RFQ_SAP_Open_Market_LPTA_Final.pdf

REQUEST FOR QUOTATION (RFQ) - SOLICITATION NO. DTFH6115Q00039

CONDUCTED IN ACCORDANCE WITH FAR 13

Department of Transportation

Federal Highway Administration Office of Acquisition & Grants Management

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

Attn: LeeAnne Tran

(W) 202-366-4240 leeanne.tran@dot.gov

PART I

The Federal Highway Administration (FHWA) has a requirement to prepare a whitepaper that comprehensively examines alternative approaches to the Highway Cost Allocation Study (HCAS) and recommend suitable and up-to-date approaches for future application for the FHWA. Please provide a technical (5 page limit) and price quotation in accordance with the Part II, Section 2.4 - Statement of Work.

Technical Questions Due Date/Time: Wednesday, August 19, 2015 / 12:00 PM (Noon) ET.

Please direct all questions via email to leeanne.tran@dot.gov.

Quotation Due Date/Time: Wednesday, August 26, 2015 / 4:00 PM ET

Evaluation Criteria

The Government will evaluate quotations and make an award to the offeror that provides the lowest-price-technically-acceptable quotation in accordance with the minimum specifications for technical acceptability identified below.

In order for an offeror’s quotation to meet the minimum standards for technically acceptability, the quotation must demonstrate the following, at a minimum:

Technical Capability

All items noted below are considered equally important in the overall evaluation of technical capability:

• Demonstrated strong technical approach for meeting the requirements of this contract.

• Demonstrated understanding of the concepts, objectives, underlying basis or principles, and important policy implications of HCAS approaches.

• Demonstrated understanding of alternative highway cost allocation methodologies and in-depth knowledge of past highway cost allocation methodologies used by the FHWA.

• Demonstrated knowledge of stakeholders’ interest and concerns in HCAS.

mailto:leeanne.tran@dot.gov mailto:leeanne.tran@dot.gov

In responding to this quotation, your quotation MUST include the following mandatory business information regarding your firm:

a. Business Size (Small, Woman-Owned, Disadvantaged, Hub-Zone, Large, Non- Profit, etc)

b. Proposed Payment Terms (Government Standard is NET 30)

c. Dunn & Bradstreet Number

d. Federal Tax Identification Number (9-Digits)

e. Proposed Completion Date of Services/Delivery Date

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

g. Government Discount/Savings provided (if applicable)

h. 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.

PART II

“Review of Alternative Approaches to the Highway Cost Allocation Study (HCAS)”

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, “Review of Alternative Approaches to the Highway Cost Allocation Study (HCAS).” The Contractor shall furnish all products and non-personal services in support of the mission of the Federal Highway Administration’s (FHWA’s) Office of Transportation Policy Studies located at 1200 New Jersey Ave., SE, Washington, D.C. 20590.

The resultant Order will be a Firm Fixed Price (FFP) Purchase Order and Offerors shall propose a total price breakdown based on the proposed contract line item (CLIN) chart below.

CONTRACT LINE ITEM

NUMBER (CLIN)

DESCRIPTION FIRM FIXED PRICE

0001- Task 1 Project Management $____________

0002 – Task 2 Review of Alternative Approaches to HCAS

0003 – Travel Not to Exceed* $2,000.00

The Total Maximum Potential Price for all work under this Purchase Order:

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).

*All necessary and reasonable travel and per diem will be reimbursed at cost in accordance with the Federal Travel Regulation.

2.0 Statement of Work

2.1 Background

The Federal Highway Administration (FHWA) is responsible for conducting the Highway Cost Allocation Study (HCAS). The HCAS is the procedure used to evaluate highway related costs attributable to different highway users and the extent to which user fees paid by those users cover their highway cost responsibility.

