RFP No. 693JJ320R000020 070120 Final.pdf

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS NOT A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING PAGE OF PAGES

1 | 92

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

693JJ320R000020

4. TYPE OF SOLICITATION

SEALED BID (IFB)

X NEGOTIATED (RFP)

5. DATE ISSUED

07/01/2020

6. REQUISITION/PURCHASE NO.

HRDI30200012PR

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: Tamiko Aikens

Email: Tamiko.Aikens@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 3, 2020 EST, 12:00 pm.

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 USING FULL AND OPEN COMPETITION.

THIS IS A FULL AND OPEN COMPETITION REQUIREMENT

10. FOR A. NAME B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

INFORMATION

CALL:

Primary Contact: Tamiko Aikens

Secondary Contact: Robert Brown

AREA CODE

NUMBER

366-3092

366-9298

EXT. Tamiko.Aikens@dot.gov.

Robert.P.Brown@dot.gov.

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 1 X I CONTRACT CLAUSES 59

X B SUPPLIES OR SERVICES AND PRICE/COST 2 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 3 X J LIST OF ATTACHMENTS 67

X D PACKAGING AND MARKING 27 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 28 X K REPRESENTATIONS, CERTIFICATIONS 68

X F DELIVERIES OR PERFORMANCE 29 AND OTHER STATEMENTS OF OFFERORS

X G CONTRACT ADMINISTRATION DATA 35 X L INSTRS., CONDS., AND NOTICES TO OFFERORS 73

X H SPECIAL CONTRACT REQUIREMENTS 46 X M EVALUATION FACTORS FOR AWARD 82

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.

mailto:Tamiko.Aikens@dot.gov mailto:Robin.Hobbs@dot.gov

RFP NO. 693JJ320R000005

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B. 1 ID/IQ MINIMUM AND MAXIMUM CONTRACT AMOUNTS

This is an Indefinite Delivery/Indefinite Quantity (ID/IQ) contract utilizing Firm-Fixed-Price

(FFP), Time and Materials/Labor Hour (TM/LH), or a hybrid of both Task Order (TO) types in accordance with Federal Acquisition Regulation (FAR) 16.500. This ID/IQ is designed to address the Government’s need for a full range of non-personal services as broadly described in

Section C, Statement of Work.

During the term of the contract, the Government guarantees award of TOs totaling a minimum of

$25,000 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 $2,143,765 for Contract A

(Long-Term Pavement Performance Program Installation, Maintenance, and Data Services of

Weigh-in-Motion Equipment) and $2,265,640 for Contract B (Long-Term Pavement

Performance Program Field Validation of Weigh-in-Motion Equipment).

B.2 SCHEDULE OF RATES FOR TIME AND MATERIALS/LABOR HOUR

All TOs issued on a 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 ID/IQ 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 one 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 ID/IQ contract award shall serve as the basis for all future year pricing for those ceiling rates. Resulting ID/IQ contracts will include Attachment J.1 with the accepted Contractor loaded labor rates inserted in the pricing table.

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 BACKGROUND

This is a requirement for non-personal technical and professional engineering services to support the Federal Highway Administration’s (FHWA) Office of Infrastructure Research and

Development (HRDI) in cooperation with the American Association of State Highway and

Transportation Officials (AASHTO), the State Highway Agencies, and the National Academy of

Science (NAS) in the Long-Term Pavement Performance (LTPP) program.

The primary goal of the LTPP program is to understand how and why pavements perform as they

do. To accomplish this goal, the program collects pavement performance data using standard data collection procedures and protocols on a variety of pavement types. Since 1989, the LTPP program has collected this information at 2,509 pavement test sections throughout North

America and Canada. Test sections are designated to be part of the General Pavement Study

(GPS) experiments or the Specific Pavement Study (SPS) experiments. The GPS test sections were established on existing pavements that used an experimental matrix to guide the selection of the test sections that would cover, to the greatest extent possible, the range of factors required to explain pavement performance. Test sections for SPS experiments were built to specific designs and thicknesses, as defined in the experimental plans. The pavement performance collected at the GPS and SPS test sections are stored in the LTPP database and are available to pavement engineers and researchers worldwide to advance the science of pavement engineering.

A primary factor in understanding pavement performance is having accurate and reliable monitoring traffic data—specifically classification and weight data. The weigh-in-motion (WIM) equipment used to collect this data must be installed properly and evaluated and maintained routinely. This requires in-depth knowledge of the various WIM equipment and considerable resources that are not readily available in-house at FHWA. Therefore, this request for proposal

(RFP) is to obtain the services of two independent Contractors to perform the following activities:

• One Contractor (CONTRACTOR A, hereafter) will perform an initial site assessment to determine if a location is suitable to install a WIM system; provide, install, and maintain the WIM equipment; and perform daily quality checks of the WIM data.

