RFP.pdf

DTFH6114R00047

PART I

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

The Contractor shall furnish all necessary facilities, materials, and personnel and shall perform all non-personal services necessary in the operation of the Research, Development, and Technology (RD&T) Product Distribution Center (PDC).

The Contractor shall furnish the following services in accordance with Section C.

Note: Transition Period (Relocation of PDC Warehouse – if required): The relocation cost shall be factored into the FFP CLIN(s).

Note: Travel cost shall not exceed $5,000 per year without written approval from the COR.

Each event exceeding $5,000 must be pre-approved by the COR in writing.

Note: Miscellaneous system equipment purchases shall not exceed $5,000 per year without written approval from the COR. Each equipment purchase exceeding $5,000 must be pre-approved by the COR in writing.

Note: All Base and Option Year FFP CLINs shall include total operational costs to meet SOW performance requirements including labor, facilities and equipment. The T&M CLIN is for reimbursement of travel costs for Contractor personnel to attend directed exhibits, maintenance materials for the repair of exhibits, packaging and shipping costs of materials and exhibits, paper and binding materials for required copies of publications, materials for graphics development as required, and purchases of commercial software as required.

Item No. Schedule of Supplies or Services/Performance Price 0001 Base Year (FFP) 1001 Option Year 1 (FFP) 2001 Option Year 2 (FFP) 3001 Option Year 3 (FFP) 4001 Option Year 4 (FFP) 9999 Total ODC and Travel (T&M) $950,000

TOTAL

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 INTRODUCTION AND BACKGROUND

One of the major efforts of the U.S. Department of Transportation (USDOT) and Federal Highway Administration (FHWA) is to advance technology, innovations, and expertise. The staffs of the Office of Research, Development, and Technology (RD&T) and other offices in USDOT have for many years been dedicated to addressing the problems facing transportation engineers today and the challenges of tomorrow by working with State and local transportation professionals, academia, professional associations, and industry.

The task of documenting and disseminating results from the laboratory, staff, and Contract research findings, along with actively promoting innovations from all sources is a prime responsibility of the RD&T, program offices, and others. Among those tools being used to deliver or disseminate research finding and innovations are:

• Technical Manuals and Reports

• Training Course Material

• Audio Visual Material

• Computer Software Products

• Technical Exhibition Displays

Dissemination of technical, training, and research and program information material to the highway community is being accomplished by the RD&T Product Distribution Center (PDC), currently located in Claysburg, PA. The PDC distributes extensive FHWA documents including research and development reports, technology transfer materials, National Highway Institute (NHI) course materials, program guidance materials, and audiovisual materials. The PDC also distributes extensive documents and reports from the Office of the Assistant Secretary for Research and Technology (OST-R) formerly known as the Research and Innovative Technology Administration (RITA) via their online inventory system.

The PDC has a computer based report ordering and inventory system, currently known as Federal Highway Research Report Information System (FHRRIS 2) used to distribute FHWA documents. However, FHWA would like a commercial off the shelf inventory system. FHWA will purchase the new commercial off the shelf inventory system. Ownership of the computer hardware and software licensing will be retained by the Government and will be provided to the Contractor as Government furnished property for their use. The contractor shall install the new inventory system and transfer all document inventory from the previous (FHRRIS2) system to the new system. This system will be used to register customers, process orders, maintain an inventory control system (including number of documents/exhibits stored and shipped), produce packing and shipping information and track print on demand options. In addition, the system will be used by RD&T management to control inventory, reorder publications, establish printing quantities, track and report on customer ordering trends, and produce management reports for efficient operations of the PDC. The system wi l l provide real-time inventory adjustments and maintains and updates customer data and order information. The application w i l l provide customers with access to various publications offered by FHWA offices. In addition, this system will provide and accommodate for the conversion of the current OST-R online inventory system and other U.S. DOT offices as needed.

C.2 CONTRACT OBJECTIVES

The objective of this Contract is to provide specific non-personal support services in the operations of the FHWA PDC.

C.3 SCOPE OF WORK

In order to meet the objective of this Contract, the Contractor shall perform all services herein:

• Furnish, Operate, and Maintain the day-to-day operations of the FHWA RD&T PDC

Facility.

• Provide IT , and computer inventory control of PDC information products (publications, training materials, computer software products (CDs, DVDs); VHS video tapes, exhibit displays and cases).

• Receive and fill customer orders via voice telephone, fax, e-mail, written requests, or in person, for all available products warehoused at the PDC. Receive and fulfill OST-R orders via emails from OST-R staff or their inventory system. Package, mail or ship all PDC customer orders.

• Provide exhibits and materials maintenance, graphics development and exhibition services.