Conducting the HCAS is a very complex undertaking. Among other things, a decision needs to be made regarding the HCAS approach that will be used. In the past, the FHWA used a cost-occasioned approach to allocate highway cost responsibility among different vehicle classes. The underlying basis of the cost-occasioned approach is that users should pay for the costs that they create. This requires estimation of costs caused by different classes of vehicles, and the revenue contribution by each vehicle class. Another important consideration in conducting the HCAS is the issue of what costs to consider. Costs can be defined to include agency costs for highway construction, maintenance, rehabilitation, and administration. Costs can also be expanded to include social costs beside agency costs.

The last Federal HCAS was conducted in 1997. Since that study, several factors affecting highway cost responsibility and user contribution to the Highway Trust Fund have changed. The technology and composition of vehicle fleet have changed over the years. Vehicles have become more efficient.

The number of alternative fueled vehicles has increased. The composition of Federal spending on highways has also changed overtime. Such changes would have important implications on travel, fuel consumption, highway revenues, infrastructure and the environment. Considering the various changes since the last HCAS, it is time to re-examine the existing approach to HCAS and evaluate different highway cost allocation (HCA) approaches that potentially could be applicable at the national level. Findings from such a research can help identify up-to-date and most relevant methods for conducting future HCAS by the FHWA.

2.2 Objective

The objective of this Order is to prepare a whitepaper that comprehensively examines alternative approaches to the HCAS and recommend suitable and up-to-date approaches for future application by the FHWA.

2.3 Specifications/Minimum Requirements

Task 1 -- Project Management

The Contractor shall provide project management for this Order. The Contractor shall organize and participate in a kick-off meeting, which shall be held at the FHWA in Washington, D.C. within 30 calendar days of award. The Contractor shall submit a draft work plan describing the overall sequence, schedules, milestones, quality assurance and control, deliverables, technical and administrative requirements relevant for the successful completion of each task. The Contractor shall also prepare an agenda for the kick-off meeting. Both the draft work plan and agenda shall be submitted 5 calendar days prior to the kick-off meeting. The Contractor shall provide a revised work plan based on the outcomes of the kick-off meeting. The Contractor shall submit the final plan to the Project Manager within 14 calendar days of receiving comments from the Project Manager.

The Contractor shall submit monthly progress reports by the 7th day of each month. This report shall discuss the work completed under each task during the reporting period, share concerns and issues, and plans for the next reporting period.

The Contractor shall participate in monthly meetings and teleconferences with the Project Manager and any other FHWA staff to discuss the progress of each task and any other issues that may arise.

The Contractor shall prepare meeting agendas and presentation materials at least 7 calendar days prior to the scheduled meetings. The meeting agenda will lay out the issues that will be discussed and the goals that will be accomplished from the meeting. The Contractor shall prepare meeting notes within 3 calendar days after the scheduled meetings. The meeting notes shall include a summary of the topics discussed, the important decisions made and tasks accomplished during the meeting.

Task 2 -- Review of Alternative Approaches to HCAS

The Contractor shall prepare a whitepaper that comprehensively examines alternative approaches for conducting the HCAS at the national level. Based on this research, the Contractor shall recommend suitable approaches for conducting the next HCAS by the FHWA. The Contractor shall clearly discuss the rationale, advantages, underlying basis, limitations, and policy implication for selecting the recommended approaches. The Contractor shall also provide implementation strategies for the recommended approaches.

The research shall review any relevant approaches that have been used for HCA allocation in the United Sates or any other countries. The research shall also examine any relevant cost allocation methods used by other modes of transportation and other industries. The research shall identify and evaluate alternative approaches of HCA including, but not limited to, discussion of the conceptual frameworks, underlying principles, purposes, advantages, limitations, policy implications, data input requirements, potential challenges, and resource requirements for implementation. The Contractor shall address important issues in the HCAS, including equity versus efficiency, user versus non-user costs, consideration of costs of all levels of Government (Federal, State and Local), user fees assessed by all levels of Government, consideration of life-cycle cost analysis, equity of user fee structure and cost recovery, user and non-user benefits, socio-economic implications, considerations of highway functional classes, and any other relevant issues in the HCAS.