• Another Contractor (CONTRACTOR B, hereafter) will perform the field validation and calibration activities for the WIM equipment at select LTPP (and other pavement research) test sites.

The procedures that will be used to perform these activities are a result of the LTPP SPS Traffic

Data Collection Pooled-Fund Study, TPF-5(004). These procedures have become the standard for the LTPP program to use in collecting quality WIM data for select test sections throughout the United States and Canada.

PLEASE NOTE: Two mutually exclusive Contractors are required to successfully carry out the activities of the work detailed in the Statement of Work for each contract. The Government estimates to make one award for Contract A and one separate award for Contract B. For the continuity of services, Contract A and Contract B be must be awarded congruently. An

Offeror may submit a proposal for both contracts but is only eligible to receive an award for one.

CONTRACT A:

“Long-Term Pavement Performance Program Installation, Maintenance, and Data Services of

Weigh-in-Motion Equipment”

C.2 OBJECTIVE

The objective of this contract is to install, maintain, and ensure that the data collected at select

LTPP or other pavement test sites provide research quality traffic data.

C.3 SCOPE OF WORK

The Contractor shall furnish all necessary facilities, materials, and personnel to perform the services necessary as set forth in the Statement of Work for providing, installing, maintaining, repairing, and verifying that the data collected from the WIM systems at the LTPP test sites

(across the United States and Canada) meet the specifications for a Type I WIM system established by ASTM Standard E1318-09, Standard Specification for Highway Weigh-in-Motion

(WIM) Systems with User Requirements and Test Methods, Section 4.1.1. The equivalent single-axle loads (ESALs) requirement is hereby excepted from the requirements of this contract.

However, the Section 5.9 provision for ESALs is not applicable to the on-site real-time vehicle record and not required under this contract.

C.4 DETAILED REQUIREMENTS

C.4.1 Task Area Requirements

As directed by the Government on a task order basis, the Contractor shall:

• Perform site assessments for new WIM system installations.

• Develop WIM system installation plans.

• Provide WIM system equipment for new or existing sites that need replacement.

• Install and calibrate WIM systems at new or existing sites that need replacement.

• Maintain new and existing WIM systems.

• Perform daily data downloads, images, and validation checks.

• Provide and install camera system (capture vehicle images).

• Provide telephone support and vendor software.

• Provide engineering and technical support services.

• Provide traffic control for WIM maintenance and repair.

The Contractor shall perform the above activities for the WIM systems installed under previous contracts DTFH6105D00007 and DTFH6115D00008, and those that will be installed at other pavement test sites.

C.4.2 Perform Site Assessments for New WIM System Installations

The Contractor shall determine if the site identified by FHWA is acceptable for a WIM system installation under the guidelines and limitations for a Type I WIM system according to the latest version of the LTPP Field Operations Guide for SPS WIM Sites (Attachment J.5).

To determine site acceptability, the Contractor must assess the following at the proposed WIM site:

• Pavement condition, including:

o Smoothness.

o Structure.

o Surface condition.

o Grade.

o Drainage.

o Cross-slope.

o Horizontal curvature.

• Pavement Type and Distance, including:

o What is the pavement type, i.e., Rigid or Flexible?

o Is there 325 feet of structurally sound and smooth pavement prior to the WIM scale area?

o Is there a minimum of 75 feet of structurally sound and smooth pavement beyond the

WIM scale area?

PLEASE NOTE: FHWA recommends and prefers installation of WIM systems in

Portland Concrete Cement with 325 feet of structurally sound and smooth pavement prior to, and 75 feet of structurally sound and smooth pavement beyond, the WIM scale area.

However, a site that does not meet these referred criteria will not be excluded nor is the site deemed unacceptable under this site assessment.

• Utilities o Feasible accessibility to power and telephone services (landline or wireless).

• Validation truck routes o Distance to the nearest usable highway interchange, route restrictions, and circuit travel times.

• Equipment installation capability o Adequate locations for controller cabinet, pull boxes, service masts, and adequate drainage facilities for the WIM sensors.

• The existence of overhead power lines and adjacent railroad tracks which may interfere with the WIM sensor signals or controller equipment.

• The existence of undesirable traffic dynamics such as passing, stop and go, swerving, and bouncing.

• Proximity to traffic signals, intersections, and highway interchanges.

• The similarity of truck traffic composition between the proposed WIM site with that of the LTPP test sections.

The Contractor shall investigate these conditions to assess if they will prevent the WIM system from meeting the performance criteria for a Type I system as for the duration of the five-year equipment warranty.

If the Contractor determines that the site is unacceptable based on the criteria listed above, then prior to leaving the site, the Contractor shall notify the Contracting Officer’s Representative

(COR) via telephone. In the event the COR is not available, the contractor shall notify the COR by voice mail.