• Prepare and ship records to the National Archives and Records Administration (NARA).

• Assemble and pack NHI course materials for shipment; ship and mail orders as directed by NHI. Many NHI products are 'cost items'. However, all sales and charges are handled by NHI HQ staff in Arlington, VA. No billing statements or actual sales of PDC products are handled by the PDC staff on behalf of the U.S. Government.

• Assemble and package OST-R Bureau of Transportation Statistics' (BTS) program office annual publications for mailings to major stakeholders in state DOTs, universities and other transportation organizations within the United States.

• Print on demand services

• AS REQUIRED: Transition Period for Relocation of PDC Warehouse

C.4 TASKS

In order to meet the objectives of this Contract, the Contractor shall perform all Tasks as specified.

General (All Tasks)

The Contractor shall:

• Maintain a neat and efficient work environment for customers and staff at all times.

• Provide accurate and effective written, electronic, personal, and telephone communications.

• Provide neat and complete written communication as required.

• Conduct quarterly meetings with the COR as directed with at least one face-to face meeting annually. The TRB Annual Meeting and Exhibition may serve as the requirement for one face-to-face annual meeting.

Task 1 - Furnish, Operate, and Maintain the day-to-day operations of the FHWA RD&T PDC Facility - The Contractor shall furnish, operate and maintain the Products Distribution Center (PDC) located in the continental United States.

The Contractor shall provide for daily operation of the PDC. This shall include receiving new stock of PDC products and occasional removal of old stock. Pallet moving capabilities may be necessary for moving stock pallets and transportation of large amounts of resources may be required on occasion. The PDC shall be operated properly (i.e., utilities, security, office equipment, worker health and safety measures), and comply with all applicable Municipal, State and Federal codes.

When new printed publications are delivered to the PDC, the Contractor shall be responsible for receiving the stock from - receiving locations, checking the count against the number of copies the Center was due to receive (this number is available from the distribution form that comes to the Center when a document goes to print), placing the publications on shelves, or at designated storage points and entering the appropriate inventory and shelf information into inventory system. The COR, and the RD&T publications units shall be notified of receipt of new materials.

The Contractor shall make periodic (at least monthly) physical audits to reconcile the shelf count of items with the inventory count in the inventory system. Items that are old or no longer requested shall be deleted from stock to make room for new items at the direction of the COR. When this process entails shifting the location of items in storage locations or on the shelves, the Contractor shall perform this function and update the location information for the appropriate items in the inventory system. The COR shall be notified prior to disposing of printed materials as trash. Recycling efforts shall be used to the extent possible in disposing of excess material.

The Contractor shall immediately notify the COR and the owner of any stock item that becomes low or depleted below the inventory system thresholds. The item owner will be responsible for supplying replacement materials to the PDC. Replacement materials will be mailed from the item owner or GPO installation. The Contractor shall not be responsible for the costs of shipping to the PDC. Any changes in inventory due to disposing of material or receipt of reordered material shall be entered in the inventory system.

For OST-R items, notification of deletion of items from stock or response to low inventory thresholds could be any or a combination of the following: recycle, send item(s) to OST-R headquarter office, or disposal per OST-R personnel. The Contractor shall not be responsible for the costs of shipping.

Task 2 - IT Support and Computer Inventory & Shipping Database – The Contractor shall provide on-site PDC IT support services to maintain and operate all LAN hardware and software.

The Contractor shall also provide report ordering and inventory cataloging services.

• Assuring daily use and data entry into the inventory system database through PDC LAN/workstations;

• Maintenance and operation of all PDC LAN hardware, and installed software required for daily PDC operations;

• Providing high-speed, reliable internet service at PDC;

• Hosting and Management of the inventory system files at the PDC. The inventory system will only be accessible by the PDC LAN workstations for internal warehouse activities however; FHWA will be implementing a document database which may need to interact with the information from the PDC. In which case, the system should be able to export in database format or XML format inventory in stock and shipped.

• Continued improvements to the inventory system database, particularly report formats for internal FHWA and OST-R use.

The PDC Government-owned computer property is currently being used at the PDC for day-to-day inventory system operations. This equipment will be provided to the Contractor and will stay in service at the PDC. The Contractor shall provide software, all appropriate security and software updates, and maintenance of the software and hardware.

The Contractor shall supply all other PDC equipment and furniture it determines necessary as part of the facility operations (Task 1).

