RFQ_Solicitation_No._DTFH6115Q00022.pdf

REQUEST FOR QUOTATION (RFQ) - SOLICITATION NO. DTFH6115Q00022

CONDUCTED IN ACCORDANCE WITH FAR PART 13

Department of Transportation

Federal Highway Administration Office of Acquisition & Grants Management

1200 New Jersey Avenue, SE Washington, D.C. 20590

Attn: Kevin Hardy

(W) 202-366-4214 kevin.hardy@dot.gov

PART I

The Federal Highway Administration (FHWA) solicits quotations to provide non-personal, technical and administrative services, as described herein under Part 2, Statement of Work. This RFQ will result in the award of one Firm-Fixed-Price (FFP) with minimal Travel Cost Reimbursement (CR) Purchase Order.

Technical Questions Due Date/Time: Friday, May 15, 2015 / 12:00 PM (Noon) ET.

Please direct all questions via email to kevin.hardy@dot.gov.

Quotation Due Date/Time: Monday, June 8, 2015 / 12:00 PM (Noon) ET Please email all quotations to kevin.hardy@dot.gov.

In accordance with Part I, Section 4.0, Evaluation of Quotations, the Government will evaluate quotations and make a best value award determination based on the following criteria: A) Technical Capability, B) Price and C) Past Performance. When combined, Technical Capability and Past Performance are significantly more important than Price.

NOTE: The Government intends to award this Order without discussions, but reserves the right to hold discussions or negotiations, as necessary, or to amend or cancel this RFQ.

1.0 Instructions for Preparation of Quotations:

In responding to this RFQ, quotations MUST include the following:

1. Narrative discussion addressing the offeror’s proposed technical approach by task and technical merit factors identified in Part I, Section 4.0, Evaluation of Quotations. A detailed research plan for accomplishing the project objective and producing the deliverables required in the project; research plans should be realistic and should consider both budgetary and time constraints. A description of the proposed personnel’s qualifications and experience in the form of resumes shall accompany the narrative discussion.

NOTE: The narrative discussion shall not exceed 15 pages. Resumes shall not exceed two pages per resume and do not count towards the 15-page narrative discussion page limit.

mailto:kevin.hardy@dot.gov

2. Submitted pricing volumes in the Contract Line Item Number (CLIN) Structure table shown in Part II, Section 1.0, and submit it along with the pricing volume of the quotation.

NOTE: Price quotations shall be submitted separately from the technical submission.

In addition, the price proposal shall include a fully detailed price breakdown by major category, including:

Proposed Labor:

Personnel by name and labor category;

Number of hours proposed; and Hourly labor rate and amount of discount applied (if applicable).

3. Past performance references: Please provide a matrix of recent relevant past performance

(within the last three years), which shall include the following: a short description of the work, the dates of work performance, the name of the client and a contact phone number and email address, so a reference check can be conducted. Quotations shall include a minimum of three references.

4. Organizational Information: Quotations shall include the following mandatory business information regarding your company in the body of the cover email message:

a. Correct Mailing Address for the Purchase Order (include name, telephone, email address)

b. Business Size (e.g. Small, Woman-Owned, Disadvantaged, Hub-Zone, Large, Non- Profit, et cetera)

c. Federal Tax ID Number (TIN) (Nine Digits)

d. Dun & Bradstreet Number

e. Payment Terms

f. Government Discount/Savings Received: (NOTE: If a discount has been given, please provide both discount and market value.)

g. Verify System for Award Management (SAM). NOTE: All contractors must have a current registration in SAM in order to be eligible to receive an award under this

RFQ.

NOTE: Failure to furnish all information required above may result in your quotation being considered non-responsive and eliminated from further consideration.

2.0 Instructions for Preparation of Quotations:

Quotations shall be prepared on 8½ x 11 inch paper except for foldouts used for charts, tables or figures;

o A “page” is defined as one side of an 8 ½ by 11 inch paper. Therefore, a piece of paper with printing on both sides is considered two pages.

o Foldouts shall not exceed 11 x 17 inches, shall not be used for text and shall count as two pages.

Text shall be printed using a font size no less than 12 point font;

Page margins shall be a minimum of 1 inch on each side, (top and bottom, left and right);

The page limit for the technical narrative discussion is 15 pages, EXCLUSIVE of resumes

(which shall not exceed two pages individually), pricing and past performance.

o If an Offeror chooses to include a Title Page and/or a Table of Contents, these pages will not be counted against the 15-page limit.

o If the technical narrative discussion of a quotation exceeds the 15-page limitation, the Government will evaluate ONLY the first 15 pages of the quotation, as defined above, after any Title Pages or a Table of Contents.

