RFP_693JJ324R000010_07112024.pdf

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS NOT A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING PAGE OF PAGES

1 | 87

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

693JJ324R000010

4. TYPE OF SOLICITATION

SEALED BID (IFB)

X NEGOTIATED (RFP)

5. DATE ISSUED

07/11/2024

6. REQUISITION/PURCHASE NO.

HIF240028PR

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

Federal Highway Administration

Office of Acquisition Management

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

Washington, DC 20590

ATTN: Malik Arnold Email: malik.arnold@dot.gov

HCFA-22SRI@dot.gov

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

SOLICITATION

9. Offers for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8 until August 12, 2024 EST, 02:00 pm EST.

CAUTION LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation. THIS PROCUREMENT IS ISSUED AS A SMALL BUSINESS SET ASIDE.

THIS IS A FULL AND OPEN COMPETITION REQUIREMENT

10. FOR A. NAME B. TELEPHONE (NO COLLECT CALLS)

INFORMATION

CALL:

Primary Contact: Malik Arnold

Secondary Contact: Robert Brown

AREA CODE

NUMBER

366-4106 366-9298

EXT.

11. TABLE OF CONTENTS

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

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 2 X I CONTRACT CLAUSES 46

X B SUPPLIES OR SERVICES AND PRICE/COST 3 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 4 X J LIST OF ATTACHMENTS 61

X D PACKAGING AND MARKING 14 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 15 X K REPRESENTATIONS, CERTIFICATIONS 62

X F DELIVERIES OR PERFORMANCE 16 AND OTHER STATEMENTS OF OFFERORS

X G CONTRACT ADMINISTRATION DATA 18 X L INSTRS., CONDS., AND NOTICES TO OFFERORS 72

X H SPECIAL CONTRACT REQUIREMENTS 29 X M EVALUATION FACTORS FOR AWARD 83

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

12. In compliance with the above, the undersigned agrees, if this offer is accepted within 120 calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

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

10 CALENDAR DAYS

20 CALENDAR DAYS

30 CALENDAR DAYS

CALENDAR DAYS

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

(The offeror acknowledges receipt of amendments to the

SOLICITATION for offerors and related documents numbered and dated):

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

AND OFFER (Type or print)

ADDRESS

OF

OFFEROR

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

AREA CODE NUMBER EXT. ADDRESS IS DIFFERENT FROM ABOVE -

ENTER SUCH ADDRESS IN SCHEDULE.

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

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

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

23. SUBMIT INVOICES TO ADDRESS SHOWN

IN (4 copies unless otherwise specified)

ITEM

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

26. NAME OF CONTRACTING OFFICER (Type or print) 27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

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

C. E-MAIL ADDRESS

malik.arnold@dot.gov robert.brown@dot.gov mailto:Tamiko.Aikens@dot.gov mailto:Robin.Hobbs@dot.gov

Solicitation # 693JJ324R000010

SECTION A – Solicitation/Contract Form

(LEFT INTENTIONALLY BLANK FOR COVER PAGE)

SECTION B - Supplies or Services and Prices

B.1 IDIQ MINIMUM AND MAXIMUM CONTRACT AMOUNTS

This is an Indefinite Delivery/Indefinite Quantity (ID/IQ) contract utilizing Firm-Fixed Price (FFP) and Time and Materials (TM)/Labor Hour (LH) or a hybrid of both Task Order (TO) types in accordance with Federal Acquisition Regulation (FAR) 16.500. This ID/IQ is issued as a competitive Small Business Set-Aside.

During the term of the contract, the Government guarantees award of TOs totaling a minimum of $25,000.00 under this contract. The maximum amount of all TOs issued against all contracts awarded, as a result of this acquisition, shall not exceed a ceiling of $18,500,000.00. The period of performance is 60 months from the date of award.

B.2 SCHEDULE OF RATES

All Task Orders issued on a FFP/TM/LH basis will be subject to the pricing set forth in Attachment J.1, Labor Rate Schedule. Labor categories and hourly labor rate ceilings governing TOs under this IDIQ contract shall conform to Attachment J.1. The hourly labor rates (unit of issue) are the maximum burdened rates allowable for TM/LH 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 with 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 and include Contractor employee labor, subcontractor employee labor, and consultant labor. The labor rates set forth in the table reflect the rate applicable for performance at a Government site or for performance at a Contractor site.

