**Contract No. DTFH61-01-C-00182**

**Task Order No. BA82B046**

**Task Title:** **HOV Facility Inventory and Clearinghouse**

**COTM: Neil Spiller, HOTM, Room 3404, (202) 366-2188**

**Budget: \$100,000**

**Period of Performance: 15 months from WOA**

**IQC Tasking: Task B: Battelle sole source (attention Jeff Benson,
URS)**

# SCOPE OF WORK:

> Task Order Objectives:
>
> The purpose of this project would be to create, support, and maintain
> a central clearinghouse (i.e., a managed web site) within the
> existing, on-going HOV PFS website and linked or replicated on the
> appropriate FHWA website.
>
> There are two main parts to this contract:

1)  a comprehensive and interactive database of existing and planned HOV
    facilities in North America and American territories, broken out by
    "Freeway" and "Arterial" classification, and

2)  a web-based repository of significant and relevant documents and
    products related to HOV facilities.

The suggested approach includes:

-   Collecting, organizing, and making available (via website search
    mechanisms) pertinent resources for the clearinghouse database. Such
    information would include searching inventories on existing HOV
    facilities and planned facilities; project-specific reports,
    presentations, and historical documentaries or case studies, if any;
    facility contacts and websites; and basic inventory information such
    as number of lanes, peak, non-peak, and daily volumes, age of
    facility, length of facility, cost and/or restrictions of use, hours
    of use, and all other pertinent facility information that the
    project oversight team deems important to such an inventory.

-   Confirming permission to use databases already compiled by McCormick
    Rankin and Parsons Brinkerhoff, plus any others that require
    permission.

-   Developing protocols and establishing methods for website users to
    query information and search and sort by topic. Develop means to
    preserve the queries for archival use.

-   Developing standardized forms for both users and contacts (having
    secure, administrative privileges) to fill in on-line.

-   Developing protocols and establishing on-line methods for the
    website manger to more-or-less automatically conduct a regular
    (semi-annual?) prompt to contact the named facility contact person
    and request a facility profile update through means of on-line
    access described above.

-   Collecting and evaluating users feedback for purpose of identifying
    potential enhancement and providing recommendations for improving
    both the HOV Facility website and the overall clearinghouse data,
    protocols, and marketing thereof.

-   Identifying and recommending methods and procedures for on-going
    support, maintenance, and updating, once this contract expires and
    the products are turned over to the respective website managers.

-   Developing a plan, strategies, and tools for long-term maintenance
    of the clearinghouse and website.

-   Developing protocols and identifying candidate forums and means to
    centralize discussion of HOV facility activities and news.

In addition to developing the technical products, the project will also
involve the development of a support material (e.g., technical
presentation, fact sheet) to assist in performing outreach and awareness
related to this project. These products will be finalized at the end of
the project to assist practitioners in communicating the key themes,
data, and concepts intended by the clearinghouse of information.

The intended audience of the HOV facility inventory and clearinghouse
includes the public, representative state DOTs, Metropolitan Planning
Organizations, transit agencies, enforcement agencies and others having
a role or interest in the planning, design, development, management, and
operation of HOV facilities. Targeted end users of the inventory are the
public, planners, managers and policy-makers of HOV operating agencies.

Background:

Over the past decade the Transportation Research Board (TRB) High
Occupancy Vehicle (HOV) Systems Committee has, on a limited basis,
voluntarily collected and disseminated a compilation of HOV planned and
operational projects on "freeways" (developed by Parsons Brinkerhoff) on
an annual basis. Recently, McCormick Rankin Co has released an
"arterial" database. These inventories compile a limited amount of
readily available general project data (project length, number of lanes,
eligibility and operation periods) and report it from volunteers who
were contacted annually.

As a volunteer effort, the accuracy of the data has been catch-as-can
based mostly on cooperative, but sometimes-anecdotal information, and
was often limited. Several attempts over the years have been made to
extend the coverage of the freeway data to arterial treatments, but not
on a comprehensive, ongoing basis. As the number of freeway projects has
grown and the ability to update this data has become burdensome, there
is no assurance that it will continue to be updated in the future. There
is a need to ensure that the current database can be maintained and
updated and over time and is capable to expand into other potential
categories such as project characteristics and operational performance.
A logical repository for an "HOV Facility Inventory" is the HOV PFS
group and its website.

Further, it is incumbent that once the main product (website inventory)
is handed over to the HOV PFS website managers there are provisions that
allow said managers and secure administrators to maintain it and update
it without much proactive initiative other than regular prompts. This is
because the HOV PFS website managers may change over time. Creating a
"self-perpetuating" website would lessen the level of transition and
effort required by a new manager.

