RFP_693JJ323R000018_HDS.pdf

SOLICITATION, OFFER AND AWARD

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

693JJ323R000018

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

ORDER UNDER DPAS (15 CFR 700)

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

1 72

C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

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) depository 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.

I

J

K

L

M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

H

G

F

E

D

C

B

A

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

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE

FACILITY

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

06/23/2023 X

693JJ3

FEDERAL HIGHWAY ADMINISTRATION

OFC OF ACQUISITION AND GRANTS MGMT

1200 NEW JERSEY AVE., SE

WASHINGTON DC 20590

until 1300 ET local time 08/07/2023

Ryan Mavis 720 Ryan.Mavis@dot.gov;

Bob.P.Brown@dot.gov963-3456

PAGE(S)

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

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

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

X

X

X

X

X

X

X

X

X

X

X

X X

See Section L See Section L

Aimee S. Drewry

6. REQUISITION/PURCHASE NUMBER

HRSO30230018PR; HRSO30230024PR

693JJ323R000018

SECTION B - Supplies or Services/Prices

B.1 INDEFINITE DELIVERY/INDEFINITE QUANTITY (IDIQ) MINIMUM AND

MAXIMUM CONTRACT AMOUNTS

The period of performance of this IDIQ (for the purpose of placing orders) is 60 months from the date of award. During the term of the contract, the Government shall place orders totaling a minimum of $50,000. The maximum amount of all Task Orders issued against all contracts awarded as a result of this acquisition shall not exceed a ceiling of $16,275,000.

The Task Orders placed under the contract will be Firm-Fixed Price (FFP) or Time & Materials (T&M), or a combination of these types, based on a determination by the Contracting Officer (CO) at the Task Order level.

B.2 SCHEDULE OF RATES

Labor skill sets and rate ceilings governing this contract shall conform to the descriptions found in Attachment No. J.1 and shall be listed in the Microsoft Excel format found at Attachment No. J.1 and apply for each of the described categories for each of the contract years.

The maximum amount of the contract listed in Section B.1 includes travel and materials.

After award, 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 negotiated on a case-by-case basis.

Note: Travel and materials will be reimbursed at cost. Inclusion of indirect burden amounts (I.E. Overhead, General & Administrative, etc.) or fee on material costs, including travel expenses, is not allowable.

(End of Section B)

SECTION C - Description/Specifications

C.1 BACKGROUND

FHWA Human Factors Program and Highway Driving Simulator

These requirements are for non-personal technical and professional engineering services to support the Federal Highway Administration’s (FHWA) Office of Safety and Operations Research and Development (HRSO)’s Highway Driving Simulator (HDS) Laboratory.

The primary functions of the HDS laboratory are scenario development, maintenance, and upgrades of the simulator system in support of the human factors program research activities and to provide critical human factors support on special projects. This lab supports data collection that is conducted by research psychologists under another contract award. The HDS is a fully interactive human factors research simulator. The human factors research program includes two major areas of research: 1) highway safety and 2) operations. Resulting research will provide knowledge, recommendations, assessment, assistance and coordination for overall highway safety and operations design, planning, projects, policies, programs, and technology for Federal, State, and local governments. In addition, the team provides expert technical assistance to other FHWA offices, other Federal agencies, State and local transportation organizations, industry and academia.

These services requires that the Contractor perform activities to include conducting human factors research and provide critical human factors support on special projects by operating, maintaining, and as required, enhancing the HDS at the Turner-Fairbank Highway Research Center (TFHRC) in McLean, Virginia. Throughout the conduct of these services the Contractor shall implement a Systems Engineering approach to guide the technical and scheduling aspects of the work.

Specific technical capabilities will be required of the Contractor. In particular, detailed knowledge of and practical experience in (1) driving simulation; (2) driving simulator experiments; and (3) Intelligent Transportation Systems/Connected and Automated Vehicles. It is recommended the Contractor have knowledge of human factors and behavioral research concerning highway safety and operations.

C.2 OBJECTIVE

The objective of this contract is to provide on-site technical support to operate, maintain, and as required, enhance the HDS in support of the human factors research for the FHWA and work cooperatively with other contracting teams to support FHWA’s goals and objectives.

C.3 SCOPE

The Contractor shall furnish non-personal technical support services to perform the activities described under this contract titled, “Technical Support Services for the FHWA’s Highway

Driving Simulator.”

