RFP_No._DTFH6116R00016_-_SOW_Vehicle_Based_Technology.pdf

The Impact of Vehicle Based Technology on

Roadway Departure Crashes

EXHIBIT J.6 -- TASK ORDER PERFORMANCE WORK STATEMENT AND

INSTRUCTIONS TO OFFERORS

Task Order Proposal Request

Performance Work Statement

1.0 Overview

This is a non-personal services contract or task order to provide an informational report on the impact of vehicle based technology on roadway departure crashes. The Government will not exercise any supervision or control over the contract or task order service providers performing the services herein. Such service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government as defined in this performance Work Statement. The Contractor shall perform to the standards herein.

1.1 Background

Roadway departures (RwD) continue to account for more than half of U.S. roadway fatalities annually and nearly 40 percent of serious injuries, making such crashes a significant safety concern. In 2013, there were 18,257 fatalities because of roadway departure crashes, which was 56 percent of the traffic fatalities in the United States. A roadway departure crash is defined as a crash, which occurs after a vehicle crosses an edge line or a centerline, or otherwise leaves the traveled way.

The FHWA Safety Program features a Roadway Departures (RwD) roadmap of activities to guide the portfolio of RwD related research. The RwD program is considering how Connected and Automated Vehicle technologies can be considered alongside the diverse set of safety countermeasures that were developed to prevent and to mitigate RwD crashes.

Connected and Automated Vehicle (CV/AV) technologies have the potential to enhance highway safety by providing drivers with precise vehicle control and maintaining appropriate driver attention to traffic and roadway conditions. Such technologies can have a tremendous impact on the reduction of roadway departure crashes (e.g., lane departure warning systems, which alert the driver when the vehicle drifts past the lane markings).

As the vehicle fleet transitions to include a greater percentage of these vehicles, it is important to understand how the infrastructure and safety countermeasures need to adjust to accommodate the changes (e.g., rumble strips will become less important, while providing striping on more of the system may be needed).

1.2 Objective

The objective of this research is to develop a comprehensive informational report, including a synthesis of practices and research that has been completed on new and emerging technologies that can reduce RwD crashes.

1.3 Detailed Requirement

The Contractor shall conduct an assessment of research gaps in which CV and AV applications can address the scope of RwD crashes. The Contractor shall conduct a literature review of available materials, and research being conducted by non-Federal entities (e.g., the Connected Vehicle Pooled Fund) to determine what has been accomplished to date. The outcome will include a chronological inventory of technologies anticipated and a suggested action plan to set future research. The Contractor shall develop a strategic framework for the Government to consider as federal staff determine proper adjustments to the RwD roadmap. Questions, such as, how the RwD program can support the connected vehicles and vehicle-to-infrastructure programs, and how the RwD program focus may need to adjust to address these changes in the vehicles and infrastructure, should be addressed.

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the following tasks:

Task 1: Project Kick-off and Work Plan

Within two weeks after award, key members of the Contractor’s team shall participate in a kick off meeting with FHWA to discuss the tasks and delivery schedule, delineate roles and responsibilities, and establish communication protocols. The Contractor shall present to FHWA their proposed approach. The Contractor shall prepare and submit to the COR a meeting summary within one week. Based on the meeting, the Contractor shall further refine their work plan, as applicable, and submit the updated work plan to the COR within two weeks after the kick off meeting.

Product: Draft and Final Work plan

Task 2 – Literature Review and Technology Scan

The literature review and technology scan should focus on the state of the practice and assess technologies and devices for their maturity and suitability to support roadway departure related applications. The Contractor shall conduct a literature review and technology scan of applications and technologies to address the following:

1. Examine new and emerging CV/AV technologies from the US, Europe, and Asia developed after 2012.

2. The review should be focused on emerging technologies that can reduce RwD crashes.

3. The review should focus on technologies for personal vehicles only.

4. The review should also include technologies studied using simulations models.

5. Based on the scan results, identify what common roadway departure crash types could be addressed with CV/AV technologies in the near- and mid-term.

The literature review shall be formatted in such a way that it includes a synthesis of research and practices as well as a chronological inventory of technologies.

The literature review and technology scan shall include the USDOT ITS Strategic Plan 2015- 2019, and build upon and be consistent with findings from NCHRP 20-24(98):

Connected/Automated Vehicle Research Roadmap for AASHTO, and Project 20-102: Impacts of Connected/Automated Vehicles on State and Local Transportation Agencies.

Finally, the literature review and technology scan shall identify what information is not available that is likely needed to enable successful deployment of such technologies.

