DTFH61-11-R-00028_HSIS VI SOLICITATION.pdf

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING

PAGE OF

1 73

2. CONTRACT NO.

3. SOLICITATION NO.

4. TYPE OF SOLICITATION

5. DATE ISSUED

6. REQUISITION/PURCHASE NO.

DTFH61-11-R-00028

SEALED BID (IFB)

July 25, 2011 42-20-11007 x NEGOTIATED (RFP)

7. ISSUED BY CODE:

HAAM-20

8. ADDRESS OFFER TO (If other than Item 7)

See Block #7

Federal Highway Administration Office of Acquisition Management 1200 New Jersey Avenue, SE, Mail Drop: E65-101 Washington, DC 20590

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

SOLICITATION

9. Sealed offers in ONE original for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in 1200 New Jersey Avenue, SE, Mail Drop E65-101 , until August 25, 2011, 3:00 pm local time EST.

An additional electronic copy shall be provided to Sarah.Khan@dot.gov 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. FOR

INFORMATION

CALL:

A. NAME

B. TELEPHONE (NO COLLECT CALLS)

C. E-MAIL ADDRESS

Sarah H. Khan Sarah L. Berman

AREA

NUMBER EXT.

Sarah.Khan@dot.gov Sarah.Berman@dot.gov

366-0220 366-4233

11. TABLE OF CONTENTS

(X)

SEC

DESCRIPTION

PAGE(S)

(X)

SEC

DESCRIPTION

PAGE(S)

PART I - THE SCHEDULE

PART II - CONTRACT CLAUSES

Υ

A

SOLICITATION/CONTRACT FORM

I

CONTRACT CLAUSES 40

B

SUPPLIES OR SERVICES AND PRICES/COSTS

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

C

DESCRIPTION/SPECS./WORK STATEMENT

J

LIST OF ATTACHMENTS

D

PACKAGING AND MARKING 13

PART IV - REPRESENTATIONS AND INSTRUCTIONS

E

INSPECTION AND ACCEPTANCE 13

K

REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

F

DELIVERIES OR PERFORMANCE

G

CONTRACT ADMINISTRATION DATA

L

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

H

SPECIAL CONTRACT REQUIREMENTS

M

EVALUATION FACTORS FOR AWARD

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. NAME

AND

CODE

FACILITY

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

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 SHOWN IN >

(4 copies unless otherwise specified)

ITEM

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

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

24. ADMINISTERED BY (If other than Item 7)

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

27. 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, and personnel and shall perform all services necessary to provide non-personal technical support for the Federal Highway Administration’s Highway Safety Information System (HSIS).

The total estimated cost-plus fixed-fee for the performance of this contract is $(to be negotiated), which consists of the total estimated cost of $(to be negotiated), and a fixed fee of $(to be negotiated

NOTE

: All travel shall be reimbursed at cost in accordance with the Travel and Per Diem clause (reference Section G).

NOTE: All software and equipment purchases shall be approved in writing by the Contracting Officer’s Technical Representative (COTR) prior to purchase. The maximum value of all equipment proposed shall not exceed $72,800.

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

INTRODUCTION

In the late 1980's, the Federal Highway Administration (FHWA) recognized the need for a roadway-based safety data system to allow the highway safety community to better address current and emerging highway safety issues, and initiated the development of the Highway Safety Information System (HSIS). Options that were explored included the collection of additional crash data for the Highway Performance Monitoring System, the expansion of Fatal Analysis Reporting System (FARS) and National Automotive Sampling System (NASS), and the acquisition of State data. Based on the need for large samples of detailed roadway and traffic inventory information; the need to upgrade the system annually; and the need to keep the long-term data acquisition costs within budgetary constraints, it was determined that the most effective way to proceed was to develop the HSIS from data that was already being collected by State highway agencies for their own use.

In the HSIS, data are acquired annually by the FHWA. The data undergoes a series of quality control checks and is prepared in a format that allows the data from the various files (accident, roadway, traffic, etc.) to be merged. Researchers then use the merged data in analyses. Instead of attempting to combine data from different States into a common format, which would result in loss of much unique information, the HSIS was developed to maintain the integrity of the individual files within each State. In addition to cost savings, this type of system provides several advantages for problem analysis. First, each State data set can be examined to determine which possess the most appropriate data variables, sample sizes, and linkages. Second, state-by-state analyses can be done using the appropriate data for each State. Even with a relatively large database in an individual State, it is often the case that the development of relationships between safety, geometric, and operations-related factors (e.g., large truck crashes as a function of roadway design on a certain road type) cannot be adequately done due to limitations in sample sizes. Finally, there is a need to determine whether a safety relationship or problem based on one State’s database can be shown to hold true for other States/jurisdictions. The initial version of the HSIS was brought on-line in 1990 and included five states – Illinois, Maine, Michigan, Minnesota, and Utah. The participating States were selected based on a detailed review of all 50 States that examined the variety, quality, and quantity of data, and the ability to merge various files. Between 1990 and 1994, the HSIS was used successfully in over 70 safety analysis efforts.

