PWS_Digital Delivery Support.pdf

Federal Highway Administration FHWA Office of Research, Development, and Technology

Performance Work Statement

Support for Digital Delivery and Digital As-builts Deployment

1.0 Overview

This is a non-personal services contract to provide delivery of stakeholder collaboration events and peer exchanges, and develop educational materials for digital delivery and digital as-builts as part of FHWA’s larger BIM implementation efforts. The Government will not exercise any supervision or control over the contractor performing the services herein. The contractor shall be accountable solely to the Government as defined in this Statement of Work (SOW). The Contractor shall perform to the standards in this statement of work.

1.1 Background

Over the past several years, FHWA has made significant investment to support the implementation of digital practices by its partners. Practices falling under the umbrella of Building Information Modeling/Management (BIM) for Infrastructure utilize modern digital technologies to improve the way we deliver and manage our highway assets and systems.

FHWA’s efforts have included research, Every Day Counts initiatives, development of a BIM National Strategic Roadmap and a BIM Global Benchmarking study. More recently, Digital As-builts (DABs) was selected for the Every Day Counts Round 6 (EDC-6) program so that FHWA can further champion and support US highway agencies as they implement these BIM practices and related technologies and processes.

As FHWA continues to engage in multiple BIM implementation efforts, a need has been identified for assistance with its stakeholder engagement and education activities. The ideal contractor for this requirement processes hands on practical experience and is a BIM subject matter expert, as well as a recognized leader in communication and facilitation of stakeholder collaboration for the highly technical concepts that the subject involves.

The stakeholders of this effort include transportation departments, contractors, consultants, academia, industry, FHWA offices, and others engaged with owning, operating, designing, and constructing highway infrastructure. FHWA recognizes there are leading organizations that have begun to adopt these practices, so we anticipate they will be actively engaged in supporting this contract by sharing their real-life experiences.

This contract will support enhanced BIM deployment, digital delivery, and digital as-builts through the facilitation of stakeholder collaboration events and peer exchanges, and the development of easy to understand and relatable educational materials.

1.2 Objectives

The objective of this purchase order is to support enhanced BIM deployment through delivery of stakeholder collaboration events, peer exchanges, and developing educational materials for digital delivery and digital as-builts. This will be accomplished by a highly-qualified Subject Matter Expert (SME) that is highly qualified and proficient in BIM for Infrastructure and related subjects to assist FHWA in advancing digital delivery practices that create or manage valuable data, and digital as-builts (DABs) practices https://www.fhwa.dot.gov/innovation/everydaycounts/edc_6/eticketing.cfm. This will be achieved through delivery of stakeholder collaboration events and peer exchanges, and developing educational and outreach materials. The contractor will incorporate change management concepts and other methods that are known to facilitate more rapid implementation.

https://www.fhwa.dot.gov/innovation/everydaycounts/edc_6/eticketing.cfm

For simplicity, in the remainder of this SOW the term “DABs” shall be used to refer to the general related subjects of BIM for Infrastructure, Digital Delivery, and Digital As-Builts.

1.3 Target Audiences

The target audiences and stakeholders of this effort include transportation departments, contractors, consultants, academia, industry, FHWA offices, and others engaged with owning, operating, designing, and constructing highway infrastructure. This would include most levels within any organization working to deliver and manage digital practices and data (from the CEO to a laborer on a project), along with most disciplines (e.g. planning, design/CADD, survey, construction/contracting, maintenance/operations, asset management, and IT/data managers).

1.4 Detailed Requirement

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and non-personal services necessary to perform the services outlined in this SOW. A table of deliverables identified in the following tasks is provided in Section 6.1.

Task 1: Startup and Preliminary Activities

The Contractor shall execute and monitor the purchase order work. The Contractor shall identify a project manager to serve as the Government’s main point of contact for project management activities.

1.1 Kickoff Meeting. The Contractor will attend a project kickoff meeting between the Contractor and FHWA to be held virtually, within fourteen (14) days of award of contract, that will address the following general objectives:

• Introduction of research and FHWA team members;

• Review the scope of work;

• Establish individual roles and responsibilities;

• Refine, if necessary, the working schedule.

The FHWA Technical Point of Contact (TPOC) will provide the contractor a list of FHWA attendees for the initial kick-off meeting.