Product: Draft and Final Literature Review and Technology Scan

Task 3 – Needs Assessment

A needs assessment is often used for improvement in individuals, education/training, organizations, or communities. It can refine and improve a product such as training or service a customer receives. It can be an effective tool to clarify problems and identify appropriate interventions or solutions. By clearly identifying the problem, finite resources can be directed towards developing and implementing a feasible and applicable solution. Gathering appropriate and sufficient data informs the process of developing an effective product that will address the group’s needs and wants. Needs assessments are only effective when they are ends-focused and provide concrete evidence that can be used to determine which of the possible means-to-the-ends are most effective and efficient for achieving the desired results.

The objective of Task 3 is to conduct a needs assessment. The needs assessment performed by the Contractor shall be based on the prior work conducted in Task 2 and based on conducting three web meetings, each two hours, with public agency and industry professionals to determine there what types of product would be transferable to the United States market and work with the connected vehicle environment. Between eight and ten participants should participate in each web meeting. The Contractor shall develop a list of potential participants and work with the COR to finalize the attendees list. The contractor shall be in charge of all logistics to conduct the web meetings. The Contractor shall develop a list of key questions for the participants and will facilitate the web meetings.

After completing the web meetings, the Contractor shall submit draft and final versions of a Needs Assessment report which discusses them in light of the findings from the web meetings and from previous work in Task 2.

Product: Three web meetings; Draft and Final Needs Assessment Report

Task 4 – Research Implementation Plan

In Task 4 the Contractor shall develop and finalize a research implementation plan. The intent of the plan is to describe activities that FHWA should undertake to prioritize roadway departure research activities for CV/AV safety issues. The topics covered in the plan shall be identified in consultation with the COR. Examples of topics covered in the plan, but not limited to, include:

1. Research objectives

2. Concept of design (potential technology scenarios/approach),

3. Identify potential communication requirements

4. Staffing resources

5. Financial resources

6. Milestones

7. Expected benefits/outcomes of research

8. Other considerations

The contractor shall develop an action plan to identify any challenges or gaps that must be addressed before the successful deployment of the implementation plan.

Questions, such as, how the RwD program can support the CV/AV and vehicle-to-infrastructure programs, and how the RwD program focus may need to adjust to address these changes in the vehicles and infrastructure, shall also be addressed. The FHWA’s Roadway Departure team will use this information for future strategic program planning to support the connected vehicles and vehicle-to-infrastructure programs, and adjust the RwD program focus to address these anticipated changes in the vehicles and infrastructure.

Product: Draft and Final Research Implementation Plan

Task 5 – Final Report

The process and information gathered in the previous tasks shall be integrated into a national report that documents the findings. The final report shall be prepared using professional writing practices and be a complete, clear, and concise document. The report shall be developed in accordance with FHWA editorial and style guidelines (See section F.6 of the RFP).

The contractor shall also develop a 508 compliant version of the final report for review and approval by designated FHWA 508 compliance staff and shall meet all Section 508 federal compliance requirements.

Product: Draft and Final Report

2.0 Period of Performance

All work and services required hereunder including preparation and submission of the final report and marketing materials shall be completed on or before 18 months after the effective date of the contract.

3.0 General

3.1 Hours of Operation

N/A

3.2 Place of Performance

The work to be performed under this task order shall be performed at the Contractor’s facility.

Face-to-face meetings (e.g., kick-off meeting, final briefing, etc.), shall be held in Washington, DC Metropolitan Area at a location designated by the Government.

3.3 PHYSICAL Security

The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use.

3.4 Special Qualifications

N/A

3.5 Periodic Progress Meetings

The Contractor agrees to attend progress meetings requested by the contracting activity. The Contracting Officer, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the CO will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

3.6 Identification of Contractor Employees

All contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

3.7 Contractor Travel

Contractor may be required to travel throughout the United States during the performance of this task in order to attend meetings. Travel costs shall not exceed $5,000. All travel requires Government approval/authorization and notification to the COR.

3.8 Other Direct Costs

N/A

3.9 Organizational Conflict of Interest

Contractor and subcontract personnel performing work under this award may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.), or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the CO immediately whenever he/she becomes aware that such access or participation may result in any actual or potential OCI, and may merit the submittal of a plan to the CO to avoid or mitigate any such OCI. This mitigation plan would be determined to be acceptable solely at the discretion of the CO, and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may establish other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

3.10 Phase In /Phase Out Period

N/A

4.0 Government Furnished Equipment and Services N/A

4.3 Materials

N/A

5.0 Applicable Publications (Current Editions)

The Contractor must abide by the following regulations, publications, manuals, and local policies and procedures.

