RFP 693JJ321R000002 Saxton Lab FINAL 3.03.21.pdf

693JJ321R000002

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

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

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

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

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

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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.

(Date)(Hour) local timeuntildepository located in 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

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

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DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

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DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

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16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

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

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

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

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

CODE 24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

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

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

21. ACCOUNTING AND APPROPRIATION20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by government)

CODE

03/03/2021 X

693JJ3

FEDERAL HIGHWAY ADMINISTRATION

OFFICE OF ACQUISITION AND GRANTS MANAGEMENT

1200 NEW JERSEY AVE., SE

WASHINGTON DC 20590

1200 ET 04/05/2021

Hector Santamaria hector.santamaria@dot.gov

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STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

See Section L

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

HRDO20210006PR

See Section L

SECTION B - SUPPLIES OR SERVICES/PRICES

B.1 ID/IQ MINIMUM AND MAXIMUM CONTRACT AMOUNTS

The government intends to award a single award 60-month Indefinite-Delivery-Indefinite- Quantity (ID/IQ) contract utilizing Firm-Fixed Price (FFP) and Time and Materials (T&M)/Labor Hour (LH), or a hybrid of both types, Task Orders (TOs) in accordance with FAR 16.500.

During the term of the contract, the Government shall place orders totaling a minimum of $100,000. The maximum amount of all TOs issued against this contract shall not exceed a ceiling of $75,000,000.

NOTE: The maximum amount of the contract is inclusive of travel costs and materials.

B.2 SCHEDULE OF RATES

All work and TOs issued will be subject to the pricing set forth in Attachment J.1A, Labor Rate Schedule. Labor categories and hourly labor rate ceilings governing TOs under this ID/IQ contract shall conform to Attachment J.1A. The hourly labor rates (unit of issue) are the maximum burdened rates allowable for T&M/LH TOs and FFP TOs. The Contractor may elect to propose lower hourly rates on a TO basis. The rates that are proposed and accepted at the time of TO award shall remain in effect through the duration of the TO award.

The hourly labor rates reflect fully-burdened hourly rates for each labor category with all proportional overhead, fringe, profit/fee, G&A, etc. The labor rates under this contract represent the blended hourly rates, which means to include Contractor employee labor, subcontractor employee labor, and consultant labor.

NOTE TO OFFERORS: FHWA anticipates that most tasks will include performance of work activities onsite at Federal Highway Administration (FHWA)’s Turner-Fairbank Highway Research Center (TFHRC) in McLean, Virginia, in the Saxton Transportation Operations Laboratory (Saxton Lab). However, offsite work may be required periodically.

At any time and throughout the life of the contract, at the request of either the Contractor or the Government, the Contractor may propose additional labor categories, rates and descriptions in addition to the Government labor categories. These additional labor categories, rates, and descriptions will be considered and negotiated on a case-by-case basis.

Travel and materials shall be reimbursed at cost. Inclusion of indirect burden amounts or fee on material costs, including travel expenses, is not allowable.

NOTE TO OFFERORS: The fully burdened ceiling rates accepted at the time of the ID/IQ award shall serve as the basis for all future year pricing. Thus, the resulting ID/IQ contract will include Attachment J.1A with the accepted Contractor loaded labor rates inserted in the pricing table.

NOTE TO OFFERORS: In Attachment J.1A, the Year 6 rates will be applicable for pricing purposes of task orders that are awarded within the ordering period and are required to be completed within 12 months past the end of the ordering period of this contract.

SECTION C - DESCRIPTION/SPECIFICATIONS/ STATEMENT OF WORK

C.1 BACKGROUND

This is a non-personal services contract to provide Technical Support Services for the Federal Highway Administration (FHWA) Office of Operations Research & Development (HRDO) and the Saxton Transportation Operations Laboratory (Saxton Lab).

NOTE TO OFFERORS: The Statement of Work (SOW) for the ID/IQ is in Section C of this RFP.

Attachment J.1B is the Performance Work Statement (PWS) for the planned first task order, which is intended to be awarded immediately upon award of the ID/IQ. This RFP requires Offerors to submit a proposal for the ID/IQ, as well as a proposal for the first task order. See Instructions in Section L for further information.

C.1.1 FHWA Office of Operations Research & Development

The Federal Highway Administration (FHWA) Office of Operations Research & Development (HRDO) at the Turner-Fairbank Highway Research Center (TFHRC), in McLean, Virginia, conducts research and development (R&D), and testing and evaluation activities to meet the growing demands for safe and efficient transportation systems. HRDO conducts studies on new traffic operations concepts and technologies to improve the safety, efficiency, and sustainability of the existing surface transportation system. These activities lead to safely increasing the effective handling capacity of the existing roadway system without the expense of building and maintaining new roads. HRDO conducts many of these activities in the Saxton Transportation Operations Laboratory (Saxton Lab), located at TFHRC, and at offsite test tracks and facilities.

