DTFH6116R00023.pdf

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS NOT A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING

PAGE OF PAGES

1 | 50

2. CONTRACT NUMBER

3. SOLICITATION NUMBER

DTFH6116R00023

4. TYPE OF SOLICITATION

SEALED BID (IFB)

X NEGOTIATED (RFP)

5. DATE ISSUED

June 07, 2016

6. REQUISITION/PURCHASE NO.

HRDI412016004

7. ISSUED BY CODE HCFA-22 8. ADDRESS OFFER TO (If other than Item 7)

Federal Highway Administration

Office of Acquisition Management

1200 New Jersey Ave. S.E. Rm E62-204

Washington, DC 20590

Federal Highway Administration

Office of Acquisition Management

1200 New Jersey Ave. S.E. Rm E62-204, Washington, DC 20590

ATTN: Tamiko Aikens

NOTE: In sealed bid solicitations “offer” and “offeror” mean “bid” and “bidder”

SOLICITATION

9. Sealed offers in original and 4 copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in 1200 New Jersey Avenue, SE, E62-204 until July 15, 2016_ local time _12:00 pm __.

CAUTION LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation. THIS PROCUREMENT IS ISSUED USING FULL AND OPEN COMPETITION.

THIS IS A FULL AND OPEN COMPETITION REQUIREMENT

10. FOR A. NAME B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

INFORMATION

CALL:

Primary Contact: Tamiko Aikens

Secondary Contact: Robin Hobbs

AREA CODE

NUMBER

366-3092

366-4004

EXT.

Tamiko.Aikens@dot.gov.

Robin.Hobbs@dot.gov.

11. TABLE OF CONTENTS

() SEC. DESCRIPTION PAGE(S) () SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 1 X I CONTRACT CLAUSES 28

X B SUPPLIES OR SERVICES AND PRICE/COST 2 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 3 X J LIST OF ATTACHMENTS 34

X D PACKAGING AND MARKING 13 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 14 X K REPRESENTATIONS, CERTIFICATIONS 35

X F DELIVERIES OR PERFORMANCE 15 AND OTHER STATEMENTS OF OFFERORS

X G CONTRACT ADMINISTRATION DATA 17 X L INSTRS., CONDS., AND NOTICES TO OFFERORS 41

X H SPECIAL CONTRACT REQUIREMENTS 22 X M EVALUATION FACTORS FOR AWARD 48

OFFER (Must be fully completed by offeror) NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within 180 calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

10 CALENDAR DAYS

20 CALENDAR DAYS

30 CALENDAR DAYS

CALENDAR DAYS

14. ACKNOWLEDGMENT OF AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

15A. NAME CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN

AND OFFER (Type or print)

ADDRESS

OF

OFFEROR

15B. TELEPHONE NUMBER 15C. CHECK IF REMITTANCE 17. SIGNATURE 18. OFFER DATE

AREA CODE

NUMBER

EXT.

ADDRESS IS DIFFERENT FROM ABOVE -

ENTER SUCH ADDRESS IN SCHEDULE.

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED

20. AMOUNT

21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

10 U.S.C. 2304(c) ( ) 41 U.S.C. 253(c)( )

23. SUBMIT INVOICES TO ADDRESS SHOWN

IN (4 copies unless otherwise specified)

ITEM

24. ADMINISTERED BY (If other than Item 7) CODE 25. PAYMENT WILL BE MADE BY CODE

26. NAME OF CONTRACTING OFFICER (Type or print)

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

IMPORTANT – Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

mailto:Tamiko.Aikens@dot.gov mailto:Robin.Hobbs@dot.gov

SECTION B

SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 CONTRACT SUMMARY

MINIMUM AND MAXIMUM CONTRACT AMOUNT

The Contractor shall furnish all materials and personnel necessary to provide the Federal

Highway Administration (FHWA) with non-personal technical support for “Quality Assurance

Essentials and Case Studies for Accelerated Bridge Construction”, as described in Section C below.

The Government anticipates award of a Firm-Fixed-Price (FFP) Contract.

The maximum potential dollar value of this FFP Contract is $TBD, with Cost Reimbursable

Travel, as delineated in B.2.

B.2 SCHEDULE OF SERVICES

CLIN

Contract

Line Item

Number

Description Type Price

00001

Task 1: Kick-off meeting Summary

Report and Final Work Plan

FFP

00002 Task 3: Interim Report FFP

00003

Tasks 4 and 5: Case Study and

Analysis

00004

Task 8: Final Report with ABC QA

Program Guidance

00005

Task 8: Final TechBrief &

PowerPoint

00006

Task 8: Final Visual ABC Inspection

Manual

00007

Task 8: One Webinar and two

Industry Presentations

00008

Travel

Cost

Not to exceed

$15,000.00

Total:

B.3 TRAVEL

All travel shall be reimbursed at cost in accordance with the Travel and Per Diem clause

(reference Section G). Travel and Pier Diem shall not exceed $15,000 for the prime Contractor for the total period of performance. This amount is included within the total estimated cost of the

Contract.

