture software tool is consistent with the latest version of the National ITS Architecture and provide technical support as needed to users of the Turbo Architecture software tool.

C.4.1.12. Participating in National ITS Architecture-related activities within major U.S.

DOT initiatives and research projects and integrate relevant elements into the National ITS Architecture.

C.4.1.13. Maintaining the National ITS Architecture website and all appropriate documentation, to include the latest versions of both the National ITS Architecture and Turbo Architecture.

C.4.2 Task Area B – Deployment Support

The contractor shall provide overall support to the U.S. DOT in ensuring that the National ITS Architecture is considered in all local and national ITS deployments. The contractor shall provide limited training support to public sector (Federal) personnel and other users as may be directed by the Government. The contractor shall support architecture outreach efforts to U.S.

DOT Resource Centers and division offices, state and local implementers, other administrations within the U.S. DOT, and other stakeholders as required. Specific activities may include:

C.4.2.1. Providing technical assistance to the National ITS Architecture Field Support Team (AFST), FHWA division offices, other Federal employees, and FHWA contractors as needed to educate them on the National ITS Architecture and regional ITS architecture development, deployment, use, and maintenance. This may include ensuring they are consistent with requirements of applicable surface transportation legislation (currently “SAFETEA-LU”) and applicable regulations including but not limited to 23CFR part 940 (“The Architecture Rule”), the Federal Transit Administration (FTA) Policy on Architecture and Standards, and other regulations/policies that may come into effect.

C.4.2.2. Supporting further development and maintenance of the existing Regional ITS

Architecture Guidance Document. Coordinating with the FHWA and other FHWA contractors on any future architecture guidance documentation development.

C.4.2.3. Providing regional and project architecture technical reviews, including those that may be conducted on-site.

C.4.2.4. Evolve the architecture and systems engineering workshops, as well as the systems engineering process improvement reviews, to remain focused on current needs in the field using experience and lessons learned from the use and maintenance of regional ITS architectures and mainstreaming of systems engineering at the state, regional, MPO, and/or local levels. Using appropriate training methods including webinars and/or other innovative delivery techniques to appropriately balance training delivery costs and participant travel costs against the unique benefits of on-site training tailored to a specific region/site’s needs.

C.4.2.5. Presenting architecture and systems engineering workshops and systems engineering process improvement reviews at sites around the country and providing briefings on the process review findings and recommendations.

C.4.2.6. Developing white papers and other documents and/or conduct briefings encompassing a wide range of architecture topics including the relationship with the transportation planning process, regional and project architectures, V2x cooperative systems, and other current topics involving the National ITS Architecture.

C.4.2.7. Providing systems engineering process technical assistance.

C.4.2.8. Developing white papers and other documents and/or conduct briefings to address systems engineering and its relationship to the transportation planning process.

C.4.2.9. Facilitating workshops, charettes, meetings, and other forums that advance architecture use and maintenance and systems engineering mainstreaming.

C.4.3 Task Area C – Border Architecture Activities (Canada, Mexico, and other points of entry)

The contractor shall provide advice, recommendations, and technical support to the U.S. DOT on issues associated with border architecture activities with Canada and with Mexico. Specific activities may include:

C.4.3.1. Engaging in activities that ensure consistency and integration of the U.S. National ITS Architecture with the ITS Architecture for Canada and the Mexico national ITS architecture.

C.4.3.2. Supporting the update and maintenance of the Border Information Flow

Architecture with Canada.

C.4.3.3. Developing concepts of operation (CONOPS) and project architectures for ITS technology deployments for regions on both the United States-Canada border and United States- Mexico border.

C.4.3.4. Supporting international workshops and forums by providing technical assistance on border architecture elements specific to the respective regions.

C.4.3.5. Providing technical reviews and analyses of major ITS technology projects led or supported by FHWA in regions along the United States borders with Canada and Mexico.

C.4.3.6. Providing other technical support to emerging efforts on the United States borders with Canada and Mexico.

C.4.3.7. Providing support to any initiatives to develop border architecture(s) covering other surface transportation and air entry points, e.g. ports, into the U.S. as directed.

C.4.4 Task Area D – V2x Cooperative Systems Systems Engineering and Architecture Maintenance and Evolution

The contractor shall coordinate with the developers of the V2x cooperative systems architecture as necessary to assure a smooth transition from the architecture developer into maintenance and support to the extent that this effort has not been completed by the time of award of the contract.