A virtual tour of the Saxton lab can be found here:

https://www.fhwa.dot.gov/resources/saxtonlabtour/index.html

HRDO has a need for technical and research services to support a broad R&D program that currently includes the following focus areas:

1. Cooperative Driving Automation (CDA) – the development and evaluation of systems (hardware and software) and concepts to support R&D of CDA;

2. Analysis, Modeling, and Simulation (AMS) – the development of new AMS tools that account for the addition of connected and automated vehicles in the traffic stream, including the development and use of hardware-in-the-loop, software-in-the-loop, and other virtual environments; and

3. Advance Technologies in Transportation Management (ATTM) – investigations of new technologies, including Artificial Intelligence (AI) and Machine Learning (ML), and use of data collection and information sharing to improve traffic management capabilities and develop decision support systems for traffic managers.

In addition, HRDO has a need for technical services to support the management and operations of the Saxton Lab, including communications, outreach, and marketing of the research program and results. Support services for the management of the Saxton Lab include operations, maintenance, and configuration management of the Saxton Lab, a connected road network at TFHRC, offsite https://www.fhwa.dot.gov/resources/saxtonlabtour/index.html facilities that are equipped with HRDO equipment, and a fleet of research vehicles.

C.1.2 Saxton Transportation Operations Laboratory (Saxton Lab)

The Saxton Transportation Operations Laboratory (Saxton Laboratory) is located at the Federal Highway Administration (FHWA) Turner-Fairbank Highway Research Center (TFHRC) in McLean, VA. The laboratory enables FHWA to validate and refine new transportation concepts and technologies before committing to larger scale research, development, testing, and deployment phases, and serves as a gateway where Federal staff, contractors, and academia collaborate on cutting-edge research. The Saxton Laboratory also supports professional development and technology transfer of innovative concepts and technologies through knowledgeable onsite staff, physical prototype systems, and advanced simulation capabilities.

The Saxton Lab is comprised of office space with workstations for on-site research, a vehicle preparation garage, a network of connected road, traffic signal, and mobile sensing devices throughout the TFHRC grounds, a fleet of research vehicles, and connected systems at the Federal Law Enforcement Training Center in Cheltenham, MD, and the U.S. Army Aberdeen Test Center at Aberdeen Proving Grounds, MD. Software includes a repository of macroscopic, mesoscopic, and microscopic transportation models to allow simulation runs and visualizations of representative traffic networks and experimental strategies to improve safety, mobility, and environmental performance. Collectively, these facilities provide an integrated environment that supports essential research, data collection, processing, and analyses, and the monitoring and control of field and mobile devices.

Data are an integral part of the work of the Saxton Lab, which provides researchers with access to live and archived multisource transportation data to support transportation system performance measurement and the assessment of Transportation Systems Management and Operations (TSMO) applications. The Saxton Lab acquires, cleans, aggregates, and archives research data, analyzes operations and performance, provides advanced visualization tools to improve situational awareness, and transfers data and outputs to appropriate repositories.

The Saxton Lab is an integrated environment, linking field devices, equipped vehicles, databases, data intelligence/engine, data sources, and a suite of advanced analysis/development tools. The Saxton Lab is intended to provide FHWA researchers, other onsite researchers, and external customers with reliable, comprehensive, and accessible resources so that high-quality research can be conducted in a robust and cost-effective manner with close monitoring by FHWA staff and project managers.

A full list of the Saxton Lab facilities and equipment is provided as attachment J.2 Property List.

C.2 OBJECTIVE

The objective of this ID/IQ contract is to secure professional, technical and engineering Contractor services to support the testing and evaluation activities, as well as the management and operations, of the FHWA Saxton Transportation Operations Laboratory (Saxton Laboratory).

C.3 SCOPE

The Government anticipates that the Contractor will provide technical laboratory management services for the efficient and safe Operations and Management (O&M) of the lab facilities, equipment, testbeds, and research vehicles. This includes coordinating and scheduling lab assets amongst the numerous TOs and other external requests, maintaining an accurate inventory and asset tracking system, and keeping equipment in a ready to use condition. Other duties include:

1. Provide technical assistance, technical studies, and laboratory and field experiments that support activities and strategies of HRDO, the FHWA Office of Operations (HOP), other FHWA program offices, and the Office of the Assistant Secretary for Research and Technology’s (OST-R) ITS Joint Program Office. This work includes, but is not limited to, efforts to develop, design, and integrate systems in which vehicles, users, and the infrastructure interact with each other seamlessly to support enhanced mobility, safety, environmental sustainability, productivity and economic competitiveness, and overall customer satisfaction and livability.