In addition, a significant amount of HOV related resources and
literature are currently available to provide knowledge, tools,
experience and guidance to assist practitioners in performing their
duties and achieving the goals and objectives of HOV systems. However,
there is a lack of a central location for comprehensive information
repository to allow practitioners to easily share, exchange, and access
a wide array of HOV related resources. Search for appropriate references
could be time consuming, and critical information may easily be missed
if information is not categorized in an organized manner. Transportation
practitioners and professionals can be greatly benefited from having a
clearinghouse that stores and organizes HOV related information
resources that are currently available, to allow them to quickly find
and access the appropriate information that they are looking for.

The focus of this project is to create a central clearinghouse
(one-stop) web site that houses the HOV facility inventory and a
comprehensive database of HOV-related resources. This clearinghouse
would also develop protocols and establish forums to facilitate
information exchange and sharing among practitioners. The project would
also assess the staffing and warehousing needs for the on-going support
and maintenance of the clearinghouse and HOV facility inventory
database..

The Contractor will be responsible for addressing all of the feedback
that is received from various interests with each of the deliverables to
be produced in this task order. The HOV Pooled Fund Study (PFS) members,
or their designated representatives, will serve as the monitoring group
that will be involved with and for providing feedback throughout this
task order. Other practitioners may be added to this team based on their
level of interest. At the direction of FHWA and the HOV PFS team, the
Contractor will be responsible for sending electronic requests to
practitioners asking to review and provide comments on the draft
products to be produced at key milestones in this project.

The Contract Officers Task Order Manager (COTM) will provide an initial
list of these practitioners to the Contractor. This list will include,
but not be limited to, the ITE TMC Committee, ITE Transit Council, TRB
Freeway Operations Committee, TRB HOV Systems Committee, and TRB Pricing
Sub-Committee. The outreach and interaction with these different groups
is assumed to occur electronically either through e-mail correspondence
or teleconferences. Monthly status report meetings with the HOV Pooled
Fund Study project review team and the COTM will occur monthly.

**Technical Approach:**

## Project Outline, References, and Detailed Work Plan

The project outline (as described in subtask A.3) is central to the
development of an approach as it will provide a framework for the
technical products and will identify key topics and needs to be
addressed. The products of this task will include the kickoff meeting
inclusive of a PowerPoint presentation, a list of technical references,
a work plan, a project fact/information sheet, and the project outline.

### Kickoff Activities

### The traditional Kickoff Meeting and Initial PowerPoint presentation is **not necessary**  {#the-traditional-kickoff-meeting-and-initial-powerpoint-presentation-is-not-necessary .unnumbered}

Due to prior, on-going dialogs with the sole source Contractor regarding
this work, it is unnecessary to hold/attend a kickoff meeting with the
Contract Office Task Manager (COTM), Neil Spiller. Instead, the COTM
will proceed to refine the work plan and answer any questions the
Contractor may have, although it is understood that the Contractor
currently maintains the HOV PFS website and acts as facilitator for that
group, and understands the nature of work herein, including to develop
the desired products, and enact a strategy to distribute, advertise, and
market these products.

A draft one- or two-page project fact sheet shall be submitted. This
fact sheet should be updated at key milestones during the project at the
request of the COTM. The information on this fact sheet shall include,
but not be limited to, the purpose of the project, format of the
product, expected influence it is expected to have on practice, key
technical topics and cross-cutting issues to be covered in the document,
key milestones, project deliverables, and contact information. Subtask
C.1 contains additional information on the project fact sheet.

### Maintain a list of References and a Detailed Work Plan

At all times, the Contractor shall maintain a list of candidate
references of literature or sources of information that the contractor
may use in meeting the project goals, or references related to pertinent
use of the facility inventory data. Each reference shall be accompanied
by a brief description (three to four sentences) of the contents of the
reference, whom to contact, an assessment of the applicability, and
usefulness to this project.

The Contractor shall also maintain a detailed work plan illustrating the
means and strategies for collecting and compiling additional information
that is required for the project that may not be documented in
literature. Upon request, the Contractor shall submit the rationale,
description, identify the technical topics and issues, potential case
studies or examples, and estimated level of effort, schedule, itinerary,
and receive COTM approval prior to initiating any work to collect this
information. Within the work plan, the Contractor shall recommend means
and strategies for collecting specific data, and applying said data to a
clearinghouse project. The work plan shall also include an approach for
developing an understanding of the institutional, technical, and
procedural issues to consider, challenges, and other factors that may
influence the development of an HOV Facilities Inventory and
Clearinghouse.

Within 21 calendar days of contract initiation, the Contractor shall
submit to the COTM an initial list of references and work plan. The COTM
will review the list of references and work plan and provide feedback
within 14 calendar days of receipt from the Contractor. Within 45
calendar days of contract initiation, a conference call may be held with
the Contractor to discuss the comments that are submitted by the COTM
for both the list of references and work plan. If requested, the
Contractor shall submit a revised work plan and list of references
within 14 calendar days of receipt of written feedback from the COTM.

