Final_RFP_DTFH6117R00016_March_27.pdf

SOLICITATION, OFFER AND AVIIARD 1. THIS CONTRACT IS A RATED ORDER \

UNDER DPAS (15 CFR 700) 7

RATING PAGE OF PAGES

1 t58

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

DTFH61 17R00016

4. TYPE OF SOLICITATION

t senLED BrD (rFB) ffi NeoorrATED (RFP)

5. DATE ISSUED

03t27t2017

6. REQUISITION/PURCHASE NUMBER

HRD1201700000005PR

7. ISSUED BY CODE HCFA.32 8. ADDRESS OFFER TO (lt other than item 7)

US Dept. of Transportation I Federal Highway Administration (FHWA) ****NOTE: This RFP is a FULL & OPEN Competition****

NOTE; In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

FHWA Office of Acquisition and Grants Management 1200 New Jersey Avenue, SE, Washington DC 20590 Attn: $arah Tarpgaard, ROOM E:62-20{ HCFA-3? (#202-366-5750)

$OLIGlTATION

9. Sealed offers in original and 5 copies for fumishings the supplies or servi@s in the Schedule will be received at the place specifted in item 8, or if hand carried, in the depository located in BIOCk I Address until 3 pm local time 0510212017 cAUTloN-LATESubmissions,Modificalion,,-,.o,I,EHI,o,*,o.uI-ffin]ill] ined in this solicitation.

10. FOR

INFORMATION

CALL:

C. E-MAIL ADDRESS

sarah.tarpgaard@dot. gov

A- NAME

Sarah Tarpgaard

B. TELEPHONE (NO COLLECT CAIS)

NUMBER

3665750

EXTENSION

11. TABLE OF CONTENTS

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

PARTI-THE$CHEDULE PART II . CONTRACT CLAUSE$

x A SOL I CITATI ONICONTRACT FO RM 1 x I CONTRACT CLAUSES x B SUPPLIES OR SERVICE$ AND PRICES/COSTS 2 PART III . LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

x c D ESCRI PTI O N/SP ECS.MIO RK STATEMENT o x J LIST OF ATTACHMENTS x D PAC}(AGING AND MARKING 13 PART IV - REPRESENTATIONS AND INSTRUCTIONS x E INSPECTION AN D ACCEPTANCE 13 x K

REPRESENTATIONS, CERTIFICATIONS AN D OTH ER

STATEMENTS OF OFFERORS

7i_x F DELIVERIES OR PERFORMANCE 14 x G CONTRACT ADM I N ISTRATION DATA 17 x L INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFEROR$ 2 x H SPECIAL CONTRACT REQUI REMENTS 23 x M EVALUATION FACTORS FOR AWARD

OFFER (Must be fully completed by ofteror)

NOTE: ltem 12 does not apply if the $olicitation includes the provBions at 52.214-16, Minimum BidAcceptance Period.

12.|n compliancewith the above, the undersigned agrees, if this offer is accepted within 12O dayS calendar days (60 catendar days unJes$ a different peiod is in$erted by the ofbmr) trom the date for receipt of ofiers specifed above, to fumish any or all items upon which prices are offered at the $et opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT \

(See Secfibn l, Clause No. 52.23?8) 7

10 CALENDAR DAYS (%)120 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS(%)

14. ACt /TL^ ^tc, )WLEDGMENT OF AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE l, ilv rJ,rvtvI the SOLICI' dL;fituwteugres {euerPt ut itutefiuilIGtNtt t9 fAflON for afferors and related documents numbered and dated):

154. NAME AND

ADDRESS

OF OFFER-

OR

coDEl "_ | FAcrLrrYl 16. NAME AND THE TITLE OF PERSON AUTHORIZED TO SIGN OFFER (Type ar print)

158. TELEPHONE NUMBER I+t 15C. CHECK IF REMITTANCE ADDRESS IS

U DIFFERENT FROM ABOVE - ENTER SUCH

ADDRESS IN SCHEDULE.

17" SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXTENSION

AWARD (To be completed by Government)

22. AUTHORIry FOR USING OTHER THAN FULL OPEN COMPETITION:

n 10 u.s.c. 2so4 (c) [} o, u.s.c, 3304(a) ( 1

24. ADMINISTERED BY (lf other than ltem 7)

26. NAME OF CONTRACTING OFFICER (Type or print)

Sarah Tarpgaard

21. ACCOUNTING AND

25. PAYMENT WLL BE MADE BY

28. AWARD DATE

23. SUBMIT INVOICES TO ADDRESS SHOV1N IN t f+ coiiiunresi aii{rwisi specitW - - -r'i 'r!

27. UNITED STATES OF AMERICA

(Signature of Contracting Otficer)

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

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORIUI 33 (ngv.6tzo14) Prescribed by GSA - FAR (48 CFR) 53,214 (c)

DTFH6117R00016

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 CONTRACT SUMMARY

This is a non-personal services Contract to provide professional research services. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform thorough and superior-quality research under this contract entitled, “Incorporating Emergency Response with Maintenance Management Technology.”