2. Provide effective Communications, Outreach, and Marketing (CO&M) materials and media that distribute information regarding the research and research projects being conducted in support of HRDO’s mission and activities, as well as those of its sponsors and partners. Such CO&M materials will include projects conducted offsite by other contractors as well as research and projects conducted internally in the Saxton Lab. The CO&M task also includes conference and demonstration support and website development and maintenance.

Work under the ID/IQ contract shall be defined and awarded by individual TOs. The requirements of individual TOs will reflect the following Task Areas:

1. Task Area A: Operations and Management of the Saxton Lab.

2. Task Area B: Conduct Technical R&D and Technical Support.

3. Task Area C: Provide Effective Communications, Outreach, and Marketing.

NOTE TO OFFERORS: See Attachment J.3 for a summary list of task orders issued under the incumbent ID/IQ contract.

C.4 TASK AREAS

C.4.1 Task Area A: Operations and Management of the Saxton Lab.

NOTE TO OFFERORS: Task Area A work will be performed in accordance with the requirements of TO 0001, which is intended to be awarded immediately upon award of the ID/IQ. A full list of requirements and performance standard for Task Order 0001 are provided in the TO Proposal Request (TOPR – Attachment J.1B).

The Contractor shall support the operations and management of the Saxton Lab and provide technical support according to guidance from the Contracting Officer’s Representative (COR) and as specified in TOs awarded under the ID/IQ contract. The following are examples of the type of work related to this task area.

Operating and Managing the Saxton Lab includes:

1. The Contractor shall provide an on-site Program Manager to provide appropriate management and administration of the Saxton Lab and contract staff, with responsibility for monitoring and reporting on cost, schedule and performance of all work performed under the ID/IQ contract. Examples of these responsibilities include:

i. Ensure that work practices comply with all applicable occupational safety and health standards (OSHA) and contract terms and conditions. This includes following TFHRC procedures for fire drills and facility safety procedures.

ii. The hiring, training, retention, supervision, and replacement of staff to fulfill the work under the various TOs, as necessary.

iii. Ensure timely response to TO Proposal Requests (TOPRs), and maintain overall coordination of work in the Saxton Lab.

2. The Contractor shall provide an on-site Laboratory Manager to assist the Program Manager in managing the operations and maintenance of the Saxton Lab personal property, equipment, and software. Examples of these responsibilities include:

i. Perform and update as needed a Job Hazard Analysis (OSHA 3071 2002(revised)), prepare an annual laboratory safety plan, and perform any required safety training.

The laboratory safety plan will have provisions for employee training on the operation of all equipment and machinery required to conduct research. JHA should be reviewed and updated as needed whenever new equipment is acquired or a new work process is established, and at a minimum on an annual basis.

ii. Develop and execute laboratory improvement plans as directed by the COR.

iii. Maintain an asset management system to keep track of all current assets and all new purchases.

iv. Maintain, repair, service, and replace laboratory equipment, including research and utility vehicles, as needed. Some equipment may require obtaining, following, and utilizing service or warranty agreements. The Contractor shall make recommendations to the COR on obtaining service or warranty agreements, as appropriate.

v. Operate and maintain government-owned research and utility vehicles and provide a monthly vehicle log.

vi. Maintain and advance the in-laboratory IT structure, including the laboratory network and data system.

vii. Support the coordination and facilitation of demonstrations of research at TFHRC and off-site, such as at conferences.

viii. Support tours and presentations of the Saxton Lab tailored to specific audiences, which range from school children to National and International government leaders.

ix. Collaborate with and support other contractors and visiting researchers as directed by the COR to support HRDO’s mission using the Saxton Lab resources.

3. The Contractor shall provide an onsite Communications Manager who will manage the communications and outreach activities in support the Saxton Lab and HRDO. Examples of these responsibilities include:

i. Maintain and update, as necessary, the Communications and Outreach Strategic Plan and the annual Communications and Outreach Implementation Plan.

ii. Manage the development of communication and outreach materials in support of individual TOs and HRDO. These materials include but not limited to: website content, factsheets; presentations and talking points; branding, graphics, and multimedia; and publication of reports.

iii. Ensure that all materials and products that have an external audience follow all FHWA procedures for editing, review, and approval.

iv. Ensure that all reports, as appropriate, comply with the TFHRC Communications Reference Guide (CRG), FHWA-HRT-15-058, (electronic copy available at:

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

NOTE: The Contractor may be required to make accommodations to other personnel who may need to use the Saxton Lab facilities, equipment, and materials. The Contractor is responsible for providing the Government with written documentation regarding any impact on work, scope, schedule, and budget before the accommodation of additional personnel is initiated. The Government will attempt to provide at least two weeks’ notice to the Contractor and shall provide oversight of the additional personnel while they are working in the Saxton Lab.