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 negotiated on a case-by-case basis.

NOTE TO OFFERORS: Price proposals shall adhere to the pricing structure established in Attachment J.1 and instructions in Section L. The fully burdened TM/LH ceiling rates awarded at initial IDIQ contract award shall serve as the basis for all future year pricing for those ceiling rates. Resulting IDIQ contracts will include Attachment J.1 with the accepted Contractor loaded labor rates inserted in the pricing table.

(End of Section B)

SECTION C - Description/Specifications/Statement of Work

C.1 OVERVIEW

This is a non-personal services IDIQ Contract to provide technical support services to the FHWA Office of Preconstruction, Construction and Pavement’s program. All work under this contract will be performed through the issuance of specific task orders.

C.2 BACKGROUND

The Federal Highway Administration (FHWA) encourages innovation programs that promote, implement, deploy, demonstrate, showcase, support and document pavement technologies and practices that improve performance, cost effectiveness, safety, and user satisfaction. These programs are specifically required by the Infrastructure Investment and Jobs Act (IIJA).

Advances in design, construction, condition assessment, and material technologies will help us achieve safe, well-performing pavements that are more economical, constructible, and sustainable. The key factors for achieving well-performing pavements include effective structural design, durable materials, and good construction quality. The objectives of this contract are to advance the state of the practice for design, materials, construction, testing, evaluation, preservation, and management of highway pavements and implement best practices.

The activities for accomplishing the goals of this contract fall under the following broad categories:

Stakeholder, Working Group, and Focus Group Meetings – the scope of work for this task includes determining and establishing groups as appropriate for the task, in collaboration with the COR, and providing management, logistical, and technical support for conducting and documenting the meetings.

Best-practices – tasks in this area are aimed at establishing and documenting the best-practice guidelines.

Technology Delivery – tasks in this area include developing training materials and conducting training, including workshops, webinars, and training courses. The delivery mechanism includes face-to-face workshops, classroom and web-based training, technical presentations, and open-house events.

Demonstration Projects – demonstration projects will be conducted in collaboration with the State highway agencies to showcase and promote the implementation of technologies being promoted by the FHWA Office of Infrastructure (HIF).

Technical, Engineering, and Professional Service – this work involves providing on-call, technical, engineering, and professional assistance to HIF on activities related to pavement and materials technology deployment.

Publication, Marketing, and Communication Support – this work involves providing marketing support related to technology deployment, including recommendations on marketing strategy, the development of marketing materials, and effective dissemination of the information.

C.3 SCOPE OF WORK

The Contractor shall provide technical, engineering, publication, marketing, and professional support services, as needed, on a variety of transportation topics focused on pavements and materials to support FHWA’s program. The scope of work for this contract includes technical, as well as programmatic and administrative issues; the contractor shall provide a broad range of support services as required.

FHWA programs encompass broad technical areas. Subject Matter Experts are often required for a variety of assignments in support of these programs, including but not limited to:

Developing technical guidance, briefings, analyses, reports, studies, etc.;

Technology transfer activities such as developing and delivering presentations, webinars, workshops, marketing material (videos, web content, pamphlets, etc.), training, participation on technical panels and working groups and other activities to develop and disseminate technical information to the national transportation infrastructure sector, and;

Direct technical assistance in the broad field of engineering design, construction and asset management to State DOT’s, Local Public Agencies and similar entities.

The exact nature and quantity of services required will vary depending on budget levels and program objectives. The ability to react quickly to changes in funding and objectives is an important need as is the ability to secure technical expertise in diverse set of fields related to pavements. All work under this contract shall be performed through the issuance of specific task orders.

C.4 DETAILED REQUIREMENT

In order to meet the objectives of this contract and as directed by the Government, the Contractor shall perform the work as defined in the individual task orders. The general task areas from which the Government will issue task orders under this contract are described below.

