SAM SOW 10-17.pdf

STATEMENT OF WORK - Technical Support Services for Next Generation of Traffic Management Systems and Traffic Management Center Pooled Fund Study (PFS)

1. BACKGROUND

This is a non-personal services requirement to provide professional technical and administrative assistance to support the FHWA Office of Operations (HOP) and the Office of Safety and Operations Research and Development (HRSO) with managing and leading the Next Generation of Traffic Management Systems (TMS) and Transportation Management Center Pooled Fund Study (TMC PFS) programs, projects, services, and applicable activities. The HRSO working in partnership with HOP, provides strategic direction, leads, and is responsible for carrying out the day-to-day activities, services, and projects of the Next Generation of TMS program and TMC PFS. Under this requirement the contractor will provide subject matter technical expertise, assistance, and support to FHWA, leading and successfully coordinating the projects, activities, and services conducted in support of the Next Generation of TMSs program and TMC PFS.

Next Generation of TMS The Next Generation of TMS focuses on improving the active monitoring, management, control, coordination, and capabilities of the next-generation of an agencies TMSs in support of improving traffic and travel on the surface transportation system. The next generation of TMSs will need to have the ability to share and use data with/from connected vehicles, connected mobile devices, other traffic systems, public management systems (e.g., infrastructure), or stakeholders (e.g., emergency responders). The Next Generation of TMSs program is part of the HOP and HRSO’s broader portfolio of transportation operations research that explores, develops, and disseminates technologies and practices with the potential to improve transportation system operations and performance.

This FHWA program aims to develop resources and compile information to support agencies with assessing, planning, designing, managing, and improving the capabilities and management, operation, and performance of the next generation of their TMSs. To meet these program needs the contractor will provide technical expertise and assistance in support of the HRSO program manager updating the Next Generation of TMSs Program Plan and Roadmap of proposed future projects, developing and advancing proposals for future projects, reviewing and compiling reviews on deliverables developed for current projects, and providing services in support of activities supporting the program and its related responsibilities. HRSO and the program manager needs technical expertise and assistance to ensure proposed future projects, current projects, products produced are reviewed by subject matter technical experts to ensure accuracy and relevancy, consistency with existing or under development FHWA products, complying with FHWA publication requirements, and compile reviews by others internal and external to FHWA.

The Contractor will be required to provide subject matter experts with experience TMSs, traffic operational strategies, actively managing traffic, planning to improve existing or for new TMSs, planning and capturing the needs for TMS programs, incorporating the needs for TMS Programs into agency TSMO Programs and Plans, facilitating TMSs sharing and using information with sources external to TMSs, sharing and using information with ITS devises and connected or automated vehicles, incorporating current and future needs of TMSs into agency and regional traffic system management and operations (TSMO) programs and planning efforts.

TMC PFS

The TMC PFS provides a forum of regional, State, and local agencies to identify and address issues and challenges common among TMCs. The PFS provides an opportunity for members to collectively pursue projects to develop resources to allow agencies to consider and address these issues. The goal of the TMC PFS is to: (1) identify operational and human-centered issues; (2) suggest approaches to addressing those issues; (3) initiate and monitor projects intended to address identified issues; (4) disseminate results; (5) provide leadership and coordinate with others with TMC interests; and (6) assist in solution deployment.

Projects and activities initiated by the TMC PFS may focus on conducting research, operational tests, technology transfer activities, or efforts to raise awareness or obtain feedback on TMS related issues, challenges, or future opportunities. The TMC PFS also provides an opportunity to facilitate the interaction and sharing of information and successful practices with a broader industry audience to advance and improve upon practices related to the planning, development, management, operation, and performance of TMCs. The TMC PFS has been in operating for over twenty (20) years and twenty five (25) participating agencies, including FHWA. TMC PFS related information is available at: http://tmcpfs.ops.fhwa.dot.gov.

The activities supported by the Contractor will involve FHWA planning, programming, and assisting a wide range of activities associated with facilitating the TMS PFS projects, activities, and responsibilities. These activities may include developing products to support the HRSO program manager preparing procurement documents for new projects, reviewing deliverables for current projects (e.g., technical, publication requirements), facilitating and compiling reviews by TMS PFS members, facilitating meetings with TMC PFS members (e.g., quarterly, technical exchanges, in-person meetings), webinars to share information, developing TMS PFS products (e.g., fact sheet, presentations, meeting notes, information for TMC PFS website), and other related activities.