The Contractor shall take digital photos of the pavement condition and the site surroundings for submittal with the assessment report. If the Contractor finds the site to be acceptable, the

Contractor shall specify a recommended WIM technology type and location for the WIM system.

The Contractor is responsible for coordinating all activities with the designated LTPP Data

Collection Contractor (DCC) and highway agency contact. The DCC will provide the highway agency contact and profile data to the Contractor. If the profile data is more than one year old or not available, then the Contractor shall request, through the COR, new profile measurements be collected by the DCC. The highway agency contact will identify all utilities located within the contract work area. The Contractor is responsible for documenting coordination activities between the DCC and highway agency contacts. The Contractor is also responsible for informing the local FHWA division office of all scheduled visits to the test sites. The COR will provide the

FHWA division contacts. Prior to the site visit, the Contractor shall prepare a Site Acceptability

Handout Guide that will contain, as a minimum, the following:

• Schedule of events.

• Points of contact.

• Maps showing the proposed WIM site, certified scales, nearest airport and hospital, and briefing room.

The Contractor is responsible for distributing the guide to the COR, highway agency contact, FHWA division office representative, and DCC contact at least seven days before the site visit.

Upon completion of the site assessment visit, the Contractor shall provide a detailed report to the

COR providing recommendations drawn from the site evaluation. An approved standard site evaluation form of the Contractor’s design shall be submitted with the report. The Contractor shall submit an electronic copy of the report to the COR and one copy of the transmittal letter to the Contracting Officer (CO). The Site Assessment of the Proposed WIM Location report shall include the following information:

• Executive Summary of the WIM site field assessment highlights, findings, and recommendations for any problems identified. (2-page maximum)

• WIM Site Coordination and Location Handout Guide.

• Recommended corrective actions and supporting rationale for any sites not suitable for installation.

• Schedule of Events.

• Points of contact.

• Specific WIM information.

• Current LTPP Traffic Data Sheet 17.

• Parameters of:

o Vehicle distributions of all trucks (FHWA Class 4 and higher).

o Vehicle of distributions for heavy trucks (FHWA Class 6 and higher).

o Volume of trucks comprising ten percent or more of the truck population.

o Volume of trucks comprising ten percent or more of the heavy truck population.

• Recommended WIM technology type.

• Recommended location for the WIM system.

• Digital photos.

PLEASE NOTE: FHWA anticipates this item to be performed without Traffic Control.

C.4.3 Develop WIM System Installation Plans

The Contractor shall develop and submit for approval by FHWA and the highway agency, a proposal for installing a new WIM system. As a minimum, the proposal shall include:

• Working drawings and site plans that include utility locations, WIM scale defined location, drainage and electrical conduit placement, and cabinet and pull box locations.

• A Traffic Control Plan (TCP) and price for traffic control.

• Recommended Technology Type (Bending Plate or Quartz Sensor), WIM vendor shop drawings, equipment specifications, installation manual, and operations/maintenance manuals.

• Equipment manufacturer’s specifications or “cut sheets” for pull boxes, electrical devices, and controller cabinet.

• Status of local permits requests including a list of permits requested and date requested.

• Material Safety Data Sheets (MSDS) for hazardous or flammable material.

• Summary of all coordination activities performed for the site, including coordination from Item 1.

The Contractor is responsible for any local permits including access and encroachment that are necessary to conduct the work.

The highway agency will be responsible for the initiation of any utility services and utility usage payments. The agency will provide utility services to the WIM controller cabinet or a clear demarcation point nearby so that the Contractor has a uniform point of installation.

C.4.4 Provide WIM System Equipment

The Contractor shall provide one of two approved WIM technology types as designated by task order. These two technologies are:

• Bending Plate.

• Quartz Sensor.

The WIM equipment shall provide a minimum life expectancy of five years for the bending plate and three years for the quartz sensor. In addition, the equipment shall meet the LTPP performance requirements as outlined in the latest version of the LTPP Field Operations Guide for SPS WIM Sites (Attachment J.5) and meet the hardware and software requirements as outlined in “LTPP Weigh-in-Motion System Model Performance Specifications and Application

Requirements for Equipment – Hardware and Software” (Attachment J.6).

Notwithstanding provisions in the above referenced documents, the following provision shall take precedent as the performance requirement regarding the equipment’s classification of vehicles:

“The WIM system’s classification algorithm shall provide sufficient flexibility in its spacings and weights (gross, or axle and gross) for each vehicle type. This performance requirement will allow a user’s classification table to be properly implemented and the

WIM system’s classifying of vehicles must conform to the user’s classification table.”

The Contractor shall use the latest LTPP Vehicle Classification Table (Attachment J.7) at the

WIM sites installed and maintained under this contract.