The Contractor shall prepare and submit a detailed draft outline of titles and sub-titles to be included in the whitepaper. The Project Manager shall review the draft outline and provide comments. The Contractor shall incorporate the comments and produce a final outline. The Contractor shall proceed to the task of preparing the whitepaper based on the final outline.

Upon completion of the draft whitepaper, the Contractor shall organize and present their findings to a panel of HCA experts, with a maximum of five members, to obtain feedbacks. For the presentation, the Contractor shall prepare a PowerPoint that includes a summary of the findings of the whitepaper. The panel members shall be assembled from the Transportation Research Board, State DOTs, or other agencies. The panel members are expected to have knowledge and experience in the HCAS at the national and state levels. The panel members shall be selected by the Contractor in consultation with the Project Manager. FHWA shall cover panel members travel expenses related to the attendance at the presentation of the draft whitepaper. The Project Manager shall also review the draft whitepaper and provide written comments to the Contractor. The Contractor shall address comments and recommendations received from the panel as well as from the Project Manager and any other FHWA staff in the final whitepaper.

As part of the proposal, the Contractor shall provide a detailed outline of proposed chapter titles and brief descriptions of issues covered under those titles.

2.4 Delineation of Contractor Tasks

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

1. Provide project management by: organizing and participating in a kick-off meeting;

submitting a draft and final work plan; submitting monthly progress reports; and participating in scheduled meetings and teleconferences by providing meeting agendas and meeting notes.

2. Provide a review of approaches to the HCAS by: submitting a draft and final outline;

submitting a draft and final whitepaper; and presenting preliminary findings to a panel of experts.

3.0 Contractor Travel

It is anticipated that the Contractor shall occasionally travel during the period of performance to meet with the Project Manager and other FHWA staff. It is anticipated that these meetings will occur in Washington, D.C. at the FHWA Headquarters. All travel requires Government approval/ authorization and notification to the Project Manager.

Travel costs shall be reimbursable in accordance with the Federal Travel Regulation and are not to exceed $2,000.00.

4.0 Period of Performance

The anticipated period of performance for this Purchase Order is 7 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.

5.0 Place of Performance

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

Getachew Mekonnen at Getachew.Mekonnen@dot.gov

6.0 Schedule of Deliverables

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

NOTE: All deliverables must be in Microsoft Office (2010 or later) format either specified or agreed to by the Technical Point of Contract (TPOC). The Contractor shall provide sample review materials to ensure the final documents and visual-aids will be of acceptable quality and format for the Government. Draft materials shall be distributed electronically via email to the Project Manager. The Government’s comments shall be incorporated into the final materials, or feedback shall be provided to the Project Manager to request clarification or resolution of conflicting comments.

On or before the completion of the Order, the Contractor shall email all of the deliverables to the Project Manager.

There shall be no references to the Contractor, including Contractor logos on any of the materials. The Department of Transportation Form F1700.7 or similar acknowledgement can be prepared by the Contractor for inclusion with the materials. Approval by the Project Manager is required before being included in the final materials.

mailto:Getachew.Mekonnen@dot.gov

Task Deliverable Due Date Quantity

Task 1:

Project

Management

Kick-Off Meeting

Within 30 calendar days from the Effective Date of the Award

Initial Draft Work Plan

Within 5 calendar days from the Effective Date of the

Revised Draft Work Plan

Within 30 calendar days from the Effective Date of the

Final Work Plan

Within 14 calendar days from the Effective Date of the

Monthly Progress Reports

Monthly – due by the 7th day of each month

Meeting Agendas and Presentations

At least 7 calendar days prior to scheduled meetings

TBD with Project Manager

Meeting Notes Within 3 calendar days after scheduled meetings

TBD with Project Manager

Task 2:

Review of Approaches to the

HCAS

Draft Outline Within 15 calendar days from the Effective Date of the Award

Final Outline Within 30 calendar days from the Effective Date of the Award

Draft White Paper Within 5 months from the Effective Date of the Award

Presentation of Preliminary Findings to

Panel of Experts

Within 6 months from the Effective Date of the Award

Final White Paper Within 7 months from the Effective Date of the Award

7.0 Requirements for Implementing Section 504 and 508 Standards

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

Applicable Standards:

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.

x 1194.23 Telecommunications products.