Quotations shall be submitted electronically as Adobe (.pdf) files with the technical capability, pricing, past performance and organizational information sections submitted in a SINGLE email whose size shall not exceed 10 Megabytes.

3.0 Submission of Quotations:

Quotations must be received no later than Monday, June 8, 2015 at 12:00 PM (Noon), Eastern Time.

Quotations shall be transmitted via email to Kevin.Hardy@dot.gov.

NOTE: LATE QUOTATIONS MAY NOT BE CONSIDERED.

This is an electronic procurement; no paper solicitation shall be sent and no paper copies of quotation will be accepted. Please reference the RFQ number on all correspondence including in the subject line of your e-mails.

Please be aware that the DOT has mandated the use of MS Word throughout the Department.

Therefore, it may be a problem if you use other formats for your submission.

NOTE: The technical narrative discussion, price quotation, past performance, and organizational information sections should be included as separate attachments within one e-mail message.

4.0 Evaluation of Quotations

The Government will evaluate offers and make a best value award decision based on the following factors listed in order of descending importance: (A) Technical Capability; (B) Price; and (C) Past Performance. The method of evaluation for each of these factors is described below in evaluation factors. The ultimate award decision will be made based on a determination of overall best value, each of the three factors considered. In the determination of best value, the relative weight given to all evaluation factors, other than price, when combined, is significantly more important than price.

Technical Capability

All factors listed below are considered equally important in the overall evaluation of technical capability.

Demonstrated experience developing contract standards in a collaborative process including such entities as researchers, manufacturers, vendors, and users while maintaining an independence from commercial gain or bias;

Demonstrated sound, feasible, and achievable technical approach to developing national standard data format;

mailto:Kevin.Hardy@dot.gov

Presented specific performance metrics that may be used to gauge progress for the successful delivery of task requirements and/or status reports that can be used to monitor performance of the requirement; and

Demonstrated an understanding of all risks associated with developing national standard data formats and include a clear, workable plan to mitigate such risks.

PART II

“Development of Standard Data Format for 2-Dimensional and 3-Dimensional (2D/3D) Pavement Image Data that is used to determine Pavement Surface Condition and Profiles”

1.0 General

The Contractor shall furnish all products and non-personal technical, administrative, and other support services to perform the tasks described under this Purchase Order entitled, “Development of Standard Data Format for 2-Dimensional and 3-Dimensional (2D/3D) Pavement Image Data that is used to determine Pavement Surface Condition and Profiles.” The Contractor shall furnish all products and non-personal services in support of the mission of the Federal Highway Administration’s (FHWA) Pavement and Materials Team in the Baltimore Resource Center located at 10 South Howard Street, Baltimore, MD 21201.

This is a Firm Fixed Price (FFP) Purchase Order with minimal Cost Reimbursable (CR) Travel.

Offerors shall propose a total price breakdown based on the proposed Contract Line Item Number (CLIN) chart below:

FIRM-FIXED PRICE CLINS:

CLIN Task Number Description FFP Price

0001 Task 1 Kick-Off Meeting – Coordinate, Conduct, Draft & Final Summary Report

0002 Task 2 Research Current Practices $_________

0003 Task 3 Draft and Final Interim Report $_________

0004 Task 4 Draft and Final Data Standards in AASHTO format

Sub-Total Firm-Fixed Price CLINS (0001 – 0004)

NOTE: Unless otherwise negotiated and approved, the contractor will be paid the FFP of each CLIN upon successful completion and Government acceptance. The contractor may also request milestone payments in accordance with work completed and accepted by the Government. Satisfactory completion and acceptance will be made by the Technical Point of Contact (TPOC).

COST REIMBURSIBLE CLINS:

CLIN Task Description Total Estimated Cost

0005 Travel - Cost Reimbursement

$5,000 (Not to Exceed)

Other Direct Costs (ODCs) – Cost Reimbursement

$______ (Not to Exceed)

Sub-Total Cost Reimbursable CLINS (0005

– 0006)

$_______ (Not to Exceed)

Total Potential Price CLINS (0001 – 0006) $_______

All necessary and reasonable travel and per diem will be reimbursed at cost in accordance with the Travel clause in Section 7.0 below.

NOTE: Offerors are directed to propose the travel figures shown in the table above for quotation preparation purposes.