C.4.2 Task Area B: Conduct Technical R&D and Technical Support.

Task Area B will be conducted in accordance with the requirements of various TOs subsequently awarded under the ID/IQ Contract. The specific requirements and performance metrics for R&D and technical support projects will be specified in the various TOs. Travel, participation in conferences, workshops, and webinars, and purchase of materials may be required under some of the TOs. Examples of the type of work related to Task Area B include:

1. The Contractor shall provide appropriate research project management and performance reporting on all research and support activities.

2. The Contractor shall plan and conduct research and support activities, and document and report on results, as outlined in various TOs. Examples of these activities include:

i. Conduct literature and best practice reviews.

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

ii. Develop internal and external focus/stakeholder groups, and host and facilitate group meetings.

iii. Collect, aggregate, clean, process, and analyze data for a variety of studies under transportation operations.

iv. Develop appropriate Data Management Plans for all collected data, and ensure appropriate retention, protection, access, and transfer to data repositories.

v. Develop new tools for Analysis, Modeling, and Simulation (AMS) of transportation operations, including macro- and micro-analyses of traffic flow.

vi. Test and evaluate transportation operations equipment, systems, networks, and concepts, including communications equipment, sensors, and other ITS components.

vii. Develop, test, and evaluate CDA/CARMASM concepts and use cases. Fabricate non-existent hardware and vehicle transportation technologies to support testing.

viii. Develop software code to support the research, in accordance with specific requirements of individual task orders. This code may be Open-Source Software and may follow the Agile software development methodology.

ix. Develop practitioner guides for existing and emerging transportation operations concepts.

x. Provide technical assistance and training to partners, including researchers, State and local DOT personnel, and industry. This may include providing a help desk, technical engineering support, equipment loans, and development of educational materials, including instructional videos.

xi. Support and participate in a collaborative research program that includes partners from industry, academia, and other public agencies.

C.4.3 Task Area C: Provide Effective Communications, Outreach and Marketing.

Task Area C will be conducted in accordance with the requirements of TO 0001 and various TOs that are awarded under the ID/IQ contract. These TOs will define the specific Communications, Outreach, and Marketing (CO&M) materials and activities to be developed and conducted.

Examples of the type of work related to Task Area C include:

1. Publications Support – The Contractor shall develop materials for publication, multimedia presentations, and briefings, including, but not limited to:

i. Prepare white papers, briefings, articles, technical papers for journal publications, and research reports.

ii. Provide graphic design support for visual products such as presentations, posters, and infographics.

iii. Provide web design support, including creation of new content, recommendations for new web pages and links, and maintenance of existing web pages and content.

iv. Develop videos, including developing scripts and storyboards, and completing the videography.

2. Outreach Support – The Contractor shall provide support for outreach activities, including, but not limited to:

i. Arrange, host, and provide facilitators, presenters, and recorders for meetings, conference calls, webinars, video conferences, and inter-active virtual meetings.

This may include the use of government, rental, or Contractor equipment, rooms, and capabilities.

ii. Identify opportunities for outreach, including national and international conferences and workshops, and maintain a list of schedules, due dates, and requirements for submissions.

iii. Provide design consultation for conference booths.

iv. Staff and support booths at conferences.

v. Support the establishment and facilitation of partnerships with local, national, and international laboratories and operating organizations to meet program objectives.

vi. Arrange and manage scanning tours, sharing and hosting data, sharing vehicle– infrastructure technologies, and conducting joint research efforts on modeling and simulation.

3. Marketing Support – The Contractor shall develop materials and provide support to market the capabilities of the research products developed by the Saxton Lab, including but not limited to:

i. Develop plans to accelerate early deployment of advanced technologies and concepts developed by HRDO and the Saxton Lab.

ii. Identify and educate representatives of industry, academia, and public agencies on the Saxton Lab capabilities and facilities.

iii. Plan, organize, coordinate, evaluate, and arrange engagements with industry to identify Federal R&D needs.

iv. Create hypothetical business models for transportation agencies to consider for improving the safety, efficiency, equity, and sustainability of their transportation infrastructure.

C.5 ID/IQ KICK-OFF MEETING

The Contractor shall organize and attend a virtual kick-off meeting within three weeks of the contract award. The objective of this meeting is to introduce attendees, to provide an opportunity for the Contractor to meet with the CO and/or Contract Administrator, the Contracting Officer’s Representative (COR), discuss the terms and condition of this ID/IQ, define roles and responsibilities, and respond to questions. Contractor Key Personnel and contract administration (i.e., business) representatives shall attend this meeting. The costs incurred to organize and attend the kick-off meeting are unallowable direct costs under the contract and, therefore, cannot be charged as direct costs to the Government.