1.2 Work Plan Discussion: The contractor will, within fourteen (14) days of the kick-off meeting, schedule a follow-up presentation to include the contractor’s presentation of the project Work Plan that specifies how the project will be managed and lists key personnel responsible for project tasks with assigned target due dates.

The Contractor shall prepare and provide the meeting information for the follow-up discussion to the TPOC at least seven (7) calendar days prior to the meeting

– virtual meeting connection information, agenda, outline, draft materials, etc. –.

The TPOC will be given an opportunity to provide comments on the draft agenda prior to its distribution. FHWA will record the virtual meeting and provide the recording to attendees within fourteen (14) calendar days following the meeting.

Task 2: Peer Exchanges

2.1 Peer Exchange Overview: For this task, a peer exchange refers to a single standalone virtual event, with each event uniquely tailored to deliver technical assistance that best meets each customer’s needs to achieve implementation of DABs and related digital delivery practices in their agency. The contractor’s SME shall, in consultation with the TPOC, have the flexibility to select and customize the topic and format of an individual peer exchange based on their previously identified needs and desired implementation outcomes. The SME shall therefore have thorough knowledge and experience in DABS, and will be expected to be capable of matching previously identified lead states (states already adoptive of DABs technologies) with exploring states (states considering the adoption of DABs technologies).

Each peer exchange event shall be an SME-facilitated interaction and discussion between lead states and exploring agencies. Event topics shall focus on use cases of interest to the exploring agencies and cover information on how to effectively implement the technology and practices considering change management fundamentals (i.e. strategic change planning related to people/organizations, processes, and technology).

Initiated by a request from the TPOC during the contract performance period, each peer exchange event shall be approximately six (6) hours in duration. There will be an option of adding nine (9), for a maximum total of ten (10). The peer exchange event dates shall be proposed by the SME and approved by the TPOC. The contractor shall use FHWA’s meeting platform for the peer exchanges, with the ability to host at least 100 participants per event, and each event shall be recorded. The contractor shall develop invitation lists, and issue invitations for each peer exchange event.

Notwithstanding the subject flexibility mentioned in the above paragraphs, the core topics and elements to be accomplished by the contractor in the peer exchanges include:

• Identification of the needs and gaps of exploring states, with the goal of learning how to implement DABs technology. Each event shall be individually tailored to match the exploring state DOT’s needs with lead state(s) DOT’s strength. Plan, organize and facilitate peer exchanges between state DOT staff

• Bringing together of implementation stakeholders and decision makers to facilitate dialogue and next steps to deployment

• Allow for the networking and sharing of experiences by both the lead and exploring agencies

• Conduct interactive activities where applicable to convey technical materials (return on investment analyses, for example)

• Assist agencies with the development and/or refinement of their implementation roadmaps

• Develop summary reports for the peer exchanges that contain example guide documents, specifications, workflows, and lessons learned to help advancing states implement and adopt the technologies and practices. Optional: Arranging for the web posting of a 508-compliant electronic copy for future access.

2.2 Planning and Delivery of Peer Exchanges: In consultation with the TPOC, the Contractor shall develop and execute a production plan for each peer exchange event that will establish responsibilities, lead times, and deadlines for actions needed to ensure timeliness and consistency of delivery. This production plan shall be developed at least thirty (30) calendar days in advance of each peer exchange event. The contractor shall also maintain the production plans on a TPOC-accessible web site such as SharePoint, provided by the contractor.

2.3 Development of Peer Exchange Format / Agenda: The contractor shall a draft generic agenda that will serve as a basis for planning a DABS peer exchange. The generic agenda shall incorporate at least the following elements:

• For each peer exchange event, the identification of three (3) to four (4) sessions, of three (3) hours each (9-12 hours total per event), for meetings among participants. These may occur within 1-2 weeks of each other based on the needs of the attendees, and approval of the TPOC;

• Identification of special roles and positions (i.e. discussion group leaders, special topic presenter, etc.). It is intended that such positions shall include state DOT staff, FHWA/Federal Lands Highways staff, Tribes, local agencies, contractors, vendors and consultants;

• Production of discussion topics and questions to address the objective of the peer exchange;

• Identify the virtual platform, and access information, to be used for the events.