The contractor shall provide for daily use and maintenance of the current report ordering and inventory system (FHRRIS 2) until at such time a new off the shelf inventory system is purchased. This includes usage of the database to catalogue new materials and maintains inventory control of the number of documents stored and shipped, reorder publications, register customers, process orders, fill requests, track and report on customer ordering trends, and produce management reports for efficient operations of the PDC. The inventory system shall also be used to schedule shipment and return of audiovisual materials, provide real-time inventory adjustments and maintain and update customer data and order information.

Task 3 – Receiving, Filling, Packaging, Mailing, and Shipping Requests for PDC Products – The Contractor shall provide on-going packaging, mailing and shipping activities to receive and fulfill customer requests.

The Contractor shall fill all requests for PDC materials from the public within two business days. This includes packing and addressing the item for mailing and shipment if the item/reports are in stock, or by providing the requester with appropriate information for obtaining the publication/product elsewhere (e.g., from the National Technical Information Service, Government Printing Office, Transportation Research Board (TRB), etc.). In some cases, additional searching will be necessary to respond to a request and the customer shall be referred to the FHWA Library at the Turner-Fairbank Highway Research Center (TFHRC) for assistance. In all cases, the Contractor shall document and respond to the "customer" concerning the status of the report (filled, not available, backordered or available from other sources). The Contractor shall notify the COR of any cases of customer dissatisfaction with order completion. The Contractor shall use express shipment procedures only when authorized by the COR. The Contractor shall keep a log of all requests.

The audiovisual lending service currently includes: Compact Disk, DVDs, films, slide-tapes, and videotapes. The Contractor shall fill all requests for PDC materials from the public within two business days. The Contractor shall fill requests for these items when they are in stock, maintain a backlog of requests for items not in stock, and request the return (either in writing or by telephone) of items that are overdue. At times, items are requested for a future date; to the extent possible, the Contractor shall assure that these requests are filled at the appropriate time. The Contractor shall ensure all audiovisual materials are in playable condition. The Contractor shall immediately notify the COR if materials are found to be in non-usable condition.

Task 4 - Exhibits and Materials Maintenance, Graphics Development and Exhibition Services - The Contractor shall provide storage and inventory cataloging; shipping and receiving; repairs, maintenance and graphics development; and exhibition services.

Storage and Inventory Cataloging: The Contractor shall provide inventory cataloging and stocking in a manner which enables FHWA personnel and the Contractor to easily access, sort, and pull various exhibit materials. The Contractor shall be responsible for up-to-date inventory cataloging at all times.

The storage space must include: A minimum of 3,000 square feet of accessible storage area/rack area, and a height of at least 15 feet from floor to ceiling. The storage space and stored materials must be easily accessible to FHWA and Contractor personnel. The FHWA storage space shall be separated from other non-FHWA product items in the PDC facility.

OST-R storage space shall be separated from other non-OST-R product items in the PDC facility.

A separate area with shelving shall store promotional items, both loose and boxed, and other items requiring storage. Materials on these shelves shall be labeled for easy access and retrieval. Storage requirements include:

Open Storage – for exhibit cases, graphics cases, exhibit boxes, signs, gator board graphics, frequently used boxed publications, oversized, uncrate-able items

Flat Files – for graphics headers and small signs

Shelves – for loose publications, boxed publications, fragile items (e.g., lucite publication racks)

Transportation of Exhibits The Contractor shall be responsible for arranging shipping and receiving for exhibits and materials to/from designated locations. The Contractor shall coordinate with FHWA personnel designated by the COR to determine the exhibit shipping and receiving date(s) and appropriate exhibits and materials required.

Quality and Content Check - The Contractor shall be responsible for inspecting the integrity of graphics and exhibit structures when packing such exhibit materials for shipment, and returning all exhibit materials to the storage area upon return. When shipments are made, the Contractor shall document what was shipped, the location the material was shipped to, and the date of shipment. Included in such shipments shall be instructions to facilitate return of all exhibit materials to the facility, including preaddressed labels, and bills of lading, as appropriate.

Exhibit materials sent by the Contractor shall include necessary accessories (i.e., lights, extension cords, electrical outlets, exhibit hardware, and other miscellaneous items necessary to complete the display). When exhibit material is returned to the facility, it shall be inventoried and checked for damage. Any damage identified upon return to the warehouse will be noted and a notification will be sent to appropriate parties so that they can make necessary arrangements for repairs. This shall be finished within five working days of receipt of the material.

Pre-Ship Setup - The Contractor shall assemble all exhibit displays in the PDC facility for inspection before shipping to the exhibit site. An open "staging area" of approximately 750 square feet is required for assembling displays to inspect and prepare exhibits for shipment.

Repair work may also be done in this staging area. This area may be co-located with the exhibit storage area.