C.6 ID/IQ MONTHLY PROGRESS REPORTS

The Contractor shall submit an electronic copy (Microsoft (MS) Office or Adobe Acrobat) of a contract level consolidated monthly progress report to the Contracting Officer (CO) and/or Contract Administrator, and the COR, by the 15th of the month following the calendar month being reported. The costs incurred in the administrative reporting are unallowable direct costs under the contract and, therefore, cannot be charged as direct costs to the Government. Contractors are to handle such costs in accordance with their disclosure statements/cost accounting systems.

The report shall provide, for all active TOs under the contract, a summary that includes at a minimum:

(a) TO number, TO title, TO type (i.e., FFP or T&M), period of performance, TO COR.

(b) A description of any problem encountered or anticipated that will affect the completion of any individual TO within the time and fiscal constraints as set forth in the TO, together with recommended solution to such problem; or, a statement that no problem was encountered.

(c) For T&M/LH only, a tabulation of the planned, actual and cumulative person-hours expended by the personnel identified in each TO.

(d) For T&M/LH only, a chart showing:

i. Current and cumulative expenditures versus planned expenditure for each TO.

ii. Cumulative expenditures versus obligated funds.

(e) A summary on a task by task basis for all work under the specific TO that includes:

i. A clear and complete account of work performed on each task and an outline of the work to be accomplished during the next reporting period.

ii. Identified risks.

iii. Plan to mitigate identified risks.

iv. Project schedule status based on opinion of the PM, shown as red (major delays and significant impact overall), yellow (slight delay to schedule but minimum impact overall), and green (on schedule).

(f) For TOs for which the period of performance has expired and/or the technical requirements have been completed, the Contractor shall include a statement indicating this status.

C.7 ANNUAL REPORT

The contractor shall furnish one electronic copy (in Microsoft Office or Adobe Acrobat) of a letter-type annual report to the Contract Specialist (CS) and to the (COR) on or before 30 calendar days after the end of each contract year. The annual report shall contain the following:

(a) State the period of performance covered by the report (dates must be in MM/DD/YYYY format).

(b) Current Contract Dollar Value: state the total amount obligated on all orders, including modifications.

(c) As applicable, date of last Individual Subcontracting Report (ISR) / Summary Subcontracting Report (SSR).

(d) Provide a list of all active orders during the covered evaluation period and for each order indicate the following information:

i. Task Order number, title of the order/project, contract type, value of the order.

ii. A discussion of the activities conducted during the period being reported.

iii. Identify subcontractors, including Unique Entity ID (DUNS), performing either a critical aspect of the contracted effort or more than 25 percent of the dollar value of the effort.

(e) Clear and concise information that accurately reflects the contractor’s performance during the reporting period for each of the following areas:

i. Quality of Product/Service

ii. Schedule

iii. Cost Control

iv. Business Relations

v. Management of Key Personnel

vi. Utilization of Small Businesses

vii. Other: Specify additional evaluation areas that are unique to the ID/IQ, or that cannot be captured elsewhere in the evaluation

NOTE: The annual report will be used by the COR and CO as part of the annual performance review. For each area listed above, the Contractor shall discuss how it met the contractual requirements and, as applicable, discuss any problems and any corrective actions taken. If the Contractor believes it has exceeded the contract requirements, it must identify a significant event(s) and state how it was a benefit to the Government.

C.8 RELEASE OF DELIVERABLES AND IP RIGHTS

Unless specified otherwise, all rights will be assigned to the FHWA upon acceptance of the final deliverable. As a result, the FHWA may modify and distribute to the public, including employees of public agencies, without restriction.

C.9 PHASE IN /PHASE OUT PERIOD (TRANSITION)

NOTE TO OFFERORS: The intent of this clause is intended to address the transition of personnel and operations during the first 30 days. At the time of the ID/IQ award, the Contractor should be ready to provide sufficient staff to meet the requirements of TO 0001, as outlined in the PWS in Attachment J.1B.

To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 30-day phase in / phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements to commence full performance of services on the start date.

Transition (Beginning of Contract): An order for operation and maintenance of the Saxton Lab will include a Transition Period estimated to last one month. During the Transition Period, the FHWA will provide to the Contractor available Saxton protocols, and provide virtual or onsite hands-on training to the Contractor staff on the Saxton Lab and the protocols.

Transition (End of Contract): The Contractor shall provide services needed to assist in a smooth and orderly transition between the incumbent Contractor and a successor Contractor to ensure minimum disruption to vital Government business. These services may include, but are not limited to: data and other file transfer, material transfer, coordination with other FHWA Contractors, and other activities to assist in an orderly transfer and establishment of continued operation of the contract services. The Contractor shall cooperate fully in the transition.

