TOPR SOW 0001.pdf

Federal Highway Administration Office of Acquisition and Grants Management

Statement of Work

Task Order Proposal Request 0001 “Long-Term Pavement Performance Data Collection

Services”

1.0 Overview

This is a non-personal services task order to provide technical support for the Long-Term Infrastructure Performance (LTIP) Team. The Government will not exercise any supervision or control over the task order service providers performing the services herein. Such service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government as defined in this Statement of Work (SOW). The Contractor shall perform to the standards herein.

1.1 Background

The Federal Highway Administration’s (FHWA) Office of Infrastructure Research and Development administers the Long-Term Pavement Performance (LTPP) program in cooperation with the American Association of State Highway and Transportation Officials, the State Highway Agencies, and the National Academy of Science.

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 nearly 2,509 pavement test sections throughout the United States 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 and other data collected at the GPS and SPS test sections are available through the LTPP InfoPave™ web portal to pavement engineers and researchers worldwide to advance the science of pavement engineering.

1.2 Objective

This task order shall provide technical non-personal services to collect, manage, and process pavement performance and other data in support of the LTPP program. In addition, the Contractor shall also ensure the quality of the data. The Contractor shall perform closeout operations with the incumbent Contractor and transition all data, electronic files, and Government Furnished Property (GFP) under contract 693JJ318C000008 to their facility after award of the contract.

1.3 Detailed Requirement

The Contractor shall provide all personnel, equipment supplies, facilities, transportation, tools, materials, supervision, and other non-personal technical items to perform at a minimum, the following tasks:

• Task A – Conduct Testing and Field Data Collection

• Task B – Process, Verify Data Quality, and Manage Database

• Task C – Follow Quality Control and Quality Assurance Procedures

• Task D – Manage Communication and Coordination

• Task E – Maintain Data Collection Equipment

• Task F – Participate in Initial Contract Transition

Below provides more detail of the requirements that the Contractor shall perform for each of the above tasks.

Task A – Conduct Testing and Field Data Collection

The Contractor shall perform the following field data collection activities:

1. Distress Surveys The Contractor shall collect manual distress surveys in accordance with current LTPP program directives. Per the directives, all individuals conducting distress surveys must be accredited by FHWA. The LTPP program will conduct a Distress Surveyor Accreditation Workshop within 90 days of the effective date of the contract. The LTPP program uses the Distress Identification Manual to conduct visual inspections and to do the ratings. Unless approved by the COR, distress surveys will be carried out by the profile operator who should be an accredited distress rater. Distress, profile, and texture data will be collected during a single visit except as approved by the COR.

2. Profile Testing The Contractor shall provide qualified personnel to collect profile and texture data as described in the current monitoring directives using profilers provided by the FHWA. The Contractor shall collect data electronically and process it using specifically modified computer programs for the LTPP program. On sections where the Contractor is unable to obtain profile measurements with the profiler, due to inability to mobilize the profiler or operational limitations caused by conditions at the section, the Contractor shall utilize a FACE® Dipstick to collect profile data. FHWA will provide this equipment.

3. Deflection Testing The Contractor shall provide qualified personnel to perform the testing and data processing, and perform maintenance as described in the current monitoring directives using the falling weight deflection (FWD) provided by the FHWA. Deflection testing will be conducted if there are gaps in the data or is needed on an LTPP warm-mix asphalt overlay site or other research project, as designated by the COR. All FWD testing must be pre-approved by the COR. The Contractor shall use FWD equipment provided by the FHWA to collect deflection information as required. The Contractor shall collect this information electronically using specifically modified computer programs for the LTPP program.