These services and activities to be performed demands the Contractor and any subcontractors will not engage in any activities that gives rise to either perceived or real conflicts of interest.

The selected Contractor will not be allowed to perform or participate in any future contracts to perform follow on projects associated with either the FHWA Next Generation of TMS Program or the TMC PFS.

2. OBJECTIVE

The objective of this requirement is to provide subject matter technical expertise and assistance and to assist the HRSO, HOP, and the HRSO program manager (PM) to plan, develop, and advance proposed projects to conduct research, develop technical resources, raise awareness of the availability of products produced and other innovative practices, and conduct activities identified to support the Next Generation TMS Program and TMC PFS; provide technical assistance, expertise and administrative support to the HRSO PM to complete ongoing projects, develop and initiate new projects, advance new activities, update plans and initiatives, provide technical and administrative assistance; and expertise in support of preparing plans, roadmaps, outreach and briefing material, progress reports, conducting activities, or administrative needs for the Next Generation of TMSs program or TMC PFS. These responsibilities will require the Contractor to represent the interests of FHWA in these tasks which will involve interacting with public agencies and professional organizations.

http://tmcpfs.ops.fhwa.dot.gov/

IMPORTANT: The Contractor is prohibited from participating in the technical evaluation and ranking of proposals received for new projects for either the Next Generation of TMSs program or the TMC PFS. Further, the Contractor shall not engage in any activity where the cost proposal from another business entity is available, reviewed, or considered. The Contractor shall immediately notify the COR and Contracting Officer if it comes into contact with cost proposals from another business entity.

3. DETAILED REQUIREMENTS

The Contractor shall provide the administrative support and technical assistance required to manage, plan, and develop the required products, conduct the activities, and provide the services deemed necessary to successfully support and administer the Next Generation of TMSs Program and the TMC PFS. In performing these duties, the Contractor will be required to support the day-to-day activities of the TMC PFS. The Contractor will perform these duties under the direction of HRSO PM. The final decision-making responsibility remains in the purview of FHWA Contracting Officer’s Representative (COR). The Contractor shall provide all personnel, supplies, transportation, materials, supervision, and other items and non-personal services necessary to perform the following tasks outline below:

Task 1: Project Management

This Task requires the Contractor to provide project management support and services to FHWA. The Contractor shall participate in a project kick-off meeting within six weeks of the start date. The kick-off meeting will be held via web conference.

The Contractor shall deliver to the COR three weeks prior to kick-off meeting, the initial draft of the work plan to identify the overall sequence, schedule, interactions, and priority of the tasks to be conducted. The COR will review and provide comments on the work plan within two weeks.

The Contractor shall refine the proposed work plan, after reviewing and discussing during the kick-off meeting and review by the COR. The Contractor will submit the revised plan to the COR within two weeks after the kick-off meeting.

The Contractor shall provide monthly status reports to the COR and CS/CO. These reports shall cover the work progress of all tasks under requirement. The reports shall be in a format as directed by the COR and include the following items:

• Summary of the progress of each task with:

o Status of each deliverable, including the outline, draft (or interim), and final versions.

o Major accomplishments.

o Near-term milestones.

o Variances from the current work plan, including planned corrective actions.

o Risks and risk mitigation activities.

• Estimated percent complete of each task.

• Funds spent and funds remaining by task.

The Contractor shall also participate in monthly teleconference calls to keep FHWA up to date on progress, to discuss project-related issues, and to refine project approaches and goals.

Task 1 Deliverables

• Work Plan Briefing at the Kick-Off Meeting

• Initial Draft, Revised Draft, and Final Work Plans

• Monthly Status Reports including risk log

Task 2: Traffic Management Center Pooled Fund Study Technical Assistance and Support

2.A: TMC PFS Management and Administration

This task requires the Contractor to support, at a minimum, the following activities:

• Provide support, plan, and facilitate the activities necessary to plan for in-person and quarterly TMC PFS meetings that may include but are not limited to:

o Prepare correspondence and interact with members in making meeting arrangements;

o Organize logistical arrangements for the facilities and resources (e.g., projector, screen, copies) required to facilitate the in-person TMC meeting at a predetermined location which is assumed to be a facility of a hosting public agency;

o Develop and facilitate reviews of meeting agendas and notes summarizing action items;

o Prepare and facilitate reviews and approvals of presentations and material identified to be developed and used in support of agendas items; and o Support review, approval, and reimbursement of travel costs for TMS PFS members to attend in-person meetings in accordance with Federal Travel Regulations.