SECTION C

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 BACKGROUND

Today’s 21st century world is all about speed of getting tasks completed through accelerated delivery. This pace is now being translated to highway bridge construction for the 21st century.

Technology is the key to delivering highway bridge construction for this new century. The

Federal Highway Administration (FHWA) through Every Day Counts (EDC-2) promoted the technology of Accelerated Bridge Construction.

ABC is defined as bridge construction that uses innovative planning, design, materials, and construction methods in a safe and cost-effective manner to reduce the onsite construction time that occurs when building new bridges or replacing and rehabilitating existing bridges quickly.

Conventional construction methods involve onsite activities that are time consuming and weather dependent. Nevertheless, speed is the primary difference between ABC and conventional bridge construction, but ABC can introduce other unique challenges such as: shipping and handling of large/irregular prefabricated elements, special lifting/erecting and element “fit-up” in the field, all of which could have special QA requirements. There are three particular ABC technologies being promoted under EDC-2 which are: Prefabricated Bridge Elements and Systems (PBES), Slide-In Bridge Construction (SIBC), and Geosynthetic Reinforced Soil – Integrated Bridge

System (GRS-IBS). ABC is a paradigm shift in the project planning and procurement approach where the need to minimize mobility impacts which occur due to onsite construction activities are elevated to a higher priority. Conventional bridge construction is bridge construction that does not significantly reduce the onsite construction time that is needed to build, replace, or rehabilitate a single, or group of bridge projects. Further description of ABC can be found at:

Accelerated Bridge Construction - Experience in Design, Fabrication and Erection of

Prefabricated Bridge Elements and Systems, FHWA HIF-12-013, http://www.fhwa.dot.gov/bridge/abc/docs/abcmanual.pdf)

ABC intrinsic benefits can include site constructability, total project delivery time, material quality and product durability, and work-zone safety for the traveling public and contractor personnel. As related to ABC precast concrete elements a review conducted by the United States

Department of Transportation Office of Inspector General (US DOT OIG) identified issues with precast concrete producers not providing non-structural precast concrete elements with the proper amount of reinforcing steel in compliance with State specifications. In response to these investigations, the FHWA Headquarters surveyed its Division Offices. The intent was to determine what activities are included in the acceptance processes of States for nonstructural precast concrete elements. The results showed that very few States provided full-time plant inspection for the production of nonstructural precast concrete elements, and had varying frequencies of inspection from periodic to none. As a result, FHWA conducted a National review on nonstructural precast concrete elements; one of the principal recommendations from this review was to assist SHAs in the development of a comprehensive approach to manage the construction oversight and acceptance processes of nonstructural precast concrete elements and on different classifications of precast concrete elements. Thus, research is currently being conducted by FHWA to develop a manual on the non-destructive testing (NDT) on precast http://www.fhwa.dot.gov/bridge/abc/docs/abcmanual.pdf concrete elements. This research may be helpful for inspection of “structural” precast concrete elements for ABC utilization of precast concrete plants. With respect to precast concrete elements, the focus of this project is not the question of whether current QA practices for ABC

“structural” precast concrete elements are insufficient, but rather there is a need to better understand how QA is applied and exercised in the rapid assembly or installation of precast concrete elements.

http://www.fhwa.dot.gov/pavement/materials/hif13045.pdf http://www.fhwa.dot.gov/pavement/materials/program_review.pdf

Development of a Manual using Non-destructive Testing and Case Studies on Precast

Concrete Elements in Highway Construction, (FHWA) DTFH61-14-D-00009.

C.2 OBJECTIVE

The overall objective is to determine the effectiveness of State Highway Agencies (SHA) QA practices utilized on ABC projects. A thorough literature review of states QA practices for bridge construction projects shall be included. A minimum of 5 case studies with each case study consist of an individual project with varying levels of complexities and located in different regional geographical area of the United States will be documented to illustrate the effectiveness, best practices and/or issues of the existing Quality Assurance practices utilized on

ABC projects. The effective practices are those in place to reduce the risk of non-specification material in and high quality proper installation and “fit up” processes for structural precast concrete elements. From the documented case studies the contractor shall develop a QA guidance document to assist highway agencies in developing a more robust inspection and acceptance programs for ABC projects. In addition, to this QA guidance document the contractor shall develop an ABC Visual-aid inspection manual similar to the Long Term Pavement

Performance (LTPP) Pavement Distress Identification Manual;

http://onlinepubs.trb.org/onlinepubs/shrp/SHRP-P-338.pdf

C.3 SCOPE

This research shall address how ABC QA programs for material quality and construction inspection are effectively implemented and what processes are being used to ensure that the quality is not sacrificed for speed on ABC projects.