The Contractor shall provide technical and multidisciplinary support for conducting research that address safety and operations, and may include other disciplines that support the needs of the infrastructure owners and operators. The Contractor shall provide knowledge transfer and training capabilities to elevate the state of the practice.

C.4 DETAILED REQUIREMENT

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform all activities to provide total support for HDS operation and maintenance, including both equipment/hardware and software applications, as required, to maintain applicable Government research programs.

Laboratory support includes providing all the necessary software engineers, technicians, and other related staff to complete the following in the HDS laboratory. Requirements are listed as general lab support to provide an outline of the work that may be conducted. Research may require collaboration between laboratories and associated staff/contractors. All work shall be defined under Task Orders awarded under the IDIQ contract.

The Contractor shall have knowledge, experience and perform work as detailed in individual Task Orders. The requirements of individual Task Orders will relate to the following Task Areas.

• Task Area A: Project Management

• Task Area B: HDS Equipment/Hardware and Software Maintenance

• Task Area C: HDS Equipment/Hardware and Software Upgrades and Enhancements

• Task Area D: HDS Operation

• Task Area E: HDS Documentation

• Task Area F: HDS Tours and Demonstrations

• Task Area G: Interoperability and Cross Training Activities

The individual Task Orders may span more than one of the defined Task Areas. Technical support services shall include the following:

Task Area A: Project Management

• Kick off Meeting to be held in person at TFHRC or via video conference.

• Manage and report on resources and schedules of activities for operations and maintenance.

• Coordinate closely with the Contracting Officer’s Representative (COR).

Task Area B: HDS Equipment/Hardware and Software Maintenance

• Maintain the existing equipment/hardware and software in support of HDS experiments, visualizations, and demonstrations.

• Obtain maintenance agreements with appropriate vendors for all designated equipment/hardware and software.

Task Area C: HDS Equipment/Hardware and Software Upgrades and Enhancements

• Make recommendations for upgrades as equipment/hardware/software ages or new research requirements cause/create the need to upgrade the HDS’s capabilities.

• Develop HDS Software.

• Incorporate and test new or modified equipment/hardware and software.

• Participate in HDS upgrades or system enhancements by designing, obtaining, integrating, and testing new or modified equipment/hardware and software.

• Operator Console Replacement and Upgrade.

• Car Cab Replacement and Upgrade.

Task Area D: HDS Operation

• Prepare the HDS for conducting experiments, visualizations, and demonstrations.

• Conduct testing and calibration. This may include tuning the HDS motion base.

• Develop and document a standardized set of operating procedures, including a checklist for preparing the HDS to run an experimental test participant.

• Operate the HDS during experiments, visualizations, and demonstrations.

• Promote a professional and cooperative work environment through interactions with the

Human Factors Team and FHWA staff, their customers, and contractors responsible for the conduct of the studies in the HDS.

• Collect, review and format relevant data.

Task Area E: HDS Documentation

• Maintain and revise HDS documentation to be current and maintain it at a level of detail to enable technically qualified persons to learn to operate the system well enough to conduct normal operations within a two-month period of time.

• Maintain a monthly Operations and Maintenance Log of HDS activities.

• Maintain annual safety plan for laboratory.

Task Area F: HDS Tours and Demonstrations

• Support and facilitate tours and demonstrations of the facility in conjunction with FHWA, as required.

Task Area G: Interoperability and Cross-training Activities

• As directed by the COR, support the various simulator platforms, and support activities of TFHRC simulators other than the HDS.

• Integrate CARMA/Cooperative Driving Automation with the HDS.

• Build capability for connected and distributed simulation by facilitating testing of multimodal interaction between drivers, pedestrians, bicyclists, and automated vehicles.

• Build new Scene Data Libraries to support new workflow.

C.5 LABOR CATEGORY DESCRIPTIONS & KEY PERSONNEL

Program Manager (KEY PERSONNEL):

The Program Manager shall be responsible for overall management of the contract, including quality assurance for all products delivered to the Government and availability of resources to complete all Task Orders.

The PM shall have experience in successfully managing projects under Federal contract comparable to this project in size and content. The PM shall have a minimum of 10 years of experience in software or systems engineering and simulation related research and development, preferably driving simulation experience. The PM shall have demonstrated success in keeping projects involving multiple professionals on schedule and within budget, and in providing high quality products meeting the sponsor’s expectations. Depending on the nature of the tasks, the PM must be able to dedicate up to 50% of total annual labor hours over the period of performance to manage the contract and shall be available for communications and presentations to the government concerning program management. The person shall have demonstrated experience in managing a large, multi-disciplinary team of human factors or engineering professionals. This person may serve as the main contact with the COR in all financial contract activities and shall be responsible for allocation of contract resources to meet the requirements of the contract. This person should be an experienced manager, having a technical background with a proven record of getting high quality work completed on or ahead of time.