The Contractor shall update controllers and hardware, as needed. If the WIM sensors are being replaced, the Contractor shall provide WIM controllers and sensors that are equal or better technology than with what is being replaced. A new installation or replacement of the WIM controller combined with the WIM sensors shall constitute a complete and working WIM system.

The Contractor shall submit to FHWA acceptable combinations of the system that shall pass the validation/calibration procedures as outlined in the statement of work.

In collaboration with the State highway agencies, FHWA will issue Task Orders that will dictate the type of technology the Contractor shall install at the LTPP or other pavement test sites. Task

Orders will not specify the brand name.

PLEASE NOTE: The list of equipment provided herein that meets the contract criteria is not all-inclusive. The list merely represents the ones known to FHWA now. As specified herein, any brand name is acceptable if it meets the technical requirements of the contract.

C.4 5 Install and Calibrate WIM System Equipment

The Contractor shall install WIM equipment at new locations or replace failing sensors at existing sites with the same or improved WIM system. The Contractor shall bear the expense for the replacement and calibration of a failed sensor/equipment for the 5-year warranty period after

Government acceptance of the newly installed or replaced equipment. For sensor/equipment replacement after the 5-year warranty period, the Government shall bear the expense to replace and calibrate the WIM system.

Requirements for the WIM system replaced at the designated site are:

1. Saw Cuts. Unless otherwise approved by the highway agency, any existing concrete to be removed shall be wet saw cut and removed to the neat lines. Any existing concrete that is to remain in place and is cut beyond the neat lines, which is damaged or destroyed by these operations, shall be replaced, as approved by the highway agency’s Resident Engineer

(R.E.), at the Contractor's expense. Reinforcing steel shall not be cut. Any reinforcing steel that is cut shall be spliced together, as approved by the R.E., at the Contractor’s expense.

2. Protection of Utilities. The Contractor shall conduct their work with a minimum disturbance of existing utilities and it shall be the Contractor’s responsibility to coordinate all work in or near the utilities with the utility owners. The Contractor shall inform utility owners two weeks in advance of their operations to enable the utility owners to identify and locate any utilities within the construction area. The Contractor is responsible for any damage to utilities that either was correctly identified or that was not correctly identified due to the Contractor’s lack of coordination. The Contractor shall make a reasonable effort to promptly notify the utility owners and the highway agency in the event of any damage to utilities. Safety related incidents shall be coordinated without delay.

3. Electrical Support. All conduit and materials furnished by the Contractor shall be new, be

UL-listed, and meet National Electrical Manufacturers Association (NEMA) and National

Electric Code (NEC) requirements. Information for obtaining NEMA and NEC requirements can be found at http://www.nema.org and http://www.codesbookstore.com, respectively. Junction boxes, expansion joints, and conduit fittings shall be fabricated from a material similar to the connecting conduit. These materials shall be supplied and installed by the Contractor.

• Wiring – Wiring from instrumentation shall exit the pavement through conduit to a pull box.

• Conduit – Rigid metal conduit (RMC) shall be steel, hot-dipped galvanized inside and outside. When tested in accordance with ASTM A90, zinc coating of rigid metal conduit shall be a minimum of 1.5 ounces per square foot inside and out. Electrical metallic tubing (EMT) and intermediate metal conduit (IMC) shall be steel, galvanized on the outside and protected on the inside with a suitable corrosion-resistant material.

Fittings shall be watertight. Set screw and pressure cast fittings will not be permitted.

Steel compression fittings will be allowed. Polyvinyl chloride conduit (PVC) shall meet the requirements of NEMA Standard TC-2, UL 651, and the NEC. PVC conduit shall be Schedule 40. Flexible conduit shall be liquid-tight. Underground conduit shall be installed a minimum of 18 inches deep. Installation of conduit shall be in accordance with the requirements of the NEC. Conduit placed for concrete encasement shall be secured and supported in such a manner that the alignment will not be disturbed during placement of the concrete. No concrete shall be placed until all of the conduit ends are capped and all box openings closed. All conduit ends shall be reamed to remove burrs and sharp edges. Where conduit is threaded in the field, a standard conduit-cutting die with a 3/4-inch taper per foot shall be used. All conduit placed on structures shall be fastened with conduit straps or hangers. Conduit shall be fastened within three (3) feet of each box or fitting and at other locations, as necessary. All metal conduit clamps shall be of the galvanized malleable type. Clamps for two (2) inch diameter or larger conduit shall be of the two (2)-hole type. All PVC conduit terminations shall be fitted with bushings or bell ends. All metal conduit terminations shall be fitted with a grounding type bushing except that conduit used for duct cable casing that does not http://www.nema.org/ http://www.codesbookstore.com/ terminate in a ground box and is not exposed at any point, and conduit terminating in threaded bossed fittings need not have a bushing.