NOTE: Offerors are directed to propose a detailed breakdown of any ODCs deemed necessary to complete all work in this requirement.

2.0 Statement of Work

2.1 Background

Transportation asset management plans and pavement performance measures were mandated by the Moving Ahead for Progress in the 21st Century Act (MAP-21), which was signed into law July 2012.

Central to fulfilling objectives for asset management and performance measures are data collected and housed by state and local agencies and reported to Federal Highway Administration (FHWA) in various pavement, bridge, safety, and other management systems. Many project decisions are made and dollars spent based on this information.

Most state and local agencies have a pavement management system (PMS) which includes inventory, condition and distress data collected at regular intervals. However, there is considerable variety in ways that agencies collect, process, and report PMS data. For example, some agencies collect data in-house, while others hire collection contractors. Some agencies use manual, semi-automated, or fully automated distress collection. Many, but not all, agencies use distress data attributes outlined in the Long-Term Pavement Performance (LTPP) Distress Identification Manual.

Further, differing technologies are used by highway agencies and contractors. For example, measurement of rutting, roughness, and faulting may be done using point, line and scanning lasers, as well as 3D equipment, or combinations of these. Vendors develop and use proprietary software and technology to process, display, and report collected data, and face the challenge of meeting transportation agencies’ different data requirements. As a result, other than roughness data, there is little to no national level data format standardization of condition and distress attributes, such as cracking, rutting, patching, and other distress features.

Technology will continue to change, and vendors will foster innovation by using and constantly improving proprietary collection and processing methods. Agencies will also continue to require some differing attributes. However, in order to unify data analysis, reporting, sharing and evaluation, a common and interchangeable data format for 2D/3D pavement image data needs to be developed. This format would potentially be used for future data viewer software, aid in data sharing between agencies and vendors, as well as reporting to FHWA and setting national, state and local performance goals. Pavement image is defined within American Association of State Highway and Transportation Officials (AASHTO) Provisional Standard, PP 68, Collecting Images of Pavement Surfaces for Distress Detection, as “pavement image— a representation of the pavement that describes a characteristic (gray scale, color, temperature, elevation, etc.) of a matrix of points (pixels) on the pavement surface.”

2.2 Objective

The objective of this order is to establish a recommended standard data format for 2D/3D pavement image data that is used to determine pavement distresses and profiles for both highway agencies and equipment suppliers. When implemented the pavement image data from various sources can be shared across different analysis software platforms. Expected benefits include facilitating workable protocols for condition surveys, improving implementation of new technologies, and accelerating the development potential of analysis tools for pavement condition.

2.3 Delineation of Contractor Tasks

In order to meet the requirements of this Order, the Contractor shall perform at a minimum the following tasks:

Task 1—Kickoff Meeting

Coordinate and conduct a kickoff meeting via web conference with the FHWA TPOC to review the scope of work, delivery schedule, roles and responsibilities, and establish communication protocols. Following the meeting, the contractor shall prepare and submit to the TPOC a draft meeting summary for review. Upon receiving edits/comments from the TPOC, the contractor shall submit the final meeting summary.

Task 2—Research Current Practices

Collect information through a literature review regarding common pavement image, condition, and distress data formats; and

Conduct a review of a representative sample of the TPF-5(299) participating highway agencies, data collection vendors, and technology suppliers on their current practices in terms of data format and needs.

Task 3—Evaluate Data Items and Formats

Evaluate data items found in Task 2 and determine the inclusion of data items into the common data format;

Evaluate data items in terms of precision, accuracy, and tolerances so that users can determine the appropriateness of the data for their applications;

Evaluate data items in terms of cost and feasibility for transportation agencies;

Assess existing data format standards for this application; and Prepare and submit draft report incorporating work accomplished in Tasks 2 and 3, including the recommended data items and data format. There may be a need to meet face to face to discuss the work at a time and place to be determined; the TPOC will make this determination at a later date. Upon receiving edits/comments from the TPOC, the contractor shall submit the final report.

Task 4--Develop Metadata and Proposed Standards

Develop and document metadata, such as (header) contents, including vendor information, route, time, position (GPS, DMI, lane location, linear referencing system, et al), speed, data resolution (x y spacing, and vertical range), data format (such as number of data blocks, bit depth, size), equipment parameters and settings, calibration information, intended purpose, et al. The metadata standard will be developed in a manner to facilitate future enhancements. It is expected the data format would be appropriate for future pavement data viewer software;

Prepare and submit draft metadata/data format document. Upon receiving edits/comments from the TPOC, the contractor shall submit the final document; and

Prepare and submit draft proposed standards for AASHTO, ASTM or other standards organizations as directed by the TPOC. Upon receiving edits/comments from the TPOC, the contractor shall submit the final document.