• Provide the TPOC with the facilitator’s notes for conducting the sessions, including polls and other tools.

The Contractor shall submit a draft of the generic peer exchange agenda to the TPOC for comments within sixty (60) calendar days of purchase order award. The Contractor shall incorporate all comments and resubmit the agenda to the TPOC for final approval.

2.4 Event Planning Meetings

2.4.1 Planning Meeting for a Exploring State: For each peer exchange, the TPOC will provide the Contractor the contact information for the exploring state requesting a peer exchange. The contractor shall contact the exploring state representative(s) to schedule a virtual meeting, using the contractor’s platform, to identify and discuss the exploring state’s needs and goals for the peer exchange.

The Contractor shall be responsible for:

• Planning, coordination and logistics of the virtual meeting including the development of a meeting agenda and other materials;

• Providing the participants with a meeting agenda and event planning materials, including the peer exchange generic agenda

• Identifying and recommending a potential lead state(s) for the peer exchange based on the lead state’s approach, strategies, and strengths from the lead state database, and the exploring state’s identified needs and goals;

• Reaching a decision with the exploring state on selection of the lead state(s) for the peer exchange and a draft peer exchange agenda that meets the exploring state’s needs and goals; and,

• Distribution of the draft peer exchange agenda and planning meeting notes to the participants.

2.4.2 Planning Meeting for a Lead State: Contractor shall contact up to five (5) lead state(s) and determine their willingness and ability to participate in the peer exchange. After obtaining the lead state concurrence, arrange a meeting by web-conference, using the contractor’s virtual platform, between the lead state(s) and the exploring state.

The Contractor shall be responsible for:

• Planning, coordination and logistics of the virtual meeting including the development of a meeting agenda and other materials;

• Providing the participants with a meeting agenda and event planning materials, including the peer exchange generic agenda

• Developing a final peer exchange agenda that includes:

1. Date, location and time of the event;

2. Identified disciplines, staff positions and key persons to participate in the peer exchange to include state DOT staff, local agencies, contractors and consultants, and vendors;

3. Identified discussion topics and questions to address the objective of the peer exchange;

4. An implementation component such that sessions and the summary report will provide action items for follow-up.

• Reaching agreement on the peer exchange agenda between the exploring state and lead state; and,

• Recording meeting notes of the web-conference and distributing the notes to the meeting participants.

• Distribute the final peer exchange agenda and meeting notes to the meeting participants.

2.5 Conducting Peer Exchanges: Conduct the peer exchange per the approved agenda. The Contractor shall be responsible for:

• Providing a SME to facilitate the peer exchange presentations, and associated networking and questions and answer sessions;

• Providing administrative support in terms of logistics, recording the event, and obtaining copies of key documents during the event;

• Arranging for experienced state DOT and industry experts to deliver each peer exchange and supporting the final preparation of materials (e.g. PowerPoint presentations, videos, handouts).

• Collecting all peer exchange materials and notes and producing two documents and submitted to the TPOC within 15 days of the peer exchange event:

1. Packet of materials that clearly demonstrates what was done during each peer exchange. This document does not need to be 508 compliant, with its purpose simply to provide FHWA a record of the peer exchange.

2. A summary report of 3-5 pages with key takeaways and potential implementation follow-up activities from the exchange with limited graphics.

2.6 Optional Task: Additional virtual peer exchanges: Up to nine (9) with the same requirements as Tasks 2.1-2.5 above.

2.7 Optional Task: Peer exchange facilitation only, up to five (5), in-person: Contractor will deliver an in-person peer exchange of one and one-half to two (1.5 to 2) days with same objectives as described in Tasks 2.1-2.4 above. For this optional task, the contractor will only be responsible for logistical arrangements, planning and delivering the technical portion of the peer exchange and creating a summary report. FHWA will make arrangements for invitational travel.

2.8 Optional Task: Peer exchange SME facilitation for the meeting only, in-person, and making no logistical or travel arrangements: Up to five (5), as per Optional Task 2.7.

Task 3 (Optional): Develop “Self-Assessment Capability-Maturity Matrices”

The contractor shall develop, based on research and interaction with DABs stakeholders, generic capability-maturity matrices. This shall be performed on a per each basis. The intention of this product will be to help agencies self-assess and evaluate their DABs implementation efforts more effectively.