4. Materials Testing and Sampling The Contractor shall work with the highway agencies and the COR to accomplish the required tests on materials obtained from test sections per the directives. The Contractor shall perform the materials testing if the highway agency is unable to. The Contractor may be required to ship materials to the Material Reference Library (MRL) in Reno, NV as directed by the COR. For materials testing associated with any new LTPP experiments or other research projects, the Contractor shall collect all materials as described in the experiment documentation, perform the required tests on the materials, and ship the materials either to the MRL or another location as designated by the COR. The Contractor shall also enter all required data into the LTPP Materials Tracking System.

https://infopave.fhwa.dot.gov/Operations/LTPPDirectives https://infopave.fhwa.dot.gov/Operations/LTPPDirectives https://www.fhwa.dot.gov/publications/research/infrastructure/pavements/ltpp/13092/13092.pdf

5. Traffic Data Collection The Contractor shall process all traffic data received from the highway agencies or FHWA-installed weigh-in-motion systems. The Contractor shall process the data using LTPP’s Traffic Analysis Software, which is provided by the Government. The Contractor shall process the data upon receipt from the highway agency or FHWA’s traffic data collection contractor. The data will be provided to the Contractor on a weekly, monthly, semi- annual or annual basis depending on the highway agency. The Contractor shall process traffic data on active GPS and SPS test sections or as approved by the COR. The Contractor shall not process new traffic data for GPS sections that are inactive unless approved by the COR.

6. Maintenance and Rehabilitation The Contractor shall provide the maintenance and rehabilitation forms to the highway agencies to complete for the LTPP test sections. Participating highway agencies are responsible for providing maintenance and rehabilitation data for the LTPP test sections, but the Contractor shall also assist the agencies in completing the forms and enter the information into the LTPP database.

7. New LTPP Experiment or Other Research Project Construction The Contractor shall follow the guidelines for any new LTPP experiment or other research project and work with the highway agencies or FHWA to layout the approved test sections, complete all inventory forms, conduct preconstruction test and materials samples, observe and document construction of all new test sections and sample materials for testing and storage. The Contractor shall follow the guidelines developed for the new LTPP experiment or research project. After the test sections have been constructed, the Contractor shall develop a construction report in accordance with the new experiment’s or research project’s documentation.

While the Contractor shall be responsible for data collection under this contract, the participating highway agencies are responsible for providing traffic control that may be required for the Contractor’s data collection activities. The frequency and procedures for data collection are established in LTPP program directives and are subject to adjustment. Please refer to the directives for more detailed information and references on data collection.

During contract performance, FHWA and the participating highway agencies will make every attempt to schedule in advance the necessary data collection activities. However, situations may require fast mobilization to perform unscheduled data collection. Therefore, the Contractor shall perform emergency data collection when required by unusual conditions (e.g., unexpected maintenance, stringent schedules for monitoring devices, etc.).

The Contractor shall work with the highway agencies to ensure proper signage and markings are maintained until the end of the contract, unless otherwise directed by the COR. It is anticipated that data will be collected from approximately 100 to 150 test sections per year. The Contractor shall cross train employees on data collection so that there are at least two individuals trained on data collection activities under this task.

NOTE: Quality, uniform, and timely pavement performance data collection is essential to the LTPP program.

Contractor personnel are under no obligation to work in conditions deemed unsafe by the personnel in the field and are responsible for following appropriate safety guidelines and protocols. Field data collection is coordinated by local organizations who are responsible for ensuring that all safety standards and legal requirements are met during data collection on and adjacent to the roadway test sections.

Task B – Process, Verify Data Quality, and Manage Database

Pavement performance data is the heart of the LTPP program. Under this contract, the Contractor shall load new data into the Pavement Performance Data Base (PPDB) using the LTPP Data Entry Portal (LDEP). In addition, the Contractor shall load the Ancillary Information Management System (AIMS) data into the AIMS Data Entry Portal (ADEP). The Contractor shall have the equipment with the capacity to store 20 terabytes of data.

The Contractor shall perform the following:

1. Data Entry and Processing The Contractor shall perform data reduction and data input for all test sections, for incorporation into the PPDB or into AIMS using Contractor computers. The Contractor shall process all performance monitoring tests and data obtained by the Contractor as well as all data provided to the Contractor by other LTPP Contractors and participating local highway agencies.