### Project Outline 

The Contractor shall prepare a project outline that will serve as the
basis from which the project will be approached in Task B. This outline
is intended to provide the foundation, context and framework for the
subject matter, key methodology, and major concepts that will be
included in the products. The project outline shall intend to describe
the Contractor's confirmation of what they understand the final product
to do, to be, and to serve. The fullest possible descriptions of what
format the website will take, and what information will be therein,
shall be clearly presented.

The preparation of this project outline will evolve through the
development and submittal of no less than three versions of this outline
that will increase in detail and information provided at each successive
submittal. These three versions will allow the Contractor and the COTM
to focus and agree on the key elements, and how to format or present the
subject matter, prior to actually initiating the development of the
website, et al. These project outlines are intended to serve as working
documents and they are not intended for publication as a separate
report.

*Initial Project Outline*. This outline shall focus on the high-level
issues, ideas, and formatting of the website and inventory elements.
This outline should also present in the appropriate language the
justification and focus for the project (e.g., purpose, objective,
summary of current practices and gaps being addressed, intended
audience, expected influence it will have on practice).

The Contractor shall submit this initial project outline to the COTM
within 60 calendar days of contract. The COTM will provide comments on
the Initial Annotated Outline within 14 calendar days of receipt. A
special meeting *may* be held via teleconference to discuss the comments
that are submitted by the COTM.

*2^nd^ Draft, Project Outline.* At a minimum, this outline shall address
all of the issues and detail for the previous outline that have was
submitted. Within 95 calendar days of contract initiation, the
Contractor shall submit to the COTM the draft annotated outline that is
responsive to the COTM comments that were submitted on the initial
annotated outline. The COTM will provide comments on the draft outline
within 14 calendar days of receipt of the 2^nd^ draft. A special meeting
*may* be held via teleconference to discuss the comments that are
submitted by the COTM.

*Final Project Outline.* Within 135 calendar days of contract
initiation, the Contractor shall submit to the COTM a revised, final
version of the project outline that is responsive to the COTM's comments
that were submitted on the 2^nd^ draft outline. The Contractor shall
incorporate the comments received from the COTM into the development of
the Draft Technical Document specific in Task B. A special meeting may
be held via teleconference to discuss the comments that are submitted by
the COTM. The Contractor cannot proceed with any work toward specified
in Task B of this task order without the approval from the COTM.

## Produce HOV Facility Inventory, Website, and Clearinghouse of Material

### Technical Website Mockups

Over a period of 240 calendar days, the Contractor shall develop no less
than [three,]{.underline} formal, stepped levels of website mockups: a
draft, a 2^nd^ submittal, and a final submittal. The contractor is
encouraged to deliver and discuss informal submittals as necessary to
gain feedback and ideas. The formal submittals shall precipitate
oversight team reviews, and shall occur at roughly even-spaced
intervals, suggesting 60-80 days each. The purpose of developing these
mockups is to identify and demonstrate candidate methods of presenting
the information that will be inventoried in the website and in the
clearinghouse of associated documents and contacts. These alternative
formats may include, but not be limited to, addressing different page
layouts, reference and cross-reference methods and styles, indexing,
sorting, searching, use of color, and summarization of key information
(highlight boxes and culled summary data). In short, the "look" of the
website and the associated user profiles, inputs, and publicly
accessible searches, etc., should be developed. At no time should the
website pages be made public other than to the project oversight
reviewers, excepting with the written consent of the COTM.

The preparation of this project deliverable will evolve through the
development and submittal of the three versions of the product that will
increase in detail and information provided at each successive
submittal. The Contractor shall submit to the COTM up to several samples
of varying pages that are proposed to be employed in the final
product(s). The COTM will provide comments on the proposed mockups of
the technical document within 21 calendar days of each receipt. The
Contractor shall incorporate the comments received from the COTM into
the successive versions.

### Collection of Available HOV Facility Inventory Data and Use of Teleconferences

[Concurrent]{.underline} with the submittal of Task B.1 above (website
mockups) the contractor will endeavor to collect, confirm, and begin to
input the respective inventory categories and data, as were identified
in Task A (development of a work plan, et al) for the purpose of
creating a baseline of information, but also to begin to calibrate the
effectiveness of the data input modules and the user-based modules. It
is presumed that effective development of the websites can't proceed
without periodic testing and calibration of the input data.

The Contractor shall complete this task within the same 240 calendar
days allotted for Task B.1 above. The COTM will provide comments to this
task in conjunction with comments necessary to forward progress for Task
B.1. Up to two teleconferences should be allowed for in the project
budget and schedule during the 240 day project development term. Said
teleconferences shall be arranged and hosted by the Contracting team. A
minimum of 14 calendar days of advertisement to the project oversight
team shall occur prior to each event.

Following the completion of the 240 day effort for Task B.1 and Task
B.2, the Contractor shall make a draft final version of the website
product available on an "ftp" private website for purposes of allowing a
beta test version to be visited by invited users. The Contractor shall
be responsive to collect any/all comments received and to incorporate
said comments if possible into the beta version; to "tweak" it, as it
were.