Repairs, Maintenance, and Graphics Development: As directed by the COR, the Contractor shall arrange for repairs or replacement of materials or parts found to be missing or needed, and the development of graphics as directed only by the COR. As directed by the COR, the

Contractor shall acquire parts and materials necessary to process exhibit shipments, such as crates, ropes, boxes, pallets and packing materials (e.g., shrink wrap, tape). The Contractor shall present a list of such materials to the COR for approval prior to purchase. The Contractor shall not undertake any repair, replacement, or development of exhibit materials without prior approval from the COR.

Exhibition Services: The Contractor shall provide exhibition management activities and services for shipment of exhibition materials for FHWA offices to various exhibit shows and conferences and tracking of debit accounts for payments; provide advanced and on-site coordination and logistics for Shipping/Meeting/Show Drayage Charges/Rental Agreements/ Exhibit Installation/Dismantle services for FHWA exhibits at the Transportation Research Board (TRB) Annual Meeting and Exposition (January) in Washington, District of Columbia and other exhibitions as directed. The contractor shall also provide logistics for Turner-Fairbank Highway Research Center Laboratory tour exhibitions when requested.

Task 5 – Prepare shipments for NARA - The Contractor shall prepare permanent records for shipment to the National Archives and Records Administration (NARA).

The contractor shall assemble in sequential order by publication number one copy of all technical reports and one copy of all Public Roads. The contractor shall create a box listing in sequential order by publication number and title of these publications and forward the box listing to FHWA for review. Once the box listing is approved the contractor shall package all the technical publications and the Public Roads magazines in permanent file storage boxes (provided by FHWA) and include the approved box listing with each box and ship them directly to NARA for permanent records storage. This will be done every 2 years or as directed by FHWA.

Task 6 – NHI Course Material Assembly and Shipment - The Contractor shall prepare and assemble training course materials for shipment.

When requests (made in-person, in writing, electronically, and by telephone) for training course material are made from NHI personnel, the Contractor shall assemble the necessary items and pack and address them for mailing. All requests are finalized and approved by NHI Headquarters Staff. The training courses may include several separate items (e.g., instructor manuals, student workbooks, handouts, certificates, binders, etc.). All shipments must be complete, if an item is missing or if there are not enough copies, the COR, NHI Materials Manager and the “customer” shall be notified before the shipment is mailed. The Contractor shall use express shipment procedures only when specifically requested by NHI HQ staff.

Task 7 – OST-R Document Assembly and Mailing – The Contractor shall assemble cover letters and publications for mailing.

When requested by OST-R personnel, the Contractor shall assemble and mail BTS annual publications to major stakeholders in state DOTs, Universities, and other transportation organizations within the United States. A mailing is one addressed envelope containing a letter (from BTS) and publication(s). BTS will provide hard copies of letters to be included in targeted mass mailings. For smaller, on-demand requests, BTS will provide an electronic version of letters to be sent in each mailing and ask the Contractor to print, specifying black and white or color printing. The contents of each mailing may vary from one (1) copy of a BTS letter and one (1) copy of a publication to one (1) copy of the letter and multiple copies of a BTS publication. BTS will provide a listing of addresses in electronic format for each mass mailing. The maximum number of mailings each year is 5000.

Task 8 – Print on Demand – The contractor shall provide print on demand services

The Contractor shall receive a high resolution PDF file to store in their inventory system for documents that are for small audiences. The contractor shall print those documents using cover stock and book paper. The Contractor also shall print copies of these documents and bind them using saddle or comb binding (depending on which is the cheapest for each document). The Contractor shall fill all requests for PDC print on demand materials within three business days. This includes packing and addressing the item for mailing. The Contractor shall also track the number of pages and costs associated with printing and sending out each print on demand report and provide a monthly invoice and tracking report.

The Contractor shall notify the COR of any cases of customer dissatisfaction with order completion. The Contractor shall use express shipment procedures only when authorized by the COR. The Contractor shall keep a log of all requests.

Task 9 –Transition Period for relocation of PDC Warehouse (if required)– The Contractor shall pack and relocate all PDC warehouse materials from the current location to the Contractor's facility.

• All NHI products and materials shipped from the existing facility shall be unloaded at their new facility within 3 calendar days from the effective date of the Contract and accessible for packing and shipping out upon request by NHI staff.

• All other PDC products and materials shipped from the existing facility shall be unloaded at their new facility within 5 calendar days from the effective date of the Contract and accessible for packing and shipping out upon request.

• All PDC products, all computer equipment & peripherals, all exhibiting materials and containers, and all shelving, must be relocated to new location.

• All PDC items shipped, except shelving and exhibit cases, must be within a container, i.e., box, crate, case, etc.