B.2 CONTRACT TYPE

The Government intends to award a contract resulting from this solicitation that is a hybrid Firm Fixed Price and Time & Materials type. See PRICING TABLES below for identification of type by Contract Line Item Number (CLIN).

Firm Fixed Priced CLINs (CLINs 001; 002; 003a; 003b; 005; 006; and 007):

• The Contractor shall perform the tasks as described herein in accordance with the Statement of Work and the Performance Requirements Summary (Attachment 1).

• These CLINs are firm fixed priced with no separate line item for reimbursable Other Direct Costs. The firm fixed prices listed include all costs to perform the CLIN including labor costs, indirect costs, other direct costs, supplies, travel, profit, etc.

Time & Materials CLINs (CLINs 004a and 004b):

• The Contractor shall not proceed with CLINs 004a and 004b (collectively “CLIN 004”) without express written authorization to proceed from the Contracting Officer (CO). The Contractor shall not incur costs in excess of the CLIN 004 ceiling amount without express written authorization from the CO. Costs incurred to perform CLIN 004 in excess of the Not-to-Exceed (NTE) ceiling amount are not eligible for reimbursement.

• As authorized in advance in writing by the CO, the Contractor shall perform the tasks as described herein in accordance with the Statement of Work and the Performance Requirements Summary (Attachment 1).

• The approved loaded labor rates in Pricing Table #2 are for use under

CLIN 004a. Labor costs incurred must comply with the loaded labor rates and labor category descriptions to be eligible for reimbursement.

• Allowable labor and material costs (including travel and other direct costs) are eligible for reimbursement based on actual labor hours worked and actual material costs incurred in the performance of CLINs 004 up to the NTE ceiling values.

• Necessary and reasonable travel and per diem in support of CLIN 004 will be reimbursed at cost in accordance with the Travel and Per Diem clause of this contract.

• No indirect or profit/fee burdens are allowable on materials, travel and/or other direct costs. The Contractor’s indirect or profit/fee burdens are NOT allowable on materials, travel and/or other direct costs.

B.3 CONTRACT PRICING TABLES

NOTE TO OFFERORS: The PRICING TABLES below will be included in the resulting contract, filled in with completed approved prices and rates. Offerors shall complete the following tables and submit with the Price Proposal as described in RFP Section L. Offerors are directed to propose the NTE ceiling plug number amounts shown in the PRICING TABLES below for CLINs 004a and 004b for proposal preparation purposes.

NOTE TO OFFERORS: Quarterly Progress Reports are required per the Statement of Work but are not separately priced in the Pricing Tables.

PRICING TABLE #1 - Price by Contract Line Item Number (CLIN)

(Amounts TBD - to be filled in at award)

CLIN

CLIN Type CLIN Description Firm Fixed Price

Time & Materials Not to Exceed

(NTE)

TOTAL

Price

001 Firm Fixed Priced

Task 1: Kickoff Meeting $ TBD

$ TBD

002 Firm Fixed Priced

Task 2: Literature and Practice Review

$ TBD $ TBD

003a Firm Fixed Priced

Task 3a. Near-term Technologies Case Studies and Work Plan

$ TBD $ TBD

003b Firm Fixed Priced

Task 3b. Farther-term Technology Development Plan

$ TBD $ TBD

004a Time & Materials

(Loaded Labor)

Loaded Labor for Task 4: Development of Tools

NTE

$70,000

$70,000

004b Time & Materials

(Materials, Other Direct Costs, Travel)

Materials, Other Direct Costs, Travel for Task 4:

Development of Tools

$30,000

$30,000

005 Firm Fixed Priced

Task 5: TechBrief

$ TBD $ TBD

006 Firm Fixed Priced

Task 6: Webinar

007 Firm Fixed Priced

Task 7: Final Report and Presentation

TOTAL

$100,000

PRICING TABLE #2 – Loaded Labor Rates for Use in CLIN 004a (“Development of Tools on a Time & Materials Basis”)

(Amounts TBD - to be filled in at award)

CLIN

Labor Category Labor Category Description Loaded Hourly Labor Rate (Not to Exceed)

004a Subject Matter Expert (SME)