Task A: Stakeholder, Working Group, and Focus Group Meetings:

Stakeholder engagement is essential for successful technology deployment, both to establish best practices and for gaining acceptance. A Technical Working Group (TWG) or Technical Feedback Group (TFG) is an effective means of involving stakeholders in establishing the best-practice procedures for new or developing technologies. The Contractor shall organize and conduct, in collaboration with the COR, appropriate stakeholder input meetings, including working groups (TWG or TFG), and focus groups. The specific details of the group, including the objective and scope of the meetings, will be specified in the Statement of Work (SOW) of the TO Proposal Request for the stakeholder meetings. The make-up of the group will depend on the subject, and may include participants from federal, state, and local highway agencies, transportation professionals and decision makers, paving contractors, equipment manufacturers, materials suppliers, academia, users and citizens.

The Contractor shall provide management, logistical, and technical support to the HIF and its partners and customers, in developing, organizing, preparing, facilitating, and delivering a range of meetings, task groups, seminars, workshops, and focus groups to help facilitate, promote, and meet HIF mission and priorities. Preparing appropriate background materials and proceedings for all sessions; and arranging, organizing, and providing travel support and logistics for participants shall be accomplished as part of this effort.

The Contractor shall prepare the meeting agendas (in collaboration with the COR), handout materials, and facilitate the meeting. Following each meeting, the contractor shall prepare a report documenting the meeting, and following the FHWA review distribute the report to the meeting participants. All meetings shall be scheduled and arranged by the Contractor with written approval from the COR. Travel costs for meeting participants from highway agencies and academia shall be reimbursed by the Contractor in accordance with federal travel regulations. Industry participants must provide for their own travel arrangements and related costs.

Task B: Best Practices:

This task is aimed at establishing and documenting the best practices. Based on available information or through stakeholder engagements, the Contractor shall synthesize best practices, example specifications or Technical Briefs as required, to document best practices related to design, construction, and preservation of pavements. The subjects of these documents may include, but are not limited to, the following:

Pavement design

Materials, material selection and design

Material testing and evaluation

Pavement Construction

Pavement testing and evaluation Pavement management

Pavement repair, rehabilitation, and preservation

Pavement surface characteristics

Quality assurance and statistical or risk-based acceptance

Cost evaluation

Sustainability

Resilience

Development, maintenance, and enhancements of web-accessible versions of the documents is also within the scope of this work task. The Contractor may also write technical, professional-quality articles suitable for scientific publications, peer-reviewed journals, newsletters, briefing papers and brochures as required.

The deliverables for this task shall include Section 508-compliant, electronic documents that can be posted on a FHWA web site without any additional work.

Task C: Technology Delivery

The scope of work for Tasks C.1, C.2 and C.5 may include marketing activities, including development of the event brochures, and distribution of the event information through various means, including email distribution, announcements at other meetings and web posting.

The deliverables for this task shall include Section 508-compliant, electronic documents that can be posted directly on a FHWA web site without any additional work, and provided in formats compatible with computers and portable devices such as smart phones, tablets, and e-readers.

Consideration of adult-learner principles may be appropriate for many of the deliverables of this work task.

Task C.1: Technical workshops and training:

The Contractor shall develop and/or deliver professional workshops and training based on the information developed under Task B. Workshops will emphasize hands-on application of technology and be presented at one or more times and/or places. After each workshop or training presentation the Contractor shall forward to the COR a brief written report of the activity. Each report shall include as a minimum: date, duration, purpose, location, copy of workshop or training materials (electronic format), and summary of comments, recommendations and/or observations.

Task C.2: Webinars and web-based training:

The Contractor shall develop and/or deliver national webinars or web-based training on a variety of technologies, open to highway agencies, paving contractors, material suppliers, academia, and others. The webinars may be based on the documents developed under Task B or by other means. The Contractor shall schedule the webinars in consultation with the COR, and send out announcements of the training opportunity at least 1 month in advance of the event. The Contractor shall also seek the cooperation of key committees of the Transportation Research Board (TRB), as well as trade organizations, as appropriate to ensure widest distribution of the web-based training. The Contractor shall make all training materials, including presentation slides as well as key documents referenced in the webinar discussion, available online for download by all participants.

Task C.3: Training courses:

The objective of this task is to develop or update in-depth, training course materials on selected, pavement topics (among the subjects discussed under Task B) and deliver the course through instructor-led training (ILT), web-based training (WBT), or other innovative delivery methods. The deliverables for this task shall include the instructor guide.