• Containers of similar types must be placed on a wooden pallet and shrink-wrap applied to hold the containers in place.

• All material except the audio visual products and computer disk products shall be shipped in a trailer or similar container where the minimum temperature does not fall below 30° F nor does the maximum temperature exceed 100° F.

• The audio-visual products and computer disk products shall be shipped in a container where the temperature is constantly maintained between 40 and 80° F. The container shall have a device to record the temperature during shipment. These products will be protected from exposure to electromagnetic fields.

QUALITY CONTROL PLAN

The Quality Control Plan is the Contractor’s approach to how the Contractor plans to meet and manage the performance objectives of the contract.

The Contractor shall provide a Quality Control Plan that contains, as a minimum, the items below for acceptance not later than 14 calendar days after the Contract effective date.

The plan at a minimum shall include:

1. A description of the inspection system to cover all services listed in Section C and in the

PRS. The description shall include specifics as to the areas to be inspected on both a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors. Additionally, control procedures for any Government-provided keys or lock combinations shall be included.

2. A description of the methods to be used for identifying and preventing defects in the quality of services performed.

3. A description of the records to be kept to document inspections and corrective or preventive actions taken.

The records of inspections shall be kept and made available to the Government, when requested, throughout the Contract performance period and for the period after Contract completion until final settlement of any claims under this Contract.

C.5 SPECIAL CONTRACT PROVISIONS

1. Exhibit Management - The Contractor shall work with the FHWA Office of Corporate Research, Technology, & Innovation Management to develop and provide exhibits management files for use to track and generate reports regarding specifics on upcoming exhibitions, exhibit inventories, staffing proposals, etc. An exhibits catalog system exists which includes digital photographs of current exhibit inventory, and this shall be kept up-to-date as well. The purpose of these files and system are to assist both the Contractor and the FHWA in managing and operating the exhibit program.

2. When exhibit shipments are returned to the facility, all temporary shipping labels shall be removed, and permanent labels shall be replaced if damaged or missing. Special attention should be made to note any information that has been written on temporary labels, or inside of cases, that refer to contents of cases, conditions of exhibit's or materials within those cases, or any problems related to the display.

3. The Contractor shall submit for the COR's approval a format to be used for log-in/log-out and updating of status and condition of exhibit inventory.

4. If damage to the exhibit materials or parts is identified, or if parts or materials are found to be missing, the Contractor shall tag those items with a list of the missing/damaged parts, and send a copy of that list to the COTR. With the COTR's prior concurrence, the Contractor shall make arrangements to repair the damage and/or replace the missing parts or materials.

5. The Contractor shall answer all FHWA inquiries from the FHWA's Office of Corporate Research, Technology, & Innovation Management concerning this Contract task, within 24 hours. It is anticipated that such inquiries would include questions about the status of the exhibit materials and the arrangements being made for particular meeting/shows.

6. All Contractor travel shall be approved in advance by the COR.

Transition Activities

At the beginning and end of the Period of Performance, the Contractor shall be required to provide services needed to assist in a smooth and orderly transition between the incumbent Contractor and successor Contractor to ensure minimum disruption to vital Government business. These services may include, but are not limited to: data and other file transfer, material transfer, coordination with existing/successor Contractor, and other activities to assist in an orderly transfer and establishment of continued operation of the Contract services. The Contractor shall fully cooperate in the transition.

SECTION D - PACKAGING AND MARKING

D.1 PACKAGING

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

D2. SHIPMENT AND MARKING

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

Ship to:

Federal Highway Administration Turner-Fairbank Highway Research Center 6300 Georgetown Pike McLean, VA 22101

Mark for: (To be filled in at time of award.)

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

D3. F.O.B. POINT

The f.o.b. point for all items is destination, and unless otherwise directed by the Government, shall be:

Turner-Fairbank Highway Research Center 6300 Georgetown Pike McLean, Virginia 22101

The f.o.b. point for reports of work is specified in Section F. All items shall be shipped f.o.b.

destination.

SECTION F - DELIVERIES OR PERFORMANCE

52.242-15 Stop-Work Order (AUG 1989) -- Alternate I (APR 1984)

52.247-34 F.O.B Destination (NOV 1991)

F.1 PERIOD OF PERFORMANCE

The period of performance for this contract is:

Base Year: September 19, 2014 to September 18, 2015

Option Year 1: September 19, 2015 to September 18, 2016

Option Year 2: September 19, 2016 to September 18, 2017

Option Year 3: September 19, 2017 to September 18, 2018

Option Year 4: September 19, 2018 to September 18, 2019

F.2 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:

Turner-Fairbank Highway Research Center 6300 Georgetown Pike McLean, Virginia 22101 Attention: (to be filled in at award)

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

Federal Highway Administration Office of Acquisition Management HCFA-22 Mail Stop E65-101 1200 New Jersey Ave. SE Washington, D.C. 20590 Attention: (to be filled in at award)

F.3 SCHEDULE OF WORK

The Contractor shall perform all Tasks set forth in Section C in accordance with the work schedule as negotiated. Performance shall begin on the effective date of the Contract.

