SOLICITATION NOTICE
R -- Guidebook on Asset Management, Extreme Weather and Proxy Indicators Pilo Project - Attachment No. 2 - Attachment No. 1
- Notice Date
- 9/20/2017
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 541990
— All Other Professional, Scientific, and Technical Services
- Contracting Office
- Department of Transportation, Office of the Secretary (OST) Administration Secretariate, Volpe National Transportation Systems Center, 55 Broadway, Kendall Square, Cambridge, Massachusetts, 02142-1093, United States
- ZIP Code
- 02142-1093
- Solicitation Number
- DTRT5717Q80160
- Archive Date
- 12/20/2017
- Point of Contact
- Karen M. Marino, Phone: 6174942437
- E-Mail Address
-
karen.marino@dot.gov
(karen.marino@dot.gov)
- Small Business Set-Aside
- N/A
- Description
- Deliverables Schedule Instructions to offerors This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. Solicitation No. DTRT5717Q80160 is issued as a Request for Quotation (RFQ). This solicitation is being conducted under FAR Part 12, Acquisition of Commercial Items and FAR Part 13, Simplified Acquisition Procedures. This solicitation document and incorporated provisions are those in effect through Federal Acquisition Circular 2005-94, 2005-95, effective January 19, 2017. The NAICS Code is 541990; the Small Business size standard is $15.0M. The U.S. Department of Transportation, John A. Volpe National Transportation Systems Center (Volpe Center) in support of the Federal Highway Administration (FHWA) has been tasked with preparing guidance on factoring extreme weather, and proxy indicators into its asset management practices. The Volpe Center requires contractor support to assist in facilitation of a range of meetings (i.e., webinars, in-person peer exchanges, and consultation calls with pilots), review draft pilot reports, and support development of the required Guidebook on Asset Management, Extreme Weather, and Proxy Indicators in accordance with the Statement of Work listed below. Statement of Work (SOW) - Begin U.S Department of Transportation Volpe National Transportation Systems Center Guidebook on Asset Management, Extreme Weather, and Proxy Indicators Pilot Project STATEMENT OF WORK INTRODUCTION The Volpe National Transportation Systems Center (Volpe Center) has been tasked with supporting the Federal Highway Administration (FHWA) in preparing guidance on factoring extreme weather, and proxy indicators into its asset management practices. The support includes facilitating pilot project efforts at up to six (6) State Departments of Transportation (State DOT), in which the State DOTs will incorporate consideration of the risks of extreme weather events and climate into asset management planning to ultimately enhance transportation resilience. In addition this work will include producing a guidebook for transportation agencies to utilize in addressing extreme weather and climate risk in asset management. The Guidebook on Asset Management, Extreme Weather, and Proxy Indicators will include plan development and the use of asset management standards of practice to optimize investment decisions. The Guidebook will draw upon the experience and methods applied by the pilots, both successes and challenges, along with information gained through a literature review that will be provided by the Volpe Center and other sources. The examples from the pilots, knowledge acquired, institutional issues encountered, questions raised, techniques used, and insights gained, etc. will provide helpful input into the development of the Guidebook. As part of the Guidebook development, additional proxy indicators will be featured that can facilitate assessment of vulnerabilities and streamline development of information needed to identify risks in a manner that can be integrated into asset management practices. BACKGROUND Many State DOTs are working on developing their asset management plans as required by 23 USC 119 and 23 CFR 515 ; at the same time they are working to assess vulnerability of these assets to extreme weather events and climate. The goal of this effort is to help States incorporate information on vulnerability assessment and mitigation strategies into their asset management processes and programs (including assessment of risks and life cycle planning). Extreme weather events have become increasingly damaging and problematic to transportation systems in many locations within the United States, affecting the performance of the transportation network and impacting state budgets for repair and maintenance for transportation assets. As states build their asset management programs, it is important that consideration of extreme weather and climate risks, and appropriate mitigation strategies, are integrated into asset management practice. A related goal is the development of additional proxy indicators that can facilitate assessment of vulnerabilities and streamline development of information needed to identify risks in a manner that can be integrated into asset management practices. GOVERNMENT