Task C.4: Technical presentations:

The Contractor shall develop and/or make professional presentations at seminars, conferences, workshops and/or meetings relating to the areas identified in the objectives, subject to approval by the COR. After each presentation, the Contractor shall forward to the COR a brief written report of the visit. Each report shall include as a minimum: date, duration, purpose, location, copy of presentation (electronic format), and a summary of comments, activities, recommendations and/or observations.

Task C.5: Technical sessions at annual meetings of the TRB:

The Contractor shall organize and develop technical sessions on best practices on a variety of topics as listed under Task B for delivery at the annual meetings of the TRB in Washington, DC, as directed by the COR. The Contractor shall coordinate the planning and delivery of these sessions, including specific topics to be presented, with key committees of TRB, including, but not limited to, Committees AFD30, AFD50, AFD60, AFH50, AFH60, AFK40, and AFN40.

Presentations at these sessions shall be based on papers that have been reviewed and accepted by TRB.

Task C.6: Open house events:

The Contractor shall organize and deliver open house events that showcase best practices or innovative technologies, subject to approval by the COR. The open house events will be designated by the COR based upon an assessment of the project features that may be of special interest to highway agencies. Workshops and training on subjects relevant to the open house event may be conducted in conjunction with the open house event.

Task D: Demonstration projects

The contractor shall conduct demonstration projects in collaboration with host States of selected technologies involving the use of innovative materials, construction techniques, assessment techniques, or construction equipment. The scope of work for this task includes the identification and selection of the technologies to be demonstrated, subject to review and approval of the COR; identification and selection of host States for the demonstrations;

coordination of demonstration-related, technology-transfer activities; and documentation of the demonstration projects. After the completion of each demonstration project, the Contractor shall submit to the COR a report documenting the project.

Task E: Technical, Engineering, and Professional Services

The scope of services provided under this task includes, but is not limited to, the following activities involving subjects covered within the scope of this contract:

Engineering testing, evaluation, or analyses related to the subjects covered under this contract.

Peer-to-peer guidance to highway agencies for project development involving technologies that are new to the State but are within the scope of this contract

Testing and forensic evaluations of pavement materials and projects that have developed problems, either during construction or after opening to traffic, as well as those exhibiting performance problems or distresses.

Testing, evaluation, and statistical analysis of innovative pavement materials, equipment, design, distress predictions, models, and projects considered candidates for national deployment.

Independent review of technical work related to subjects covered under this contract.

The Contractor shall utilize the expertise of the Contract team, FHWA, academia, and other highway agencies that have the relevant experience in the subject area of interest. The Contractor shall reimburse travel costs for participants from highway agencies and academia in accordance with federal travel regulations.

Task F: Publication, Marketing, and Communications Support

The contractor shall provide support to develop, plan, and implement integrated marketing strategies, products, and communications, including online print, social media, and multimedia channels. The scope of work under this task includes (but is not limited to) the following:

Develop marketing strategies, including recommendation of the media vehicles appropriate for the content and target audience, and ways to promote the marketing materials.

Develop marketing materials, including brochures, flyers, posters, and other display materials

Distribute marketing material through both printed and electronic means

Document success stories and effectiveness of FHWA’s technology-deployment efforts

Design, development and maintenance of project web sites.

Develop informational videos for posting on FHWA’s YouTube channel.

Review marketing materials to ensure that the materials meet FHWA design, content, and style standards, as well as Section 508 compliance

C.5 LABOR CATEGORIES QUALIFICATIONS

Due to the highly specialized nature of technical work to be performed under the contract, the following staffing categories and qualifications will likely be required:

C.5.1. Program Manager (Off Site) C.5.2. Senior Engineer (Off Site) C.5.3. Subject Matter Experts (Off Site) C.5.4. Project Engineers (Off Site) C.5.5. Staff Engineer (Off Site) C.5.6. Technical Engineer (Off Site) C.5.7. Marketing Specialist (Off Site) C.5.8. Administrative Assistant (Off Site)

C.5.1. Program Manager (Off Site) (KEY PERSONNEL)

Duties The Program Manager may be responsible for administration and management of the contract personnel, which shall include coordinating time and travel for the contract personnel. The Program Manager may be responsible for the submission of all task order proposals, progress reports, final reports and all other deliverables. The Program Manager may be the point of technical and administrative contact between the Government and the Contractor and shall be responsible for the successful completion of all work required under this contract.