• Prepare word documents, power point presentations, fact sheets, or outreach material in support of TMC PFS meetings, projects, or activities to inform members, industry, project meetings, and other events (e.g., FHWA briefings or updates, project meetings, requests from agency sponsors) or briefings on activities, projects, progress, and accomplishments.

• Prepare quarterly progress report and power point (dashboard) for all TMC PFS current and selected projects, meetings, and activities.

• Prepare and facilitate updates on TMC PFS activities or projects to post on FHWA website.

• Prepare the information and coordinate conducting quarterly virtual technical exchanges on technical topics selected by TMC PFS members.

• Prepare the information and coordinate conducting bi-monthly webinars on innovative TMS related topics to be hosted by the National Operations Center of Excellence.

Task 2.A. Deliverables: Contractor shall develop and deliver the following:

• Agendas, presentations and notes for quarterly TMC PFS quarterly and in-person meetings.

• Agendas, presentations, and notes for TMS PFS quarterly virtual technical exchanges.

• Agendas, presentations, and notes for TMS PFS bi-monthly webinars.

• Quarterly progress summary highlighting project status, activities, and accomplishments.

• Develop and maintain TMC PFS outreach material (e.g., presentation, fact sheet, web page)

• Prepare material to update TMC PFS information to the TMC PFS and other websites.

2.B: Identify, Prioritize, and Select New Projects

The TMC PFS members typically conduct an in-person meeting annually, to review progress on current projects, activities, and to prioritize and select new projects to initiate. The selection of these new projects is typically the culmination of a process which occurs over a 4 to 6 month period prior to the in-person meeting. This Task requires the Contractor to support the COR with facilitating the process to identify, review, and revise potential ideas or proposals for potential projects for the TMC PFS members to consider selecting.

This Task requires the Contractor to develop up to 15 one-page proposals (e.g., purpose, objectives, need, gaps in practice being addressed, intended audience, products to be developed, how the products are anticipated to be used, benefits to audience) once the COR has approved the list of possible projects based on an initial list of projects identified as priorities by TMC PFS members. The Contractor shall develop up to 8 multi-page proposals once the COR has approved the list of possible projects for the highest priority topics identified as priorities in advance of the TMC PFS in-person meeting. These multi-page proposals shall include the technical issues to address, scope of the products to be developed, the process to develop and review products, other resources to develop (e.g., fact sheets, technical presentations, questions and answers), or activities to conduct in support of these resources.

The Contractor shall facilitate the review, compilation of comments, and update proposals based on the reviews conducted and comments provided by TMC PFS Members. The Contractor will also support the COR facilitating the review, identify revisions, prioritize, and select projects during the TMC in-person meeting. The Contractor will update the project proposals based on the feedback provided and decisions made during this meeting.

Task 2.B. Deliverables. Contractor shall develop and deliver the following:

• Develop up to 15 one-page proposals for possible projects for PFS members to consider.

• Develop up to 8 multi-page proposals for possible projects for PFS members to consider.

2.C: Develop and Initiate New Projects

The Contractor shall support the COR developing the scope of work and procurement documents needed to advance the projects selected by the TMC PFS members into the FHWA procurement process. This support will require the Contractor to compile the information (e.g., review of literature, review of ongoing projects, identify key issues to address based on scope of projects) appropriate for the scope of the project’s procurement documents. The Contractor shall also support the COR with preparing the resources (e.g., cost estimate) required to procure, review, select, and initiate new projects.

Task 2.C. Deliverables. Contractor shall develop and deliver the following:

• Prepare material including literature reviews and white papers to frame technical issues and topics to support including in the statements of work for new projects.

• Prepare a draft scope of work, procurement documents, and resources (e.g., cost estimate) to support the COR preparing and advancing new projects in FHWAs procurement process.

2.D: TMS PFS Technical Assistance

The Contractor shall support the COR initiating, managing, reviewing, and supporting the COR with developing products and conducting activities deemed appropriate to successfully initiate and complete each new project the TMC PFS advances. This support will require the Contractor to provide technical assistance in support of the COR performing a number of different activities throughout the process of managing projects, reviewing and submitting comments, and accepting deliverables. This assistance may involve reviewing products, facilitating reviews by TMC PFS members and FHWA staff, coordinating revisions with the Contractors developing products, and ensuring these products comply with FHWA requirements (e.g., publications, 508). The Contractor will also compile and include the status of each project in the quarterly TMC PFS progress reports. The Contractor will integrate this information into outreach material or TMC PFS updates (e.g., meetings, project reports).