C.4 STATEMENT OF WORK

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform this work.

Under this contract, the contractor shall address the following tasks:

Task 1- Kickoff Meeting

Within 15 days of award, the Contractor shall coordinate and facilitate a kickoff meeting in person, with the COR and other invited guests. The COR shall coordinate invitees from FHWA.

The Contractor shall prepare and submit a meeting agenda and draft project work plan to the http://www.fhwa.dot.gov/pavement/materials/hif13045.pdf http://www.fhwa.dot.gov/pavement/materials/program_review.pdf http://onlinepubs.trb.org/onlinepubs/shrp/SHRP-P-338.pdf

COR for review and comment, one week in advance of the kick-off meeting. The work plan is to be consistent with the proposal and include, at a minimum, the proposed project schedule and deliverables. The Contractor shall prepare and submit to the COR, a summary of the kickoff meeting and a final work plan that incorporates all the feedback from the kickoff meeting, within

7 days of the kickoff meeting.

Task 2- Comprehensive Review

The Contractor shall complete a comprehensive review to document current bridge QA practices and any differences or special requirements that are added for ABC projects. The Contractor shall identify transportation agencies through the AASHTO Subcommittees such as Bridges and

Structures, Materials, and Construction to survey for bridge QA practices, as well as identify industry associations which have experienced ABC QA practices and can provide additional resources.

The proposal shall detail how this information will be obtained and demonstrate that the approach is current and comprehensive; note that under the Paperwork Reduction Act, FHWA

(and its contractors) is unable to survey more than nine external entities unless clearance from the US Office of Management and Budget is obtained. The timeline and process for OMB clearance precludes it from being an option under this project. The comprehensive review shall be completed prior to Task 3.

Note: Please note that much of the information on highway agency specifications or special provisions is likely not found in published literature.

Task 3- Interim Report

Within six months after the effective date of the contract, the Contractor shall submit an interim report which includes the results of Task 1 and Task 2, as well as an updated work plan for completing the Tasks. The COR shall provide comments within 45 calendar days of the interim report’s submission. The Contractor shall revise the interim report and work plan as necessary to reflect the COR’s comments. A final interim report shall be submitted to the COR within 7 days of the review.

Task 4- Case Study

The Contractor shall conduct a comprehensive case study to document at least five ABC projects. The case study shall include a level of detail to successfully assess the overall QA program effectiveness on each project. The Contractor shall provide documentation and coordinate with the COR on the selection of the case studies for final approval. The case studies should be selected prior to Task 5.

Task 5- Analysis

Based upon the comprehensive review and case studies, the Contractor shall document the effectiveness and analyze the similarities or differences of State Highway Administration (SHA)

QA programs between ABC and conventional bridge construction. The analysis shall paint a national picture that includes both best practices and areas of potential risk. The analysis shall be submitted within 15 months after the effective date of the contract.

Task 6- QA Program Guidance

The Contractor shall develop QA program guidance for ABC based on the case studies and analysis. The guidance shall be applicable nationwide and for various project types/sizes. It shall reinforce good practice for standard bridge construction and specifically address areas of risk that are unique to ABC. The QA Program Guidance shall be submitted within 23 months from the effective date of the contract.

Task 7- Inspection Identification Manual

The Contractor shall develop a stand-alone visual ABC Inspection Identification Manual for field

QA inspection for rapid assembly and installation of structural precast concrete elements. The manual shall provide photos and descriptions on what project inspectors should be looking at during ABC. Photos that compare and contrast proper techniques with improper techniques shall be included. The ABC Inspection Identification Manual shall be submitted within 23 months from the effective date of the contract.

Note: FHWA shall have rights to all photos included in the manual and photos copyrighted by others shall not be included.

Task 8- Findings

The Contractor shall develop and submit a draft ABC QA Final Report, draft Techbrief, draft

PowerPoint Presentation, and conduct two national webinars or presentations. The Contractor shall provide the aforementioned within 25 months from the effective date of the contract. The

Contractor shall revise the draft documents as necessary to reflect the COR’s comments. A final

ABC QA Final Report, Techbrief, PowerPoint Presentation, shall be submitted to the COR within 7 days of the review.