PROVIDED INFORMATION The Volpe Center will provide a literature review of the State of the Practice on Asset Management, Extreme Weather, and Proxy Indicators. SCOPE The Volpe Center requires Contractor support to assist in facilitation of a range of meetings (i.e., webinars, in-person peer exchanges, and consultation calls with pilots), review draft pilot reports, and support development of the required Guidebook on Asset Management, Extreme Weather, and Proxy Indicators. All the various tasks that are required are listed below. TASKS Task 1 Project Kick-off and Management The Contractor shall work with the Volpe Center and FHWA to organize, assist in facilitation, attend, and document a Project Kick-off meeting. The kick-off meeting shall take place no later than two weeks after the initiation of the purchase order. The Contractor shall perform the following under Task 1: A project plan in Microsoft Project format will be required within two weeks of award, via email to the Technical Point of Contact (POC). This shall be updated monthly. Monthly reporting, including project status, deliverables progress, and financial status, shall be required on the 22nd of each month through the duration of the project, starting the first full month after award, in MS Word format via email to the Technical POC. This reporting shall continue through the conclusion of the project. Biweekly technical meetings via teleconference, at a standard day and time to be determined within two weeks of project start. The primary deliverables for this task will be the project plan, monthly reports, travel to one (1) Kick-Off meeting in Washington, DC, or Cambridge, MA, to occur within two weeks of award, an agenda for the Project Kick-off, and meeting notes for the Project Kick-off. Task 1 work will conclude at the end of the project (March 31, 2019). The Contractor Principle Investigator (PI) shall attend the Project Kick-off meeting in Washington, DC, or Cambridge, MA. The Contractor will be notified of the exact location and date at least 14 days ahead of the meeting date. Task 2 Webinar and Peer Exchanges on Asset Management, Extreme Weather, and Proxy Indicators Peer Exchanges: The Contractor PI shall work with the Volpe Center to organize, assist in facilitation, convene, and develop materials for two 1-day in-person peer exchanges on Asset Management, Extreme Weather, and Proxy Indicators. The Contractor shall provide documented summaries of each peer exchange. The Contractor PI shall work with Volpe Center and FHWA subject matter experts and relevant specialists to review, discuss, and finalize the peer exchange findings. Webinar: The Contractor shall develop PowerPoint slides and participate in two (2) one-hour webinars on Asset Management, Extreme Weather, and Proxy Indicators, each including a 40-minute presentation by the Contractor and a 20-minute question and answer session. The primary deliverables for this task will be documented summaries of the peer exchanges, travel to two (2) meetings, and the presentation materials for the webinars. All Task 2 work will conclude by May 30, 2018. Task 2 will require travel by the Contractor PI to the two (2) Project Peer Exchanges. The Contractor will be notified of the exact location at least 14 days ahead of the meeting date. Task 3 Pilot Support Under this Task, the Contractor PI shall work with the Volpe Center to further detail the appropriate actions for supporting State DOT pilots on Asset Management, Extreme Weather, and Proxy Indicators. This support will include participation with each pilot via 24 bi-weekly technical teleconferences over the course of a year as well as a review of each of the draft pilot reports. In preparation of these calls, the Contractor shall engage and draw upon their technical expertise for participation in the calls, to inform and assist the pilots, as appropriate. Deliverables for this task will include 12 monthly status updates and 24 bi-weekly technical teleconferences. All Task 3 work will conclude by December 31, 2018. Task 4 Guidebook on Asset Management, Extreme Weather, and Proxy Indicators Subtask 4.1: Guidebook Kick-Off The Contractor PI shall participate in a guidebook kick-off call, currently scheduled for Friday, August 31, 2018, to present a recommended high-level outline and mock-up of a section for the Guidebook on Asset Management, Extreme Weather, and Proxy Indicators. The themes covered in the Guidebook and organization should draw from work being done by the pilots as well as best judgement towards what would best inform the transportation agency audience. Examples of Guidebook themes include: Methodologies for integrating weather/climate events into pavement analysis; and Proxy indicators for detailed engineering computations to determine vulnerability to particular climate stressors. Upon discussion and review by the Volpe Center and FHWA, the Contractor shall refine and revise the Guidebook outline within two weeks of this kickoff meeting (September 14, 2018). Subtask 