20+ Years Relevant Technical Experience or Equivalent Expertise

004a Principal

Investigator / Project Manager

10+ Years Relevant Technical

004a Senior

Professional

15+ Years Relevant Technical

004a Mid-Level

7+ Years Relevant Technical

004a Junior

3+ Years Relevant Technical

004a Clerical

1+ Years Relevant Technical

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 BACKGROUND

During an emergency response (ER) on a roadway, highway maintenance crews and equipment often arrive on-scene with other public safety responders. They assess needs, order resources, establish temporary traffic control, clear debris, make temporary fixes, and provide real-time reporting as they work to restore transportation infrastructure and operations functions to pre-event levels. These assets (personnel, equipment, supplies, etc.), often supplied from the nearest local agency or State district, provide critical logistical elements and often come at considerable cost, especially when the expenses are considered over multiple budget cycles. Because of the unpredictable nature of ER, it is difficult to manage assets into the future. There is a need, particularly at the State level and in the local and county agency context, to assess the operational picture, communicate response needs, order resources, and track the agency’s valuable assets that are deployed during these operations. Additionally, the agency-to-agency language to convey this information is not standardized, and the need exists to develop standard communications protocols across DOTs and between State and local agencies. The widespread availability of smart phones and other connected devices also provides the opportunity to leverage technology advancements to develop tools or applications that can increase the communication of asset availability during an ER event. This technology may be used to enter the ER response asset information into an agency’s asset management system.

Under this planned contract award, the Contractor shall investigate current ER procedures by local and State highway agencies on a national level, with a general focus on resource ordering, asset tracking and management, and a specific focus on the technological needs and gaps associated with their practices. The Contractor shall also identify tools that may be readily modified (“low hanging fruit”) to address the identified needs and gaps, and, where possible and authorized to do so, further develop these into useable products.

C.2 OBJECTIVES

The objectives of this contract are:

1. To investigate the methods, regulations, challenges, needs, and gaps regarding highway maintenance emergency response as it relates to asset management.

The Contractor shall document best practices and develop case studies that include the tools that agencies are currently using, or have tried and subsequently modified or stopped using.

2. To develop a work plan for the development and/or further refinement of tools that will address the needs and gaps identified.

3. To identify and develop open-source tools that are considered nearly ready for implementation and/or only needing slight modification from their existing version to enhance asset management in the context of ER.

C.3 SCOPE OF WORK

The Contractor shall investigate current emergency response procedures by local and State highway agencies on a national level, with a general focus on resource ordering, asset tracking and management, and a specific focus on the technological needs and gaps associated with their practices. The Contractor shall identify tools that may be readily modified to address the identified needs and gaps, and, where possible, further develop these into useable products.

C.4 DELINEATION OF TASKS

Due dates for key milestones and deliverables are provided in a summary table in Section F entitled, “KEY MILESTONES AND DELIVERABLES.”

Task 1: Kickoff Meeting

The Contractor shall coordinate and conduct a kickoff meeting with the Contracting Officer (CO) and the Contracting Officer’s Representative (COR), and other Federal staff as invited by the COR. The purpose of the kick off meeting is to identify key Contractor staff and Federal staff supporting the project, and review the scope of work, delivery schedule, roles, responsibilities, and communication protocols for the project. The Contractor shall present their technical, management and staffing approach to performing the work. The kickoff meeting is estimated to last approximately 2 hours and will be held either in-person at the FHWA Turner-Fairbank Highway Research Center (TFHRC) in McLean, Virginia, or remotely via web conference.

Following the meeting, the Contractor shall prepare and submit to the COR a draft meeting summary for review. The meeting summary shall include a contact list of Federal and Contractor staff supporting the project, detailed minutes, and a meeting summary that includes any action items. The Contractor shall update the draft to incorporate and address any edits/comments provided by the COR, then submit the final meeting summary.

Task 2: Literature and Practice Review

The Contractor shall produce and submit a draft literature and practice review that reflects careful and thorough research on how various highway maintenance agencies handle ER activities with their resources, and how their assets are accounted for, funded, deployed, and tracked in these situations. The Contractor shall include State and local Departments of Transportation (DOT’s) in this investigation. The Contractor shall compare and contrast the findings with the capabilities and activities of long-established emergency response systems such as those developed by state wildfire agencies and the US Army Corps of Engineers. The Contractor shall identify procedural, communication, and technological best practices, needs and gaps for integrating ER response activities into agency maintenance management systems. The Contractor shall update the draft to incorporate and address any edits/comments provided by the COR, then submit the final.