C.10 APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

Unless specified otherwise, all reports developed for publication under this contract shall be prepared in accordance with FHWA’s editorial requirements or the most recent update of the TFHRC Communications Reference Guide (CRG), FHWA-HRT-15-058, (electronic copy available at: https://www.fhwa.dot.gov/publications/research/general/15058/). Unless otherwise specified in a TO, the Government will have up to 30 business days to review and provide technical comments to all draft deliverables. If the Contractor receives no comments in this period, the deliverable will be considered technically accepted, and may be submitted for editorial review.

The Government will review and provide editorial comments to the Contractor within 30 business days after receiving draft final deliverables. The Contractor shall revise deliverables after receiving editorial comments, as required. Following editorial review, all final deliverables that have an external audience will be submitted to the FHWA Office of Public Affairs for review and approval.

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

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 company name, the contract number, TO number (if applicable), and as appropriate the item identification, quantity of items, and notice of partial or final delivery.

D.2 F.O.B. POINT

The F.O.B. point for any hard copy submittals and delivered items, unless otherwise directed by the Government shall be:

Federal Highway Administration Turner Fairbank Highway Research Center Office of Operations Research and Development

6300 Georgetown Pike McLean, VA 22101 Attn: COR designated at award

D.3 EQUIPMENT REMOVAL

Any Contractor-owned equipment, accessories, and devices located on Government property shall be dismantled and removed from Government premises by the Contractor, at the Contractor’s expense, within thirty (30) calendar days after contract expiration. Exceptions to this requirement shall be mutually agreed upon by the Government and the Contractor and written notice issued by the CO.

SECTION E - INSPECTION AND ACCEPTANCE

E.1 INSPECTION AND ACCEPTANCE

All work hereunder shall be subject to review by the Government. The COR or Task Order COR (TOCOR) as specified in each appointment letter at the contract and TO level, is responsible for inspection and acceptance of all incoming shipments, documents, and services. The COR/TOCOR will provide written acceptance of deliverables.

E.2 GOVERNMENT ACCEPTANCE PERIOD

Unless stated elsewhere in each TO, the COR/TOCOR will have up to 30 business days to review draft deliverables and publications and make comments. The Contractor shall have 15 calendar days to make corrections and return the corrected deliverable to the Government. Upon receipt of the final deliverables and publications, the COR/TOCOR will have 15 calendar days for final review prior to technical acceptance or providing documented reasons for non-acceptance.

The COR/TOCOR shall 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. In the event of rejection of any deliverable, the Contractor shall be notified in writing by the COR/TOCOR of the specific reasons why the deliverable is being rejected. Unless otherwise directed by the COR/TOCOR or CO, the Contractor shall have 15 calendar days to correct the rejected deliverable and return it per delivery instructions.

Certification by the COR/TOCOR or CO of satisfactory services provided is contingent upon the contractor performing in accordance with the terms and conditions of the contract, any TO issued, and all modifications. Deliverable items rejected under any resulting TO shall be corrected in accordance with the applicable clauses. Reports, documents and narrative type deliverables will not be accepted unless all discrepancies, errors or other deficiencies, identified in writing by the Government, have been corrected.

Technically acceptable deliverables and publications will be submitted to a publication review and approval process. The publication review and approval process will typically require 30 days for presentations, fact sheets, infographics, posters, and equivalent deliverables. The review and approval process for technical reports will typically require six months from submission of a technically acceptable report to publication, based on an average of three rounds of editorial review. The Contactor shall account for these timeframes when responding to TO Proposal Requests (TOPRs).

E.3 CLAUSES INCORPORATED BY REFERENCE

52.246-2 INSPECTION OF SUPPLIES – FIXED PRICE (AUG 1996)

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

52.246-6 INSPECTION--TIME-AND-MATERIAL AND LABOR-HOUR (MAY 2001)

52.246-7 INSPECTION OF RESEARCH AND DEVELOPMENT-FIXED-PRICE. (AUG

1996)

52.246-16 RESPONSIBILITY FOR SUPPLIES (APR 1984)

SECTION F - DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

The period of performance of this ID/IQ Contract (for the purpose of placing orders) is 60 months from the effective date of award.

Orders may be issued up to the final day within the period of performance of this contract provided that they can be completed within 12 months past the end of the period of performance of this contract. There are no option periods under the contract; however, options may be included in task orders issued under this contract.

F.2 PLACE OF DELIVERY

Unless otherwise stated, all deliverables, including the annual and monthly progress report, shall be delivered to the COR by email with courtesy copy to the Contract Specialist. The Contractor shall include the contract number (and task order number if appropriate) in the email for each deliverable.