4.2: Guidebook Themes - Assess State of the Practice In assessing the State of the Practice on Asset Management, Extreme Weather, and Proxy Indicators, the Contractor PI shall draw from a literature review being performed by Volpe staff when considering what to document for each Guidebook theme. The Volpe review will be completed prior to the start of this purchase order and provided to the awardee. Also, the Contractor PI shall consider academic and professional studies, reports, and published analyses in its State of the Practice documentation for each Guidebook theme. The Contractor shall also consult with technical/subject matter experts in the field to assist with identifying best methodologies and practices, including the use of proxy indicators. The Contractor shall prepare a bulleted brief (up to 10 pages total) summarizing the current state of the practice for each Guidebook theme. This bulleted brief may serve as an outline for the substantive content in the Guidebook. The primary deliverable for this subtask will be a brief (up to 10 pages) summarizing the state of the practice. All Task 4.2 work will be completed by November 1, 2018. Subtask 4.3: Draft Guidebook The Contractor shall draft a Guidebook on Asset Management, Extreme Weather, and Proxy Indicators (up to 75 pages, not including appendices). The Guidebook will include a brief executive summary followed by an introduction, Guidebook themes by chapter, and appendices. A suggested theme would describe a step by step process followed by examples from the pilot case studies. The Volpe Center will review sections on a rolling basis. The Contractor shall be prepared to work with the Volpe Center on developing the draft Guidebook for FHWA review. The guidebook should be readable and concise. The Contractor shall produce visual graphics that illustrate key themes. The primary deliverables for this subtask will be a draft Guidebook. All Task 4.3 work will conclude by December 31, 2018. Subtask 4.4: Finalize Guidebook The Contractor shall review and respond to all comments presented by the Volpe Center, FHWA and relevant specialists. The Contractor shall be responsible for coordinating with subject matter experts/specialists, resolving all comments and tracking and managing all revisions. The Volpe Center and FHWA will review and approve the final Guidebook. The pilot reports must contain scientifically sound analysis, comply with FHWA standards for research reports, and be submitted on-time in Section 508-compliant Microsoft Word format. For more detail regarding Section 508-compliance and potential additional requirements, review the following report: FHWA's Guidelines for Preparing Technical Reports. The primary deliverable for this subtask will be the final Guidebook on Asset Management, Extreme Weather, and Proxy Indicators. All Task 4.4 work will conclude by March 31, 2019. TRAVEL Tasks 1 and 2 shall require travel by the Contractor PI (one person) to the Project Kick-off meeting and Peer Exchanges, to either Washington, DC, or Cambridge, MA. The Contractor will be given at least 14 days' notice prior to these travel events. All travel performed under this Purchase order must be approved by the COR and Technical POC and shall be performed in accordance with Federal Travel Regulations (FTR). The actual costs for lodging, meals, and incidental expenses will be considered reasonable and allowable if they do not exceed the maximum per diem rates in effect at the time of travel as set forth in the FTR. In accordance with FAR Subpart 31.205-46, a written justification must be provided to the COR for amounts higher than the FTR maximum amounts. Travel will be reimbursed at actual costs (with a copy of the receipts for expenses) in the following categories: 1.) Airline Tickets (commercial rates) 2.) Hotel Expenses/(Government rates unless pre-approved by the COR) 3.) All Other Modes of Transportation (Taxi receipts are not required if less than $75.00) Food and other miscellaneous expenses will be reimbursed at the prevailing FTR reimbursement rates. Total travel costs for this project support to the Volpe Center shall not exceed $3,600. DELIVERABLES AND PERIOD OF PERFORMANCE All deliverables and their due dates are listed in the table on Attachment No. 1. All deliverables, including any images, graphics, or PowerPoint presentations will be made available to the Department of Transportation for use as necessary- (e.g. PowerPoint presentations, photos, etc.). All work under this project will conclude by March 31, 2019. REQUIREMENTS/SPECIFICATIONS The Government intends to award a firm fixed price purchase order as a result of this Combined Synopsis/Solicitation. This notice is expected to result in a single award, subject to receipt of an acceptable proposal. Please provide a fixed price quote for the following CLINs: CLIN 0100 - Task 1: Project Kick-off and Project Management $______________ CLIN 0200 - Task 1: Principal Investigator (PI) Travel For Kick-Off Meeting (Not to exceed) $3,600.00 