While the original system proved to be quite valuable, the use over a five-year period indicated the system to be limited in terms of factors such as geographic coverage, climate, and road type.

In addition, the research that was conducted and the questions that were being asked by the HSIS customers led FHWA to recognize the need for additional special files – files related to intersections, interchanges, the roadside, and horizontal and vertical alignment. To help overcome these limitations, FHWA decided to expand the HSIS in 1995. In this expansion, three States were added to the system -- California, North Carolina, and Washington. These States were chosen, not only because they possess very good accident, inventory, and traffic information that could be linked together, but they also increased the geographic coverage, the quantity of data, and the variety of files available to the user. In particular, these new States brought in much needed information on roadway alignment, intersections, and interchanges. In 2004, Urban Centers were explored for addition into the HSIS. Urban Centers have specialized databases that contain have more details such as sidewalk inventories, intersection files intersections (signal timings, volumes, etc), GIS overlays, and non-motorized (pedestrian, bicycle, etc) crashes that are not available from a State Department of Transportation (DOT) database. Currently, the HSIS has State crash, roadway, and traffic data from California, Illinois, Maine, Minnesota, North Carolina, Ohio, and Washington and an Urban Center data from Charlotte, NC. Due to changes in reporting and collection practices, Michigan and Utah are no longer participating HSIS States.

Since the inception of HSIS, approximately 200 safety analysis efforts have been completed with the information system. Additionally, the on-site HSIS laboratory, staffed by a manager and an analyst, has been in continuous operation, serving the data analysis needs of FHWA and its constituents.

The HSIS, HSIS-II, HSIS-III, HSIS-IV, and HSIS-V were developed and have been maintained and operated by the University of North Carolina Highway Safety Research Center under research contracts with the FHWA. This follow-on contract will provide for the continued maintenance and operation of the HSIS while planning and developing the next generation of the system (HSIS-VI). The focus of this effort will be on maintaining, improving, and promoting the HSIS to ensure it meets the emerging needs of the FHWA and the highway safety community.

These emerging needs include HSIS evaluation projects, projects internal to FHWA, such as the Interactive Highway Safety Design Model (IHSDM), the Pedestrian Bicycle Crash Analysis Tool (PBCAT), GIS Safety Analysis Tools, or analysis support of various Safety focus areas and topics.

CONTRACT OBJECTIVES

1. To provide the technical support required to maintain and operate the HSIS from

November 1, 2011 through October 31, 2016.

2. To develop a sixth generation of HSIS (HSIS-VI) that improves the system in meeting the current and future highway safety data needs of the FHWA and the safety community.

SCOPE OF WORK

This study shall further operate, evaluate, enhance, and promote the HSIS. The existing system shall be maintained and additional years of accident, roadway, and traffic data shall be acquired as they become available from the participating eight States. The system maintenance will include monitoring and upgrading of the system to take advantage of state-of-the-art computer hardware and software. The continued operation of the on-site laboratory, providing data management and statistical support, shall also be undertaken. Identifying, collecting, and integrating new data files in the existing States, possibly from new States or other sources will enhance the HSIS. The HSIS shall be used to address current and future highway safety analysis issues of national importance. Activities to enhance and promote the HSIS shall be explored and implemented.

DELINEATION OF CONTRACTOR TASKS

In order to meet the objectives of this contract, the Contractor shall perform the following tasks:

Task A - Review HSIS-V

1. Review all existing HSIS materials to become familiar with the design, operation, and use of the existing system. This review shall include:

a. HSIS State Guidebooks (Volumes I and II)

b. Supplementary State Documentation

c. HSIS data files, merge programs, HSIS computer hardware, and software documentation

d. Geographical Information System (GIS) capabilities in the HSIS laboratory

e. Photolog capabilities in the HSIS laboratory

f. Existing HSIS Operation and Evaluation plans

g. Project log

h. Publication log

i. HSIS summary reports and published articles

j. HSIS informational Web site: www.hsisinfo.org http://www.hsisinfo.org/�

2. Develop a thorough understanding of the day-to-day operation of the system through a series of meetings with the COTR, existing HSIS staff, and system users. These meetings will include the existing principal investigator, HSIS staff researchers, computer support staff, and FHWA staff who use the system.