Specific activities may include:

C.4.4.1. Participating in and support international architecture and standards harmonization activities in support of the maintenance and evolution of the V2x cooperative systems architecture as appropriate.

C.4.4.2. Developing white papers and other documents and/or conducting briefings covering the V2x cooperative systems architecture and deployment issues at forums that may include the ITS America Annual Meeting, the Transportation Research Board Annual Meeting, et cetera, as directed by the U.S. DOT.

C.4.4.3. Maintaining the V2x cooperative systems architecture configuration control.

C.4.4.4. Remaining informed of relevant V2x cooperative systems developments and deployments that may require changes to the V2x cooperative systems architecture.

Fully developing descriptions of those changes, proposing such changes to U.S. DOT for approval, and implementation.

C.4.4.5. Soliciting recommendations for alterations to the National ITS Architecture from relevant stakeholder groups including U.S. DOT modal administrations; state, regional and local governmental entities; and/or appropriate ITS, automotive, and surface transportation industry representatives.

C.4.4.6. Evaluating other proposed changes to the V2x cooperative systems architecture to determine their impact on other on-going U.S. DOT activities and integrate them into the V2x cooperative systems architecture.

C.4.4.7. Maintaining the integrity of the V2x cooperative systems architecture including the architecture definition. Providing web-based changes to reflect all formal updates.

C.4.4.8. Maintaining the V2x cooperative systems architecture website.

C.4.4.9. Evolving and maintaining current the existing Turbo Architecture software tool to accommodate the V2x cooperative systems architecture or developing and maintaining current a similar V2x cooperative systems architecture software tool.

C.5 REQUIREMENTS FOR IMPLEMENTING SECTION 508 STANDARDS

All electronic and information technology (EIT) documents that are prepared under this contract shall meet the requirements of Section 508.

The Act requires that electronic and information technology developed, procured, maintained, or used by the Federal Government be accessible to people with disabilities.

Unless otherwise indicated, by submission of their proposal and acceptance of the award, the contractor represents that all required 508 compliance requirements shall be met.

The following standards have been determined to be applicable to this contract:

1194.22 Web-based intranet and internet information and applications.

1194.24 Video and multimedia products.

1194.31 Functional performance criteria.

1194.41 Information, documentation, and support.

C.5.1 ITS-JPO PUBLICATION EDITORIAL GUIDELINES

1. The contractor shall follow the ITS JPO publication guidelines, which are listed on the ITS-JPO website: (http://www.its.dot.gov/pubsguidance.htm)

2. The contractor shall submit all reports intended for public distribution in one of the approved ITS JPO report templates, also found on the ITS-JPO website:

(http://www.its.dot.gov/pubsguidance.htm)

3. The contractor agrees that all documents submitted for publication on any U.S. DOT website shall be compliant with section 508 of the Rehabilitation Act, as amended.

Information about section 508 can be found on The Access Board website at http://www.access-board.gov/sec508/summary.htm

4. The contractor agrees to contact their Contracting Officer’s Technical Representative

(COTR) to request any changes to the ITS JPO template or if there are any questions about the publications process.

5. The contractor shall not make any deviations from the standard report template without prior approval by the COTR prior to submission.

C.6 DELIVERABLES:

In accordance with FAR 52.227-14 (DEC 2007) the Federal Government shall have unlimited rights, as that term is defined in FAR 52.227-14, in all data first produced in the performance of this contract and all other data delivered under this contract. The contractor grants to the Government, and others acting on its behalf, a paid-up, nonexclusive, irrevocable worldwide license for products completed under this contract, to reproduce, prepare derivative works, distribute copies to the public, perform publicly and display publicly, by or on behalf of the Government.

C.7 PREPARATION FOR PRINTING

All publications funded by FHWA must show the proper departmental “mark and signature” on the front cover, title page, and (space permitting) the spine. Internet documents must show the mark and signature at the beginning of the document or on the document’s “cover” page.

The full “mark and signature” must be used, which includes the DOT mark (the triskelion), the Department’s name, and the Administration’s name. The Administration’s name must appear in bold typeface. The logo may be reproduced in any color that is appropriate to the color themes of the publication, as long as the elements of the color used allow for sufficient contrast to read and understand the sign and accompanying text. The “same color is used for the entire “mark and signature (logo), including the DOT/FHWA names. The only exception to the one-color rule is the use of DOT blue (Pantone 285) for the triskelion, and black for the text. No other two-color combinations can be used. The logo may not be rearranged, altered, added to, or edited.

http://www.its.dot.gov/pubsguidance.htm� http://www.its.dot.gov/pubsguidance.htm� http://www.access-board.gov/sec508/summary.htm�

If the publication is a jointly prepared document, the FHWA logo must appear if FHWA has contributed to the publication. Logos from other DOT modes or Federal agencies may appear along with the FHWA logo on jointly prepared publications. If another agency is a co-author, then that agency’s seal or logo should appear to the right or directly below the FHWA logo.