NOTE: FHWA anticipates this task will be accomplished through interviews and document/publication research of agency practices. Due to limitations imposed by the Paperwork Reduction Act of 1995, the Contractor shall not survey more than 9 individuals without required approvals. Therefore, FHWA anticipates that the majority of the data for this effort will not be obtained by survey. Much, if not all, needed data exists as existing publications, standard operating procedures, and staff institutional knowledge. See Section H.9.

Task 3: Near-term and Farther-Term Technologies

The Contractor shall differentiate existing or promising technology (near-term) that would require only slight modification/development (address under Task 3a), from farther-term technologies that need more substantial development (address under Task 3b).

Task 3a. Near-term Technologies Case Studies and Work Plan

The Contractor shall document case studies that showcase the successful use of near-term technologies by one or more agencies either: 1) in their current states; or 2) as they have been slightly modified or developed by the agency. The Contractor shall also identify readily modified, but as-yet undeveloped technologies and tools, and shall produce a prescriptive work plan for the possible further refinement of these tools under Task 4 of this contract. The Contractor shall submit a draft report documenting the case studies and work plan. The Contractor shall update the draft to incorporate and address any edits/comments provided by the COR.

Task 3b. Farther-term Technology Development Plan

The Contractor shall incorporate farther-term technologies into a draft Technology Development Plan for the development of technologies, tools and applications needed to better integrate ER with agency maintenance management systems. The Contractor shall be prescriptive in terms of the development of specific technologies, tools and applications, and their expected outcomes. The Contractor shall update the draft to incorporate and address any edits/comments provided by the COR, then submit the final document.

Task 4: Development of Tools

NOTE: The Contractor shall NOT proceed with Task 4 activity without the express written authority of the Contracting Officer. FHWA will review the technologies and tools described in the Task 3a deliverable and, as deemed appropriate, will authorize the Contractor to develop selected technologies and tools under Task 4. Any expenses incurred by the Contractor under Task 4 without the express written authorization of the Contracting Officer (CO) are considered unallowable expenses unless otherwise authorized by the CO.

NOTE: The Contractor shall conduct approved Task 4 activities on a Time & Materials basis per Section B.

As authorized in writing by the CO, the Contractor shall develop tools, identified in Task 3a, that will require only minor modification/development from their existing form in order to enhance highway maintenance asset management in the ER context. Such tools shall be non-proprietary and delivered in a readily deployable format readable by computer applications commonly used by State and local DOTs. Possible examples include:

• Applications to more easily account for ER-related resource use;

• Applications that convert ER resource field data into a format useable with the agency’s enterprise asset management system; and

• Mobile applications that assist field personnel in ER resource ordering and tracking.

The Contractor shall also refine submitted tools further if authorized in writing by the CO. The Contractor shall provide documentation on the use of the tools developed.

Task 5: TechBrief

The Contractor shall develop a draft TechBrief that captures and summarizes the goals, methods, and findings of the project. The TechBrief shall also summarize the purpose and function of any tools developed. The Contractor shall comply with the TFHRC 2017 Communications Reference Guide (CRG) for the TechBrief format (see link for guide in Section C.7). The Contractor shall update the draft to incorporate and address any edits/comments provided by the COR, then submit the final document.

Task 6: Webinar

The Contractor shall develop, organize, arrange/host, and conduct one webinar presentation that describes and summarizes the project effort and findings, and demonstrates the use of the developed tools. The Contractor shall record the webinar, and make the recording available online via a contractor-provided link for at least one year from the date of the original webinar. At least two weeks prior to the webinar, the Contractor shall conduct a practice session, where the webinar is presented internally to the COR and other invited FHWA staff for review and comment in advance of the “live” event.

Task 7: Final Report and Presentation

The Contractor shall provide a culminating draft final report, including highlights of the Task 3b Technology Development Plan. The Contractor shall update the draft to incorporate and address any edits/comments provided by the COR, then submit the final report.

The Contractor shall provide a presentation on the final report content in-person at FHWA TFHRC, and simultaneously via webinar to offsite FHWA staff participants.

FHWA will provide the webinar capability onsite at FHWA TFHRC.

The Contractor shall deliver all required source and object code for any products developed under the project, project data, documents, and Section 508 compliant material.

C.5 QUARTERLY PROGRESS REPORTS

The Contractor shall submit progress reports to the COR and the CO. These reports shall be submitted on a quarterly basis by the 15th of the month following the quarter being reported. The reports shall include the following items as a minimum:

(a) A description of the work performed under each Task during the reporting period.

(b) A description 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.

(d) A financial summary of invoices submitted, pending and paid by CLIN. For CLIN

004 only, a financial summary that also includes Labor and Material costs incurred for both the reporting period and cumulative, in comparison to the CLIN 004 NTE ceiling amounts.