NOTE: Offerors shall provide a plan showing how the Program Manager will maintain close and regular contact with the COR through regular, frequent face-to face meetings, email and/or video-conferencing.

Qualifications The Program Manager shall have experience in the management of technical personnel, research, and technology studies of a complex nature. The Program Manager shall have a general understanding of pavement design, materials, structural and functional evaluation, performance, sustainability, and resilience; and demonstrated communications skills.

C.5.2. Senior Engineer (Off Site)

A Senior Engineer shall be responsible for day-to-day technical management and direction of the project team. The Senior Engineer may be responsible for development of all task order proposals; coordination and conduct of the information gathering and development work, as well as technology delivery, deployment, and technical support for task orders issued under this contract.

NOTE: Offerors shall provide a plan showing how a Senior Engineer will maintain close contact with the Program Manager through regular, frequent face-to face meetings, email and/or video-conferencing.

Qualifications At a minimum, the Senior Engineer shall have a Bachelors degree in civil engineering or related field and experience in the managing or conducting research or developmental work related to pavement materials, design, construction, testing, evaluation, performance, sustainability, or resilience. The Senior Engineer shall have demonstrated experience in development of technology transfer materials, delivery of training, and management of technical personnel.

C.5.3. Subject Matter Experts (Off Site) (KEY PERSONNEL)

Duties The staffing for this contract must include SMEs in each of the key subject areas covered in this contract, including pavement design, pavement evaluation, concrete materials, asphalt materials, concrete pavement construction, asphalt pavement construction, pavement rehabilitation and preservation, pavement management, quality assurance, sustainability, and resilience. A SME is a Senior Engineer with demonstrated expertise in the subject area, as indicated by education, experience, and accomplishments, or national or international recognition.

C.5.4. Project Engineer (Off Site)

A Project Engineer shall be responsible for conducting information gathering, equipment demonstrations, data collection and analysis, developing technology-transfer materials, and assisting with the technology delivery, deployment, and technical assistance activities.

Qualifications At a minimum, the Project Engineer shall have a Bachelors degree in civil engineering or related field and experience in conducting research, development, testing, data collection, and data analysis relating to pavement materials, design, construction, testing, evaluation, rehabilitation, or performance. The Project Engineer shall also have experience in development of technology transfer materials and delivery of training.

C.5.5. Staff Engineer (Off Site)

The Staff Engineer shall assist Project Engineer in conducting information gathering, equipment demonstrations, data collection and analysis, developing technology-transfer materials, and assisting with the technology delivery, deployment, and technical assistance activities.

Qualifications At a minimum, the Staff Engineer shall have a Bachelors degree in civil engineering or related field and experience in conducting research, development, testing, data collection, or data analysis relating to pavement materials, design, construction, testing, evaluation, repair, rehabilitation, performance, sustainability, or resilience.

C.5.6. Technical Editor (Off Site)

The Technical Editor shall be responsible for reviewing and proof reading all documents developed under this contract, including, but not limited to, technical reports, papers, technical briefs, technical advisories, presentation slides, and information brochures.

Qualifications At a minimum, the Technical Editor shall have a Bachelors degree plus 3 years of relevant experience, working with technical, engineering documents.

C.5.7. Marketing Specialist (Off Site)

Duties The Marketing Specialist shall be responsible for all aspects of marketing, including development of marketing plan, development and effective distribution of marketing materials, development of promotional videos, and development and maintenance of project web sites (as needed).

Qualifications At a minimum, the Marketing Specialist shall have a Bachelors degree plus 3 years of relevant experience, working with technical, engineering material.

C.5.8. Administrative Assistant (Off Site)

Administrative Assistant shall be responsible for technical report preparation, meeting planning and facilitation.

Qualifications Administrative Assistant shall be experienced in providing administrative support to technically focused teams, program development, site selection and other aspects of planning a successful meeting.

C.6 KICKOFF MEETING

The Contractor must attend an in-person or virtual kickoff meeting within 30 days of the contract award. Prior to the meeting with the FHWA, the contractor shall work in concert with the FHWA Contracting Officer Representative (COR) to finalize a meeting agenda. Within 30 days after kickoff meeting, the contractor shall submit a report documenting the discussion from meeting.