Senior Programmer (KEY PERSONNEL):

The Senior Programmer (SP) shall have at minimum a bachelor’s degree in a field applicable to software engineering and real-time simulation (Masters or Ph.D. preferred), and a minimum of 10 years of progressively responsible experience preferably in the areas of human factors and simulation research and/or training. This experience shall include technical leadership of significant research and development work. The SP must be able to dedicate 100% of total annual labor hours over the period of performance to the contract and shall be available for communications and presentations to the Government concerning technical progress and results.

Responsibilities may include, but are not limited to the following:

• For the SP who serves as the technical leader and supervisor, also act as onsite point of contact for COR.

• Assist Program Manager in fulfilling all technical and administrative duties of the contract.

• Work closely with the FHWA and Contracted PIs to help design real-time scenarios to conduct research in the areas of surface transportation and human factors.

• Maintain software and hardware integrity.

• Ensure that programs run without errors during periods of data collection.

• Work with PIs to help develop work plans, write papers and reports, and assist in data collection.

• Supervise subordinate personnel.

• Notify the COR when software/hardware issues arise.

• Work with the COR to maintain and upgrade the HDS on an as needed basis.

• Attend team meetings on an as needed basis.

• Travel to technical conferences for outreach activities.

Junior/Mid-level Programmer:

The junior/mid-level programmer (JMP) shall be responsible for providing technical and/or administrative assistance to the Senior Programmer(s) and Project Manager. The JMP shall have at minimum a Bachelor’s degree in a field applicable to software engineering, arts and design, and real-time simulation and visualization, and a minimum of 2 years of progressively responsible experience preferably in software engineering, real-time development, object modeling, and simulation training and/or research. Depending on the nature of the tasks, the JMP must be able to dedicate 100% of total annual labor hours over the period of performance to the contract and should be available for communications and presentations to the Government concerning technical progress and results.

Responsibilities may include, but are not limited to the following:

• Assist SPs in software development and modeling for scenarios in real-time simulation.

• Work closely with the FHWA and contracted Principal Investigators (PI) to help design real-time scenarios to conduct research in the areas of surface transportation and human factors.

• Maintain software and hardware integrity.

• Ensure that programs run without errors during periods of data collection.

• Work with PIs to help develop work plans, write papers and reports, and assist in data collection.

Mechanical/Electrical Technician:

The Mechanical/Electrical Technician shall have, as a minimum, an Associate’s degree or have successfully completed two years of technical school. The Mechanical/Electrical Technician shall have a minimum of ten years of experience, four of which shall be at the senior level, developing, evaluating, testing, installing, and maintaining complex electronic instrumentation systems using a wide range of sophisticated test equipment. The Mechanical / Electrical Technician shall also have two years of demonstrated experience in the operation and maintenance of electronic and video systems commonly used in simulators.

Depending on the nature of the tasks, the Technician must be able to dedicate 100% of total annual labor hours over the period of performance to the contract and should be available for communications and presentations to the Government concerning technical progress and results.

Responsibilities may include, but are not limited to the following:

• Perform all responsibilities as assigned by the PM and SP(s).

• Maintenance and safety oversight of all electrical and mechanical components of the simulator, which may include equipment purchases.

• Perform any required repairs.

• Care for and align projectors on an as needed basis.

• Assist PIs and Research Assistants with data collection.

• Report any equipment failures and/or malfunctions to the SP (s) and the COR.

Programming Assistant:

The Programming Assistant will report to the SP(s) and the PM and will perform all duties as assigned. This person shall have a high school diploma, and shall be proficient with software engineering and programming, preferably in C++, a Linux operating system, and some demonstrated knowledge of real-time simulation and modeling.

If the contractor finds a need to propose any individual possessing expertise other than the expertise identified above in the staffing requirements, then the contractor shall identify such additional need and shall explain why that expertise and that individual is required in relation to the specific lettered Task Area(s) to which such individual is assigned.