C.6 REQUIREMENTS FOR IMPLEMENTING SECTION 508 STANDARDS

NOTE: Quarterly Progress Reports are not required to be Section 508 compliant.

The following requirements apply to final technical deliverables or other documents delivered to the USDOT as final deliverables under this contract. Final technical deliverables, and other documents as so designated, must meet the requirements of Section 508 of the Rehabilitation Act of 1973, as amended. 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.

See Section 508 of the Rehabilitation Act (http://www.access-board.gov/508.htm) and the Federal IT Accessibility Initiative (Home Page) (http://www.section508.gov/) for detailed information.

The USDOT has determined that the accessibility requirements contained in section 1194.22, “Web-based intranet and internet information and applications,” apply to this work. 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 contracting officer’s technical http://www.access-board.gov/508.htm http://www.section508.gov/ http://www.access-board.gov/sec508/508%20standards.htm representative listed in this contract.

Electronic documents with images Provide a text equivalent for every non-text element in all publications or reports prepared in electronic format. For all documents prepared, vendors must prepare one standard MS Word publication/report document AND one MS Word document containing ONLY the “text equivalents for nontext elements,” which 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 within a publication or report, whenever possible, create simple tables with one header row rather than complex tables with nested header rows. 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 for online completion, 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.

C.7 PUBLICATION AND DOCUMENTATION REQUIREMENTS

Unless otherwise authorized by the CO, final reports shall be prepared in accordance with the latest version of the TFHRC 2017 Communications Reference Guide (CRG) (https://www.fhwa.dot.gov/publications/research/general/15058/15058.pdf), the Federal Highway Administration’s (FHWA’s) Publications and Printer Handbook, and the latest version of the United States Government Printing Office Style Manual.

https://www.fhwa.dot.gov/publications/research/general/15058/15058.pdf

SECTION D - PACKAGING AND MARKING

D.1 PACKAGING

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

The Contractor shall clearly mark each shipment with the Contractor name, contract number, and item identification.

SECTION E - INSPECTION AND ACCEPTANCE

E.1 ACCEPTANCE

Acceptance of the deliverables shall be made in writing by the Contracting Officer’s Representative (COR).

E.2 INSPECTION AND ACCEPTANCE

All work hereunder shall be subject to review by the Government. The designated COR is responsible for inspection and acceptance of all incoming shipments, documents, and services.

E.3 52.252-2 CLAUSES INCORPORATED BY REFERENCE. (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at these addresses: https://www.acquisition.gov/far/ (the Official General Services Administration (GSA) Site of the Federal Acquisition Regulations (FAR)).

(End of Clause)

E.4 52.246-6 INSPECTION -- TIME-AND-MATERIAL AND LABOR-HOUR.

(MAY 2001)

E.5 52.246-7 INSPECTION OF RESEARCH AND DEVELOPMENT --

FIXED-PRICE. (AUG 1996)

https://www.acquisition.gov/far/

SECTION F - DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

The period of performance is 24 months which consists of an estimated 18 months of technical work followed by an estimated 6 months for editorial review and revisions associated with the FHWA publications process*.

*The FHWA editorial review and publication process can take on the order of six (6) months or more to complete before publication is approved. Consequently, this constraint should be factored into the overall project schedule.

F.2 PLACE OF PERFORMANCE

All work performed under this contract shall be performed at the selected Contractor’s facilities, other Contractor-approved locations, or as designated in the Statement of Work.

F.3 PLACE OF DELIVERY

The Contractor shall submit all required deliverables, progress reports and documents in electronic format by email, referencing the contract number, to the following email addresses. In the event a shipment is necessary for delivery, the Contractor shall use the following mailing addresses.

Contracting Officer (CO): US Department of Transportation

Federal Highway Administration Office of Acquisition and Grants Management 1200 New Jersey Avenue, SE, Room E62-204 Washington, DC 20590

Attn: [Name and Email address to be filled in at award]

Contracting Officer’s Representative (COR):

Federal Highway Administration

Turner-Fairbank Highway Research Center 6300 Georgetown Pike McLean, VA 22101 Attn: [Name and Email address to be filled in at award]

F.4 KEY MILESTONES AND DELIVERABLES

Key milestones and deliverables are shown below. All deliverables shall be submitted via email in formats listed below, unless otherwise approved by the COR. The COR estimates providing comments on all Contractor written draft deliverables for Tasks 2 – 7 as needed within 30 days of receipt of the deliverables. The Contractor shall submit a revised document, to address and incorporate the COR’s comments by the due dates listed below.

Deliverables are the property of the Government. The Contractor shall allow free and unconditional use of these items, including distribution to other parties and the public for perpetuity.