• Control Cabinet – The control cabinet shall be installed outside the clear zone. The cabinet shall be a M-Type or approved equal, with the following features:

o a hinged full sized door that has a dust tight and weather resistant seal o a lock with a swing away cover with key set and two sets of keys o the door shall have a louvered vent, with a standard size filter retainer o a temperature activated forced air fan system with the air exhaust opening under the roof overhang o a switched light o spare Ground Fault Circuit Interrupter (GFCI) duplex outlet, circuit breaker for incoming AC line

The control cabinet shall be mounted on a support that conforms to the AASHTO

Standard Specifications for Structural Supports for Highway Signs, Luminaries, and

Traffic Signals and is approved by the highway agency.

• Pull Boxes – Pull boxes shall be precast and capable of withstanding a 15,000-pound load applied over a 10-inch by 10-inch area in the center of the lid while the box is free standing, without showing any visible distress. Pull boxes shall be installed at appropriate locations and the lid shall be flush with the adjacent surfaces. All pull box installations must include proper drainage.

• Trench Excavation and Backfilling – Trench excavation and backfilling shall be done with proper equipment and in a safe manner. Where existing surfacing is removed, repair shall be made by backfilling with material equal in composition and density to the surrounding areas and by replacing any removed surfacing, such as asphalt pavement or concrete riprap, with like material to equivalent condition. A pneumatic or electric tamping tool must be used during backfilling.

• Boring – Boring shall be as agreed to with the highway agency. The Contractor, as approved by the highway agency, shall dispose of excavated material. The use of water or other fluids in connection with the boring operation will be permitted only to the extent necessary to lubricate cuttings; jetting will not be permitted, unless approved otherwise, in writing, by the highway agency.

• Protection of Equipment and Data – The Contractor shall install surge suppression to protect the WIM System from lightning and power surges. All system components shall be protected from moisture and flooding.

4. Final Clean Up. Upon completion of the work and before acceptance and final payment is made, the Contractor shall clean, remove rubbish, restore in an acceptable manner all property which has been damaged during the prosecution of the work and leave the site of the work in a neat and presentable condition.

PLEASE NOTE: Local specifications/regulations for the replacement of this equipment apply (i.e., conduit type, installation of conduit, etc.).

C.4.6 Validation and Calibration Procedures

As part of the installation or replacement of WIM equipment, the Contractor shall perform all necessary calibrations. Calibration shall be performed in accordance with the methods recommended by the equipment manufacturer. The Contractor shall provide test trucks that are in good operating condition, with loads that are not susceptible to shifting, harmonics, moisture gain or loss, and are securely anchored.

For the assigned LTPP lane or other pavement test section, table 1-1 lists the steps the Contractor must take to validate and calibrate the WIM system.

Table 1-1. Conducting Field Validation and Calibration of a WIM System

Step Action

1 Perform an initial performance evaluation.

Making no adjustments to the system, the evaluation must be done for the assigned lane of the WIM system. This evaluation shall be based on a minimum of 20 runs per vehicle at the various speeds and temperatures as outlined in the latest version of the

LTPP Field Operations Guide for SPS WIM Sites (Attachment 1).

If the initial performance evaluation shows the site to be functioning with sufficient accuracy, then Steps 2-4 do not need to be performed. Go to Step 5.

Note: A scaled down process of 10 runs per vehicle will apply to all non-LTPP lanes.

2 Analyze test truck data from the initial performance evaluation (Step 1) to adjust system’s calibration factors.

3 Perform a second performance evaluation using the same procedures detailed in Step 1.

If the second performance evaluation shows the site to be functioning with sufficient accuracy, then go to Step 5. Otherwise, go to Step 4.

4 If analysis of the data obtained from the second performance evaluation (Step 3) does not meet the performance parameters as outlined in LTPP Field Operations Guide for

SPS WIM Sites, then the system has failed the LTPP performance requirements.

Therefore, the Contractor is responsible for making the necessary corrections to meet the performance requirements. These corrections include, but are not limited to:

• Re-calibrate the system using different test trucks

• Make site software adjustments

• Re-install or replace and install pavement sensors

• Replace or make adjustments to electronics components

Note: Any necessary calibrations shall be done and a new (or initial) performance evaluation shall be performed in accordance with the steps in this table.

5 Determine, while on-site, the statistical reliability of the WIM system.

The Contractor shall provide a detailed account of the calibration activities in a summary report and submit to FHWA. The summary report must include the following:

• Executive Summary of the WIM site field study highlights, findings, and recommendations for any problems identified. (2-page maximum)

• WIM Site Coordination and Location Handout Guide.

• Schedule of Events.

• Points of contact.

• Specific WIM information.