C.7 ANNUAL REPORT

The Contractor shall furnish one electronic copy (in Microsoft Office or equivalent) of an annual report to the CO and to the COR on or before 30 calendar days after the end of each contract year. The costs incurred in the annual 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 annual report shall contain the following:

(a) A brief narrative commenting on performance during the reporting period for each of the following areas:

(1) Quality of Product/Service

(2) Schedule

(3) Cost Control

(4) Business Relations

(5) Management of Key Personnel

(6) Utilization of Small Businesses

(7) Other

The annual report will be used by the COR as part of the annual performance review.

C.8 KICKOFF MEETING

Within 30 days following contract award, the Contractor shall facilitate a kickoff meeting to be held at the TFHRC, located in McLean, Va., or via virtual meeting, with its representatives, ensuring all parties have a common understanding of the contract tasks and requirements. The Contractor shall bring, at a minimum, its key personnel to this meeting. The kickoff meeting may be a hybrid virtual meeting to offer maximum flexibility.

The costs incurred to attend the kick-off meeting are unallowable direct costs under the contract and, therefore, cannot be charged as direct costs to the Government.

(End of Section C)

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.

D.2 MARKINGS

All deliverables submitted to the CO and the designated COR shall be accompanied by a packing list or other suitable shipping document that shall clearly indicate the following:

(a) Contract number;

(b) Task Order number;

(c) Name and address of the consignor;

(d) Name and address of the consignee;

(e) Government bill of lading number covering the shipment (if any); and

(f) Description of the item/material shipped, including Deliverable Item Number (If applicable), Report Requirement, or Project Title under which the item is being delivered.

Specific marking objectives may be addressed in individual Task Orders.

The Offeror shall take all necessary precautions to ensure that all sensitive data developed under this contract are delivered to the Government in a secure manner.

D.3 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 Safety and Operations Research and Development 6300 Georgetown Pike McLean, VA 22101 Attn: Michelle Arnold

D.4 EQUIPMENT REMOVAL

Any and all 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 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. Specific objectives will be addressed in individual Task Orders.

(End of Section D)

SECTION E - Inspection and Acceptance

E.1 52.246-2 INSPECTION OF SUPPLIES – FIXED PRICE (AUG 1996)

E.2 52.246-4 INSPECTION OF SERVICES - FIXED-PRICE. (AUG 1996)

E.3 52.246-6 INSPECTION - TIME-AND-MATERIAL AND LABOR-HOUR. (MAY

2001)

E.4 52.246-9 INSPECTION OF RESEARCH AND DEVELOPMENT (SHORT

FORM) (APR 1984)

E.5 52.246-16 RESPONSIBILITY FOR SUPPLIES (APR 1984)

E.6 INSPECTION AND ACCEPTANCE

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

The COR or TOCOR will provide written acceptance of deliverables.

E.7 GOVERNMENT ACCEPTANCE PERIOD

Unless stated elsewhere in each Task Order, the COR will have 15 calendar days to review draft deliverables and make comments. The Contractor shall have 5 calendar days to make corrections and return the corrected deliverable to the Government. Upon receipt of the final deliverables, the COR will have 10 calendar days for final review prior to acceptance or providing documented reasons for non-acceptance.

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 of the specific reasons why the deliverable is being rejected. Unless otherwise directed by USDOT, the Contractor shall have 21 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 Task Order 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 Task Order Proposal Requests (TOPRs).

(End of Section E)

SECTION F - Deliveries or Performance

F.1 52.242-15 STOP-WORK ORDER. (AUG 1989)

F.2 52.242-17 GOVERNMENT DELAY OF WORK. (APR 1984)

F.3 52.247-34 F.O.B. DESTINATION. (NOV 1991)

F.4 PERIOD OF PERFORMANCE (IDIQ)

The period of performance of this Indefinite Delivery/Indefinite Quantity Contract (for the purpose of placing orders) is 60 months from the date of award.

Note: For purposes of Task Orders that extend beyond the expiration date of the contract, the final contract year’s pricing shall be used. 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.5 METHOD OF DELIVERY

Electronic copies shall be delivered using MS Office suite tools (for example, MS Word, MS Excel, MS PowerPoint, MS Project, or MS Access format) version 2016 or later, unless otherwise specified by the COR. Electronic submission shall be made via email, unless otherwise agreed to by the COR.

F.6 PLACE OF DELIVERY

The contractor shall submit interim and final deliverables electronically to the COR. The contractor shall include the contract number (and task order number if appropriate) in the email for each deliverable.

F.7 PLACE OF PERFORMANCE

The location of work performed under this contract will be generally at TFHRC or the Contractors facility and may be required at other sites as needed. Place of performance will be specified at the TO level.