SCHEDULE OF KEY MILESTONES / DELIVERABLES

Key Milestone / Deliverable

Due Date from Contract Effective Date*

Section 508 Compliant?

Yes/No Medium/Format

Task 1 Kickoff Meeting Summary

Meeting: 3 weeks Draft: 4 weeks Final: 6 weeks

No 1 electronic copy in Microsoft

(MS)

MS Word, Excel or Adobe® Acrobat® PDF; PowerPoint form the kickoff.

Task 2 Literature and Practice Review

Draft: 6 months Final: 8 months

Draft: No Final: Yes

1 electronic copy in MS Word or Adobe® Acrobat®

PDF

Task 3a Near-term Technologies Case Studies and Work Plan

Draft: 10 months Final: 12 months

PDF

Task 3b Farther-term Technology Development Plan

Draft: 16 months Final: 18 months

PDF

Task 4 Tools; and documentation on the use of the tools developed

No 1 digital copy of each tool, a digital file that is executable in native software

Task 5 TechBrief

1 electronic copy in both MS Word or Adobe® Acrobat® PDF Web-based presentation for project and results

Key Milestone / Deliverable

Due Date from Contract Effective Date*

Section 508 Compliant?

Yes/No Medium/Format

Task 6 Webinar, including practice session

18 months

No 1 electronic copy in both MS Word or Adobe® Acrobat® PDF

Task 7 Final Report and Presentation

Presentation: 18 months

Draft: No Final: Yes Presentation:

No

1 electronic copy, ready for publication, in MS Word and Adobe® Acrobat® PDF

Task 7 Source and object code for any products developed in this project.

18 months No 1 of each electronic file(s) in format readily useable and reproducible by FHWA

Quarterly Progress Reports By the 15th of the month following the quarter being reported

No 1 electronic copy in Adobe® Acrobat® PDF

*Final Document Due Dates for Tasks 2 – 7 assume the Contractor receives the COR’s comments on the draft document within one month after the draft due date. In the event of delays in provision and receipt of the COR’s comments, the Final Document Due Dates may be adjusted accordingly. Final Documents Due Date for Task 1 assumes the Contractor receives the COR’s comments on the draft document within one week after the draft due date. In the event of delays in provision and receipt of the COR’s comments, the Final Document Due Date may be adjusted accordingly.

NOTE: FINAL TECHNICAL DELIVERABLES SHALL BE SECTION 508

COMPLIANT UNLESS OTHERWISE DIRECTED BY THE COR. SEE SECTION

C FOR SECTION 508 COMPLIANCE INFORMATION.

F.5 52.242-15 STOP-WORK ORDER (AUG 1989) -- ALTERNATE I (APR

1984)

F.6 52.247-34 F.O.B. DESTINATION (NOV 1991)

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 PAYMENT – FIRM-FIXED-PRICE

The Contractor may request payment for the firm fixed prices specified in Section B upon the Government’s acceptance of the final deliverable(s) listed for the task. The determination of satisfactory completion and acceptance of the work will be made by the

COR.

G.2 PAYMENT – TIME & MATERIALS

For Time & Materials CLINs 004a and 004b, the Contractor may request payment monthly for costs incurred in accordance with the labor categories and prices contained in Section B, not to exceed the CLIN NTE amounts. For reimbursable travel, material, and other direct costs (CLIN 004b) the Contractor shall provide sufficient supporting documentation to support costs incurred to include vendor receipts. Allowable travel, material, and other direct costs costs shall be reimbursed at cost, based on actual costs incurred, unless otherwise approved by the Contracting Officer. The Contractor’s indirect or profit/fee burdens are NOT allowable on materials, travel and/or other direct costs. See FAR 52.232-7 Payments Under Time-and-Materials and Labor-Hour Contracts.

G.3 INVOICES

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:

(1) Invoice No.

(2) Contract Number

(3) Name of your Company/Organization

(4) Attention: Contract Specialist Example: Invoice No. 35 – DTFH6117C00033 – Contractor Name – Attention:

Contract Specialist

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:

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

MMAC

FHWA/AMZ-150

6500 S. MacArthur Blvd Oklahoma City, OK 73169 Attention: Contract Specialist 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: Contract Specialist

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

Note: All three invoice submission options described above (e-mail, U.S. Postal Service or overnight service) result in the delivery of the invoice to the same finance office in Oklahoma City, OK.

Note: The prime and subcontractors shall submit all labor and other direct expenses for invoicing within 60 days after occurrence. All person-travel documents (airfare, rental car, hotel, per Diem, and other direct expenses incurred during travel) associated with the same trip must be contained in the same invoice.