The Contractor shall enter all data and resolve all required Data Analysis Feedback Reports (DAFOR) prior to the Processing Completion Date (PCD) as stipulated in the most current LTPP program directive that covers the PCD and Public Data Extraction.

The Contractor shall enter all required AIMS data into ADEP by the date specified in the Public File Extraction dates directive and in accordance with the filing naming conventions described in the AIMS directive. After the files have been entered, the Contractor shall send the COR a summary report of the files entered.

2. Data Quality Control (QC) Processing The Contractor shall perform quality assurance/quality control checks on the data to correct and/or adjust the data to advance through the LTPP QC levels. The QC check programs are provided by FHWA and are subject to modifications for improvements to consistency and quality. The Contractor shall make the necessary changes in the QC requirements that may require reprocessing of all affected data elements.

3. Data Quality Resolution The Contractor shall address in writing any data quality questions or feedback received for any of the test sections and shall provide copies of the written answers to FHWA. In addition, the Contractor shall correct data anomalies and obtain missing critical data from highway agencies as required.

NOTE: The LTPP data feedback process, known as the Data Analysis and Operations Feedback Report, generates questions on data quality and consistency from personnel in the LTPP program, other LTPP Contractors, state personnel, and others. The FHWA will determine, based on the questions, who will provide the feedback, i.e., FHWA and/or other FHWA LTPP Contractors, regarding data quality concerns for the LTPP test sections. The

FHWA anticipates that the Contractor will receive this feedback electronically on specific LTPP data feedback forms.

As the LTPP program looks to the future and starts to transition from the legacy Oracle-based database management system to a modernize data entry and management system, the Contractor shall provide input and receive training for data entry and QC that will be required for the new database system.

Task C – Follow Quality Control and Quality Assurance Procedures

Data quality is of paramount importance to the LTPP program. The Contractor shall play a critical role in maintaining the quality of the program.

The Contractor shall provide and perform the following:

1. Data Collection Quality Control The Contractor shall develop and implement a written QC program for data collection to ensure compliance with the LTPP processes and procedures.

2. Data Quality Assurance The Contractor shall cooperate and participate in the LTPP quality assurance (QA) review program. See the directives for details and additional requirements of the LTPP QA program. The Contractor shall provide technical recommendations to the COR to address any minor deficiencies identified in the review within 5 working days of receiving the QA report. If the Contractor receives an unacceptable QA rating, the FHWA will suspend the Contractor’s activities, by written notice from the Contracting Officer, until acceptable adjustments have been made that result in an acceptable QA rating earned by the Contractor.

Task D – Manage Communication and Coordination

Effective communication and coordination regarding data collection and other LTPP program activities is critical to continuous agency participation and support from many entities. Therefore, the Contractor shall perform the following:

1. Assist Participating Agencies The Contractor shall respond to requests from participating state highway agencies for assistance in the assembly of required inventory data, design data details, traffic, construction, maintenance, rehabilitation, and environment. The Contractor shall inform the COR of the volume of such requests and promptly notify the COR and the Contracting Officer (CO) if such requests are interfering with the Contractor’s ability to complete other tasks under this contract.

2. Review and Comment As requested by FHWA, the Contractor shall review and provide comments on LTPP documents and proposed activities.

3. Cooperate and Coordinate with Others The Contractor shall cooperate and coordinate with the FHWA, National Academy of

Sciences, and other Contractors selected to perform work under the LTPP Program including, but not limited to, Data Analysis Contractors and Technical Support Services

Contractor. The coordination activities shall include participation in meetings, conferences, workshops, training sessions, and other activities as defined by the COR and the CO.

4. Maintain Data Collection Schedule on LTPP InfoPave The Contractor shall work with the LTPP InfoPave contractor to maintain up-to-date information in the LTPP Field Operations hub for participating agencies and other interested parties. The Contractor shall provide as a minimum, the data collection schedule and the Contractor’s contact information 30 days in advance.