F.8 DELIVERABLE/DELIVERY SUMMARY (IDIQ)

Deliverable Delivery Date Medium / Format Recipient

Progress Reports

Monthly, submitted by the 10th of the month following the month reported.

Electronic copy in Microsoft or Adobe Acrobat format.

CS and

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.

CS and

COR

Kick-off Meeting Report

Once, 14 days following kick-off meeting

Electronic copy in Microsoft or Adobe Acrobat format.

COR

F.9 TASK ORDER DELIVERABLES

For task orders issued under this contract, specific deliverables, performance standards, and due dates will be specified in the task order documents.

F.10 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 USDOT Secure Web Application standards to prevent cross-site scripting (XSS) and SQL Injection.

(End of Section F) http://www.w3.org/

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 and supervise staff assigned to this contract.

G.2 CONTRACTING OFFICER’S AUTHORITY

The Contracting Officer is the only person authorized to make or approve any changes in any of the requirements of this contract, and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely 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 TRAVEL AND PER DIEM

Travel (other than local) may be expected to occur throughout the duration of the contract. The COR will issue the written request for travel if required (excluding local travel).

The Contractor shall invoice 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.4 SUBCONTRACTS – ADVANCE NOTIFICATION AND CONSENT

Under this contract, the requirement of FAR 44.2, Consent to Subcontracts, has been fulfilled http://www.gsa.gov/portal/category/100120 for the following subcontracts:

(Filled in at Award)

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.5 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 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 considered to be 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.

http://www.login.gov/

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/how-to-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 e-mail 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 helpdesk 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

The Vendor shall contact their COR or TOCOR when POCs leave their organization or will no longer be submitting invoices, with the full name, title, phone number, e-mail address, and user ID of the POC. The user ID will then be removed. If a user ID becomes inactive/times out due no activity by the POC, the Vendor shall contact their COR or TOCOR with the full name, title, https://login.gov/help/creating-an-account/how-to-create-an-account/ https://login.gov/help/creating-an-account/how-to-create-an-account/ https://einvoice.esc.gov/ http://einvoice.esc.gov/ http://einvoice.esc.gov/ mailto:HCFA-10@dot.gov 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-einvoicing-system.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.

If a Vendor is granted a Waiver, Requests for Advance or Reimbursement and required supporting documents, shall be sent via regular U.S. Postal Service to the following address:

Federal Highway Administration Invoice Processing P.O. Box 268865 Oklahoma City, OK 73126-8865 Attention: (Contracting Officer)

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

MMAC

FHWA/AMZ-150

6500 MacArthur Blvd.

Oklahoma City, OK 73169 Attention: (Accounting Technician)

Express Delivery Point of Contact: Lead Account Technician, 405-954-8252

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

http://www.dot.gov/cfo/delphi-einvoicing-system.html http://www.dot.gov/cfo/delphi-einvoicing-system.html mailto:DOTeInvoicing@dot.gov

Final Invoices

For firm-fixed-price (FFP) contracts where supplies are delivered or services are performed, the final invoice is not subject to further contract settlement actions between the Government and the Contractor.

For non-FFP contracts, further contract settlement actions may exist where final invoices are not to be submitted yet until these contract settlement actions are resolved. For these contracts, the Contracting Officer will process final invoices as a routine part of the closeout process. When requested, the Contractor shall submit the final invoice directly to the Contracting Officer/ Contract Specialist along with the final closeout documents. When the final invoice is ready for payment, the Contracting Officer will inform the Contractor that the final invoice can be submitted through the iSupplier system.

G.6 PAYMENT (IDIQ)

For each FFP task order, the Government shall pay the contractor for the prices delineated in each task order. Proportional payments may be made based on an established Milestone Payment Schedule for work performed and accepted. Payment shall be made upon review and written acceptance of the FFP deliverable(s) by the Government.

For each TM/LH task order, the contractor may request payment on a [insert frequency] 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. See FAR 52.232-7 Payments Under Time-and-Material and Labor-Hour Contracts.

The contractor shall not accrue costs in excess of the amount funded under a TM/LH task order.

Any work performed in excess of the amount funded is at the contractor’s own risk.

G.7 NOTIFICATION OF EXPENDITURE OF FUNDS (TM/Labor Hour Only)

The contractor shall notify the CS and COR in writing, within 5 calendar days, when costs incurred exceed 75% of the obligated funds.