F.4 MONTHLY PROGRESS REPORT

The Contractor shall furnish electronic copies of a monthly report of activities narrative and expended resources to the Contracting Officer and Contracting Officer Representative (COR) on or before the 15th of the month following the calendar month being reported (MS Word/MS Excel formats). Each report shall contain:

1. A clear and complete account of the work performed on each Task/CLIN.

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

A description of any problem encountered or anticipated together with recommended solutions to such problems; or, a statement that no problems were encountered.

3. Statistical total numbers for each monthly period, and running totals for:

• NHI Course materials mailed,

• Total number of non-course requests mailed,

• Number of exhibit shipments,

• Number of other types of requests filled (i.e. walk-ins, attending or holding meetings)

The statistics shall include the percentage of each type of request fulfilled within the requested timeframe, as specified in Section C.

The monthly report should also show running totals for all these categories, for fiscal year, calendar year, since beginning of Contract, time periods.

4. A tabulation of the planned, current, and cumulative person-hours expended for each labor category identified in the "Staffing" subsection of Section C for each Task.

5. A chart showing current and cumulative expenditures versus planned expenditures.

6. Preliminary or interim results, conclusions, trends, or other items of information that the Contractor feels are of timely interest to the FHWA.

7. Special summaries as directed by the COR on an infrequent basis. The specific format of these reports and the items to be included shall be determined by the COR in cooperation with the Contractor's on-site supervisor after award of Contract.

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 CONTRACT ADMINISTRATION DATA

The Contractor shall provide sufficient management to ensure that this contract is performed efficiently, accurately, on time, and in compliance with the requirements of this document.

Specifically, the Contractor shall designate a single manager to oversee this contract and supervise staff assigned to this contract.

G.2 CONTRACTING OFFICER’S AUTHORITY

The Contracting Officer is the only person authorized to make or approve any changes in any of the requirements of this contract, and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely in the Contracting Officer. In the event the contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract terms and conditions, including price.

Contracting Officer’s Address:

1200 New Jersey Avenue, SE Room: E65-101 – Mail Code: HCFA - 22 Washington, DC 20590

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

(a) The Contracting Officer's Representative (COR) may be changed at any time by the Government without prior notice to the contractor by unilateral notice or unilateral modification to the contract. The COR is located at:

* The name and address of the COR will be designated at the time of contract award.

(b) The responsibilities and limitations of the COR are as follows:

(1) The COR is responsible for the technical aspects of the contract and serves as technical liaison with the contractor. The COR is also responsible for the final inspection and acceptance of all deliverables and such other responsibilities as may be specified in the contract.

(2) The COR is not authorized to make any commitments or otherwise obligate the Government or authorize any changes which affect the contract price, terms or conditions. Any contractor request for changes shall be referred to the Contracting Officer directly or through the COR. No such changes shall be made without the express written prior authorization of the Contracting Officer. The Contracting Officer may designate assistant or alternate COR(s) to act for the COR by naming such assistant/alternate(s) in writing and transmitting a copy of such designation to the contractor.

(c) Any action(s) taken by the Contractor, in response to any direction given by any person acting on behalf of the Government or any Government official other than the Contracting Officer or the COR acting within his or her appointment, shall be at the Contractor’s risk.

G.4 PAYMENT – FIRM-FIXED-PRICE

Payment will be made after FHWA acceptance in writing, of the deliverables by the Contracting Officer’s Representative and receipt of a proper invoice.

G.5 PAYMENT – TIME AND MATERIAL

For Time and Material, unless otherwise specified in the contract, the Contractor may request payment on a monthly basis for work performed during the preceding month. The Contractor shall also provide a detailed listing of other direct costs including equipment, materials, and travel and their corresponding receipts. Other direct costs shall only be billed at cost with no overheads or fee added.

The Contractor shall not accrue costs in excess of the amount funded under the Time and Material CLIN. Any work performed in excess of the amount funded is at the Contractor’s own risk.

G.6 SUBMISSION OF INVOICES

Submit invoices and required supporting documents, electronically via e-mail to the following e-mail address: 9-AMC-AMZ-FHWA-Invoices@faa.gov.