Original publication must adhere to generally accepted “Standard Printing Practices” acknowledged by the printing industry.

FHWA as a government agency uses the Microsoft Operating System (OS). Other operating systems, including Macintosh/Apple are not acceptable as final deliverables. Please deliver all work in MS OS editable file formats. FHWA supports only Adobe InDesign and PageMaker for print job purposes. It does NOT support Quark Express, MS Publisher, or any other layout/design software for final print jobs.

Graphics to be included in print publications should not be embedded in the design software (i.e.

Adobe InDesign, etc.). All graphic elements must be linked from a separate “links” (or other suitably named) folder.

Photographs and other graphic elements must be a minimum of 300 dpi for standard print jobs.

Photos and other images should be displayed in a publication at the same size (or smaller) than the physical size of the element. Enlarging raster images will cause pixilation.

Color used in full-color (process) production must be in CMYK—not RGB.

All fonts and graphics must be included in the final deliverable. A separate list of all fonts and linked graphics must accompany the deliverable for printer identification.

All illustrations are to be done as vector drawings, and all final design and layout deliverables from contractors must include all original source files in their native software configuration. As with all layout publications, original vector artwork that includes text must also include the original fonts used in the element. Adobe Illustrator is the preferred choice for vector drawings, and Adobe InDesign the accepted choice for print layout applications, or other acceptable formats to be determined and agreed upon by the Government (i.e. CADD drawings, PowerPoint drawings, etc).

Adobe PDFs as a substitute for originals are NOT acceptable and should never be used as a final deliverable without the accompanying original files.

In the case that final deliverables include layered raster elements, the original layered version of the element is to be included in the final deliverables statement. The preferred software for layered raster elements is Adobe Photoshop (.psd), or Adobe Fireworks (.png—layered), or other acceptable formats to be determined and agreed upon by the Government (i.e. a raster-based GIS layer, etc.).

The final electronic files for printing shall be delivered to the FHWA on CD-ROMs, or other acceptable media to be determined and agreed upon. 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.

SECTION D – PACKAGING AND MARKING

D.1 PACKAGING

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

D.2 SHIPMENT AND MARKING

The contractor shall clearly mark each shipment in accordance with U.S. Postal Guidelines and include the company name, this contract and Task Order number, and (when appropriate), the item identification, quantity of items, and notice of partial or final delivery.

Deliverables or shipments under this contract shall be delivered to the following address:

1200 New Jersey Avenue Washington D.C 20590 Intelligent Transportation Systems Joint Program Office: HOIT-1 Attention: Steve Sill, Room E31-102 Or to: Steve.Sill@dot.gov mailto:Steve.Sill@dot.gov�

SECTION E – INSPECTION AND ACCEPTANCE

E.1 ACCESSIBILITY OF ELECTRONIC AND INFORMATION TECHNOLOGY

Each Electronic and Information Technology (EIT) product or service furnished under this contract shall comply with the Electronic and Information Technology Accessibility Standards (36 CFR 1194), as specified in the contract as a minimum.

E.2 REVIEW AND ACCEPTANCE

Work hereunder, including the annual report, shall be subject to review and acceptance by the Government. The COTR will provide the Governments acceptance for ALL deliverables under this contract. If the COTR determines any furnished product or service does not comply with the contract, the contractor will be so notified in writing, and prompt corrective action shall be taken in accordance with the Inspection clause of the base contract.

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.acquisition.gov/far/

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

52.246-2 Inspection of Supplies – Cost-Reimbursement (May 2001) 52.246-4 Inspection of Services – Fixed-Price. (AUG 1996) 52.246-4 Inspection of Services – Cost-Reimbursement (Apr 1984) 52.246-16 Responsibility for Supplies (APR 1984) http://www.acquisition.gov/far/�

SECTION F – DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

All work and services required hereunder shall be completed on or before 24 months from the effective date 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 the Task Order, and will be stated therein. All work and services required hereunder including preparation and submission of final reports shall be completed within each Task Order’s period of performance.