### Final Design of Website

> Within 210 calendar days of contract initiation, a final beta test
> version of the HOV facility inventory database will be provided to the
> Contractor for integration and development of necessary interfaces. A
> final version of the HOV facility inventory database will be provided
> to the Contractor within 240 calendar days of contract initiation.
> Following the completion of Tasks B.1 and TB.2 and within 270 calendar
> days of contract initiation, the Contractor shall make a draft final
> version of the website product available on an "ftp" private website
> for purposes of allowing a beta test version to be visited by invited
> users. The Contractor shall be responsive to collect any/all comments
> received and to incorporate said comments if possible into the beta
> version; to "tweak" it, as it were.

### Website Testing

Each graphical browser like Netscape or Internet Explorer reads the code
differently. It is important to verify the code of web pages and
applications on different browsers to see if results are acceptable. The
intent of this testing is to examine the website elements to see if they
are accomplishing their objectives, if they are implemented correctly,
and their domain information is correct and up-to-date. The goal of this
evaluation is to identify problem areas.

The Contractor shall develop a test plan that describes a detailed
approach for testing each of the project objectives, facility inventory,
and clearinghouse elements. The test plan shall identify, at a minimum,
the following aspects to complete the test:

-   Overview of the clearinghouse, the objectives of the test, and an
    overview of the quality assurance strategy.

-   Scope and objectives: approach, testing scope, testing process, and
    test entrance/exit criteria.

-   Testing schedule

-   Resources: human, software, and hardware resources required.
    Computer platforms, operating systems, and web browsers and versions
    to be used for testing should be specified.

-   Roles and responsibility: management team, testing team, testing
    support team, and external support.

-   Error management

-   Reviewing and status reporting

-   Approvals

The Contractor shall submit to the COTM a draft Test Plan within 240
calendar days of contract initiation. The COTM and the TMC PFS project
team will provide feedback within 14 calendar days of the receipt of
this draft. Within 270 calendar days of contractor initiation, the
Contractor shall submit a final Test Plan that is responsive to the
COTM's comments. Tests cannot commence until the COTM has granted
approval on the final Test Plan.

Upon granting approval to proceed by the COTM, the Contractor shall
conduct testing in accordance with the final Test Plan. It is
anticipated that testing will commence within 290 calendar days of
contractor initiation. Within 14 calendar days of the test conclusion,
the Contractor shall provide a report along with a checklist to
summarize the testing results. The report should summarize tests
performed, problems encountered and possible causes, resolutions to the
problems, and a complete testing result. The checklist accompanies the
report shall indicate testing environments, components, features and
functions tested, and the results of such tests in terms of pass or
fail.

> The COTM and the HOV PFS project team will review the Test Report and
> provide feedback within 21 calendar days of receipt form the
> Contractor. If requested, the Contractor shall make changes to the
> clearinghouse design that are responsive to the COTM's comments and
> submit a revised design within 21 calendar days of receipt of written
> feedback from the COTM.

### Knowledge Sharing and Training for HOV PFS Website Mangers

> Following the milestone of the third submittal of Tasks B.1 and B.2,
> and concurrent with the launching of the "ftp" secure site, the
> Contractor shall schedule to train the manager(s) of the HOV Facility
> website to use the new product, and to effect the transfer of the
> website from the "ftp" server to the HOV PFS server, meeting all of
> the Section 508 requirements, et al, that are described elsewhere in
> this Statement of Work. This effort shall be performed as necessary
> until full understanding of the website maintenance hereon is reached,
> and until all technical procedures are ironed out. This effort shall
> be completed prior to reaching 360 calendar days following project
> initiation.
>
> To assist website managers to perform necessary website support, the
> Contractor shall identify, develop, and document the methods and
> procedures for on-going support, updates, and maintenance of the
> website. A manual shall be developed to provide step-by-step guide to
> assist website managers with performing day-to-day operation and
> maintenance of the website. Within 300 calendar days of contract
> initiation, the Contractor shall submit a draft version of the manual.
> The COTM will provide comments within 14 calendar days of receipt of
> this manual. The Contractor shall be responsive to the COTM's comments
> within 14 calendar days of receipt of these comments. The final manual
> shall be used in the training session mentioned above. The Contractor
> may be required to perform minor editorial and technical revisions on
> the final manual that is submitted to the COTM.

### Strategies for Long-term Support and Maintenance

> The Contractor shall develop and document a plan, strategies, and
> tools for long-term operation, maintenance, and enhancement of the HOV
> clearinghouse and the facility inventory that will be an integral part
> of the clearinghouse. Within this plan, the Contractor shall also
> identify and assess the future staffing, resources, and data
> management and warehousing needs to support the long-term operation,
> support, and maintenance of the HOV clearinghouse.
>
> Within 300 calendar days of contract initiation, the Contractor shall
> submit to the COTM a draft long-term support and maintenance plan. The
> COTM and the HOV PFS project team will provide comments within 21
> calendar days of receipt of this document. The Contractor shall submit
> the final plan that is responsive to the COTM's comments within 21
> calendar days of receipt of these comments. The Contractor may be
> required to perform minor editorial and technical revisions on issues
> not addressed in the final document that is submitted to the COTM.