CLIN 0300 - Task 2: Webinar and Peer Exchanges on Asset Management, Extreme Weather, and Proxy Indicators $_______________ CLIN 0400 - Task 2 - Travel by PI in support of two (2) Peer Exchanges (Not to exceed) $2,400.00 CLIN 0500 - Task 3: State DOT Pilot Support, $_______________ CLIN 0600 - Task 4.1: Guidebook on Asset Management, Extreme Weather and Proxy Indicators Kick-off $_______________ CLIN 0700 - Task 4.2: Guidebook Themes - Assess State of the Practice $_______________ CLIN 0800 - Task 4.3: Draft Guidebook $_______________ CLIN 0900 - Task 4.4: Final Guidebook $_______________ Total amount for CLINs 0100 - 0900 $__________________ INSTRUCTIONS TO OFFERORS: FAR 52.212-1, Instructions to Offerors-Commercial Items - The offer should be addressed to the following: U.S. Department of Transportation, Volpe National Transportation Systems Center, Attn: Karen Marino, V-222, 55 Broadway, Cambridge, MA 02142. Award Criteria: See Instructions to Offerors (Attachment 2). The signed offer must be submitted via e-mail to Karen.Marino@dot.gov. The time for receipt of offers is 5:00 PM Eastern Time on 9/29/2017 All Offerors must include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items. An Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certifications electronically using the System for Award Management (SAM) accessible via http://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically in SAM, the Offeror shall complete only paragraphs (c) through (o) of this provision. The Offeror is reminded that if it completes its annual representations and certifications electronically in SAM it must update its representations and certifications as necessary, but at least annually, to ensure they are kept current, accurate, and complete. All Contractors must be registered in SAM in order to receive an award from a DOT Agency. FAR Clause 52.212-4, Contract Terms and Conditions-Commercial Items, is hereby incorporated by reference. FAR Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, is hereby incorporated by reference Additional clauses cited in 52.212-5 that apply to this acquisition are: 52-209-6, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 42.222-41, 52.222-50, 52.223-15, 52.223-16, 52.223-18, 52.225-1, 52.232-33 and 52.232-40. These references may be viewed at www.acquisition.gov/far. No telephone requests will be honored. The Government will not pay for any information received. The following FAR provision is incorporated by full text: FAR 52.203-98, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements-Representation (DEVIATION 2015-02) PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS-REPRESENTATION (APR 2015) (a) In accordance with section 743 of Division E, Title VII, of the Consolidated and Further Continuing Resolution Appropriations Act, 2015 (Pub. L. 113-235), Government agencies are not permitted to use funds appropriated (or otherwise made available) under that or any other Act for contracts with an entity that requires employees or subcontractors of such entity seeking to report fraud, waste, or abuse to sign internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information. (b) The prohibition in paragraph (a) of this provision does not contravene requirements applicable to Standard Form 312, Form 4414, or any other form issued by a Federal department or agency governing the nondisclosure of classified information. (c) Representation. By submission of its offer, the Offeror represents that it does not require employees or subcontractors of such entity seeking to report fraud, waste, or abuse to sign internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information. (End of provision) FAR 52.203-99, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements (DEVIATION 2015-02) PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS (APR 2015) (a) The Contractor shall not require employees or subcontractors seeking to report fraud, waste, or abuse to sign or comply with internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information. (b) The contractor shall notify employees that the prohibitions and restrictions of any internal confidentiality agreements covered by this clause are no longer in effect. (c) The prohibition in paragraph (a) of this clause does not contravene requirements applicable to Standard Form 312, Form 4414, or any other form issued by a Federal department or agency governing the nondisclosure of classified information. (d)(1) In accordance with section 7 43 of Division E, Title VI I, of the Consolidated and Further Continuing Resolution Appropriations Act, 2015 (Pub. L. 113-235), use of funds appropriated (or otherwise made available) under that or any other Act may be prohibited, if the Government determines that the Contractor is not in compliance with the provisions of this clause. (2) The Government may seek any available remedies in the event the contractor fails to comply with the provisions of this clause. (End of clause)
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