F.2 ALLOWABLE PERIOD OF TASK ORDER ISSUANCE

Task Orders may be issued up to the final day of this contract, and the contract will remain in force to allow for completion of all Task Orders issued. However, no new Task Orders shall be issued and no new work added to existing Task Orders after the final day of the contract.

F.3 PLACE OF PERFORMANCE

Unless otherwise specified in individual Task Orders, all work performed under this contract shall be performed at the selected Contractor’s facilities or other Contractor-approved locations.

As needed and as defined in individual Task Orders, FHWA may require work performance onsite at the US DOT Headquarters in Washington, D.C. or other Government facility. Any requirement for performance at a Government facility will be clearly defined in the Task Order.

In the event that work is required to be performed at a Government facility, access to the facilities and all equipment necessary for the performance of the Task Order will be provided, as detailed in the Task Order.

F.4 USE OF DELIVERABLES

Items developed and delivered under this contract are the property of the Government. These include all source code, executables, technical approaches, formats, and electronic files including but not limited to PowerPoint, Microsoft Word, PDF, JPEG, etc. The contractor shall allow free and unconditional use of these items, including distribution to other parties and the public for perpetuity.

F.5 PLACE OF DELIVERY

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

Ship to: Federal Highway Administration 1200 New Jersey Avenue, SE Washington, DC 20590 Attention: To be filled in at time of award Email: To be filled in at time of award

Additionally, the contractor shall submit scheduled Interim and Final Deliverables concurrently to the COTR and to ITSProjects@dot.gov.

The monthly progress reports and other items as specified shall be delivered by email to the Contract Administrator at the following address:

Office of Acquisition Management HAAM-30A, Room E65-101 1200 New Jersey Ave., SE Washington, D.C. 20590

Attention: To be filled in at time of award Email: To be filled in at time of award

F.6 LEVEL OF EFFORT REQUIRED TO ACCOMPLISH WORK

In the performance of Task Orders issued during the base period of performance of 24 months (two years) pursuant to this contract, the contractor shall provide a minimum of 300 and a maximum of 24,300 direct productive labor hours of technical and managerial effort. Direct productive labor hours are defined as actual work hours exclusive of vacation, holiday, sick leave and all other absences.

F.7 SCHEDULE OF WORK

All tasks set forth in the Statement of Work shall be performed in accordance with the work schedule as delineated in each Task Order. Performance shall begin on the effective date of each Task Order.

F.8 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.acqisition.gov (the Official General Services Administration (GSA) Site of the Federal Acquisition Regulations (FAR));

F.9 52.242-15 STOP-WORK ORDER (AUG 1989) – ALTERNATE I (APR 1984)

F.10 52.247-34 F.O.B. DESTINATION (NOV 1991)

mailto:ITSProjects@dot.gov�

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 AUTHORITY AND START UP

G.1.1 PROCUREMENT AUTHORITY

Authority to issue task orders under this contract is limited to a warranted Contracting Officer within the FHWA Office of Acquisition Management. No other office or agency is authorized to place Task Orders hereunder.

G.1.2 CONTRACT START UP

The contactor shall be prepared to accept and respond to Task Order RFP’s upon the effective date of the contract.

G.2 TASK ORDER PROCEDURE

G.2.1 TASK ORDER PROCEDURE

All funds expended under this contract shall be incurred, accounted for, and invoiced under individual Task Orders.

The work shall be conducted by the contractor on an as needed basis, within the scope of the contract. The exact nature and extent of the contractor’s work under this contract will be based upon written Task Order Proposal Request (TOPR) developed by the Government, once work is identified. Such proposal requests may be issued electronically or hard copy. The contractor should submit to the Contracting Officer a Task Order Proposal (TOP) within the time period specified for submission. Task Order proposals will be submitted electronically, except as otherwise stated in the TOPR’s.

Performance under this contract is subject to the following ordering procedure:

a. The Contract Administrator or the CO 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 distributed through mail or electronic communication. Each TOPR will state the due date for proposal submission.

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

(1) Name of the COTR;

(2) Contract number, TOPR number, due date and time, and submission instructions (i.e., email submission and/or number of copies required);

(3) Description of work;

(4) If applicable, maximum number of contract labor hours and other resources authorized;

(5) Documentation requirements;

(6) Delivery/performance schedule;

(7) Quality assurance standards, as appropriate;

(8) Travel ceiling authorized is applicable; and

(9) Planned Task Order award type (Firm-Fixed Price or Cost Plus Fixed Fee).