### Final Delivery of Web-based Products

> Within 360 calendar days of contract initiation, the Contractor shall
> submit the final version of the *HOV Facility Inventory and
> Clearinghouse* website and related web documents, links, downloads,
> and peripherals necessary to meet the objectives of the project. At
> this time, the website shall be considered to be up and running, and
> shall have been transferred to the HOV PFS website server, and shall
> be fully interactive to accept queries, inputs (from secure, approved
> administrators) and downloads. The information contained therein shall
> be documented to be correct as of that time. The COTM will provide
> comments within 14 calendar days of receipt of this milestone. The
> Contractor shall be responsive to the COTM's comments within 14
> calendar days of receipt of these comments.

### Attendance at the Annual HOV PFS Meeting

> The Contractor's TOL shall attend the HOV PFS Annual Meeting that is
> anticipated to be held in Spring/Summer 2006 to report on the progress
> of this project, provide an overview of the products, and discuss any
> key issues. Travel costs for the TOL shall be assumed to be covered
> herein this contract.

### Recommendations for Future Enhancement

> The Contractor shall develop and document a plan, strategies, and
> methods for long-term maintenenace, proactive upkeep, and enhancement
> of both the database and the clearinghouse of materials.
>
> Within 300 calendar days of contract initiation the Contractor shall
> submit said plan. A minimum of one review/revision cycle is to be
> assumed.

All technical documents and products shall conform to the FHWA
publication guidelines and the requirement specified in Section 4 for
deliverables to be developed and submitted in this task order.

## Outreach Material and Distribution Plan

Following completion of the 360 day effort to produce the major
products, this task will initiate to provide development and update of
outreach materials, exclusive of those already described in Task A
(kickoff) above. The Contractor will submit to the COTM for review and
approval draft and final versions of all of these products. All first
drafts of these materials are due no later than 390 calendar days from
project initiation. As the level of effort is anticipated to be
relatively minor (due to the fact that said products are outfalls of the
Contractor's major-task work and the oversight team's comments) all of
these materials shall be assumed to be delivered first in draft form,
and following a 14-day review by the COTM, then in final form.

### Project Fact Sheet and Presentations

The Contractor shall develop, submit, and maintain different outreach
related items to support the needs of the COTM and HOV PFS members
throughout the project. The following is a list of items the Contractor
will submit to the COTM for review and approval:

*C.1.a -Project fact sheet.* The purpose of the project fact sheet is to
identify the purpose, audience, benefit or value, key aspects, and
resources associated with the project purpose. The information contained
in the project fact sheet shall highlight the key aspects (data) of the
facility inventory website. The intended audience of this fact sheet is
any individual that is interested in, engaged with, or responsible for
the planning, design, and operation of HOV systems. The fact sheet shall
serve as an at-a-glance advertisement for the facility inventory
website.

*The level of effort for this subtask is considered to be relatively
minor and can be produced as an outfall of the oversight team comments
and questions.* The Contractor may build upon the fact sheet that is to
be submitted and approved at the kickoff meeting. However, it is assumed
that over the course of the project information will come to bear that
needs to be updated. Perhaps screen shots or similar can be added to the
"final" fact sheet that will be different from the kickoff version. The
Contractor shall submit a draft copy of this two-page project fact
sheet. The Contractor shall submit a final presentation that is
responsive to the COTM's comments following a 14-day review by the COTM.

*C.1.b. -Project Presentation.* This presentation, in PowerPoint, will
provide an overview of the project and will serve as a stand-alone
explanation and advertisement for the purpose, content, and intended
maintenance of the website inventory. The Contractor may build upon the
presentation as it assumed that over the course of the project
information will come to bear that needs to be updated. The presentation
will include speaker notes and will be submitted first in draft form,
and following a standard 14-day review, will be resubmitted in final
form, inclusive of all comments pertaining thereto.

This presentation shall be timed for 15 minutes or less. The final
version of the presentation that is developed shall conform to the FHWA
publication guidelines and requirements specified in Section 4. The
format of this presentation will be in Microsoft PowerPoint and must
include the detailed speaker's notes to accompany the presentation. The
presentation may be loaded onto the webpage as a companion product to
anyone interested in seeing an overview presentation.

### Frequently Asked Questions 

The purpose of this material is to provide the general background
information and answer the questions commonly asked by a non-technical
audience (e.g., public, media, community leaders, etc.) related to the
subject matter and related to navigating the website. The Questions and
Answers shall include as many questions as can be developed jointly by
the Contractor and the oversight team necessary to explaining the
product. *The level of effort for this subtask is considered to be
relatively minor and can be produced as an outfall of the oversight team
comments and questions.*

The FAQ's will be submitted first in draft form, and following a
standard 14-day review, will be resubmitted in final form, inclusive of
all comments pertaining thereto.