G.4 TRAVEL AND PER DIEM

Travel and Per Diem under CLIN 004 of this contract shall be reimbursed in accordance with the Government Travel Regulations currently in effect. Travel requirements under this contract shall be met using the most economical form of transportation available. If economy class transportation is not available, the request for payment voucher must be submitted with justification for use of higher class travel indicating dates, times, and flight numbers. All travel shall be scheduled sufficiently in advance to take advantage of offered discount rates, unless authorized by the Contracting Officer.

In lieu of Government Travel Regulations prime contractors and subcontractors who are educational institutions shall comply with the requirements of FAR 31.3, Contracts with Educational Institutions.

NOTE: Travel costs under Firm Fixed Priced CLINs are not separately reimbursable costs but rather are included within approved fixed prices.

G.5 TAR 1252.237-73 KEY PERSONNEL (APR 2005)

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

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

The Key Personnel under this Contract are:

Position Staff Member Principal Investigator / Project Manager

To be filled in at award

G.6 TECHNICAL DIRECTION

Performance of the work under this contract is subject to the Technical Direction of the COR. The term “Technical Direction” is defined to include, without limitation, the following:

(a) Direction to the Contractor which redirects the efforts, shifts work emphasis between work areas, requires pursuit of certain lines of inquiry, fills in details or otherwise serves to accomplish the statement of work;

(b) Provision of information to the Contractor that assists in the interpretation of drawings, specifications or technical portions of the work description; and,

(c) Review and approval/rejection of technical reports, drawings, specifications and technical information to be delivered by the Contractor.

All Technical Direction must be within the general scope of work stated in the contract.

The COR does not have the authority to and may not issue any Technical Direction that:

(a) constitutes an assignment of additional work outside the general scope of the base contract;

(b) constitutes a change as defines in the base contract clause entitled “Changes”;

(c) in any manner causes an increase or decrease in prices set forth in Section B;

or

(d) changes any of the expressed terms, conditions or specifications of the contract.

All Technical Direction must be issued in writing, or shall be confirmed in writing by the COR within 3 working days after issuance. The Contractor shall proceed promptly with the performance of duly issued Technical Directions. However, if in the opinion of the Contractor, the direction issued but the COR is within one of the prescribed categories in

(i) through (vi) above, the Contractor shall not proceed, but shall notify the Contracting Officer in writing, within 3 working days after receipt of any such direction. The Contracting Officer will determine if the Technical Direction is proper, or if a contract modification would be required to properly implement the direction. Failure of the parties to agree upon the nature of the direction or upon the contract action to be taken with respect thereto shall be subject to the clause included in Section I entitled “Disputes.”

G.7 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.8 CONTRACTING OFFICER’S AUTHORITY

The CO 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 CO. In the event the Contractor makes any changes at the direction of any person other than the CO, 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.

G.9 CONTRACTOR SUPERVISION

The Contractor shall provide total supervision of its staff. Government personnel are not authorized or permitted to supervise any contractor personnel. The Contractor's Principal Investigator for this contract 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 Principal Investigator is incapacitated due to illness or injury or otherwise is to be removed by the Contractor during the contract performance, replacement of the incumbent Principal Investigator shall be subject to the approval of the CO.

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 POST AWARD EVALUATION OF CONTRACTOR PERFORMANCE

Contractor Performance Evaluations

(a) Interim and final evaluations of Contractor performance will be prepared on this contract in accordance with FAR 42.1502 and TAM 1242.1502. The final performance evaluations will be prepared at the time of completion of work.

(b) The Contractor can elect to review the evaluation and submit additional information or a rebuttal statement. The Contractor will be permitted 60 calendar days to respond. Contractor response is voluntary. If the Contractor does not respond within 60 days, the Government will presume that the Contractor has no comment. Any disagreement between the parties regarding an evaluation will be referred to an individual at a level above the Contracting Officer, whose decision is final.

(c) Copies of the evaluations, Contractor responses, and review comments, if any, will be retained as part of the contract file, and may be used to support future award decisions.

Federal Highway Administration utilizes the Contractor Performance Assessment Reporting System (CPARS) to record and maintain past performance information.

CPARS hosts a suite of web-enabled applications that are used to document Contractor performance information that is required by Federal Regulations.

The CPARS module assesses performance on contracts for Systems, Services, Information Technology, Operations Support, Architect-Engineer Services, and Construction. CPARS reference material can be accessed at http://www.cpars.gov/.