(10) Final Deliverables

(11) Monthly Progress Content

(12) Project Management Plan Requirements

(13) Evaluation Factors

d. The Contractor’s Task Order Proposal shall outline the Contractor’s overall approach for completing the Task Order and shall, at a minimum, include:

(1) Signed cover letter stating the Contractor’s point of contact, the contract number, and the TOPR number;

(2) Technical approach for performing the work, including a detailed description of tasks proposed, and a table summarizing proposed deliverables and due dates;

(3) Proposed schedule and estimated date of commencement of work;

(4) Staffing approach for performing the work including staff labor categories and proposed roles, and a level of effort chart by labor category;

(5) Cost / Price proposal for the Task Order period of performance including:

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

• Indirect Rates and their bases

• 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 or Fixed Fee- total and the percentage and its application.

• Total estimated cost or price for completion of the task order

(6) A confirmation that the contractors performance of the Task Order will comply fully with the requirements of Section 508 of the Rehabilitation Act.

NOTE: Task Orders issued under this contract may be awarded either as Cost Plus Fixed Fee (CPFF) or Firm Fixed Price (FFP) depending on the nature of the work requested and the Contracting Officer’s determination.

G.2.2 TASK ORDER AWARD

The Government will evaluate each TOP in accordance with the stated evaluation criteria, and will award the Task Order to the contractor who offers the best value to the Government.

Upon mutual agreement of the parties as to the work to be performed, the schedule, and the pricing, the FHWA will issue a Task Order. The contractor shall acknowledge acceptance of the Task Order and shall immediately proceed with the conduct of the work.

Task Orders will contain, as a minimum, the following information:

1. Name and signature of the Contracting Officer

2. Name of the COTR and Task Monitor

3. Contract Number, Task Order number Task Order effective date, and period of performance.

4. A description of the task including deliverables.

5. Accounting and appropriation data.

6. The maximum amount of labor hours negotiated, fixed prices, and/or price not to exceed, and dollar amount of negotiated Fixed Fee as applicable.

7. Document and reporting requirements, as applicable

8. Delivery or performance schedule.

9. Key Personnel

10. Billing information, as applicable.

11. Any other necessary information.

The contractor shall not commence work on a Task Order without written authorization from the Contracting Officer.

The contractor shall not change or modify the delivery schedule or period of performance of any task order without written authorization from the Contracting Officer.

The Contracting Officer may modify Task Orders in the same manner as they are issued.

In the event that there is a conflict between the requirements of the Task Order and the Contractor’s proposal, the Task Order shall prevail.

For Cost Plus Fixed Fee (CPFF) Task Orders:

• If the Contractor, either at the time of receipt of a Task Order or at any time during task order 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 Contracting Officer in writing and suggest a revised estimate for completion of the work required. The Contracting Officer will make the final determination of the approved cost and number of direct productive labor hours for each task order.

• The Contractor shall not exceed the estimated level of effort or cost specified in each Task Order without written authorization of the Contracting Officer.

• The Limitation of Funds or Limitation of Costs clauses apply to each cost reimbursable 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 52.232-20, Limitation of Costs, as applicable.

G.2.3 PROJECT MANAGEMENT PLAN

ITS-FUNDED PROJECT CONTROL COMPLIANCE

Invoice Reporting

The government intends to store invoice information in a government-controlled electronic system that records the performance of projects and requires the contractor to report basic metrics. The contractor is required to submit invoices according to the specified monthly or quarterly period addressing work completed and hours expended. Specific invoice guidance and Billing Instructions are provided as an attachment to the base contract. The contractor is required to submit invoices in accordance with the invoice guidance and Billing Instructions.

The Contractor shall submit the contract and task order invoice (if applicable) directly to the Markview system as specified. Additionally, the Contractor shall submit the contract and task order invoice (if applicable) concurrently to the COTR, the COTM (if applicable), and to ITSProjects@dot.gov.

Deliverables

The Contractor shall submit scheduled Interim and Final Deliverables concurrently to the COTR, the COTM (if applicable), and to ITSProjects@dot.gov.

Progress and Earned Value Reporting

The government intends to store Progress and Earned Value Report information in an electronic system that records the performance of projects and their earned value. The government may require the contractor to provide the progress and earned value report information in an electronic medium and/or enter the progress and earned value report information directly in the electronic system.