### Distribution Plan

The purpose of this plan is to raise the awareness of the availability
of the website and identify the audiences that should receive notices.
Detailed examples of a Distribution Plan, Distribution Letter, and
Electronic Notice of the availability of the products produced by this
task order can be accessed on the HOV PFS web site
(<http://hovpfs.ops.fhwa.dot.gov/>) and will be provided to the
Contractor. The focus of the Contractors' effort with this subtask will
be to modify the examples that are provided to accommodate the subject
and audience for the products produced. *The level of effort for this
subtask is considered to be relatively minor.* The following is a
description of these items:

-Distribution letter to FHWA Resource Centers and Division Offices;

-Electronic notice identifying the availability of website and how to
access it.

-Distribution list of agencies, organizations, web sites, listserv, and
other interests should be notified of the availability of the products
produced by this task order.

# Level of Effort and Period of Performance:

# The total budget available for the work to be performed for this task order is \$100,000. The proposal to be submitted by the Contractor shall be based on this total estimated cost, including the direct costs and fixed fee for performing all of the tasks, necessary travel, conferencing, et al, and related activities identified and associated with this task order. It is expected that the Contractor will begin this task order within 21 calendar days of receiving the official start notice for the Contractor and/or subcontractors to initiate work on this task order. All work and services required hereunder shall be completed on or before 15 months after the effective date of the contract. {#the-total-budget-available-for-the-work-to-be-performed-for-this-task-order-is-100000.-the-proposal-to-be-submitted-by-the-contractor-shall-be-based-on-this-total-estimated-cost-including-the-direct-costs-and-fixed-fee-for-performing-all-of-the-tasks-necessary-travel-conferencing-et-al-and-related-activities-identified-and-associated-with-this-task-order.-it-is-expected-that-the-contractor-will-begin-this-task-order-within-21-calendar-days-of-receiving-the-official-start-notice-for-the-contractor-andor-subcontractors-to-initiate-work-on-this-task-order.-all-work-and-services-required-hereunder-shall-be-completed-on-or-before-15-months-after-the-effective-date-of-the-contract. .unnumbered}

# Staffing and Cost Proposal:

The Contractor shall propose a team of individuals with experience in
planning, designing, managing, and operating HOV facilities and systems,
and knowledge of website development, website servers, and all
associated technical expertise thereto. The team that is proposed should
include personnel that are already knowledgeable in who to contact and
who to solicit HOV facility inventory data. The ideal team should have
first hand knowledge, experience, and ability with the following key
areas of the project: (No priority or importance implied with order)

-   Development of websites, techniques, and applications of using
    search and sort engines, and unique website tools to promote a
    "self-perpetuating" website to be updated by secure, invited
    administrators.

-   Policy, planning, design, management, and operation of HOV
    facilities and systems.

-   Development of technical references, recommended practices, or
    resource guides for public agencies related to the management and
    control of traffic or operation of HOV systems.

-   Experience with analyzing the state-of-the-practice, developing
    recommended procedures, and practices related to the planning,
    design, inventorying, and operation of HOV systems. This requires an
    understanding of the role, relationship, and how HOV data is
    collected, and why.

-   Understanding and experience with developing procedures and
    requirements for performance measures, monitoring, and evaluation on
    HOV facility performance.

-   Understanding ways to explain, categorize, and inventory HOV-related
    information to the public and to HOV officials and agencies.

It is desirable for the Contractor, Subcontractor, or specific
individuals to have acquired relevant experience, expertise, and
qualifications related to managing, leading, supporting, and performing
various HOV studies, developing performance measures and evaluation
procedures, developing or directing various management processes,
transportation programs, or freeway management initiatives for public
agencies in several ways, including:

-   Work performed directly by the firm. Please do not include work
    performed by individuals in the firm that are not expected to
    contribute in a meaningfully way or perform specific activities in
    this task order. With each reference, indicate if the firm was
    serving as a subcontractor to another firm or organization (and if
    so, provide the name of the organization and contact information),
    identify the specific role, and tasks that were performed. Do not
    include work for which the firm was a prime contractor but the
    project actual tasks were performed by a subcontractor.

-   Work performed by individuals of the firm, before the firm employed
    them, i.e. "John Doe of our firm, served as the Program Manager for
    the Georgia Department of Transportation." Please indicate the
    specific role, responsibilities, and tasks that were performed,
    under the direct management, or supervision of the individual. For
    each activity identified please provide the title of the project,
    agency name, point of contact, and contact information.

The proposal that is submitted in response to this task order should
include the relevant experience, expertise, and qualifications that the
Contractor, Subcontractor, and key individuals can address the project
purpose.