3. Meet with all existing State and the Urban Center contacts to become familiar with the key players in each State and Urban Center, to develop a better understanding of their data, and to identify any State concerns about their continued participation in the HSIS.

Task B - Develop HSIS-VI Operation Plan

1. Develop a detailed plan that covers the maintenance and operation of the HSIS for 2011 through 2016. On or before March 1, 2012 the Contractor shall submit the draft plan to the Contract Specialist. The plan shall address issues regarding the transition between HSIS-V and HSIS-VI. The plan shall build upon the existing operation plan.

Deficiencies should be identified and new approaches developed. The plan shall include:

a. Maintenance

1) Maintain the existing HSIS data. A listing of the existing data files and coverage can be found at the HSIS informational Web site, www.hsisinfo.org

2) Acquire, format, and maintain the 2010 through 2015 data from each of the participating States. In addition, as of May 2011, three States were behind in processing their pre-2010 data. Data from 2009 shall be acquired and formatted for these States, under the terms of maintenance and contractual continuity. This task involves requesting the data from each State, converting the data from raw file format to SAS format to Oracle relational data base format, and conducting many quality control checks. This progress should be covered in a bi-monthly report.

3) Monitor proposed and initiated changes in the records’system, data collection policies, and data processing policies of the participating States, and develop a strategy for addressing these changes. Since the data collected by a State may change from year to year, frequent communication will be required with each of the State contacts. All changes shall be documented in the guidebooks, and translation programs shall be developed and implemented to convert the data to a common format.

4) Maintain the existing HSIS computer hardware and software listed in Section H – Government Furnished or Acquired Property.

5) Update and maintain the HSIS documentation. The documentation is on the HSIS Web site. This documentation includes Guidebooks for each of the participating States and Urban Center, and any other supplemental documentation. The HSIS Guidebooks are to be updated on a two-year cycle with the next update scheduled for 2012.

6) Update and maintain HSIS informational Web site: www.hsisinfo.org. This includes any activities necessary to meet FHWA Web Certification (see attached FHWA Web Certification Checklist).

7) Make enhancements to HSIS. The HSIS currently has seven participating States (HSIS only has historical data from MI and UT and no longer receives data from these two states) and one Urban Center (cities/MPOs.) An example of an "enhancement" would be adding a new State's or new Urban Center's databases to HSIS. At a minimum, the State's databases would include the traffic, geometric, and crash files like the other States and these would have to be linked. Another example of an enhancement would be supplemental databases that would provide additional information regarding the roadway or specific types of crashes.

b. Operation

1) Provide the overall management of the project, and the daily operation of the HSIS at Turner-Fairbank Highway Research Center. As part of this effort, the Contractor shall provide on-site staffing at the FHWA’s Turner-Fairbank Highway Research Center, 6300 Georgetown Pike, McLean, Virginia. The Contractor is required to provide at least one full-time HSIS laboratory manager/highway safety engineer and one full-time highway research analyst (8 hours a day) during the core FHWA business hours (7:45 a.m. - 4:45 p.m.). In addition, junior level staff covering the equivalent of one full-time individual should be provided.

2) Apply the system for analyses. The primary goal of the HSIS is to use the system to address highway safety analysis issues, and present findings from research efforts at national conferences and in peer-reviewed publications. The data analysis activities will form the core of the HSIS operation. The COTR will establish the project priorities and provide the Contractor with the analysis/research efforts to complete. For each major analysis/research effort, the Contractor shall develop a work plan. Each work plan shall include:

a) description of the problem being examined

b) review of relevant literature

c) tasks to complete the analysis

d) estimate of the level of effort

e) time estimate for completion

NOTE: All work plans shall be submitted to the COTR for approval. COT will provide comments within 15 days. Approval of the work plans will be conducted within 30 days of submission.

3) Provide HSIS data to the highway safety community. HSIS data is available to the highway safety community for research conducted in the general public interest, which is aimed for publication in a scientific journal or other national publication. The Contractor shall provide extract files of HSIS data to individuals/organizations that request it in the spirit of general public interest.