C.5 GENERAL SECURITY REQUIREMENTS

The Contractor shall establish appropriate administrative, technical, and physical safeguards to protect any and all Government data, to ensure the confidentiality, integrity, and availability of government data. As a minimum, this shall include provisions for personnel security, electronic security and physical security as listed in the sections that follow.

C.6 DISSEMINATION OF INFORMATION/PUBLISHING

There shall be no dissemination or publication, except within and between the Contractor and any Subcontractors or specified Integrated Product/Process Team (IPT) members who have a need to know, of information developed under this contract or contained in the reports to be furnished pursuant to this contract without prior written approval of the CO. FHWA approval for publication will require provisions which protect the intellectual property and patent rights of both FHWA and the Contractor.

C.7 DATA RIGHTS

The Government will retain unlimited rights to all intellectual property and technical data produced in the course of developing, deploying, training, using and supporting FHWA or other

Federal agencies under this contract. All modifications to Government Off-The-Shelf (GOTS) or

Commercial Off-The-Shelf (COTS) software, middleware, hardware, or source code will be the sole property of the Government. The Contractor will be required to negotiate agreements with commercial system vendors relating to non-disclosure of vendor-proprietary information.

Except as noted above, all software and data rights developed or provided under this Work

Statement (WS), including any previously proprietary or COTS software, will be provided to the

Government, for any intended use by the Government.

C.8 GOVERNMENT FURNISHED EQUIPMENT/INFORMATION/PROPERTY

When furnished, the Contractor shall maintain a detailed inventory accounting system for

GFE/Material or Contractor Acquired Property (CAP). The inventory accounting system must specify, as a minimum: product description (make, model), Government tag number, date of receipt, name of recipient, location of receipt, current location, purchase cost (if CAP), and contract/order number under which the equipment is being used. The Contractor shall either: a) attach an updated inventory report to each Monthly Progress Report, or b) certify that the inventory has been updated and is available for Government review. In either case the

Contractor’s inventory listing must be available for Government review within one business day of COR request.

C.9 CONTRACTOR REQUIRED LICENSES/CERTIFICATIONS

Any required licenses and certifications will be specified in the individual task issued under this contract. The Contractor shall be responsible for providing appropriately qualified personnel.

C.10 TRAINING

The Contractor shall be responsible for any special training, licensing and certifications of

Contractor personnel necessary to provide the necessary expertise in specialized scientific or data analysis topics to meet Government requirements.

C.11 TRAVEL

The Contractor shall be responsible for coordination of travel in support of Government requirements. The Contractor shall be required to invoice in accordance with FAR 31.205-46, Travel Costs, and Federal Travel Regulations, and must submit documentation of all travel costs.

The Government will specify the travel dates and location for required local, domestic, and international travel. The Contractor shall not travel unless adequate funds have been delegated to the task for travel.

C.12 REQUIREMENTS FOR IMPLEMENTING SECTION 508 STANDARDS

All Information Technology deliverables shall conform to the Electronic and Information

Technology (EIT) Accessibility Standards. See http://www.access-board.gov/508.htm for more information

Preparation of Technical Reports or other documents that FHWA plans to post on a website.

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.

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 officers technical representatives 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, one text format that includes descriptions for all non-text images must be prepared. “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.

Other Section 508 Requirements

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 http://www.access-board.gov/508.htm amended, and is viewable at http://www.access-board.gov/sec508/508standards.htm - PART 1194).

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

______1194.21 Software applications and operating systems.

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

______1194.23 Telecommunications products.

___x__1194.24 Video and multimedia products.

______1194.25 Self contained, closed products.

______1194.26 Desktop and portable computers.

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 standards are available at http://www.access-board.gov/sec508/guide/index.htm.

The following paragraphs summarize the requirements for preparing final technical deliverables in conformance with Section 508 for eventual posting by USDOT to a USDOT-sponsored Web site. If you have further questions, please contact the USDOT COR listed in this contract.

C.13 SECTION 508 COMPLIANCE

On August 7, 1998, President Clinton signed the Workforce Investment Act of 1998, which includes the Rehabilitation Act Amendments of 1998. Section 508 of the Rehabilitation Act requires that when Federal agencies develop, procure, maintain or use electronic and information technology (EIT), they shall ensure that this technology allows:

- Federal employees with disabilities to have access to and use of information and data that is comparable to that by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency, and

- Individuals with disabilities, who are members of the public seeking information or services from a Federal agency, to have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities.

Individuals with disabilities may have a range of functional limitations. These include upper and lower mobility limitations, manipulation limitations, blindness or low vision, deafness or hearing limitations, and speech or cognitive limitations.