Contractor Key Personnel shall attend this meeting.

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.

C.7 IDIQ MONTHLY PROGRESS REPORTS

The Contractor shall submit an electronic copy (Microsoft 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 TM/LH), period of performance, TOCOR.

(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 TM/LH only, a tabulation of the planned, actual, and cumulative person-hours expended by the personnel identified in each TO.

(d) For TM/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 that the period of performance has expired and/or the technical requirements have been completed, the Contractor shall include a statement indicating this status.

C.8 ANNUAL REPORT

The Contractor shall furnish one electronic copy (in Microsoft Office 2016 or later or Adobe Acrobat) of a letter-type annual report to the Contract Specialist (CS) and 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) 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 (UEI), performing either a critical aspect of the contracted effort or more than 25 percent of the dollar value of the effort.

(d) A brief narrative commenting on 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

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.

(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 SHIPMENT AND MARKING

The contractor shall clearly mark each shipment with the company name, the contract number, the task order number, and as appropriate the item identification, quantity of items, and notice of partial or final delivery.

D.3 F.O.B. POINT

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

FHWA Office of Preconstruction, Construction, and Pavements Room E73-444

1200 New Jersey AVE, SE Washington, DC 20590

Attn: COR designated at award

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 Contracting Officer. Specific objectives will be addressed in individual Task Orders.

(End of Section D)

SECTION E - Inspection and Acceptance

E.1 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 of Services – Time-And-Material and Labor-Hour (May 2001) 52.246-9 Inspection of Research and Development (Apr 1984) 52.246-16 Responsibility for Supplies – Fixed Price (Apr 1984)

E.2 INSPECTION AND ACCEPTANCE

All work hereunder shall be subject to review by the Government. The COR or TOCOR, at 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. Acceptance of the final deliverables shall be made in writing by the COR.

E.3 GOVERNMENT ACCEPTANCE PERIOD

Unless stated elsewhere, the FHWA will have 30 calendar days to review draft deliverables and make comments. The Contractor shall have 5 calendar days to make revisions and return the revised deliverable to the Government. Upon receipt of the final deliverables, the FHWA will have 15 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/TOCOR of the specific reasons why the deliverable is being rejected. Unless otherwise directed by the COR/TOCOR or CO, the Contractor shall have 21 calendar days to correct the rejected deliverable and return it per delivery instructions.

Certification by the COR 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 be accepted when 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 CLAUSES INCORPORTED BY REFERENCE

This contract incorporates the following clauses by reference with the same force and effect as if they were given in full text.

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

F.2 PERIOD OF PERFORMANCE

The period of performance for purposes of ordering and placing orders under this contract is 60 months from the effective date of the contract.

Task 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 issued task orders issued under this contract.

F.3 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.4 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.5 DELIVERABLE/DELIVERY SUMMARY (IDIQ)

Deliverable Delivery Date Medium / Format Recipient

Progress Reports

Quarterly, submitted by the 15th of the month following the reporting period

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

Kickoff Meeting

Once, 30 days following contract award

Electronic copy in Microsoft or Adobe Acrobat format.

CS and

COR

F.6 PLACE OF PERFORMANCE

The location of work performed under this contract will be specified in each task order.

F.7 TASK ORDER DELIVERABLES

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

F.8 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)

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 PAYMENT- (IDIQ)

For each Firm Fixed Price task order (FFP)

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 Time and Materials task order (TM/LH)

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. 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.4 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.5 TRAVEL AND PER DIEM

Travel (other than local) may be expected to occur throughout the duration of the contract and must have the advance written approval of the COR.

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 CO.

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:

(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.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 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 http://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 http://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) 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. FHWA’s agency POC is mailto:HCFA- 10@dot.gov.

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 mailto: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-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: - HCFA-22

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.

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.8 TECHNICAL DIRECTION

Performance of the work under this contract is subject to the Technical Direction of the Contracting Officer’s Representative (COR). The Contracting Officer may also appoint a task order Contracting Officer’s Representative (TOCOR) to provide Technical Direction related to specific task orders under this IDIQ contract.

The term “Technical Direction” is defined to include, without limitation, the following:

(a) Direction to the Contractor that 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)…