4) Provide HSIS data and analytical support to the FHWA Office of Safety, as well as other U.S. and State DOT data requestors requiring data relevant to addressing DOT strategic plan objectives, in support of ad hoc research needs. This shall include providing review of statistical analyses that were or will be conducted on various research activities.

5) Use HSIS with other databases such as the Fatal Analysis Reporting System (FARS), Critical Analysis Reporting Environment (CARE), GES (General Estimates System), etc., to conduct highway safety analyses to support the needs of the FHWA’s Office of Safety R&D, Office of Safety, and other headquarters and field offices. The mission of the Office of Safety includes significant development and use of information to drive the FHWA safety program. The FHWA’s safety program supports the use of this Contract to meet much of the data analysis mission.

6) Acquire and disseminate supplemental data sets. Activities shall encompass creating, cataloguing, documenting, analyzing, maintaining, and distributing these supplemental data sets. These may include but are not limited to: intersection data, lighting data, pavement data, motorcycle crash data and any other data sets that will improve understanding of the interaction between roadway elements and crashes. These supplemental data sets should further understanding of cross-cutting issues across DOT modes.

7) Review the current HSIS computer capabilities to determine if they will meet the needs of HSIS-VI requirements. If additional hardware or software is needed, the Contractor shall investigate options and prepare a detailed plan justifying the hardware/software required. Complete purchase specifications and cost estimates from three vendors shall be obtained. Major equipment and software maintenance agreements must be approved in writing by the COTR prior to purchase by the Contractor. Minor equipment upgrades and software enhancements shall be purchased by the Government.

8) Prepare HSIS for the future exigencies of GIS data. Under the guidance of FHWA, the Contractor shall provide support to the Office of Safety R&D in developing and implementing a plan for new GIS safety analysis tools. Additionally, the Contractor shall explore further enhancement of GIS capabilities in HSIS.

9) Support of tools developed and maintained under HSIS. These shall include but are not limited to GIS Safety Analysis tools, PBCAT, HSIP database, and the CMF Clearinghouse. This shall include preparing HSIS for the future requirements of the data associated with these tools. Upon their availability, the new data, such as but not limited to Urban Center data, shall be integrated into the HSIS when applicable and possible, or as a supplemental data set able to be linked clearly and logically, via FHWA-acceptable linkage variable(s), to the HSIS data.

10) Support HSIS Data Contest. The Contractor shall work with FHWA to develop and administer a contest, through a neutral third party that has experience and/or affiliation with research, using HSIS data, modeled after the FHWA Long Term Pavement Performance (LTPP) International Data Contest. Similar to the LTPP Data Contest, the HSIS Data Contest could assess HSIS data integration in four categories: (a) undergraduate student (individual or team) project, (b) graduate student (individual or team) project, (c) faculty integration of HSIS in the classroom curriculum, and (d) partnerships demonstrating use of HSIS data into their projects. This neutral party shall be a professional organization involved in transportation safety and dissemination of professional information with sufficient expertise to provide rating of the contest entries.

The Contractor in conjunction with the FHWA shall determine the awards and award structure for the various categories. It is expected that the HSIS Data Contest shall be conducted annually. Information regarding the LTPP International Data Contest can be found at http://www.fhwa.dot.gov/pavement/ltpp/contest.cfm. The draft data contest plan shall be developed no later than July 1, 2012, with the final due no later than August 15, 2012. The HSIS Data Contest shall be administered by the Contractor during 2012 through 2016.

11) Support HSIS Web site. The Contractor shall maintain and update the HSIS when appropriate by the FHWA. In addition, the Contractor shall review the current HSIS Web site and provide prioritized recommendations regarding how it can be improved as an effective tool to market HSIS data, capabilities, publications, and other HSIS products.

The review and recommendations should also explore other functions for the HSIS Web site. Upon approval from the COTR, the Contractor shall implement the recommendations.

12) Market and promote the HSIS. The Contractor, in coordination with FHWA, shall explore and implement activities in addition to the HSIS Web site and HSIS Data Contest to market and promote the HSIS’ data, services, and products to new audiences.

2. Deliver a revised final Task B plan that reflects Government comments to the COTR and

Contract Administrator on or before April 30, 2012. The Government may take 20 days from receipt of the draft to provide comments.