In Section 508, and consistent with the Clinger-Cohen Act of 1996, EIT is defined to include any equipment or interconnected system or subsystem of equipment that is used in the automatic acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information. It includes computer hardware, software, networks, telephones, copiers, fax machines and peripherals as well as many electronic and communications devices commonly used in offices. Video and multimedia products are also covered.

Application

The law applies to all Federal agencies when they develop, procure, maintain or use EIT.

Inaccessible technology interferes with an individual's ability to obtain and use information quickly and easily. Section 508 was enacted to eliminate barriers in information technology, to make available new opportunities for people with disabilities, and to encourage development of technologies that will help achieve these goals.

Section 508 (29 U.S.C. § 794d) requires Federal agencies to ensure that their EIT allows employees and members of the public with disabilities to have access to and use of information and data which is comparable to access by those without disabilities. The requirements of section

508 have been implemented through the promulgation of technical and performance standards by the Architectural and Transportation Barriers Compliance Board (Access Board) who were charged with developing technical and functional provisions to establish a minimum level of accessibility.

Standards

The standards define the types of technology covered and set forth provisions that establish a minimum level of accessibility. The application section (1194.2) outlines the scope and coverage of the standards. The standards cover the full range of electronic and information technologies in the Federal sector, including those used for communication, duplication, computing, storage, presentation, control, transport and production. This includes computers, software, networks, peripherals and other types of electronic office equipment. The standards define EIT, in part, as

"any equipment or interconnected system or subsystem of equipment that is used in the creation, conversion, or duplication of data or information."

The functional performance criteria in Subpart C of the Access Board’s standards are intended for overall product evaluation and for technologies or components for which there is no specific requirement under the technology-specific provisions in Subpart B. These criteria are designed to ensure that the individual accessible components work together to create an accessible product.

They cover operation, including input and control functions, operation of mechanical mechanisms, and access to visual and audible information. These provisions are structured to allow people with sensory or physical disabilities to locate, identify, and operate input, control and mechanical functions and to access the information provided, including text, static or dynamic images, icons, labels, sounds or incidental operating cues.

Subpart D of the provisions addresses access to all information, documentation, and support provided to end users (e.g., Federal employees) of covered technologies. This includes user guides, installation guides for end-user installable devices, and customer support and technical support communications. Such information must be available in alternate formats upon request at no additional charge. Alternate formats or methods of communication can include Braille, cassette recordings, large print, electronic text, Internet postings, TTY access and captioning and audio description for video materials.

Maintenance/Support for Legacy Systems

New maintenance and support contracts on legacy systems do not require the previously owned

EIT to meet the technical provisions of Subparts B or C of the Access Board's standards.

However, the newly acquired help desk services, training and product support documentation must meet Subpart D of the Access Board's standards.

EIT Acquired by a Contractor Incidental to a Federal Contract

In accordance with paragraph 1194.3 of the standards, "General Exceptions", Section 508 does not apply to EIT that is acquired by a Contractor incidental to a contract. That is, the products a

Contractor develops, procures, maintains, or uses, that are not specified as part of a contract with a Federal agency are not required to comply with Section 508. For example, if a firm is contracted to develop a web site for a Federal agency, the web site created must be fully compliant with Section 508, but the firm's own web site would not be subject to Section 508.

To help ensure full compliance with both the letter and the spirit of the law, Contractors may wish to consider in-house activities such as:

- Coordinate and assure education and awareness of all employees within the company assigned to work covered by Section 508,

- Monitor the Access Board (www.access-board.gov) and GSA

(www.section508.gov) web sites for new guidance and training opportunities.

- Develop and implement methods for monitoring adherence to Section 508 policies and procedures.

- Coordinate with personnel and training to add disability awareness and accessibility training into company training programs.

The Information Technology Industry Council (ITI) is hosting a template on their site

(www.itic.org) which will allow vendors who choose to participate, the ability to download the document and complete it to describe how a particular product or service they offer complies with Section 508 Access Board standards.

C.14 REPORTS AND DELIVERABLES

Unless specified otherwise, technical reports under this contract shall be prepared in accordance with the latest version of the Turner-Fairbank Highway Research Center’s (TFHRC)

Communications Reference Guide (FHWA-RD-03-074), available at http://www.tfhrc.gov/qkref/qrgmain.htm.

All fonts used in the documents must be supplied on the disk so the document will print as it appeared on the contractor’s equipment. Files must be included in the programs of origin, such as MS Word, PowerPoint, Excel, etc., so these files can be modified or corrected and re-imported into the full text document. Graphics should be created as separate elements and imported into the text file. An electronic file of each imported graphic shall be delivered. Graphic must be produced in a program that can export an interchange file format that can be imported into the full text. Photos must be in TIF or EPS (GIF and JPEG are acceptable for electronic publishing) http://www.access-board.gov/ http://www.section508.gov/ http://www.itic.org/ http://www.tfhrc.gov/qkref/qrgmain.htm with on-screen preview and with line screen appropriate for printing. Files should be provided in a manageable size of 3 Mb or less.