Task 2.D. Deliverables. Contractor shall develop and deliver the following:

• Facilitate scheduling, conducting, compile notes, and coordinating under the direction of the

COR with project kick-off, progress, or deliverable review meetings.

• Review and provide comments (e.g., technical, publication requirements) on the deliverables submitted for projects the COR has requested the Contractor to review. The Contractor will also be required to compile comments identified by TMC PFS members, COR, FHWA staff, and the Contractor’s subject matter experts for these deliverables.

• Review and provide comments (e.g., comments addressed, revisions required, changes needed to meet publication or 508 requirements) on the revised deliverables submitted for projects the COR has requested the Contractor to review. The Contractor will also be required to compile comments identified by TMC PFS members, COR, FHWA staff, and the Contractor’s subject matter experts for these deliverables.

2.E: Travel and Materials

This Task requires the Contractor to assist the COR with coordinating TMC PFS members making travel arrangements to attend the in-person meetings. This support shall require the Contractor to review, approve, and reimburse TMC PFS members airline tickets, other travel costs, hotel lodging, per diem, and other eligible travel expenses. The Contractor shall assist the TMC PFS members in the preparation, submittal, and processing of approved requests for travel reimbursements according to Federal Travel Regulations. The Contractor shall issue payment to TMC PFS members for these approved requests for eligible travel expenses. As defined in Federal Travel Regulations, eligible travel expenses may include but are not limited to meal and incidental per-diem, airline baggage fees, mileage reimbursements, ground transportation, and parking costs. When these claims are processed, recorded, verified, and payment made to TMC PFS members, FHWA will reimburse the Contractor for these costs.

Task 2.E. Deliverables. Contractor shall develop and deliver the following:

• Prepare material in support of the Contractor obtaining COR approval of the eligible travel expenses for select TMC PFS members attending in-person meetings. The Contractor shall reimburse or pay for eligible travel expenses of select TMC PFS members the COR approved.

• Summarize travel costs of TMC PFS members the COR approved to have eligible travel expenses reimbursed or paid for to attend in-person meetings.

Task 3. Next Generation Traffic Management System Technical Assistance

The purpose of this task is for the Contractor to provide subject matter expertise, technical assistance, and assistance associated with reviewing and coordinating projects, reviewing project deliverables, facilitating and coordinating activities, and other efforts identified by the COR in support of advancing the Next Generation of TMSs program, projects, and efforts.

This task requires the Contractor to support the COR in conducting research, developing technical resources, providing technical assistance, and supporting projects or activities involving the next generation of TMSs. This will also include the Contractor supporting the COR with integrating the consideration of TMSs into other FHWA or other industry efforts, projects, or research.

These tasks may involve preparing information, providing technical reviews, assistance, resources, or supporting the COR in strategic planning (e.g., multi-year plans, roadmaps), project planning and preparation (e.g., scope of works, proposals), reviewing project deliverables and coordinating activities, advancing initiatives, or other activities. The Contractor shall provide technical assistance and assistance to the COR with preparing white papers, information (e.g., technical presentations, fact sheets, or briefing materials), proposals, scopes of work, procurement documents, reviews of technical deliverables (e.g., technical reports, outreach material) or other resources needed to investigate technical issues, advance new projects, support projects, or conduct research. The Contractor shall also provide technical assistance, coordinate, facilitate, and support reviewing, compiling, and submitting technical and other comments (e.g., publication requirements) on information, products or deliverables on efforts requested by the COR. Contractor may also support the following:

• Develop material identified by the COR based on literature reviews, interviews, surveys, event participation (workshops, symposia, conferences, etc.), and site visits.

• Develop materials identified by the COR such as technical memoranda, reports, briefing papers, and presentations/briefings of the results synthesizing relevant research, activities and technical work performed by others on technical issues identified by the COR.

• Develop material and provide technical assistance identified by the COR with developing statements of work (SOWs) and other components of procurement packages for projects.

• Review and provide technical comments on proposals for new project identified by COR.

• Develop material or provide technical assistance identified by the COR in support of facilitating internal and external stakeholder engagement and review of plans or resources.

• Develop outreach materials (e.g., presentations, fact sheets, questions and answers, material for web pages), preparation of white papers, and other products to support the COR with briefings, raise awareness or engage and obtain technical reviews from industry groups.