3.0 Period of Performance

The anticipated period of performance for this Purchase Order is 12 months from the effective date of the award. Within the specified time period, the Contractor shall complete all work defined within the Statement of Work.

4.0 Delivery Location

Unless otherwise specified, deliverables under this Purchase Order shall be delivered to:

Federal Highway Administration Resource Center – Baltimore 10 South Howard Street, Suite 4000 Baltimore, MD 21201 Attention: (filled in at time of award)

5.0 Schedule of Deliverables

The contractor shall comply with the delivery dates contained in this Schedule for Deliverables.

Note: All deliverables are due in electronic format either specified or agreed to by the TPOC.

Task Deliverable Deliverable Date Task 1 - Kickoff Meeting

Coordinate & Conduct Within 30 days from the Effective Date of Award

Draft Summary Report (TPOC will provide contractor edits/comments)

Within 7 days from the Kick- Off Meeting

Final Summary Report Within 7 days from receiving the TPOC’s edits/comments

Task 3 - Evaluate Data Items and Formats

Draft Report – Summarizing Task 2 literature, agency, and industry reviews and Task 3 recommended data items.

(TPOC will provide contractor edits/comments)

Within 6 months from the Effective Date of Award

Final Report Within 15 days from receiving the TPOC’s edits/comments

Task 4 – Develop Metadata and Proposed Standards

Draft Metadata/data format document (TPOC will provide contractor edits/comments)

Within 10 months from the Effective Date of Award

Final Metadata/data format document Within 15 days from receiving the TPOC’s edits/comments

Task 4 - Develop Metadata and Proposed Standards

Draft Data Standards in AASHTO format (TPOC will provide contractor edits/comments)

Within 11 months from the Effective Date of Award

Final Data Standards in AASHTO format

Within 12 months from the Effective Date of Award

6.0 Technical Point of Contact (TPOC)

The Contracting Officer may designate a TPOC to assist in monitoring the work under this Order.

The TPOC is responsible for the technical administration of the order and is the technical liaison with the Contractor. The TPOC is not authorized to change the scope of work or specifications as stated in the order, to make any commitments or otherwise obligate the Government or authorize any changes which affect the order price, delivery schedule, period of performance or other terms or conditions.

The TPOC is the exclusive technical point of contact between the Government and Contractor.

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 order shall not be construed to authorize the revision of the terms and conditions of this order. Any such revision shall be authorized in writing by the Contracting Officer.

7.0 Travel

Travel will be reimbursed in accordance with the Federal Acquisition Regulation (FAR), and the current Federal Travel Regulations (FTR) which are delineated in 41 CFR, Chapters 300 to 304 and viewable at www.gsa.gov/federaltravelregulation. The FTR implements statutory requirements and Executive branch policies for travel by Federal civilian employees and others authorized to travel at government expense. The following issues are summarized below to ensure a thorough and consistent understanding.

Travel reimbursed under this order shall be based on the most economical form of transportation available only. Any costs deemed unreasonable will be reduced to a reasonable amount. Improper costs will be disallowed and deducted from the invoice. Any exceptions shall be fully justified and documented with the invoice. All travel shall be scheduled sufficiently in advance to take advantage of available discount rates, unless authorized by the Contracting Officer.

8.0 Payment

In accordance with FAR 52.232-1 – Payments, unless otherwise approved, the contractor may invoice for the contract line items (CLINs) stated in the schedule of this order upon completion, delivery, and official acceptance by the Government for each CLIN.

The Government shall pay the contractor, upon the submission of a proper invoice, for the total price stipulated in this order for services rendered and accepted. This Contract consists of multiple Contract Line Item Number’s (CLINs); the contractor shall be paid the prices for those services specified in the schedule upon the Government’s acceptance, plus any allowable cost reimbursable other direct costs (ODCs) and travel expenses (in accordance with the Federal Travel Regulations) no more than monthly.

9.0 Data Format Requirements

Reports and materials produced under this Order shall be provided in Microsoft Office 2010, (including, Word, Excel, etc.) and other digital formats (such as Adobe PDF) as directed by the

TPOC.