Task C – Maintain and Operate HSIS-V/VI

Beginning on May 1, 2012, with written approval from the COTR, and in accordance with the approved Task B plan, provide support to:

1. Maintain HSIS - The maintenance of the HSIS includes:

http://www.fhwa.dot.gov/pavement/ltpp/contest.cfm�

a. Maintain existing HSIS files

b. Acquire and prepare 2010 through 2015 HSIS files (Pre-2010 data may have to be acquired for certain States)

c. Monitor proposed changes of data systems within the participating States

d. Maintain the HSIS computer equipment and software

e. Update and maintain HSIS documentation

f. Update and maintain HSIS Web site (www.hsisinfo.org)

g. Enhance HSIS

2. Operate HSIS - The operation of the HSIS includes:

a. Project management and coordination

b. Conduct of highway safety research/analysis

c. Provide technical support for highway safety research and analysis

d. Collect data to support HSIS and other highway safety research activities

e. Provide HSIS data to the highway safety community

f. On-site support at Turner-Fairbank Highway Research Center

g. Prepare specifications and estimates of new computer hardware/software and scientific equipment needed for the HSIS and its projects

h. Support tools developed under HSIS

i. Develop and support HSIS Data Contest

j. Provide input on the HSIS Web site and other HSIS information dissemination tools.

3. Arrange and conduct an annual, two-day HSIS Liaison meetings for representatives of the States and Urban Centers participating in or being considered for inclusion in HSIS, HSIS contract staff, and appropriate FHWA personnel. The purpose of the meetings shall be to solicit information from the State and Urban representatives on the design and operation of the HSIS, and on any upcoming changes within the State and Urban information systems. The meetings are to be held in the fall season of each year at a site to be mutually agreed upon by the principal investigator and the COTR. The Contractor shall prepare minutes for each conference and distribute those minutes within 45 days after a meeting to the State and Urban Center representatives, HSIS contract staff, and appropriate FHWA personnel. The Contractor is to reimburse all State and Urban Center participants for their travel costs associated with these meetings. The established travel budget includes funding for two representatives from each participating State and Urban Center to attend the annual HSIS conference. See Section L for more information regarding the travel budget.

Task D - Evaluate HSIS-V

To provide a framework for the design of HSIS-VI, the Contractor shall:

1. Conduct an evaluation of the ability of the existing HSIS to meet the needs of the users.

http://www.hsisinfo.org/�

This evaluation shall include:

a. An identification of the current and potential users of HSIS and an assessment of the ability of the HSIS to meet their safety data needs. This assessment shall include a review of the data of the current States and Urban Centers participating in HSIS and a review of data from non-HSIS states. The Contractor in conjunction with the COTR shall determine what additional data would enhance the HSIS and from where the data may be obtained. This may entail adding a State or Urban Center to the HSIS and/or replacing a participating HSIS State or Urban Center in favor of other States or Urban Centers that may have more complete and higher quality data. An important source to learn about non-HSIS States’ data are the reports from National Highway Traffic Safety Administration’s Traffic Records Assessments. These assessments have been conducted over the past several years for most of the 50 States. The Contractor may be required to travel to several non-HSIS States to learn more about the details of their data. The Contractor shall establish evaluation criteria to assess the data systems for non-HSIS States, HSIS States and HSIS Urban Centers. The Contractor shall make recommendations for enhancing HSIS with more data from additional sources and States and Urban Centers to include in HSIS-VI without exceeding a total of 12 participating States/Urban Centers/databases. While state-system highways that pass through urban areas are included in HSIS, the system does not contain city/local roads and their associated crashes. Therefore, many urban safety issues typically cannot be addressed with the HSIS.

b. As appropriate and as directed by FHWA, examine how new and upcoming technologies can be utilized to enhance the HSIS databases. These new and upcoming technologies may potentially collect field data to fill data gaps such as horizontal and vertical alignment data.

2. On or before August 1, 2012, submit the draft evaluation as a Word document via e-mail to the COTR and to the Contract Specialist. The Government will review the plan and provide comments within 30 days of receipt. The Government’s comments shall be reflected in the final version of the Task D plan. Within 30 days of receipt of the Government’s comments, the Contractor shall submit an electronic copy of the final Task D plan to the COTR, no later than November 1, 2012

Task E - Design HSIS-VI

1. Using the results from Task D, the Contractor shall develop a conceptual design for the development of HSIS-VI. This design should focus on ways to: (a) improve the quality and range of data available in HSIS to meet the current and future analysis/research requirements of FHWA and the safety community, (b) improve the HSIS information dissemination approaches in marketing the system, its tools, and capabilities, and (c) improve the accessibility of the HSIS and its tools to the FHWA and the safety community. In developing the conceptual design, the Contractor shall:

a. Identify and prioritize data gaps, equipment gaps, accessibility gaps, information dissemination gaps, and analytical gaps in HSIS.