1194.24 Video and multimedia products.

x 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 Electronic and Information Technology (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 Contracting Officer’s Representative listed in this statement of work.

Electronic documents with images Provide a text equivalent for every non-text element in all publications prepared in electronic format.

Use descriptions (such as, "alt" and "longdesc") for all non-text images or place them in element content. For all documents prepared, vendors must prepare one standard HTML format (as described in this statement of work) AND one text format that includes descriptions for all non-text images.

“Text equivalent” means text sufficient to reasonably describe the image. For example, an image that is merely decorative requires only a very brief “text equivalent” description. However, if the image conveys information that is important to the content of the report, then text sufficient to reasonably describe that image and its purpose within the context of the report must be provided.

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

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

http://www.access-board.gov/508.htm http://www.access-board.gov/508.htm http://section508.gov/ http://www.access-board.gov/sec508/standards.htm

While Section 508 addresses accessibility issues relative to electronic media, such as Web posting, Web sites, computer simulations, and videos, Section 504 of the Act deals with accessibility for all participants in Government training classes. Section 504 specifically addresses classroom settings, course materials and accommodations for special needs.

It has been determined that some of the deliverables to be developed under this contract are subject to the requirements of Sections 504 and 508 of the Rehabilitation Act of 1973, as amended. Unless otherwise indicated, by submission of their proposal and acceptance of award, the contractor represents that all required 504 and 508 compliance requirements will be met.

Contractors shall provide documentation of testing of all electronic materials and submit proof of compliance testing (results, reports, etc.). This documentation shall accompany the submitted final deliverables. The Government is not responsible for providing Section 508 guidance and training.

The Government will be using Netcentric’s PAW software, or similar software to test the contractor’s deliverables for 508 compliance.

All electronic and information technology (EIT) procured through this contract must meet the applicable accessibility standards at 36 CFR 1194, unless an agency exception to this requirement exists. 36 CFR 1194 implements Section 508 of the Rehabilitation Act of 1973, as amended. EIT is defined as any equipment or interconnected system or subsystem of equipment that is used in the creation, conversion, or duplication of data or information, or used in the automatic acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information. EIT includes, but is not limited to, telecommunications products (such as telephones), information kiosks and transaction machines, World Wide Web sites, multimedia, office equipment such as copiers and fax machines. It includes computers, ancillary equipment, software, firmware and similar procedures, services (including support services), and related resources.

The contractors must ensure that all EIT that they provide either (1) meets the technical provisions of the Section 508 Access Board Standards applicable to a given procurement [see below] or (2) uses designs or technologies as alternatives to those prescribed in the specified technical provisions, provided they result in substantially equivalent or greater access to and use of a product for people with disabilities.

NOTE: 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.

8.0 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.

9.0 Federal Acquisition Regulation (FAR) Clauses

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

52.203-98 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL

CONFIDENTIALITY AGREEMENTS-REPRESENTATION

(FEB 2015; DEVIATION 2015-02)

(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 (FEB 2015; DEVIATION 2015-02)

(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)

52.204-7 SYSTEM FOR AWARD MANAGEMENT (JULY 2013)

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

52.212-4 CONTRACT TERMS AND CONDITIONS – SIMPLIFIED ACQUISITIONS

(COMMERCIAL ITEMS) (MAY 2015)

52.217-5 EVALUATION OF OPTIONS (JULY 1990)

52.217-7 OPTION FOR INCREASED QUANTITY—SEPARATELY PRICED LINE ITEM (MAR 1989)

Fill in: 60 days of the scheduled end of the period of performance.

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 months.

52.223-18 ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT MESSAGING WHILE

DRIVING (AUG 2011)

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

(JULY 2013)

52.232-1 PAYMENTS (APR 1984)