F.3 PLACE OF PERFORMANCE (TASK ORDER SPECIFIC)

The work under this contract shall be performed primarily at the Turner-Fairbank Highway Research Center in McLean, Virginia. Place of performance will be specified at the TO level.

F.4 MINIMUM REQUIREMENTS FOR MATERIALS TO BE POSTED ON FHWA

WEBSITES

All web-based deliverables shall conform to the Minimum Requirements for FHWA Web Pages and be compatible with the current FHWA web platform of Adobe ColdFusion (version 10 compatible) and Microsoft SQL (server 2012 or higher compatible). Deliverables will be evaluated for Section 508 compliance, including graceful degradation when JavaScript is disabled and color contrast tests. Deliverables shall meet W3C coding standards (http://www.w3.org/), FHWA coding standards, and conform to DOT Secure Web Application standards to prevent cross-site scripting (XSS) and SQL Injection.

NOTE: Final deliverables must be compliant with Section 508 of the Rehabilitation Act for posting on the FHWA and other websites, and may include one or more of the following formats: HTML, PDF, Microsoft Word/PowerPoint/Excel, video, database, website, application, or other type of format.

F.5 METHOD OF DELIVERY

Electronic copies shall be delivered using Microsoft (MS) Office suite of tools (for example, MS WORD, MS EXCEL, MS POWERPOINT, MS PROJECT, or MS ACCESS format) latest version, unless otherwise specified by the COR. Electronic submission shall be made via email, unless otherwise agreed to by the Contracting Officer’s Representative (COR).

http://www.w3.org/

F.6 DELIVERABLES

F.6.1 DELIVERABLE/DELIVERY SUMMARY

For task orders issued under this contract, specific deliverables and due dates will be specified in the task order documents. Below is a general guide for the anticipated deliverables under the contract.

Deliverable Delivery Date Format Recipient Monthly Progress Reports

By the 15th of every month

Electronic copy in Microsoft or Adobe Acrobat format.

Contract Specialist/

COR

Annual Report Annually, on or before 30 calendar days after the end of each contract year.

Electronic copy in Microsoft or Adobe Acrobat format.

Contract Specialist/

COR

F.6.2 TASK ORDER DELIVERABLES

Task orders will identify specific deliverables and performance standards required in the performance of each order.

F.7 CLAUSES INCORPORATED BY REFERENCE

52.242-15 STOP-WORK ORDER. (AUG 1989)

52.242-17 GOVERNMENT DELAY OF WORK. (APR 1984)

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

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 program manager to oversee this contract, supervise staff assigned to this contract, and ensure the quality of all products/deliverables and services.

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 with 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:

United States Department of Transportation Federal Highway Administration 1200 New Jersey Ave, SE Mail Stop: E62-204 Washington, DC 20590

G.3 PAYMENT – ID/IQ

For each FFP order, the Government shall pay the Contractor for the prices delineated in each TO.

Payment shall be made upon review and written acceptance of the deliverable(s) by the Government.

For each T&M/LH order, the Contractor may request payment on a monthly basis for work performed during the preceding reporting period. The Contractor shall provide sufficient detail, including fully burdened labor rates and hours worked, to support the invoice. For allowable material costs, including travel expenses, the Contractor shall provide sufficient supporting documentation to support costs incurred to include vendor receipts. See FAR 52.232-7 Payments Under Time-and-Materials and Labor-Hour Contracts.

NOTE: For each T&M TO, allowable material costs, including travel expenses, shall be reimbursed at cost. Inclusion of indirect burden amounts or profit on material costs, including travel expenses, is not allowable.

G.4 NOTIFICATION OF EXPENDITURE OF FUNDS

The Contractor shall not accrue costs in excess of the amount funded under a T&M/LH order. Any work performed in excess of the amount funded is at the Contractor’s own risk. The Contractor shall notify the Contract Specialist and COR in writing, within 5 calendar days, when costs incurred in the performance of a T&M/LH TO exceed 75% of the TO’s obligated funds.

G.5 TRAVEL AND PER DIEM

Travel (other than local) may be expected to occur throughout the duration of the contract to attend meetings, conferences, and training. The Contractor shall submit a written request for travel, if required (excluding local travel) and must be approved by the COR or TOCOR, as applicable.

For TOs involving travel, unless otherwise specified, the Contractor shall invoice for travel 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 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.

The following web site provides information on current Per Diem rates:

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

G.6 SUBCONTRACTS – ADVANCE NOTIFICATION AND CONSENT

Under this contract, the requirement of FAR 44.2, Consent to Subcontracts, has been fulfilled for the following subcontracts:

(To be filled in at award)

Consent to subcontract is required for any subcontractors not listed above. The Contractor shall notify the Contract Specialist/CO of any proposed subcontract to an entity not listed above.