Except as specified in this section for contract level reports, all reports and other data items required for each individual task will be defined at the task level. Contract level reports incorporate all issued task, performance and problems, and are required in accordance with the requirements specified herein.

Quarterly Reports

The Contractor shall submit progress reports to the COR and the Contract Specialist (CS). These reports shall be prepared on a quarterly basis and submitted by the 15th of the month following the reporting period. The reports shall be in format as directed by the COR and, at a minimum, include the following items:

(a) A clear account of the work performed under each task during the reporting period.

(b) An outline of the work to be accomplished under each task during the next reporting period.

(c) A description of any problem encountered or anticipated that will affect the completion of any work within the timeframe set, together with recommended solutions to such problems; or, a statement that no problems were encountered.

Schedule of Deliverables

The contractor shall prepare and submit the deliverables as required and defined in this work statement in accordance with the delivery schedule, in Section F.

SECTION D

PACKAGING AND MARKING

D1. 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.

D.2 SHIPPING AND MARKING

The Contractor shall use the U.S. Postal Service standard delivery for delivery of materials, equipment, or required hardcopy documents. The COR must approve all exceptions to this requirement.

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

Ship to:

FEDERAL HIGHWAY ADMINISTRATION

HRDI - 20

6300 Georgetown Pike McLean, VA 22101

Mark for: (TBD)

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.

D.3 F.O.B. POINT

The F.O.B. point for all items, unless otherwise directed by the Government, shall be:

FEDERAL HIGHWAY ADMINISTRATION

HRDI - 20

6300 Georgetown Pike

McLean, VA 22101

All items shall be shipped F.O.B. destination unless otherwise specified in task.

SECTION E

INSPECTION AND ACCEPTANCE

E.1 CLAUSES INCORPORATED BY REFERENCE

52.246-4 INSPECTION OF SERVICES – FIXED PRICE (AUG 1996)

E.2 INSPECTION AND ACCEPTANCE

All work hereunder shall be subject to review by the Government. The COR specified in the

COR appointment letter(s) is responsible for inspection and acceptance of all incoming shipments, documents, and services.

E.3 ACCEPTANCE CRITERIA

Certification by the Government of satisfactory services provided is contingent upon the

Contractor performing in accordance with the terms and conditions of the contract, any task issued, and all amendments.

E.4 GOVERNMENT ACCEPTANCE PERIOD

The COR will have thirty (45) calendar days to review draft deliverables and make comments.

The Contractor shall have five (5) workdays to make corrections and return the corrected deliverable to the government.

Upon receipt of the final deliverables, the COR will have ten (10) workdays for final review prior to acceptance or providing documented reasons for non-acceptance. When the Government fails to complete the review within the review period the deliverable will become acceptable by default.

The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal or this Statement of Work.

In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor shall have ten (10) workdays to correct the rejected deliverable and return it per delivery instructions, at no additional costs to the Government.

SECTION F

DELIVERIES OR PERFORMANCE

F.1 CLAUSES INCORPORATED BY REFERENCE

52.242-15 STOP-WORK ORDER (AUG 1989)

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

F.2 PERIOD OF PERFORMANCE

All work and services required under this contract shall be completed on or before 27 months from the effective date of the Contract. There are no option periods under the contract.

F.3 METHOD OF DELIVERY

Electronic copies shall be delivered using Microsoft Office suite of tools (for example, MS

WORD, MS EXCEL, MS POWERPOINT, MS PROJECT, or MS ACCESS format), unless otherwise specified by the COR. Electronic submission shall be made via email, unless otherwise agreed to by the COR.

F.4 DELIVERY SCHEDULE ABBREVIATIONS

The following abbreviations are used in the delivery/deliverable schedule:

Abbreviation Definition

CO Contracting Officer

COR Contracting Officer's Representative

Days Calendar Days unless otherwise specified

E Electronic Copy

H Hard Copy

NLT Not Later Than

WDA Working Days After

F.5 DELIVERABLE/DELIVERY SUMMARY

The delivery schedule below outlines the due date for deliverables. All draft deliverables shall assume a two week FHWA review and comment period unless otherwise noted.

Deliverable Frequency # of Copies Medium/Format Submit To Task 1 - Kick-off meeting Summary

Report and Final

Work Plan

7 days after

Kickoff meeting One Electronic

Copy

WORD

Document

CO and COR

Deliverable Frequency # of Copies Medium/Format Submit To Task - 3

Interim Report

6 months from the effective date of the contract.