• Provide technical assistance to the COR with evaluating and updating the multi-year plan and roadmap of proposed projects or with implementing the plan

• Providing technical assistance to assist the COR with preparing proposals for projects to be advanced for approval from potential sponsors (e.g., FHWA Office of Operations, ITS Program, TMC Pooled Fund Study, CV Pooled Fund Study)

• Coordinate scheduling kick-off and progress review meetings, compile notes (e.g., action items, TMC PFS members), and action items identified by COR at or during meetings.

• Compile and submit a summary of the technical and other review comments and changes (e.g., FHWA publication, 508) needed to deliverables the COR requests reviews and compile comments submitted by others (e.g., TMC PFS members, FHWA), and COR.

• Reviewing revised deliverables submitted to COR and verify previously provided comments were addressed, not satisfactorily addressed, identify changes needed, and revisions needed to address Contractor’s subject matter experts and others reviewing the same products.

Task 3. Deliverables. Contractor shall develop and deliver the following:

• Outreach material (e.g., presentations, fact sheets, questions & answers, web page content), white papers, and other products requested by the COR.

• Deliverables (e.g., white papers, literature reviews) synthesizing relevant research, technical topics, or issues requested by the COR.

• Information requested by the COR to support the development of statements of work

(SOWs) and other components of procurement packages for proposed TMS projects.

• Compile and submit a summary of recommended changes identified by the Contractor’s TMS subject matter experts and comments submitted by others based on products the COR requested reviews, re-reviews, and compiling comments.

The Contractor shall prepare and submit a description, list of deliverable(s), schedule, and estimate of the level of effort for any task or effort the COR may request technical assistance.

The COR will review and approve each description and estimate prior to the Contractor being approved to conduct any task or effort.

Place of Performance The work to be performed under this requirement shall be performed at the Contractor’s facility, except when the Contractor’s presence is needed at a meeting with stakeholders as directed by the COR (e.g., Pooled Fund Study Meeting, State DOT facility, TRB Mid-year Meeting).

Special Qualifications The following are necessary for this requirement:

1. Knowledge and experience working with Transportation Systems Management and Operations

2. Knowledge and experience planning, designing, implementing, and initiating the operation of traffic management systems and centers

3. Knowledge and experience integrating Intelligent Transportation System (ITS) devices, traffic management systems, and other systems to share information

4. Knowledge and experience working with techniques to share electronic messages between connected vehicles, devices (e.g., smart phones, ITS devices, road weather), traffic management systems, and transit vehicles

5. Knowledge and experience working with different telecommunication medium (e.g., cellular, DSRC, WIFI, Bluetooth) and how these mediums are considered in the design or traffic management systems, determining the systems architecture, and the design and selection of specific system components (e.g., field devices, software platform)

6. Knowledge and experience planning for the integration of different traffic management system components with a flexible and easy to modify software platform that public agencies can maintain and manage by a wide range of service providers

7. Knowledge of policy and institutional issues relating to ITS projects

8. Technical Writing

The Contractor shall provide a nationally recognized expert as the project manager with the necessary skills and experience to complete all of the tasks identified. In addition to having these technical skills, this person must also have demonstrated the necessary skills and experience with managing programs or projects that involve multiple agencies similar to the TMC PFS the Contractor shall support with this requirement. This nationally recognized project manager shall be responsible for leading the team of individuals that will be involved in performing all of the activities identified. This person must have the knowledge and a minimum of 20 years of direct experience with managing and directing TMSs, TMCs, or transportation operations programs, active traffic management and operations, or conducting traffic analyses, modeling, or simulation activities identified.

All of the staff members proposed to participate shall be available to complete the identified tasks within the schedule specified. The personnel that the Contractor proposes to perform the activities identified should have direct firsthand experience with:

• Managing and providing services in support of pooled fund studies or other related types of activities; consortiums; research programs; or other related types of initiatives;

• Managing traffic operations programs, TMCs, ATM, or similar types of programs;

• System, corridor, and improvement specific planning, design and implementation;

• Strategic planning, program plan development, or feasibility studies focused on similar traffic operations focused topics or issues;

• Management, operation, performance monitoring, evaluation, and reporting on performance of roadways, various operational strategies, traffic control plans, or related services;

• Capturing current practices, industry and technology trends, agencies with leading practices, and basis for gaps in current practice; and

• Knowledge of the relationship between a synthesis of current practices, industry standards, and their empirical and/or analytical basis.

Task 1 Deliverables