The objectives of this task are:

• Through research, interaction, and professional networking, gather information about the important steps for agencies to take for implementing DABs;

• Compile findings in a matrix format that is clear, comprehensive, and up to date. The matrix format shall leverage the maturity concepts used in the BIM National Roadmap and be proposed by the contractor and approved by the TPOC;

• The developed matrix shall identify and incorporate important DABs change management areas for acquiring data, creating data (e.g. 3D design models, eConstruction data), creating DABs (e.g. utility location map) and developing enterprise geospatial data management systems for the accumulation and management of data.

Task 4: Stakeholder Collaboration Events

For the purpose of this task, “Stakeholder Collaboration Events” refers to either a standalone virtual event, or an in-person event that could be part of a previously planned conference or meeting. It also includes Technical Committees of one or more of the BIM pooled funds.

The objectives of each Stakeholder Collaboration Event are:

• Bring together subject matter experts to work on specific, focused topics and gather feedback important to DABs implementation (for example, the self-assessment matrix, educational materials);

• Exchange information about the selected topic among participants;

• Develop action items, research needs statements, or interaction with nation organizations such as AASHTO, etc.

Each event shall be an SME-facilitated interaction and discussion. Initiated by a request from the TPOC during the contract performance period. Virtual events may be as short as 2 hours in duration but in-person events may be multi-day, for up to ten (10) such Stakeholder Collaboration Events. Pooled fund events will be scheduled in coordination with the lead and member agencies. The contractor shall use their FHWA’splatform for these events, with the ability to host at least 100 participants per event, and virtual events shall be recorded. The contractor shall develop invitation lists, and issue invitations for each event. Note, invitiations that are sent outside of FHWA will need to approved by FHWA’s Office of Public Affairs and this requires three weeks of lead time ahead of the invitation issuance.

Task 5: Develop Educational and Outreach Materials

The intent of this task is to develop various DABs educational and outreach materials with the general goals of simplicity and quick, effective dissemination of technical knowledge that supports DABs implementation. The basic formats of these work products shall include:

• Everyday Counts (EDC) News and social media blurbs of 1-2 paragraphs and an accompanying graphic;

• Shorter infographics and case studies of 1-2 pages for more specific use cases (e.g. materials use cases for forensics), with topics identified from prior polls and/or collaboration groups. This may also include producing short (1-2 pages) DABs standard of practice (SOP) reports. Examples include “What is IFC?”, “What is an OTL?” “ Who needs to know about MVDs?”;

• Detailed ‘How-To’ briefs, white papers, and using of about 8-10 pages each.

• Simple, short (1-3 minute) multi-media presentations, in a format to be determined by the contractor and TPOC.

Task 6: Subject Matter Expertise for Miscellaneous DABs Tasks

Upon request by TPOC, the contractor shall provide up to 75 hours of SME support for various tasks including:

• Compiling lists/matrices of existing guidance documents, related contacts, and SOP information.

• Identify knowledge/topic gaps and report with suggestions for future whitepapers, webinars, etc.

• Assistance with creating status reports.

It is the intention that each requested task will take on the order of 2-4 hours per task to complete.

2.0 Period of Performance

The Performance period for all services is thirty (30) months after the effective date of the purchase order.

3.0 General

All correspondence, draft and final documents produced through this purchase order shall be delivered and submitted in a common electronic editable format. All final documents produced shall be submitted electronically and section 508 accessible ready for electronic publishing on a FHWA website.

3.1 Hours of Operation

Not applicable.

3.2 Place of Performance

The work to be performed under this purchase order shall be performed at Contractor facilities or elsewhere as appropriate, with occasional meetings at Government facilities as described in the detailed requirements.

3.3 Physical Security

Not applicable.

3.4 Special Qualifications

The FHW A anticipates the following personnel expertise to be necessary for successful completion of the work.

Subject Matter Expert (SME): a person with a recognized high level of knowledge in the concepts, principles and benefits of BIM for Infrastructure, Digital Delivery, and Digital As-builts. The SME shall have comprehensive knowledge of transportation agency organizational structure as it relates to the management and delivery of highway design and construction programs, and agency practices and processes as to how they are applied to highway engineering projects. The person shall be knowledgeable in highway construction methods and techniques, structural inspections, and emergency response operations, in addition to DABS subjects. The SME shall have experience deploying best management practices to state DOTs and it is possible that multiple SMEs are necessary to cover all knowledge areas and tasks.