Task E – Maintain Data Collection Equipment

The Contractor shall ensure all data collection equipment meets the LTPP program’s protocols for collecting quality data by doing the following:

1. Maintain Government-Furnished Equipment The Government will provide the Contractor with GFP. The Contractor shall provide maintenance and repairs to this equipment as required to maintain operation. The Contractor shall only use the Government-furnished equipment on LTPP projects except when written permission is obtained from the CO and/or the COR.

2. Perform Preventive Maintenance The Contractor shall establish and implement a comprehensive preventive maintenance

(PM) plan covering the FWD, FWD vans, profilers/profilometers, etc. PM consists primarily of inspection, cleaning, lubrication, adjustment, calibration, minor parts, and components replacement. The PM plan is required to minimize malfunctions, breakdown, and deterioration of equipment.

The PM plan shall include at a minimum, equipment priority, frequency, description of the maintenance to be performed, and an annual PM schedule for all equipment included in the program. The plan shall be as recommended by the original equipment manufacturer. The Contractor shall update the plan as necessary to reflect the addition, replacement, or removal of equipment and furnish a copy of the updates to the COR.

The Contractor shall document in writing all repairs required to bring the equipment up to the manufacturer’s operating standards and provide a copy of the document to the COR. The Contractor shall also provide a copy of the transmittal letter to the CO.

If the Contractor detects that any Government equipment or component being maintained under the contract needs calibration, reconditioning, repair, replacement (or disposal), details including cost shall be submitted in writing to the COR. The Contractor shall not undertake or perform any reconditioning, repair, or replacement of equipment without prior written authorization from the COR. Upon approval from the COR and notification from the CO, the Contractor shall solicit quotations from at least three vendors for any reconditioning, repair, or replacement in excess of $2,500. The quotations shall be from the equipment manufacturer and at least two other vendors qualified to do the necessary work.

All costs of maintenance of the equipment shall be borne by the FHWA, except where the need for maintenance is caused by the negligence of the Contractor’s employees as determined by the COR.

https://infopave.fhwa.dot.gov/Operations/Field

The Contractor shall submit a proposed PM plan to the COR for approval within 60 days of the effective date of the contract, and annually thereafter. The Contractor shall provide to the CO a copy of the transmittal letter.

3. Maintain Equipment Calibration The Contractor shall ensure that the Government-furnished testing equipment meets calibration and operating standards (See Note below). Presently, calibration of the FWDs is required at least once a year, and performance checks are periodically required on profilometers and other equipment.

NOTE: Currently FWD calibration centers are located on the facilities of the Texas Transportation Institute, College Station, Texas; Pennsylvania Department of Transportation, Harrisburg, Pennsylvania; and the Colorado DOT in Denver, CO. There is also a private facility at UC-Davis, Davis CA. The Contractor is required to and shall take the FWDs to the centers for calibration per the FWD operation manual. The Contractor is required to and shall take the profilers to a LTPP profiler rodeo when held.

4. Secured Storage Space The Contractor shall ensure that the FWD and the profiler equipment are stored and maintained in a secure area.

At the direction of the COR, the Contractor shall subcontract, lease, or use their own data collection equipment if it meets the technical specifications of the equipment used by the LTPP program. If such a need is warranted or is economical to the Government should GFE no longer work or other equipment is needed for data collection, the Contractor shall submit a written procedure to the COR to subcontract, procure, or lease new data collection equipment to collect data at the LTPP test sections or other research projects. The procedure shall at a minimum include how the equipment meets LTPP’s technical requirements, calibration results, how long equipment will be used, comparison of data of proposed equipment to data from LTPP’s equipment, and cost.