• Current LTPP Traffic Data Sheet 16.

• Current LTPP Traffic Data Sheet 17.

• Pavement profile and vehicle interaction.

• Available LTPP or state agency pavement profile data.

• Pavement condition, to include rutting, cracking, and faulting.

• All data collected and equipment adjustments made, with reference to the procedures used.

• Statistical reliability of the WIM measurements, by vehicle class.

• A prognosis on any notable changes in the WIM system performance or condition.

• Documentation of equipment diagnostics.

• Demonstration that the WIM system meets the LTPP performance requirements as detailed in the current LTPP Field Operations Guide for SPS WIM Sites.

After review of the first report, the COR will make changes to the format of the report, if necessary. The Contractor shall then submit all subsequent reports according to the format approved by the COR.

C.4.7 Coordination Activities

The Contractor is responsible for coordinating all installations and field calibration activities with the designated LTPP DCC, highway agency contacts, and the Field Validation of Weigh-in-

Motion Equipment Contractor. The Contractor must get the highway agency contact from the

COR. The Contractor must also work closely with the highway agency to make arrangements for the highway agency to provide traffic control, if needed. The Contractor must work with the

Field Validation of Weigh-in-Motion Equipment Contractor to avoid scheduling conflicts in performing any type of field work at the site. The Contractor is responsible for documenting all coordination activities between the Field Validation of Weigh-in-Motion Equipment Contractor, DCC, and highway agency contacts. Documentation of coordination activities must be included in the master schedule of all contract activities.

Prior to performing the field validation and calibration activities, the Contractor shall prepare a

WIM Site Handout Guide that will contain the following:

• Schedule of events.

• Points of contact.

• Maps showing the WIM site, certified scales, nearest airport and hospital, and briefing room.

• WIM site details (such as sensor types and configuration, CPU type and setup, and power and utility information).

The Contractor is responsible for distributing the guide to the COR, highway agency contact, FHWA division office representative, DCC contact, and Field Validation of Weigh-in-Motion

Equipment Contractor at least seven days prior to starting the installation and calibration activities.

C.4.8 Maintain WIM Systems

The Contractor shall provide semiannual preventive maintenance and on-call repairs to correct

WIM system deficiencies or failures as requested in writing, by the COR. The following list of semiannual preventive maintenance tasks is not an all-inclusive list but reflects the minimum work required for the following sensor types used:

• Bending Plate Scale o Conduct a visual inspection on the clamp or hold down bars; bolts, nuts, frost plugs, and applicable hardware; and seal between the frame and the platform.

o Measure resistance of signal and excitation cabling.

o Check baselines and thresholds.

o View vehicle records in manufacturer diagnostic mode to ensure the software is processing the signal properly.

o View signals with oscilloscope style software to ensure the signal is proper.

• Quartz o Conduct a visual inspection on the grout, sealant, and connectors.

o Check voltage deflection as vehicles pass.

o Check baselines and thresholds.

o View vehicle records in manufacturer diagnostic mode to ensure the software is processing the signal properly.

o View signals with oscilloscope style software to ensure the signal is proper.

The Contractor shall perform the following semiannual maintenance for the equipment installed at the WIM locations:

• Loops o Conduct a visual inspection on the sealant condition (missing, exposed wires);

pavement condition (cracks, potholes); and appropriate LEDs flashing on interface cards.

o Measure resistance of loop relative to shield.

o Measure inductance of loops.

• WIM Electronics Controller o Conduct a visual inspection of the equipment layout; cabling; and interconnects.

o Clean and dust all surfaces within cabinet.

o Maintain WIM cables, connectors, terminal strips, and back-up batteries by ensuring that the connector screws of the WIM cables, terminal strips, and all other accessory components are tight.

o Make sure connections to the camera are secure (if applicable).

• Camera Pole (if applicable) o Conduct a visual inspection of the camera mast arm or pole for integrity; hold down clamps and entry point; and associated hardware.

o Check camera lead in cable for physical damage or wear.

• Image Capture Camera (if applicable) o Conduct a visual inspection of the camera display for vehicle freezing, labeling, and cycling; camera focus for optimum image capture for local conditions; and camera zoom for optimum image capture for local conditions.

o Perform any associated camera electronics checks.

o Clean camera and lens.

For all repairs, the Contractor must begin work within 10 working days from notification and complete all repairs and make the system operational within 30 calendar days from notification, unless an extension is otherwise approved in writing by the COR.

C.4.9 Perform Daily Data Downloads, Images, and Validation Checks

The Contractor shall on a daily basis (Monday through Friday), contact the site via modem and download the WIM system’s binary data file(s) and associated images (if applicable) from the previous day(s). Data files and associated images downloaded on the Monday of each week shall also include downloads of the previous days Friday through Sunday. If the first attempt to download data is unsuccessful, the Contractor shall make two additional attempts to download the data from the site. If the site cannot be connected to, or rings busy after three attempts, the

Contractor shall notify the COR so that corrective action can be initiated.