Facilitation: a person who possesses proven competency in facilitation and moderation of meetings, webinars, and information exchange workshops between managerial and technical personnel of Federal, state, and local agencies and industry representatives.

Technical Writing: a person with a demonstrated history of successfully creating and delivering technical educational and outreach materials, guide specifications, guidelines, and meeting summaries.

3.5 Periodic Progress Meetings

The Contractor agrees to attend progress meetings requested by the contracting activity or purchase order administration. The Contracting Officer, TPOC, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the CO, or TPOC, will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the

Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

3.6 IDENTIFICATION OF CONTRACTOR EMPLOYEES

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

3.7 TRAVEL & PER DIEM

Travel (other than local) may be expected to occur throughout the duration of the purchase order and as described in the detailed requirements. The Contractor shall invoice under the Travel CLIN in accordance with FAR 31.205-46, Travel Costs, and Federal Travel Regulations, and must submit documentation of all travel costs. Travel requirements under this purchase order 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. The government reserves the right to disallow any travel costs deemed uneconomical. The following web site provides information on current Per Diem rates: http://www.gsa.gov/portal/category/100120

3.8 Contractor Travel

The contractor may be required to travel during the performance of this purchase order to deliver or attend meetings, conferences, and peer exchanges.

Travel may be necessary to facilitate peer-to-peer exchanges. Two persons may be necessary to allow for effective facilitation and note-taking. Offerors shall propose the estimated travel they consider necessary, up to a not-to-exceed base amount of $1300 per person per trip.

Travel may be necessary to deliver stakeholder collaboration events. Given the short duration, no additional contractor note-taker will be provided.

3.9 Phase In /Phase Out Period

Not applicable

4.0 Government Furnished Equipment and Services

4.1 Services

http://www.gsa.gov/portal/category/100120

4.2 Facilities

4.3 Materials

6.0 Attachment/Technical Exhibit List

Attachment 1-Deliverables Schedule

Deliverable Delivery Date Format Recipient 508 Compliant

Task 1: Kickoff Meeting

Within 14 days from Award of Contract

Webinar TPOC No

Task 1: Kick-off Meeting Notes & Webinar Recording

Within 28 days from Award of Contract

MSWord and pdf TPOC No

Task 2: One (1) with option for up to ten

(10) Peer Exchanges

Within 60 Days from Award of Contract

MSWord and pdf TPOC No

Task 2: One (1) with option for up to ten

(10) Peer Exchanges

Variable per TPOC request

Webinar TPOC No

Task 2: Webinar recordings for each webinar

Within five (5) days of each webinar

Webinar file TPOC Yes

Task 2: Five (5) Planning Meetings for a Lead State

Variable per TPOC request

Webinar TPOC No

Task 2: Webinar recordings for each webinar

Within five (5) days of each webinar

Webinar file TPOC Yes

Task 2: One (1) with option for up to ten

(10) Peer Exchanges

Variable per TPOC request

Webinar TPOC No

Task 2: Webinar recordings for each webinar

Within five (5) days of each webinar

Webinar file TPOC Yes

Optional Task 2.7:

Five (5) In-Person Facilitations

Variable per TPOC Request

In-Person Facilitation TPOC No

Optional Task 2.8:

Five In-Person Peer Exchange Facilitation Only

Variable per TPOC request

In-Person Facilitation TPOC No

Optional Task 3:

Capability Maturity Matrices

Variable per TPOC request

MSExcel and pdf TPOC Yes

Task 4: One (1) with option for up to ten

(10) Peer Exchanges

Variable per TPOC request

Webinar TPOC No

Task 4: Webinar recordings for each webinar

Within five (5) days of each webinar

Webinar file TPOC Yes

Task 5: Educational and Outreach Materials

Variable per TPOC request

MSWord, pdf, MSExcel, web content

TPOC Yes

Task 6: SME Support Variable per TPOC request

Email, MSWord, MSExcel, pdf, other multimedia as appropriate

TPOC Yes