Task F – Participate in Initial Contract Transition

The initial transition period shall commence on the effective day of the award of the contract and shall last approximately two months or as designated by the Government. During the initial transition period, the Contractor shall become familiar with the LTPP program operations including, but not limited to:

• Test section location and status

• Field operations

• Database operations

• Files and records

• State and provincial Contacts

• Equipment status and location

• Status of materials testing

• Status of traffic data collection and processing

The Contractor shall begin data collection during the transition period on or about 2 months after the effective date of the award. The Contractor shall be responsible for moving and re-establishing all files and equipment from the incumbent Data Collection Contractor to the new location as pre-approved by the COR. During this period the Contractor shall initiate and accept transfer of equipment, files, and data. The Contractor shall begin such coordination activities on the effective date of the contract. During the transition period, the Contractor shall visit the incumbent Contractor’s office with the COR to become familiar with all items that will be transferred. The Contractor shall be fully operational 60 days after the end of the transitional period.

2.0 Period of Performance

The period of performance shall be for 36-months from the effective date of the task order.

One (1) Base period of twelve (12) months and two (2) 12-month option periods:

Base Period: TBD Option Period I: TBD Option Period II: TBD

3.0 General

N/A

3.1 Hours of Operation

The Contractor shall provide field and office personnel to perform the technical and administrative support services for a 40-hour workweek. General working hours shall be from 7:30 a.m. to 6:00 p.m. eastern time, Monday through Friday, exclusive of legal holidays, unless otherwise requested.

Work hours shall not exceed 80 hours per two weeks without prior written approval of the CO under the advisement of the COR.

The Contractor shall maintain the necessary staffing level to meet ongoing requirements, and to be flexible enough to respond to immediate need for technical, coordination, and engineering support services.

3.2 Place of Performance

The Government expects that the services being provided under this SOW be conducted in the field (LTPP test section and other pavement research test section locations) and at the Contractor’s facilities.

3.3 Physical Security

The Contractor shall be responsible for safeguarding all Government equipment, information, and property provided for Contractor use. See the ID/IQ contract for further information.

3.4 Periodic Progress Meetings

The Contractor agrees to attend progress meetings. The CO or COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor’s performance. At these meetings, the CO will apprise the Contractor of how the Government views the Contractor’s performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

3.5 Identification of Contractor Employees

All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Contractor personnel shall be required to obtain and wear badges in the performance of this service.

3.6 Contractor Travel

Travel shall be required to attend progress and other face-to-face meetings. All travel requires prior Government approval/authorization by the COR.

Travel costs shall be reimbursable in accordance with Federal Travel Regulations and shall not exceed $95,000 for the duration of the task order.

3.7 Other Direct Costs (ODCs)

This category includes printing, reproduction, shipping, travel, and miscellaneous expenses associated with support activities for all Tasks. ODC’s shall not exceed $175,000 for the duration of the task order.

3.8 Organizational Conflict of Interest

Contractor and subcontract personnel performing work under this award may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.), or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the CO immediately whenever he/she becomes aware that such access or participation may result in any actual or potential OCI, and may merit the submittal of a plan to the CO to avoid or mitigate any such OCI.

This mitigation plan would be determined to be acceptable solely at the discretion of the CO, and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may effect other remedies as he or she deems necessary, which includes prohibiting the Contractor from participating in subsequent contracted requirements which may be affected by the OCI.

3.9 Data Rights

The Government has unlimited rights to all documents and materials produced under this award. All source code of any software produced under this contract, shall be Government owned and the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the

Contractor without written permission from the CO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

4.0 Government Furnished Equipment and Services

The Contractor shall calibrate, maintain, repair, and provide a secure facility for all data collection equipment provided to the Contractor to perform the tasks in this SOW.

4.1 Services

N/A

4.2 Facilities

N/A

4.3 Materials

The Government shall provide the Contractor with the equipment needed to perform the tasks in this SOW. The Contractor shall maintain an inventory of the equipment provided. This inventory shall include equipment in-use and those that are no longer in use by the Contractor (due to age, replacement, etc.).