The TOL should have the knowledge and documented ability to direct the
project team to meet the desired goals. First hand experience in
developing interactive websites and/or in developing methods to capture
and inventory HOV facility data, including physical data as well as
measures of effectiveness, are necessary to be demonstrated by the
project team in your proposal.

It is not a requirement that the TOL, or any technical staff identified
to perform the work identified in this task order, must be from the
prime contractor on the current indefinite quantities contract. It is
acceptable for the TOL and key technical staff identified in the
proposal to be submitted, to consist of only individuals from the
subcontractors that may be associated with the prime contractor on the
current indefinite quantities contract. It is expected that the TOL
identified in the proposal will be directly involved with all of the
activities of the task order, intimately involved developing the
required products, and responsible to drive the project to completion.
The TOL is expected to represent a sizable portion of the work that is
to be completed on this project.

The individuals identified in the proposal that is submitted must be
available to complete the identified tasks and activities within
associated time periods that are identified in the task order. This
portion of the proposal also needs to include a statement that indicates
the Contractor and subcontractor's commitment that they will not switch
the TOL or key technical staff identified in the proposal for the
duration of the task order. Changes in the TOL or technical staff on the
project at the request of the Contractor or due to inability to maintain
the established schedule, must be approved by the COTM, and require the
Contractor to accommodate for the loss in productivity due to such a
change.

The Contractor's proposal shall contain an estimate of the number of
hours, rate or loaded rate, and cost for all individuals, grouped by the
prime and each subcontractor, involved with each task. The total
estimate of hours and cost should also be provided for each sub-task,
task, and all of the work to be performed on the contract. The proposal
should also contain a summary of the total estimate of the hours to be
completed by sub-task and task for each month of the contract.

# Deliverables:

The expected dates for the completion of the milestones and deliverables
identified in this task order are identified in Table 1. These
identified dates are keyed to the date that the official start notice is
issued for the Contractor to begin work on this task order. It is
expected that the Contractor will begin work within ten days of
receiving the start notice to initiate work. Upon initiation of this
start notice the Contractor shall submit a deliverable schedule that
reflects the actual calendar days corresponding to the required delivery
dates.

Table 1. Deliverables Schedule.

+-------------------------------------------------------+--------------+
| *Deliverable*                                         | *Due\**      |
+-------------------------------------------------------+--------------+
| ## Task A. Project Outl                               |              |
| ine, References, & Detailed Work Plan {#task-a.-proje |              |
| ct-outline-references-detailed-work-plan .unnumbered} |              |
+-------------------------------------------------------+--------------+
| A.1. Kickoff Activities                               | 21 days      |
|                                                       |              |
| -Initial Draft Project Fact Sheet                     | 21 days      |
+-------------------------------------------------------+--------------+
| A.2. Maintain a List of References and Detailed Plan  | 21 days      |
|                                                       |              |
| -List of References                                   | 21 days      |
|                                                       |              |
| -Work Plan (Draft)                                    |              |
+-------------------------------------------------------+--------------+
| A.3. Project Outline                                  | 60 days      |
|                                                       |              |
| -Initial Outline                                      | 95 days      |
|                                                       |              |
| -2^nd^ Draft Outline                                  | 135 days     |
|                                                       |              |
| -Final Outline                                        |              |
+-------------------------------------------------------+--------------+
| Task B. Produce HOV Facility Inventory, Website, and  |              |
| Clearinghouse of Material                             |              |
+-------------------------------------------------------+--------------+
| B.1. Technical Website Mockups                        | 90-360days   |
+-------------------------------------------------------+--------------+
| B.2. Collection of Available HOV Resources            | 90-360days   |
+-------------------------------------------------------+--------------+
| B.3. Final Design of Website                          | 210days      |
+-------------------------------------------------------+--------------+
| B.4. Website Testing                                  | 290 days     |
+-------------------------------------------------------+--------------+
| B.5. Knowledge Sharing and Training for Website       | \<360 days   |
| Account Mgrs                                          |              |
+-------------------------------------------------------+--------------+
| ff B.6. Strategies for Long-Term Support and          | 300 days     |
| Maintenance                                           |              |
+-------------------------------------------------------+--------------+
| B.7. Final Delivery of Web-based Products             | 360 days     |
+-------------------------------------------------------+--------------+
| B.8. B.8. Attendance at Annual HOV PFS Meeting        | As Directed  |
+-------------------------------------------------------+--------------+
| Task C. Task C. Outreach Material and Distribution    |              |
| Plan                                                  |              |
+-------------------------------------------------------+--------------+
| C.1. -Project Fact Sheet and Presentation             | 360/420 days |
| (Draft/Final)                                         |              |
+-------------------------------------------------------+--------------+
| -Project Presentation (Draft/Final)                   | 360/420 days |
+-------------------------------------------------------+--------------+
| -PowerPoint Presentation (Draft/Final)                | 360/420 days |
+-------------------------------------------------------+--------------+
| C.2. Frequently Asked Questions (Draft/Final)         | 360/420 days |
+-------------------------------------------------------+--------------+
| C.3. Distribution Plan, Letter & Notice (Draft/Final) | 360/420 days |
+-------------------------------------------------------+--------------+
|                                                       |              |
+-------------------------------------------------------+--------------+
| \*Number of calendar days since contract initiation.  |              |
+-------------------------------------------------------+--------------+