One Electronic

Copy

WORD

CO and COR

Task - 4 & 5

Case Study and

Analysis

15 months from the effective date of the contract.

One Electronic

Copy

WORD

Document

COR

Task - 6

QA Program

Guidance for ABC

23 months from the effective date of the contract.

One Electronic

Copy

WORD

Document

COR

Task - 7

Proposed Visual

ABC Inspection

Manual

23 months from the effective date of the contract.

Five Hardcopies

& One Electronic

Copy

WORD

Document

Email and USPS to COR and Tech

Review Panel

Task - 8

Draft TechBrief &

PowerPoint

25 months from the effective date of the contract.

One Electronic

Copy

WORD and

PowerPoint

Document

COR

Task - 8

Draft ABC QA

Final Report

25 months from the effective date of the contract.

Five Hardcopies

& One Electronic

Copy

WORD

Document or similar

COR

Task - 8

ABC QA Final

Report

25 months from the effective date of the contract.

One Electronic

Copy

WORD

Document

COR

Task - 8

Final TechBrief &

PowerPoint

25 months from the effective date of the contract.

One Electronic

Copy

WORD and

PowerPoint

Document

COR

Task - 8

Final Visual ABC

Inspection Manual

25 months from the effective date of the contract.

150 Hardcopies and

2- electronic copy(1-USB and email)

Published

Manual through e-Books and

FHWA HQ

Publications

COR

Task - 8

Two National

Webinars or

Presentations

12 to 25 from the effective date of the contract.

One Electronic

Copy

PowerPoint COR

All Progress

Reports

Quarterly by the

15th of the month following the quarter being reported

One Electronic

Copy

WORD

COR and CS

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: E66-312 – Mail Code: HCFA-22

Washington, DC 20590

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

(a) The Contracting Officer is the only individual authorized to enter into or terminate this contract, modify any term or condition of this contract, waive any requirement of this contract, or accept nonconforming work delivered under this contract.

(b) The Contracting Officer shall designate a Contracting Officer’s Representative (COR) by written notice to the Contractor. The COR’s responsibilities shall include technical monitoring of the Contractor’s performance and inspecting and accepting deliveries under the contract.

The COR shall be appointed in writing, at which time ALL of the responsibilities of the COR shall be detailed, and a copy of the appointment memorandum shall be furnished to the

Contractor. Any changes to the COR delegation shall be made in writing, either by changes to the existing memorandum, or by issuance of a new appointment memorandum. Copies of any changes shall be provided to the Contractor.

(c) The COR is not authorized to perform, formally or informally, any of the following actions:

(1) Promise, award, agree to award, or execute any contract, contract modification, or notice of intent that changes or may change this contract;

(2) Waive or agree to any modification of the delivery schedule;

(3) Make any final decision on any contract matter subject to the Disputes Clause;

(4) Terminate, for any reason, the Contractor’s right to proceed, or issue any order causing the Contractor to stop work; or

(5) Obligate in any way, the payment of money by the Government.

(d) The Contractor shall comply with the written or oral direction of the Contracting Officer or authorized representative(s) acting within the scope and authority of the appointment memorandum. The Contractor need not proceed with direction that it considers to have been issued without proper authority. The Contractor shall notify the Contracting Officer in writing, with as much detail as possible, when the COR has taken an action or has issued direction

(written or oral) that the Contractor considers to exceed the COR’s appointment, within 3 days of the occurrence. Unless otherwise provided in this contract, the Contractor assumes all costs, risks, liabilities, and consequences of performing any work it is directed to perform that falls within any of the categories defined in paragraph (c) prior to receipt of the Contracting Officer’s response issued under paragraph (e) of this clause.

(e) The Contracting Officer shall respond in writing within 30 days to any notice made under paragraph (d) of this clause. A failure of the parties to agree upon the nature of a direction, or upon the contract action to be taken with respect thereto, shall be subject to the provisions of the

Disputes clause of this contract.

(f) The Contractor shall provide copies of all correspondence to the Contracting Officer and the

COR.

(g) 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 SUBMISSION OF INVOICES

To be considered proper for payment, the first page of the invoice shall contain the following information:

1. Name and address of the Contractor.

2. Invoice number and invoice date.

3. Contract number and title.

4. Amount billed by CLIN, current and cumulative.

5. Total amount of billing.

6. Cumulative total billed for all Contract work to date.

7. Name, title, phone number, and mailing address of person to be contacted in the event of a defective invoice.

If the invoice includes charges pertaining to CLIN 0008, Travel and other Indirect Costs, the following pages of the invoice shall include a detailed breakdown of any cost-reimbursable travel or other direct costs charged for under the invoice, and backup (copies of receipts). The backup shall be presented in a well-organized manner.