The Contractor shall post the downloaded binary data files and associated images for each WIM site to its File Transfer Protocol (FTP) site by the close of business eastern standard time (EST) on the second business day each week for the previous week’s data (Monday through Sunday).

In addition to each WIM system’s binary data files, the Contractor shall also post to its FTP site each system’s Reference Data Set, Traffic Monitoring Guide (TMG) files, and reports as required below.

All required files and reports shall be organized in folders by WIM site in a consistent manner on the FTP site. The Contractor shall provide password protected FTP site access to the LTPP DCC and the COR. As designated by task order, the Contractor shall provide the necessary vendor polling and analysis software to the DCC and the highway agencies for retrieving and processing the WIM system’s binary data files for each site. Associated images will be available on the FTP site for four weeks from the date of download. After four weeks, the Contractor shall remove the associated image files from the FTP site and archive them. The Contractor shall provide these archived files to the COR, upon request.

The Contractor shall also perform the following:

• Provide Reference Data Set (for equipment installed or replaced by the Contractor). The first two weeks of data following a successful field validation and calibration activity shall be considered the Reference Data Set. The Contractor shall clearly mark this data

(converted TMG file formats) as the reference data set and post it to their FTP site for review by the DCC.

• Assist in Reviewing Reference Data Set (for equipment installed or replaced by the

Contractor). The Contractor and the DCC shall review the Reference Data Set to confirm and establish the expectations of data quality for the site. This review will include a walkthrough of the Site Summary and Class by Hour Reports. The Contractor and the

DCC shall identify and explain any unique, site-specific traits. After the DCC reviews and approves the Reference Data Set, it will be used as the baseline until the next field calibration/validation is performed on the WIM system.

If review of the Reference Data Set indicates any malfunctioning of the WIM system or not being in conformance with LTPP’s performance requirements, the Contractor shall make necessary corrections to the system according to CLIN 5 – Maintain WIM Systems.

If it is deemed that any corrections to the system by the Contractor has no effect on system calibration, a new two-week Reference Data Set will be established and reviewed as above. If it is deemed that the system was not functioning correctly during initial validation and calibration and that subsequent corrections to the system result in the system’s not being in calibration, the Contractor shall calibrate and validate the system, again.

• Generate Report Summaries. The Contractor shall, on a daily basis (Monday through

Friday), generate Site Summary and Class by Hour Reports for the data downloaded for the previous day(s). These reports shall include the information and be formatted in accordance with the examples included in the Contractor’s analysis application software user’s manual.

• Provide Monthly Key Parameters Summary Report. The Contractor shall provide this report in Excel or .txt format to the DCC and the COR for reference. Some of the Key

Parameters the Contractor shall use to compare to the Reference Data Set include:

o Total Daily Count by Vehicle.

o Confirmation that no lane contains a value of 0 in a specific hour timeframe.

o Confirmation that no lane contains a traffic count of 2500 or greater in any specific hour timeframe.

o % Count of Error Vehicles per day.

o % Count of Status Clear Vehicles per day.

o % Count of Good Weighed Vehicles per day.

o Total Daily Count of Class 9 Vehicles per day.

o % Count of Class 9 Vehicles per day.

o % Warning Count of Class 9 Vehicles per day.

o Average GVW of Class 9 Vehicles per day.

If any of these checks produce unexpected results, or if a lane contains a traffic count of 0 or 2500 or greater in any specific hour timeframe, the Contractor shall determine why the anomaly occurred and provide a written explanation to the DCC and the COR. If it is determined that a system issue exists, the Contractor shall notify the COR so that corrective actions can be handled under CLIN 5 – Maintain WIM Systems.

If the Key Parameters in the future deviates from those in the Reference Data Set, the

Contractor shall perform an analysis and provide an explanation to the DCC and the

COR. For percentages, the trigger is the “value ±3 percent,” and for numbers the trigger is “±.03 times the reference value (between 0.97 and 1.03 times the value).” If it is determined that a system issue exists, the Contractor shall notify the COTR so that corrective actions can be handled under CLIN 5 – Maintain Existing WIM Systems.

• Prepare and Maintain Associated Images Folder. The Contractor shall ensure downloads of associated images are being performed and verify images for all hourly folders are intact upon completion. Once verified, the Contractor shall prepare and maintain the associated image folder in a format that is accessible through the manufacturer’s reporting software for use by the COR and other LTPP contractors, as designated by the

COR. This will ensure that all images will be cross-linked to the associated vehicle record for further study and traffic analysis.