See Section F.6 and H.4 of the RFP.

5.1 Applicable Clauses

52.217-8 Option to Extend Services The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within the task order period.

52.217-9 Option to Extend the Term of the Contract

(a) The Government may extend the term of this contract by written notice to the Contractor any time prior to contract expiration, provided that the Government gives the Contractor a preliminary written notice of its intent to extend any time 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 [18] months.

6.0 Attachment/Exhibit List

6.1 Exhibit 1

Performance Requirements Summary

6.2 Exhibit 2

Deliverables Schedule

6.3 Exhibit 3

Schedule of Services (To be included at award)

TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective Performance Standard Performance Threshold Method of

Surveillance

PRS # 1

The Contractor shall deliver a Final Literature and Technology Scan document.

The Contractor provided the Literature and Technology Scan document according to the Communications Resource Guide.

The report is free of grammatical errors and is technically factual.

100% COR and GTM review

PRS # 2

The Contractor shall deliver Final Needs Assessment report.

The Contractor provided the Needs Assessment Report according to the Communications Resource Guide.

The report is free of grammatical errors and is technically factual.

100% COR and GTM review

PRS # 3

The Contractor shall deliver a Final Report.

The Contractor provided the Final Report according to the Communications Resource Guide.

The report is free of grammatical errors and is technically factual.

100% COR and GTM review

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

This technical exhibit lists any reports or documentation that is required as a deliverable to include the frequency, # of copies, medium/format and who/where it is to be submitted. A deliverable is anything that can be physically delivered but may include non-physical things such as meeting minutes.

COR Review Period for Deliverables: The COR will have 15 calendar days to review draft deliverables and make comments. The Contractor shall have five calendar days to make corrections and return the corrected deliverable to the government.

Upon receipt of the final deliverables, the COR will have 10 calendar days for final review prior to acceptance or providing documented reasons for non-acceptance. Upon receipt of the final deliverables, the COR will have 30 calendar days for final review prior to acceptance or to provide documented reasons for non-acceptance to the Contractor.

Deliverable Print Ready Frequency

# of Copies Medium/Format Submit To

Kick Off Meeting and draft Work Plan

No Within two weeks after task award

1 In Microsoft Word 2010 or compatible version

COR and

GTM

Kick Off Meeting Minutes

No Within one week following kick off meeting compatible version

COR and

GTM

Updated Work Plan

No Within two weeks following kick off meeting compatible version

COR and

GTM

Monthly Progress Reports

No Due by the 15th of month following the month being reported.

1 In Microsoft Word 2010 or compatible version

COR and

GTM

Draft report documenting Literature Review and

No Four months from the start of the contract

1 In Microsoft Word 2010 or compatible version

COR and

GTM

Ready Frequency

# of Copies Medium/Format Submit To

Technology Scan

Final report documenting Literature Review and Technology Scan

No Five months from the start of the contract

1 In Microsoft Word 2010 or other editable electronic format that can be distributed to other FHWA staff;

compatible with the FHWA Communications Resource Guide

COR and

GTM

Three Needs Assessment Webinars

No Six months from the start of the contract

1 In Microsoft PowerPoint 2010

COR and

GTM

Draft report documenting Needs Assessment

No Seven months from the start of the contract

1 In Microsoft Word 2010 or other editable electronic format that can be distributed to other FHWA staff

COR and

GTM

Final report documenting Needs Assessment

No Eight months from the start of the contract

1 In Microsoft Word 2010 or other editable electronic format that can be distributed to other FHWA staff;

compatible with the FHWA Communications Resource Guide

COR and

GTM

Draft report documenting Research Implementation Plan

No Nine months from the start of the contract

1 In Microsoft Word 2010 or other editable electronic format that can be distributed to other FHWA staff

Ready Frequency

# of Copies Medium/Format Submit To

Final report documenting Research Implementation Plan

No Ten months from the start of the contract

1 In Microsoft Word 2010 or other editable electronic format that can be distributed to other FHWA staff;

compatible with the FHWA Communications Resource Guide

COR and

GTM

Draft Final Report

No Twelve months from the start of the contract

1 In Microsoft Word 2010 or other editable electronic format that can be distributed to other FHWA staff

COR and

GTM

Final Report No Fourteen months from the start of the contract

1 In Microsoft Word 2010 or other editable electronic format that can be distributed to other FHWA staff;

compatible with the FHWA Communications Resource Guide