The registration process requires the Contractor to identify an individual that will serve as a primary contact. This individual will be authorized access to the evaluation for review and comment. In addition, the Contractor is encouraged to identify a secondary contact in the event the primary contact is unavailable to process the evaluation within the required 60-day time period. After the FHWA Contract Specialist registers the contract in CPARS, the Contractor will receive a system generated e-mail notifying him/her that the contract is registered. A system generated e-mail will also provide the Contractor with a User ID if the person does not already have a CPARS User ID.

Once a performance evaluation has been prepared and is ready for comment, the Contractor representative will receive a system generated e-mail notification that the performance evaluation is electronically available for review and comment. The Contractor representative will receive an automated e-mail whenever an assessment is completed and can subsequently retrieve the completed assessment from CPARS.

Contractors may access evaluations at http://www.cpars.gov/ for review and comment in

CPARS.

H.2 GOVERNMENT FURNISHED OR ACQUIRED PROPERTY

Equipment and property provided by the Government or acquired by the Contractor for the performance of work under this contract shall be maintained and accounted for in accordance with the provisions of FAR Part 45 and shall be accounted for as provided in TAR 1252.245-70, below:

TAR 1252.245-70 GOVERNMENT PROPERTY REPORTS (OCT 1994)

(a) The Contractor shall prepare an annual report of Government property in its possession and the possession of its Subcontractors.

(b) The report shall be submitted to the Contracting Officer not later than

September 15 of each calendar year on Form DOT F 4220.43, Contractor Report of Government Property.

(End of clause)

Note: Government furnished equipment/information/property is not anticipated in the performance of this contract.

H.3 ACKNOWLEDGEMENT OF SUPPORT AND DISCLAIMER

An acknowledgment of FHWA support and a disclaimer must appear in any publication of any material, whether copyrighted or not, based on or developed under this contract in the following terms:

“This material is based upon work supported by the Federal Highway Administration under contract number [To Be Determined].”

Additionally, all materials must contain the following statement:

“Any opinions, findings and conclusions or recommendations expressed in this publication are those of the author(s) and do not necessarily reflect the views of the Federal Highway Administration.”

H.4 NON-PERSONAL SERVICES CONTRACT

This contract is a non-personal services contract as defined in the FAR at subpart 37.101.

It is understood and agreed that the Contractor and/or Contractor’s employees and subcontractors: (1) shall perform the services specified herein as independent contractors, not as employees of the government; (2) shall be responsible for their own management and administration of the work required and bear sole responsibility for complying with any and all technical, schedule, or financial requirements or constraints attendant to the performance of this contract; (3) shall be free from supervision or control by any government employee with respect to the manner or method of performance of the services specified; but (4) shall, pursuant to the government’s right and obligation to inspect, accept or reject the work, comply with such general direction of the Contracting Officer, or the duly authorized representative of the Contracting Officer, as is necessary to ensure accomplishment of the contract objectives.

H.5 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.6 RIGHTS TO DATA AND SOURCE CODE FOR SOFTWARE

Notwithstanding any other clause in this contract, the FHWA will have “unlimited rights”, as that term is defined in FAR 27.401, in the software and source code delivered under this contract. As a result, the FHWA may modify and distribute the software and source code to the public without restriction.

The Government has unlimited rights to all documents/material produced under this Contract. All documents and materials, to include the source and object code of any software produced under this contract, shall be Government owned and the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the CO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

H.7 PROTECTION OF INFORMATION AND LIMITATION OF FUTURE

CONTRACTING

a. It is anticipated that in performance of this contract, the Contractor through certain of its employees comprising its Project Team may require access to, or be in receipt of, certain confidential and proprietary information and data relating to FHWA's plans, programs, technical requirements, budgetary matters, and such other information, the disclosure of which may give the Contractor a competitive advantage or be adverse to the interests of the Government. The Contractor shall not disclose such information acquired to anyone, other than the Government, including Contractor’s other employees, without the prior written consent of the Contracting Officer.

b. To the extent that the work under this contract requires access to proprietary, business confidential, or financial data of other companies, and provided such data is marked “Proprietary and Confidential,” the Contractor shall protect such information from unauthorized use and disclosure and agrees not to use it to compete against such companies.

c. For these purposes, “Proprietary and Confidential” information shall mean any information reasonably so designated that is not generally available to the public; but not information that becomes available on a non-confidential basis from another source, or was known to Contractor on a non-confidential basis prior to its disclosure to Contractor in the performance of this contract.

d. It is anticipated that during performance of this contract, the Contractor’s Project Team may have access to technical evaluations of other Contractor's offers or products. FAR 9.505-3 provides that contracts shall not generally be awarded to a Contractor that would evaluate, or advise the Government concerning, its own products or activities, or those of a competitor, without proper safeguards to ensure objectivity and protect the Government's interests.