Documents developed for this Order shall be prepared in the Government Printing Office (GPO)-required format for printing. The following programs are used to create a majority of the print publishing work received by GPO:

• Page layout: QuarkXPress, Adobe PageMaker, Adobe FrameMaker, Adobe In-Design, Corel Ventura and Microsoft Publisher 2000.

• Drawings/Illustrations: Adobe Illustrator, Macromedia FreeHand, and Corel Draw.

• Image Manipulation: Adobe Photoshop and Corel PhotoPaint.

These are also the preferred programs of the commercial printing industry. The most recent versions of these software programs shall be used. The Contractor shall check the software vendors’ web site for current versions and upgrade patches. Contractors who use programs other than those listed below shall consider supplying high-resolution PDF files instead of native files. For more information on creating PDF files references, visit the GPO E-Pub’s web site.

http://www.gsa.gov/federaltravelregulation

10.0 TAR 1252.237-73 Key Personnel (APR 2005)

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

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

The Key Personnel under this Contract are: {OFFERORS SHOULD FILL IN PROPOSED KEY

PERSONNEL}

The above named individuals are designated as key personnel for this Purchase Order, and are considered essential for its successful performance. In the event any of the key personnel are, a proposed replacement by someone of equal or better qualifications and experience, and shall explain the impact on performance. All replacements are subject to the prior concurrence of the Contracting Officer. However, the Government reserves the right to concur on such replacements retroactively when circumstances prevent advance approval.

Prior to replacement or addition of a new employee, the contractor shall submit to the COR the employee’s security application and current résumé, and identify the proposed labor category. The COR will notify the contractor with comments on the proposed replacement or addition in terms of skills necessary to complete the tasks compared to those in the Statement of Work for the proposed labor category. When the FHWA provides a favorable suitability determination of a new employee’s security application, the COR will notify the contractor. The contractor personnel shall not begin any work under the Task Order until they have received a favorable suitability determination from the FHWA.

11.0 Federal Acquisition Regulation (FAR) Clauses

The following additional FAR Clauses will apply to this Purchase Order:

52.204-7 SYSTEM FOR AWARD MANAGEMENT (JULY 2013)

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (JULY 2013)

52.213-4 CONTRACT TERMS AND CONDITIONS – SIMPLIFIED ACQUISITIONS

(OTHER THAN COMMERCIAL ITEMS) (APR 2015)

52.223-18 ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT MESSAGING WHILE

DRIVING (AUG 2011)

52.232-1 PAYMENTS (APR 1984)

52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER-- SYSTEM FOR AWARD MANAGEMENT

(JULY 2013)

12.0 FAR Deviation Provision and Clause

52.203-98, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements-Representation (DEVIATION 2015-02)

PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL

CONFIDENTIALITY AGREEMENTS-REPRESENTATION (FEB 2015)

(a) In accordance with section 743 of Division E, Title VII, of the Consolidated and Further Continuing Resolution Appropriations Act, 2015 (Pub. L. 113-235), Government agencies are not permitted to use funds appropriated (or otherwise made available) under that or any other Act for contracts with an entity that requires employees or subcontractors of such entity seeking to report fraud, waste, or abuse to sign internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information.

(b) The prohibition in paragraph (a) of this provision does not contravene requirements applicable to Standard Form 312, Form 4414, or any other form issued by a Federal department or agency governing the nondisclosure of classified information.

(c) Representation. By submission of its offer, the Offeror represents that it does not require employees or subcontractors of such entity seeking to report fraud, waste, or abuse to sign internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information.

(End of provision)

52.203-99, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements (DEVIATION 2015-02)

PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL

CONFIDENTIALITY AGREEMENTS (FEB 2015)

(a) The Contractor shall not require employees or subcontractors seeking to report fraud, waste, or abuse to sign or comply with internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information.

(b) The contractor shall notify employees that the prohibitions and restrictions of any internal confidentiality agreements covered by this clause are no longer in effect.

(c) The prohibition in paragraph (a) of this clause does not contravene requirements applicable to Standard Form 312, Form 4414, or any other form issued by a Federal department or agency governing the nondisclosure of classified information.

(d)(1) In accordance with section 743 of Division E, Title VII, of the Consolidated and Further Continuing Resolution Appropriations Act, 2015 (Pub. L. 113-235), use of funds appropriated (or otherwise made available) under that or any other Act may be prohibited, if the Government determines that the Contractor is not in compliance with the provisions of this clause.

(2) The Government may seek any available remedies in the event the contractor fails to comply with the provisions of this clause.

(End of clause)