Submit all invoices to one of the following invoice addresses:

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

(a) Include the invoice as an attached PDF document

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

(i) “Invoice No. #

(ii) Contract/Agreement Number

(iii) Name of your Company/Organization.”

(iv) Attention: To be filled in at time of award

Example: Invoice No. 35 – DTFH61-16-C-000XX – ABC Company – Attention:

John Doe

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

Invoices submitted via an overnight service must use the following physical address:

MMAC

FHWA/AMZ-150

6500 S. MacArthur Blvd

Oklahoma City, OK 73169

Attention: To be filled in at time of award

Express Delivery Point of Contact: Ryan Wisniewski, 405-954-8252

Invoices may be submitted via regular U.S. Postal Service to the following address:

Federal Highway Administration

Markview Processing

P.O. Box 268865

Oklahoma City OK 73126-8865

Attention: To be filled in at time of award

All invoices, regardless of submission method, must identify the Contract Specialist as the invoicing point of contact.

An invoice submitted to an address other than those identified above will be returned to the vendor as non-conforming.

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

NOTE: The final invoice is not subject to interest payment under the Prompt Payment Act. The

Contracting Officer will process the final invoice as a routine part of the closeout process. When requested, the Contractor shall submit the final invoice directly to the Contracting Officer along with the final closeout documents. When the final invoice is ready for payment, the CO will submit the final invoice to OKC for Markview processing, along with any other required closeout documents.

G.5 PAYMENT – FIRM-FIXED-PRICE

For Firm-Fixed-Price, the Contractor may request payment for the Firm-Fixed-Price specified in the task upon the Government’s acceptance of all work under that task. Satisfactory completion and acceptance of the work under the task will be made by the Contracting Officer.

Proportional payments may be made based on an established Milestone Payment Schedule for work performed and accepted.

G.6 PAYMENT — COST REIMBURSABLE TRAVEL COSTS AND OTHER

DIRECT COSTS

a. The Contractor may be reimbursed for costs associated with travel, as allowable under the provisions of Subpart 31.2 of the Federal Acquisition Regulation (FAR) in the not-to-exceed amount of $15,000.00 subject to the Limitation of Costs Clause.

b. The Contractor may request interim payments for travel costs incurred during the performance of this Contract. Each interim payment request shall be supported by a statement of costs incurred by the Contractor in the performance of this Contract and claimed to constitute allowable costs. Interim payment requests may be made no more frequently than monthly.

c. In accordance with FAR clause 52.232-25, “Prompt Payment,” monthly interim payments will be made by the 30th day following receipt of proper request for payment by the designated billing office, unless audit or other review is considered necessary to ensure compliance with the terms and conditions of the Contract. All interim payments hereunder will be made upon further determination by the CO that the Contractor is making adequate progress toward successful contract completion.

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

G.7 TRAVEL AND PER DIEM

Some travel is expected to occur throughout the duration of the contract. The COR will issue the written request for travel if required (excluding local travel) to the contractor with each task.

Travel and Per Diem authorized under this contract shall be reimbursed in accordance with the

Government Travel Regulations currently in effect. The total travel costs shall not exceed the amounts indicated without express written approval of the Contracting Officer.

Travel requirements under this contract shall be met using the most economical form of transportation available. All travel shall be scheduled sufficiently in advance to take advantage of offered discount rates, unless authorized by the Contracting Officer.

If economy class transportation is not available, the Contractor shall make a request to the

Contracting Officer for use of higher class travel in advance of booking the travel. The CO will approve the request in writing.

Additionally, the request for payment voucher must be submitted with the justification for use of higher class travel indicating dates, times, and flight numbers, as well as the CO’s approval of the travel.

G.8 CONTRACTOR SUPERVISION

The Contractor shall provide total supervision of its staff at all times. Government personnel are not authorized or permitted to supervise any Contractor personnel. The Contractor’s Program

Manager shall communicate with the COR 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 Program 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

Program Manager shall be subject to the approval of the Contracting Officer.

SECTION H

SPECIAL CONTRACT REQUIREMENTS

H.1 CONTRACT START UP

The Contractor shall be prepared to perform all work set forth in Section C upon the effective date of the Contract.

H.2 PROCUREMENT AUTHORITY

The Federal Highway Administration, Office of Acquisition and Grants Management, is the only agency that is authorized to modify, suspend, or terminate performance under this

Contract.

H.3 NON-PERSONAL SERVICES CONTRACT

This contract is a “non-personal…