5.0 Applicable Publications (Current Editions)

The Contractor must abide by the following regulations, publications, manuals, and local policies and procedures in accordance with the ID/IQ contract. The final report deliverable must conform to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 749 d) (See Exhibit 3).

5.1 Applicable Clauses

52.217-8 Option to Extend Services The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The CO may exercise the option by written notice to the Contractor within the task order period.

6.0 Attachment/Technical Exhibit List

Technical Exhibit 1 – Government’s Anticipated Level of Effort Technical Exhibit 2 – Deliverables Schedule Technical Exhibit 3 – Schedule of Services (provided at award)

TECHNICAL EXHIBIT 1

GOVERNMENT’S ANTICIPATED LEVEL OF EFFORT

This technical exhibit lists the Government’s anticipated level of effort to perform the tasks described in this SOW.

INDEPENDENT GOVERNMENT COST ESTIMATE

Staffing Category

Performance Period (12 months) Base Year

Task A Task B Task C Task D Task E Task G Total Hours

Program Manager 75 75 25 200 25 20 420

Field Data Collection Manager

400 75 75 100 100 40 790

Database Manager - 200 150 100 - 40 490

Quality Control/Quality Assurance Manager

10 25 250 40 - - 325

Senior Engineer 300 75 75 300 - 20 770 Engineer 700 300 75 200 125 40 1,440 Senior Technician 750 100 100 100 100 40 1,190

Technician 1,000 100 125 100 175 40 1,540 Senior Technical Advisor 40 40 40 100 - - 220

Data Collection Specialist 750 100 125 - 300 20 1,295

Data Specialist - 700 75 100 50 20 945 Administrative Assistant 75 75 - 145 10 40 345

TOTAL 4,100 1,865 1,115 1,485 885 320 9,770

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

This technical exhibit lists any reports or documentation that are required as deliverables to include the frequency, number of copies, medium/format, and who/where deliverables shall be submitted. A deliverable is anything that can be physically delivered but may include non-physical things such as meeting minutes.

Deliverable Frequency # of Copies Medium/Format 508 Compliance Submit To

Kick-off Meeting & Meeting Minutes

Within 10 days after effective date of contract

One (1) electronic copy

MS Word, Excel, Adobe® Acrobat® PDF, or PowerPoint

N CO and

COR

Progress Quarterly Reports

15 days after the end of each quarter

One (1) electronic copy

MS Word, Excel, or Adobe® Acrobat®

PDF

N CO and

COR

Annual Report

Annually, on or before 30 calendar days before the end of each contract year

One (1) electronic copy

MS Word, Excel, or Adobe® Acrobat®

PDF

N CO and

COR

Quality Control Plan

60 days after effective date of contract

One (1) electronic copy

MS Word, Excel, or Adobe® Acrobat®

PDF

N CO and

COR

Preventive Maintenance Plan

60 days after effective date of contract, annually thereafter

One (1) electronic copy

MS Word, Excel, or Adobe® Acrobat®

PDF

N COR

Reviews & Comments on documents/reports

As required by

COR

One (1) electronic copy

MS Word, Excel, Adobe® Acrobat® PDF, or PowerPoint

N COR

LTPP Program Presentations & Reports

As required by COR and States

One (1) electronic copy

MS Word, Excel, Adobe® Acrobat® PDF, or PowerPoint

As needed COR

Workshops & Training Sessions

As required by

COR

One (1) electronic copy

MS Word, Excel, Adobe® Acrobat® PDF, or PowerPoint

As needed COR

Data Extraction Summaries

As required by

COR

One (1) electronic copy

MS Word, Excel, Adobe® Acrobat® PDF, or PowerPoint

N COR

Responses to Data Quality Concerns

As required by

COR

One (1) electronic copy

MS Word, Excel, Adobe® Acrobat® PDF, or PowerPoint

N COR

52.217-8 Option to Extend Services