• Provide Data Storage. The Contractor shall store the on-site equipment binary data files and associated images from each site along with the Referenced Data Sets, Site Summary and Class by Hour Reports, Monthly Key Parameters Summary Reports, and the TMG files for the duration of this contract (up to five years). The Contractor shall provide a complete set of this information for the previous year on DVD or other approved media and send it to the COR by February 15 of each contract year, and at the end of the last year in the contract. The Contractor shall also provide a backup procedure for storing this data and submit it to the COR for concurrence.

C.4.10 Provide and Install Camera Systems (Capture Vehicle Images)

The Contractor shall provide and install the following materials for capturing digital images of the vehicles traveling over the LTPP or other pavement test sites where a WIM system is installed:

• Web Server Interface.

• Image Capture Camera.

• IP Addressable Cellular Modem.

These components shall operate and be compatible with the existing WIM system and all other components of the system including the axle weight sensors, inductive loops, controller electronics and cabinet. The components shall meet NEMA 4 weatherproof standards.

The Image Capture Camera shall be for outdoor use in day or very low light night use.

The camera shall be a minimum 5.0-megapixel network camera that provides the required image quality for this application, dynamic range and network stability. Night time images and infrared illumination is not required. The camera shall be used for daytime operation only. In addition, the IP Addressable Cellular Modem shall allow and provide access to the WIM system and associated web server interface via internet using a web browser.

The Contractor shall download the images daily. The Contractor shall save these images on their

FTP site for four weeks from the date of download and give access to the COR and others as designated by the COR. After four weeks, the Contractor shall remove the associated image files from the FTP site and archive them. The Contractor shall provide these archive files to the COR, upon request.

C.4 11 Provide Telephone Support and Vendor Software

The Contractor shall provide the necessary vendor polling and analysis software that complies with the “LTPP Weigh-in-Motion System Model Performance Specifications and Application

Requirements for Equipment – Hardware and Software” (Attachment J.6). The Contractor shall provide an annual license for the software to include unlimited telephone support services and software upgrades for each licensed computer. The software upgrades shall include any bug fixes made throughout the year.

C.4.12 Provide Engineering and Technical Support Services

As requested by the COR, the Contractor shall provide technical support services that support the objectives of this contract that are not identified within the Statement of Work. These services shall include, but not be limited to:

• Performing detailed analyses of the collected WIM data.

• Reviewing and/or implementing recommendations made by the COR for improving the quality of the WIM data.

• Reviewing and/or making recommendations on traffic data collection standards used by highway agencies.

The Contractor shall provide a detailed written summary report of the findings for the technical services provided and submit to FHWA. As a minimum, the report shall include the following:

• Executive Summary of findings and recommendations (2-page minimum).

• Statement of the issue(s) being addressed.

• Detailed analysis of the results (include items such as charts, graphs, and photos).

• Recommendation(s) and Conclusion(s).

After review of the first report, the COR will make changes to the format of the report, if necessary. The Contractor shall then submit all subsequent reports according to the format approved by the COR.

C.4.13 Provide Traffic Control for WIM Installation, Maintenance, and Repair

The Contractor shall provide all traffic control required for the installation, replacement, maintenance, and repair of WIM systems under CLINs 4 and 5. All barricades, signs, cones, lights and other traffic control devices shall be identified in the Traffic Control Plan (TCP), developed by the Contractor and approved in writing by a designated representative of the highway agency. The TCP shall meet or exceed the FHWA’s Manual on Uniform Traffic Control Devices

(MUTCD). Prior to beginning work, the Contractor shall designate, in writing, their competent representative who will be responsible and available on the project site, or in the immediate area to ensure compliance with the TCP. All traffic control devices shall be provided and maintained in good condition and any reflective surfaces shall be kept clean and meet MUTCD requirements. It should be noted that for urban areas, many highway agencies might require that all work in the traffic lanes be performed at night and/or on weekends. All work within 1 hour of dusk or dawn, or that is performed during inclement weather, must meet nighttime requirements and have a positive shock-absorbing barrier in the lane closed to traffic.

C.4.14 KICK-OFF MEETING

The Contractor shall attend a virtual kick-off meeting within one week of the contract award.

The objective of this meeting is to introduce attendees, to provide an opportunity for Contractors to meet with the Contracting Officer (CO) and/or Contract Administrator, the Contracting

Officer’s Representative (COR), define roles and responsibilities, and respond to questions.

Contractor Key Personnel shall attend this meeting.

C.4.15 ID/IQ PROGRESS REPORTS

The Contractor shall submit an electronic copy (2016 or higher Microsoft (MS) Office or PDF) of a contract level consolidated quarterly progress report to the CO and/or Contract

Administrator, and the COR, by the 15th of the month following the quarter 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), period of performance, TO COR.

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

(c) For 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…