b. Investigate options for filling the identified gaps. These options may include, but are not limited to: acquiring data from new States/jurisdictions; acquiring unique or supplemental databases resulting from other studies; collecting field data through manual or automated modes using current and emerging technologies; renewing Geographical Information System (GIS) capabilities;

collecting data from existing photologs in the HSIS laboratory and acquiring photologs for additional States and years; obtaining existing project history files from HSIS states (Headquarters and District levels); and hiring outside consultants for assistance on information dissemination, analytical, data collection, and marketing efforts. See Section L for the Government’s recommended budget for activities associated with filling the gaps.

c. Provide recommendations as to how the gaps should be filled, and provide a prioritized list of what gaps to fill first. Included with each recommendation shall be an estimate of the level of effort required.

d. Develop a staging plan and budget to act on the recommendations.

2. On or before October 31 2012, submit a Word document of the conceptual design to the

COTR and the Contract Specialist. The Government will review the conceptual design and provide comments within 30 days of receipt. The Government’s comments shall be reflected in the final version of the Task E plan. Within 30 days of receipt of the Government’s comments, the Contractor shall submit an electronic copy of the final Task E plan to the COTR, no later than December 30, 2012.

Task F - Develop HSIS-VI

1. On or before February 28, 2013, using the final design from Task E, and incorporating the Government’s comments, initiate development of HSIS-VI.

2. The schedule and progress of system enhancements in developing HSIS-VI shall be documented on a continuous basis in bi-monthly progress reports (see Task G). In addition, within the final year of the Contract, recommendations shall be provided for future enhancements that may be appropriate to consider in a follow-on effort to this Contract. These recommendations shall be documented in the progress reports.

Task G - Prepare HSIS Reports

At a minimum, the Contractor shall be responsible for the preparation of the following reports:

1. At the conclusion of each significant HSIS effort (to be defined by the COTR and principal investigator), prepare a 2 to 6 page HSIS summary report complete with appropriate figures and tables highlighting the results of the analysis. These summary reports shall follow the style and format of the existing HSIS summary reports. A set of existing HSIS summary reports can be found at the FHWA’s Web site www.tfhrc.gov and at the HSIS informational Web site www.hsisinfo.org

. Three copies of each document shall be sent to the COTR. In addition, the COTR and principal investigator will decide for which HSIS research/analysis efforts to have technical papers prepared of length and style suitable for publication in a Transportation Research Record, the FHWA’s Public Roads, Institute of Transportation Engineers’ journal, or a comparable journal. At a minimum, the HSIS staff shall submit two technical articles to be published each year.

2. The HSIS Update is an internal publication for HSIS States, Urban Centers and the FHWA. This Update shall periodically publish HSIS evaluations, data issues and projects, research suggestions, and planned activities and meetings.

3. The Contractor shall prepare a bi-monthly report describing activities, advancements, and accomplishments, based upon deliverable schedule.

4. Requirements for FHWA Documents, Publications, and Reports shall be as stipulated in Section H.

5. Update the marketing, communication, and outreach plan with each completed and planned study or activity (see Task H below).

Task H -Finalize the Marketing, Communications and Outreach Plan

As part of this evaluation, the Contractor shall begin preparing a marketing, communication, and outreach plan (MCOP) for HSIS products and data analysis capabilities. This shall include review of past HSIS marketing plans and efforts and an examination of how effective the current HSIS information dissemination approaches are in marketing the system, educating users on the use of the system, and providing the highway safety community with HSIS data and results from HSIS studies. The MCOP shall describe the following:

1.Applicable products and their intended users;

2.Distribution methods and delivery formats;

3.Outreach activities (these might include conference presentations, publications, committee meetings, etc.)

4.Training materials and/or opportunities;

5.Schedule of activities; and 6.Program integration.

The Contractor shall deliver the first draft of a MCOP by December 15, 2011, using Part 1, Section 2 – Steps for Implementation of a Highway Safety Product, of “Steps to Success in Highway Safety Communications: Planning Workbook” (Workbook) as a format and content guide The Planning Workbook is available as at: http://visualmotives.com/09-1296-current/safety_program/Comm%20Plan%20Decision%20Tool%20FHWASafetyProgram_final %2006-07.doc.

Note that the Workbook is only a guide. While the MCOP shall generally follow the Workbook in structure and content, not every step presented in the Workbook is relevant for every project, and the relative importance of each step depends entirely on the specifics of each project. Also note, this task involves developing the MCOP and not implementing the MCOP.