All products (e.g., drafts and finals) excepting those that are web
based or web "stored" and that will be developed in this report shall be
submitted to the U.S. DOT in both hard copies (as a reproducible) and
electronic versions using Microsoft Word 2000 format and/or Adobe
Acrobat pdf format. The final deliverables produced by this task order
must also meet the requirements and comply with Section 508 of the
Americans with Disabilities Act. Final electronic versions of documents
must be in Microsoft Word 2000, HTML and PDF formats, and the
appropriate software required by the Government Printing Office to print
documents.

Products that are delivered must follow the publications guidelines that
are available at <http://www.tfhrc.gov/qkref/qrgmain.htm> unless
otherwise indicate in this task order. Additional details and
requirements associated with the format, layout, number of copies to
submit, obtaining publication numbers, obtaining government forms to
include in the document, and other factors for the Contractor to
consider with producing and submitting products will be provided by the
COTM once the task order has been initiated.

***Section 508 Rehabilitation Act Compliance:*** The products to be
produced and submitted by the Contractor in this Task Order shall meet
the FHWA publishing requirements, FHWA web posting requirements, and
comply with Section 508 of the Rehabilitation Act and the Access Board
Standards. The electronic files that the Contractor submits for the
deliverables specified in this Task must comply with the FHWA web
requirements that can be found at
<http://www.fhwa.dot.gov/wpcz/minimum.htm>.

All electronic and information technology deliverables rendered under
this task order must comply with Section 508 of the Rehabilitation Act
and the Access Board Standards available for viewing at
[http://www.section508.gov.]{.underline} Unless otherwise indicated, the
contractor represents by signature of this contract that all
deliverables comply with the Access Board Standards. In particular, see
Standards of Section 508, Part 1194, as appropriate for the products
required in this task. Special attention should be paid to Part 1194.22,
Web-based intranet and internet information and applications and Part
1194.31, Functional Performance Criteria. These standards can be viewed
at <http://www.access-board.gov/sec508/508standards.htm>.

#### *Web Posting:* Web site publishing is FHWA's principal means of publishing reports. All of the products to be developed and ultimately distributed in this task order shall created in both HTML PDF, and Microsoft Word.  {#web-posting-web-site-publishing-is-fhwas-principal-means-of-publishing-reports.-all-of-the-products-to-be-developed-and-ultimately-distributed-in-this-task-order-shall-created-in-both-html-pdf-and-microsoft-word. .unnumbered}

***Documents for Printing:*** Documents developed for this task order
shall be prepared in electronic GPO-required format for printing. The
following programs are used to create a majority of the print publishing
work received by GPO:

-   Page layout: QuarkXPress, Adobe PageMaker, Adobe FrameMaker, Adobe
    In-Design, Corel Ventura, and Microsoft Publisher 2000.

-   Drawings/Illustrations: Adobe Illustrator, Macromedia FreeHand, and
    Corel Draw.

-   Image Manipulation: Adobe Photoshop and Corel PhotoPaint.

These are also the preferred programs of the commercial printing
industry. The most recent versions of these software programs should be
used. Avoid using any software that is more than one major revision old,
due in part to most vendors' only support recent or near recent
applications. The Contractor should check the software vendors' web site
for current versions and upgrade patches. Files created using these
software programs outputs have fewer problems than files created in
programs not designed for print publishing. Other programs may be used,
but unless they support prepress functions (e.g., PANTONE colors.
Trapping, bleeds, crop marks and color separation) problems will likely
occur. Contractor who uses programs other than those listed below should
consider supplying high-resolution PDF files instead of native files.
For more information on creating appropriate PDF files reference The GPO
E-Pub's web site at: <http://www.gpo.gov/procurement/ditsg>.

# Reporting Requirements:

The HOV Pooled Fund Study members have considerable interest in the
progress of this study, which they are funding. Therefore, the TOL shall
be available for a one-hour teleconference and briefing that may be
arranged by the COTM on a monthly basis. At this briefing the
Contractors COTM shall be prepared to discuss technical progress,
problems, and products. In addition, the Contractor's TOL shall attend
the HOV Pooled Fund Committee Annual Meeting will be held in 2006 and
report on the findings of the progress of the project to date or the
completed project. The Contractor's TOL shall also be available to
participate in a national "rollout" videoconference and/or webcast to
introduce this product. The COTM or his designee will make all of the
arrangements, perform the necessary outreach, and facilitate this
videoconference or webcast. The final project and/or subject
presentation for this document will provide the basis for the
Contractor's presentation. This videoconference or webcast will occur
after the final products have been submitted, or in the case of the
website(s), activated.