(a) Invoices shall be submitted no more frequently than monthly.

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

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

(i) Invoice #

(ii) Contract Number

(iii) Name of your Company/Organization

(iv) Attention: Name of Contract Specialist

(v) Example: Invoice No. 1 of Contract No. DTFH6114C00001 ABC Corporation, Attention: (To be filled in at award)

(d) Documentation shall include:

(1) Name and address of the Contractor.

(2) Invoice number, invoice date, and Contract Number.

(3) Contract number and title.

(4) Period of work billed.

(5) Amount billed by CLIN under the Contract.

(6) Hours expended per individual under the Contract (for Time and Material/Labor

Hour Contracts)

(7) Total amount of billing and cumulative total billed for all work under the contract to date.

(8) Name and address of the individual to whom payment should be sent.

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

(9) Name, title, phone number, and e-mail address of person to be contacted in the event of a defective invoice.

(10) Name of the Contracting Officer.

(e) If the invoice and supporting documents exceed 8 MB, 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: (To be filled in at award)

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

MMAC

FHWA/AMZ-150

6500 MacArthur Blvd.

Oklahoma City, OK 73169 Attention: (To be filled in at award)

Express Delivery Point of Contact: Lead Accounting Technician, HQ Room 291, phone number: 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.

G.7 TRAVEL AND PER DIEM

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

G.8 CONTRACTOR SUPERVISION

The Contractor shall provide total supervision of its staff. Government personnel are not authorized or permitted to supervise any Contractor personnel. The Contractor's Project Manager shall communicate with the COTR to determine the Government's work requirements as set forth in the Statement of Work and shall assure that these requirements are fulfilled. In the event the designated Project Manager is incapacitated due to illness or injury or otherwise is to be removed by the Contractor during the Contract performance, replacement of the incumbent Project Manager shall be subject to the approval of the CO.

G.9 ON-SITE DUTY HOURS

The Contractor must provide coverage of the PDC from 7:30 a.m. to 4:00 p.m., Monday-Friday, except Government holidays. Occasionally, facility personnel involved with exhibit display shipments may have to work on weekends, depending on meeting/show requirements. The Contractor shall manage personnel effectively and may compensate for any weekend hours worked by granting time off during the normal weekdays.

OBSERVANCE OF LEGAL HOLIDAYS AND ADMINISTRATIVE LEAVE FOR FEDERAL

STAFF

New Year's Day Columbus Day Martin Luther King Jr.'s Birthday Thanksgiving Day Veterans’ Day Washington’s Birthday Memorial Day Christmas Day Independence Day Labor Day

Any other day designated by Federal statute.

Any other day designated by Executive Order.

Any other day designated by Presidential proclamation.

When any such day falls on a Saturday, the preceding Friday is observed; when any such day falls on Sunday, the following Mondays is observed. When administrative leave is granted to FHWA Federal employees in the Washington, D.C. metropolitan area, on-site Contractor personnel will also be dismissed. When administrative leave is granted to Contractor personnel as a result of inclement weather, as a result of potentially hazardous conditions, or as a result of other special circumstances, it will be without loss to the Contractor under FFP terms and conditions.

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 GOVERNMENT FURNISHED OR ACQUIRED PROPERTY

The following Government furnished or Contractor acquired property is provided to the Contractor for performance under this Contract, and shall be accounted for as provided in 1252.245-70 of the Department of Transportation Acquisition Regulations.

(1) Office space and furniture to satisfy the needs of Contractor personnel on Government sites.

(2) Telephone services for official use while at Government sites in connection with the duties performed under this Contract.

(3) Reproducing equipment while on Government sites to satisfy the needs of the Contractor for services rendered relative to this Contract.

(4) Normal office supplies while on Government sites to satisfy the needs of Contractor on-site personnel.

H.2 CONTROL AND DISPOSAL OF HAZARDOUS CHEMICALS

The Contractor shall comply with the Occupational Safety and Health Administration (OSHA) regulations 29 CFR Parts 1910 and 1926. Attention is directed to the control of hazardous material, Section 1910.1200 of the OSHA regulations and the Environmental Protection Agency regulations concerning the disposal of hazardous waste [Solid Waste Disposal Act, as amended by the Resources Conservation Act of 1976, as amended (42 U.S.C. 6901 et seq.)].

H3. INFORMATION TECHNOLOGY (IT) SECURITY

The Contractor shall be responsible for IT* security for all systems operated by or connected to a DOT network, regardless of location. This includes any IT resources or services in which the Contractor has physical or electronic access to DOT's sensitive information that directly supports the mission of DOT (e.g., hosting DOT e-Government sites or other IT operations). If necessary, the Government shall have access to Contractor and any subcontractor facilities, systems/networks operated on behalf of DOT, documentation, databases and personnel to carry out a program of IT inspection (to include vulnerability scanning), investigation and audit to safeguard against threats and hazards to DOT data or IT systems.