The MCOP shall discuss how practitioners can utilize design and operational information arising from this research, and will also discuss the safety impact of this research. In addition to the technical briefs and final report, the MCOP shall address what other recommended end products could be developed such as journal articles, brochures, and presentations. The MCOP in particular shall address:

1. Define Target Markets

2. Define Goals

3. Define Audience

4. Identify Desired Audience Action Outcomes

The Contractor shall undertake the following tasks in support of this task:

1. Update and complete the MCOP.

2. After updating all sections of the MCOP, generate and deliver the final marketing, communication and outreach plan. The final plan shall identify the materials and activities needed. The final plan shall indicate a timeline for these products and activities.

3. For each element of the plan, the responsible individual or office shall be identified. The Contractor shall incorporate the comments received from the Government into a revised version for each document. The final MCOP shall be delivered by March 31, 2012.

SECTION D - PACKAGING AND MARKING

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

SECTION E - INSPECTION AND ACCEPTANCE

All work hereunder shall be subject to review by the Government. The COTR shall make acceptance of the Deliverables (see Section F) in writing.

FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

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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 (CO) will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

http://www.gsa.gov/far.

52.246-4 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 60 months after the effective date of the Contract.

PLACE OF PERFORMANCE

All work performed under this contract shall be performed at the Contractor’s facility and at Tuner-Fairbanks Highway Research Center (TFHRC).

PLACE OF DELIVERY

All deliverables and a copy of the bi-monthly 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 bi-monthly 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. Performance shall begin on the effective date of the Contract.

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DELIVERABLES & MILESTONES

Number Description Date Due

1 Task H - Marketing, Communications and Outreach Plan Draft December 15, 2 Task G - Bimonthly Report

January 15, 2012 and every two months thereafter through October 15, 2016

3 Task B - HSIS VI Operation Plan Draft March 1, 2012 4 Task H - Marketing, Communications and Outreach Plan Final March 31, 2012 5 Task B - Prepare Data Contest Plan Draft April 1, 2012 6 Task B - HSIS VI Operation Plan Final April 30, 2012 7 Task D - Evaluation of HSIS-V Draft August 1, 2012 8 Task B - Data Contest Plan Final August 15, 2012

9 Task C - Conduct Annual HSIS Liaison Meeting September or October 2012 through 2016

10 Task E - Conceptual Design for the Development of HSIS-VI October 31, 11 Task D - Evaluation of HSIS-V Final November 1, 12 Task E - Conceptual Design for the Development of HSIS-VI Final December 30, 13 Task F - Develop HSIS-VI February 28, 14 Task B - Conduct HSIS Data Contest

June - July 2013 and every year thereafter through 2016

FAR 52.242-15 STOP-WORK ORDER (AUG 1989) -- ALTERNATE I (APR 1984)

(a) The CO may, at any time, by written order to the Contractor, require the Contractor to stop all, or any part, of the work called for by this contract for a period of 90 days after the order is delivered to the Contractor, and for any further period to which the parties may agree. The order shall be specifically identified as a stop-work order issued under this clause. Upon receipt of the order, the Contractor shall immediately comply with its terms and take all reasonable steps to minimize the incurrence of costs allocable to the work covered by the order during the period of work stoppage. Within a period of 90 days after a stop-work order is delivered to the Contractor, or within any extension of that period to which the parties shall have agreed, the CO shall either:

(1) Cancel the stop-work order; or

(2) Terminate the work covered by the order as provided in the Termination clause of this contract.

(b) If a stop-work order issued under this clause is canceled or the period of the order or any extension thereof expires, the Contractor shall resume work. The CO shall make an equitable adjustment in the delivery schedule, the estimated cost, the fee, or a combination thereof, and in any other terms of the contract that may be affected, and the contract shall be modified, in writing, accordingly, if:

(1) The stop-work order results in an increase in the time required for, or in the

Contractor’s cost properly allocable to, the performance of any part of this contract; and

(2) The Contractor asserts its right to the adjustment within 30 days after the end of the period of work stoppage; provided, that, if the CO decides the facts justify the action, the CO may receive and act upon a proposal submitted at any time before final payment under this contract.

(c) If a stop-work order is not canceled and the work covered by the order is terminated for the convenience of the Government, the CO shall allow reasonable costs resulting from the stop-work order in arriving at the termination settlement.

(d) If a stop-work order is not canceled and the work covered by the order is terminated for default, the CO shall allow, by equitable adjustment or otherwise, reasonable costs resulting from the stop-work order.