Any future change or revision to the Statement of Work or other applicable aspects of this contract shall include the subcontract(s) only to the extent that performance of the subcontract(s) is directly affected by the change or revision.

G.7 INVOICES

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(a) Definitions. As used in this clause—

(1) Contract financing payment has the meaning given in FAR 32.001.

(2) Payment request means a bill, voucher, invoice, or request for contract financing payment or invoice payment with associated supporting documentation. The payment request must comply http://www.gsa.gov/portal/category/100120 with the requirements identified in FAR 32.905(b), “Content of Invoices,” this clause, and the applicable Payment clause included in this contract.

(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests.

(4) Invoice payment has the meaning given in FAR 32.001.

(b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the Contractor shall submit payment requests in electronic form. Purchases paid with a Governmentwide commercial purchase card are an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.

(c) The Department of Transportation utilizes the Delphi eInvoicing web-portal for processing invoices. For vendors submitting invoices, and certain grantees submitting payment requests, they will be required to submit invoices via Delphi eInvoicing which is accessed and authenticated via www.login.gov

(d) In order to receive payment and in accordance with the Prompt Payment Act, all invoices submitted as attachments in the Delphi eInvoicing web-portal shall contain the following:

(1) Invoice number and invoice date.

(2) Period of performance covered by invoice.

(3) Contract number and title.

(4) Task/Delivery Order number and title (if applicable).

(5) Amount billed (by CLIN), current and cumulative.

(6) Total ($) of billing.

(7) Cumulative total billed for all contract work to date.

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

If the contract includes allowances for travel, all invoices which include charges pertaining to travel expenses will catalog a breakdown of reimbursable expenses with the appropriate receipts to substantiate the travel expenses.

(e) Payment system registration. All persons accessing the Delphi eInvoicing web-portal will be required to have their own unique user Delphi eInvoicing ID and password and be credentialed through login.gov.

(1) Electronic authentication. See www.login.gov for instructions. Click on the following link for instructions on establishing a login.gov account: https://login.gov/help/creating-an-account/howto-create-an-account/

(2) To create a login.gov account, the user will need a valid email address and a working phone number. The user will create a password and then login.gov will reply with an email confirming the email address.

(3) Agency POC’s will be responsible for communicating with vendor POC’s to initiate the Delphi eInvoicing account creation process. Vendor POC’s who require access to the eInvoicing web-portal for invoice submission and payment tracking purposes will be required to provide their full name, email address, and current phone number to the agency POC to initiate the Delphi eInvoicing web-portal account. Vendor users and the agency POC will be notified via email when the account is created. The vendor user will be provided detailed instructions for logging into their Delphi eInvoicing account. If the Vendor has any general questions or issues accessing the iSupplier web-portal, please have them contact the ESC iSupplier helpdesk either at:

https://einvoice.esc.gov/Call Delphi Help Desk at 1-866-641-3500, option #4, then option #3.

(4) Training on Delphi. To facilitate use of DELPHI, comprehensive user information is available at http://einvoice.esc.gov.

(5) Account Management. Vendors are responsible for contacting the Delphi Help Desk when their firm’s points of contacts will no longer be submitting invoices so they can be removed from the system. Instructions for contacting the Delphi Help Desk can be found at http://einvoice.esc.gov.

• To add new points of contacts, Vendors are to submit the name(s), email address(es) and phone number(s) to HCFA-10@dot.gov.

Account Management If a user ID becomes inactive/times out due no activity by the POC, the Vendor shall contact HCFA-10@dot.gov with the full name, title, phone number, e-mail address, and user ID of the POC to be reactivated. To prevent being timed out due to no-activity, users should login once within 45 days of their last login.

Waivers The Department of Transportation Financial Management officials may, on a case by case basis, waive the requirement to register and use the DELPHI eInvoicing System. Waiver request forms can be obtained on the DELPHI eInvoicing website (http://www.dot.gov/cfo/delphi-einvoicingsystem.html) or by contacting the COR. All Vendors must explain why they are unable to use or access the Internet to register and enter payment requests.

All waiver requests shall be sent via mail to:

Director of the Office of Financial Management US Department of Transportation, B-30 Office of Financial Management, Room W93-431 1200 New Jersey Avenue SE Washington DC 20590-0001 or electronically to: DOTeInvoicing@dot.gov

The Director of the DOT Office of Financial Management will confirm or deny the request within approximately 30 days.

https://einvoice.esc.gov/ mailto:HCFA-10@dot.gov mailto:HCFA-10@dot.gov

If a Vendor is granted a Waiver, Requests for Advance or Reimbursement and required supporting…