Within 30 days of Contract award, the Contractor shall develop and provide to the Government for approval, an IT Security Plan which describes the processes and procedures the Contractor will follow in performance of this Contract to ensure the appropriate security of IT resources developed, processed, or used under this Contract. This Plan shall be written and implemented in accordance with applicable Federal laws including: The Computer Security Act of 1987 (40 U.S.C. 1441 et seq.), the Clinger-Cohen Act of 1996, and the Government Information Security

Reform Act (GISRA) of 2000 and meet Government IT security requirements including: OMB Circular A-130, “Management of Federal Information Resources,” Appendix 111, “Security of Federal Automated Information Resources;” National Institute of Standards and Technology (NIST) Guidelines; Departmental Information Resource Management Manual (DIRMM) and associated guidelines; and DOT Order 1630.2B, “Personnel Security Management.”

The Contractor shall screen their personnel requiring privileged access or limited privileged access to systems operated by the Contractor for DOT or interconnected to a DOT network in accordance with DOT Order 1630.2B, “Personnel Security Management” and ensure Contractor employees are trained annually in accordance with OMB Circular A-130, GISRA, and NIST requirements with a specific emphasis on rules of behavior.

The Contractor shall include the above requirements in any subcontract awarded for IT services.

*IT means any equipment or interconnected system or subsystem of equipment used in the automatic acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information and as further defined in OMB Circular A-130 and the FAR Part 2.

H.4 UNAUTHORIZED USE AND DISCLOSURE OF PROPRIETARY INFORMATION

To the extent that the work under this Contract requires access to proprietary data, the Contractor shall protect such data from unauthorized use. This refers to either Government or other confidential financial or business information.

H.5 ACCESS TO SENSITIVE INFORMATION BY CONTRACTOR EMPLOYEES

Work under this Contract may involve access to sensitive information* which shall not be disclosed by the Contractor unless authorized by the Contracting officer. To protect sensitive information, the Contractor shall provide training to any Contractor employee authorized access to sensitive information and, upon request of the Government, provide information as to an individual's suitability to have such authorization. Contractor employees found by the Government to be unsuitable or whose employment is deemed contrary to the public interest or inconsistent with the best interest of national security, may be prevented from performing work under the particular Contract when requested by the Contracting officer.

The Contractor shall ensure that Contractor employees are: (1) citizens of the United States of America or an alien who has been lawfully admitted for permanent residence or employment (indicated by immigration status) as evidenced by Immigration and Naturalization Service documentation; and (2) have background investigations in accordance with DOT Order 1630.2B, Personnel Security Management.

The Contractor shall include the above requirements in any subcontract awarded involving access to Government facilities, sensitive information, and/or resources.

*Sensitive Information is proprietary data or other information that, if subject to unauthorized access, modification, loss or misuse could adversely affect national interest, conduct of Federal programs, or privacy of individuals specified in the Privacy Act, but has not been specifically authorized to be kept secret in the interest of national defense or foreign policy under an Executive Order or Act of Congress.

H.6 SECTION 508 STANDARDS

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

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

___x__1194.21 Software applications and operating systems.

___x__1194.22 Web-based intranet and Internet information and applications.

______1194.23 Telecommunications products.

______1194.24 Video and multimedia products.

______1194.25 Self-contained, closed products.

______1194.26 Desktop and portable computers.

The standards are available at http://www.access-board.gov/sec508/standards.htm. The standards do not require the installation of specific accessibility-related software or the attachment of an assistive technology device, but merely require that the EIT be compatible with such software and devices so that it can be made accessible, if so required by the agency, in the future.

The following paragraphs summarize the requirements for preparing FHWA reports in conformance with Section 508 for eventual posting by FHWA to an FHWA-sponsored website.

If you have further questions, please contact the FHWA COR.

Electronic documents with images:

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

Electronic documents with complex charts or data tables:

When preparing tables that are heavily designed, provide adequate alternate information so that assistive technologies can read them out. Identify row and column headers for data tables.

Provide the information in a non-linear form. Markup shall be used to associate data cells and header cells for data tables that have two or more logical levels of row or column headers.

Electronic documents with forms:

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

H.7 DISSEMINATION OF CONTRACT INFORMATION

The Contractor shall not publish, permit to be published, or distribute information, oral or written, concerning the results or conclusions made pursuant to the performance of this Contract, without the prior written consent of the Contracting Officer.