G.8 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 (iv) 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.9 CONTRACTING OFFICER’S REPRESENTATIVE AND TASK ORDER 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 has designated Michelle Arnold as the Contracting Officer’s Representative for this award. The COR’s responsibilities shall include technical monitoring of the contractor’s performance on the overall contract award 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 through modification to this contract and changes to the existing memorandum or by issuance of a new appointment memorandum. Copies of any changes shall be provided to the contractor.

As needed, the Contracting Officer may appoint a TOCOR. The TOCOR’s responsibilities shall include technical monitoring of the contractor’s performance as well as inspecting and accepting deliveries under specified Task Order(s). Any changes to the TOCOR delegation will be made in writing, either by changes to the existing memorandum or by issuance of a new appointment memorandum. Notification of any changes will be provided to the contractor and COR.

(c) The COR and, if designated, the TOCOR are 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 or TOCOR, if applicable, has taken an action or has issued direction (written or oral) that the contractor considers to exceed the COR or TOCOR’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 and TOCOR, if applicable.

(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.10 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 Program Manager 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 Project Manager is incapacitated due to illness or injury or otherwise is to be removed by the Contractor during the contract performance, replacement of the incumbent Project Manager shall be subject to the approval of the CO.

G.11 AGENCY TASK ORDER OMBUDSMAN

FAR 52.216-32 Task-Order and Delivery-Order Ombudsman (Sept 2019)

(a) In accordance with 41 U.S.C. 4106(g), the Agency has designated the following task-order https://www.govinfo.gov/content/pkg/USCODE-2017-title41/html/USCODE-2017-title41-subtitleI-divsnC-chap41-sec4106.htm and delivery-order Ombudsman for this contract. The Ombudsman must review complaints from the Contractor concerning all task-order and delivery-order actions for this contract and ensure the Contractor is afforded a fair opportunity for consideration in the award of orders, consistent with the procedures in the contract.

United States Department of Transportation Federal Highway Administration 1200 New Jersey Avenue, SE Washington, DC 20590 Location: E66-327 Attention: Ombudsman

(b) Consulting an ombudsman does not alter or postpone the timeline for any other process (e.g., protests).

(c) Before consulting with the Ombudsman, the Contractor is encouraged to first address complaints with the Contracting Officer for resolution. When requested by the Contractor, the Ombudsman may keep the identity of the concerned party or entity confidential, unless prohibited by law or agency procedure.

G.12 TASK ORDER SELECTION CRITERIA

FHWA anticipates the following elements will be the standard criteria for awarding individual Task Orders: Technical/Management Approach, Past Performance, and Price in relation to Task Order requirements. Each Task Order will indicate any changes or additions to standard criteria. The order of importance for the factors will be identified in each individual TOPR. Evaluation of past performance will be based on the past performance data in each awardee’s proposal as supplemented by the Government and Contractor during the period of performance. As work proceeds under this contract, it is probable that the past performance data submitted with the original contract proposal will be given less weight than current performance reports received on Task Orders performed under this contract.

G.13 TASK ORDER PROCEDURE

All funds expended under this contract shall be incurred and accounted for under individual Task Orders. All Task Orders (TOs) are subject to the terms and conditions of this contract.

The following ordering procedures apply to all Task Orders issued under this contract. All Task Orders under this contract will be competed unless a special exception to competition applies.

Any supplies/services to be furnished under this contract will be ordered by issuance of written TOs. TOs shall be issued in accordance with FAR 52.216-18, 52.216-19, and 52.216-22 (See Section I). In addition:

(a) Only an authorized FHWA Contracting Officer can issue a Task Order for this contract.

(b) All Task Orders are subject to the terms and conditions of the contract. In the event of conflict between a Task Order and the contract, the contract will take precedence.

(c) All costs associated with preparation, presentation, and/or discussion of the Contractor’s Task Order proposal shall not be billable as direct contract expenses.

(d) The Contracting Officer or COR will issue TOPRs electronically to each IDIQ Contractor awarded a contract in response to 693JJ323R000018, in accordance with Fair Opportunity to Compete clause, as requirements are identified. Each TOPR will indicate the objective or results required by the Government. This objective will be within the scope, period, and maximum value of the contract. Each TOPR will indicate the Task Order type, the due date for proposal submission, the estimated level of effort (if applicable), any Government estimates for equipment and/or travel, any special requirements, and any additional selection criteria not specifically identified in the Task Order Selection Criteria clause below.

(e) Upon receipt of a TOPR, the Contractor shall prepare and…