Progress Report The contractor is required to provide monthly progress reports addressing work completed, forecasts and hours expended. Specific schedule and information includes:

(1) Monthly Progress Reports – the Contractor shall submit, to the Government, a progress report one (1) month after the effective date of the contract, and every 30 days thereafter during the period of performance. The Contractor shall prepare a progress report advising of the work completed during the performance period and the work forecast for the following period.

(2) Risk Monitoring – the Contractor shall document risks that might affect the project and the characteristics of the risk. Types of risks that must be considered include risks potentially impacting: project schedule, scope, and costs. A Risk Management Log must be maintained on an on-going basis during the entire period of performance to track risks, mitigation plans and status. Each risk will have a unique number, probability of occurrence and impact of occurrence rating. An example Risk Log is provided on the following page for guidance.

RISK LOG EXAMPLE

ID

Program Project Work

Stream Status Risk

Category Description Impacts Owner Risk Response

Plan Date

Assessed (P) (I) P*I Related Issue #

Legend:

ID # - unique identifier for each identified risk item Contract No. or Task Order No. – specific activity to which the risk item applies Project Work Stream – specific contract/task order activity and/or deliverable to which the risk item applies Status – current status of the risk item (Identified/In Progress/Resolved) Risk Category – category the risk item falls into (i.e., cost, schedule, political, regulatory, etc.)

Description – concise description of the risk item Impacts – impacts on the task or program if the identified risk occurs Owner – individual or entity with authority to resolve risk Risk Response Plan – description of the planned response should an identified risk occur. This column can be a reference to a specific plan document.

Date Assessed – most recent date the risk and/or risk response plan was updated

(P) – see table below

(I) – see table below P*I – risk probability (P) multiplied by impact of risk (I) Related Issue # - identifier of the issue # associated with the identified risk (if applicable)

Probability of Occurrence (P) Impact of Risk (I) 3 = High Certain or very likely to occur

3 = High Major impact on cost, schedule, or scope

2 = Medium 50/50 chance of occurring

2 = Medium Significant impact on cost, schedule or scope

1 = Low Possible, but unlikely to occur

1 = Low Insignificant impact on cost, schedule, or scope

Earned Value Report (For procurements greater than $2,000,000) The Contractor shall manage this contract with the use of an earned value management system (EVMS) that is compliant with the guidelines in ANSI/EIA Standard 748 (current version at time of award).

In addition to the above mentioned items, the Contractor shall report the following as part of the invoice statement:

• Budget at Completion (BAC)

• Earned Value

• Actual Cost of Work Performed (ACWP)

• Budgeted Cost of Work Scheduled (BCWS)

The contractor shall provide monthly earned value reports after the issuance of the award. The level of detail in the project Work Breakdown Structure (WBS) shall accommodate the reporting frequency. Reports shall, at a minimum, be at WBS Level 3.

The following definitions are provided to help guide earned value reporting and analysis:

• ACWP (Actual Cost of Worked Performed): Total cost incurred (direct or indirect) in accomplishing work during a given time period.

• BAC (Budget At Completion): The sum of all budgets established for the work to be completed on the project; the total planned value for the project.

• BCWS (Budgeted Cost of Work Scheduled): The sum of the approved cost estimates (including any overhead allocations) for activities (or portions of activities) scheduled to be performed during a given period (usually project-to date).

• EV (Earned Value): (1) A method for measuring project performance. It compares the amount of work that was planned with what was actually accomplished to determine if cost and schedule performance is as planned. (2) The budgeted cost of work performed (BCWP) for an activity or group of activities.

• WBS (Work Breakdown Schedule) level 3: The hierarchical level of project task management, e.g. Level 1 is the project or system, Level 2 is the life cycle, and Level 3 is the task or deliverable.

The Contractor shall submit the contract and task order progress and earned value report (if applicable) concurrently to the COTR, the COTM (if applicable), and to ITSProjects@dot.gov.

A sample progress report will be provided upon email request to ITSProjects@dot.gov.

G.3 CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COTR)

G.3.1 COTR RESPONSIBILITIES

The Contracting Officer will designate a Technical Representative (COTR) for the contract to assist in monitoring the work under the contract as well as the Task Orders issued there under.

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 statement of work, 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 of the contract.

The Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds and/or award, modify or terminate a contract or task order. The technical administration of this contract shall not be construed to authorize the revision of the terms and conditions of this contract.

If the contractor receives directions from anyone other than the Contracting Officer they believe it will affect the terms, conditions, schedule or pricing, they shall…