SECTION G - CONTRACT ADMINISTRATION DATA

BI-MONTHLY PROGRESS REPORT

The Contractor shall furnish electronic (pdf) copies of a bi-monthly letter-type progress report to the COTR and one copy to the CA, on or before the 15th of the month following the month being reported. Each report shall contain concise statements covering the research activities relevant to the study, including:

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

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

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

4. A tabulation showing current and cumulative person hours expended by the personnel identified in the Professional Staffing section of the contract and the current and cumulative expenditures for each active task.

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 formal modification to this contract by the Contracting Officer.

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

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 Subpart 31 of the Federal Acquisition Regulation in the not-to-exceed amount of $____________ subject to the Limitation of Funds Clause.

b. The Contractor may request monthly interim payments for costs incurred during the performance of this Contract. Each monthly interim payment request shall be supported by a statement of costs incurred by the Contractor in the performance of this Contract and claimed to constitute allowable costs. Each monthly interim payment request shall be submitted in accordance with Attachment No. 7 under Section J, “The FHWA Billing Instructions for Cost Reimbursement Contracts” to be considered proper for payment. Prior approval of the CO is required if the Contractor wishes to use a different payment request format. Any payments hereunder will be made upon determination by the CO that the requirements of the contract are being met.

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 CO that the Contractor is making adequate progress toward successful contract completion.

d. Final invoice payment shall be made upon the CO’s determination that all requirements of the contract have been completed. The payment due date for final invoice shall be established in compliance with the clause 52.232-25.

INSTRUCTIONS FOR SUBMISSION OF INVOICES:

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

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

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

(i) Invoice #

(ii) Contract Number

(iii) Name of your Company/Organization

(iv) Attention: Sarah H. Khan

Example: Invoice No. 1 of Contract No. DTFH61-08-C-00001 ABC

Corporation, Attention: Sarah H. Khan

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

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

Box address:

Federal Highway Administration Markview Processing P.O. Box 268865 Oklahoma City, OK 73126-8865 Attention: Sarah H. Khan

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

mailto:9-AMC-AMZ-FHWA-Invoices@faa.gov�

MMAC

FHWA/AMZ-150

6500 MacArthur Blvd.

Oklahoma City, OK 73169 Attention: Sarah H. Khan

Express Delivery Point of Contact: Lead Accounting Technician, Room 291, 405-954-8252.

NOTE

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

NOTE: The prime and sub contractors shall submit all labor and other direct expenses for invoicing within 60 days after occurrence. All person-travel documents (airfare, rental car, hotel, per Diem, and other direct expenses incurred during travel) associated with the same trip must be contained in the same invoice.

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 ceiling rate or provisional 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.

The provisional indirect rates negotiated under this contract for billing purposes, shall remain in effect until revised rates have been approved in writing by the Contracting Officer. The Contractor shall request new provisional billing rates in writing. Such request shall delineate the current and proposed rates to be used.

TRAVEL AND PER DIEM

Travel and Per Diem authorized under this contract shall be reimbursed in accordance with the Government Travel Regulations currently in effect. The total travel costs shall not exceed the amounts indicated in Section B without express written approval of the CO.

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

CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (COTR)

The Contracting Officer has designated ______________as the Contracting Officer’s Technical Representative (COTR) to assist in monitoring the work under this contract. The COTR is responsible for the technical administration of the contract and technical liaison with the Contractor. The COTR IS NOT authorized to change the scope of work or specifications as stated in the contract, to make any commitments or otherwise obligate the Government or authorize any changes which affect the contract price, delivery schedule, period of performance or other terms or conditions.

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

SUBCONTRACTS - ADVANCE NOTIFICATION AND CONSENT

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

[as negotiated]

Any future change or revision to the Statement of Work or other applicable aspects of this contract shall include the subcontract(s) only to the extent that performance of the subcontract(s) is directly affected by the change or revision.

SUBCONTRACT REPORTING

Prime Contractors using paper copies of Standard Form (SF) 294, Subcontracting Reports for Individual Contracts, and SF 295, Summary Subcontract Reports prescribed under FAR 52.219- 9(j) are hereby instructed to discontinue the use of the paper forms, and report their subcontracting data using the web-based electronic Subcontract Reporting System (eSRS). The eSRS web site is located at: http://www.esrs.gov/.

The offeror’s subcontracting plan shall include assurances that the offeror will (1) submit the Individual Subcontracting Reports and Summary…