SOURCES SOUGHT NOTICE 693JJ3-24-SN-0002/MARKET RESEARCH for “AERMOD Emission Rate PreProcessor”

1. SUBMITTAL INFORMATION

ISSUE DATE: December 05, 2023

DUE DATE FOR RESPONSES: December 19, 2023, 12 PM Eastern Time

SUBMIT RESPONSES TO: jason.motala@dot.gov

SUBMIT QUESTIONS TO: jason.motala@dot.gov

See below Section 5 entitled “REQUESTED CONTENT OF RESPONSES TO THIS SOURCES

SOUGHT (SS)” for submittal content instructions.

2. INTRODUCTION

Potential Sources Sought. This is NOT a solicitation for proposals, proposal abstracts, or

quotations. The Federal Highway Administration (FHWA) is conducting a market survey to

identify potential sources for an anticipated contract titled AERMOD Emission Rate

PreProcessor. The purpose of this notice is to obtain information, for planning purposes,

regarding: the availability and capability of qualified sources to perform the work.

Pursuant to 48 C.F.R. Part 10, the Government is conducting market research to:

• Determine what sources exist that are capable of satisfying the Government’s

requirements listed below,

• Determine the capabilities of potential contractors,

• Determine the size and status of potential sources, and

• Determine the level of competition (i.e. 8(a), set-aside or full and open).

This SOURCES SOUGHT is issued solely for informational, market research, and planning

purposes only and does not commit the Government to any further contract actions, i.e.,

solicitation and/ or contract. Respondents are advised that the United States Government will

not pay for any information or administrative cost incurred in responding to this SOURCES

SOUGHT. Not responding to this SOURCES SOUGHT does not preclude participation in any

future RFQs that may be issued. Responses to this notice are not offers and cannot be accepted

by the U.S Government to form a binding contract.

3. BACKGROUND

The FHWA Office of Acquisition and Grants Management intends to make an award to

accomplish the work described herein. The purpose for this Sources Sought is to conduct market

research to identify potential offerors having an interest in, and the resources to accomplish the

work. Consideration will be given to identifying small business concerns, including the subcategories

of SDVOSB, HUBZone, 8(a), SDB and woman-owned. The result of this market

research will contribute to determining the method of procurement.

This document contains a draft scope of work. Your firm’s response regarding your firm’s experience and capabilities will be used to determine the availability of potential businesses, both large and small, and their capabilities in meeting the Government’s requirement.

4. DRAFT SCOPE OF WORK

1.0 Overview

This is a non-personal services contract to create an AERMOD Emission Rate Pre-Processor. The Government will not exercise any supervision or control over the contract 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 American Meteorological Society/Environmental Protection Agency Regulatory Model (AERMOD) is a dispersion model used by highway project sponsors to predict pollutant concentrations for a variety of applications, such as when a particulate matter (PM) hot-spot analysis is required by the transportation conformity regulations. AERMOD currently requires the input of emission rates in grams per second per meter squared (g/s/m2) for the AREA/LINE and RLINE source types and as gram per second for VOLUME sources. Since MOVES outputs emission rates in grams/link-hour or grams/vehicle-mile, AERMOD users need to convert the emission rate units when using the AREA/LINE and RLINE source types. This conversion is usually done with manual spreadsheet calculations or scripting tools, which often also combine the traffic data and geospatial coordinates of the roadway links with the emissions rates. These spreadsheets and scripts might also include road dust emission rates as inputs when creating overall composite emission rates in units of g/s/m2.

1.2 Objective

The objective of this contract is to create an AERMOD emission rate pre-processor tool that will combine the following inputs:

• MOVES vehicle emission rates (in both grams/link-hour and grams/vehicle-mile),

• AP-42 road dust emission rates (in both grams/link-hour and grams/vehicle-mile),

• road geometry, and

• traffic data.

Using these inputs, the pre-processor will output information associated with the LOCATION, SRCPARAM, and EMISFACT Source Pathway keywords in a AERMOD input file (.inp) format as required for AERMOD’s AREA/LINE and RLINE1 source types (as an optional task also provide the LOCATION, SCRCPARAM, and EMISFACT inputs as required for VOLUME sources). The pre-processor shall also include the capability of utilizing multiple options for the Qflag and Qfact parameters used for the EMISFACT keyword in AERMOD. This will create a standard pre-approved processing tool, which will improve the transparency of the calculations for a PM hot-spot analysis and therefore reduce review times for highway projects required to

1 Only the RLINE source type, not the RLINEXT source type.

conduct these analyses. It will also reduce burden on the user by incorporating manual emission rate calculations into a pre-processor.

1.3 Detailed Requirement

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to create an AERMOD Emission Rate Pre-Processor Tool.

The contractor will be responsible for conducting a review of existing tools; creating a requirements document; completing all programming to create the pre-processor; conducting testing; and providing full documentation. The contract will include an optional task to add a function to the pre-processor to provide gram per second emission rates for VOLUME sources in AERMOD.

1.3.1 Task 1 – Project Management

The Contractor must provide a Kick-Off Meeting for the project with the Contracting Officer (CO), Contracting Officer’s Representative (COR), and the technical review panel. The technical review panel composition is at the discretion of the COR, but it will likely consist of 4-8 staff from FHWA and EPA that regularly work on dispersion modeling issues for mobile sources. The technical review panel will also assist in reviewing all deliverables for the project and is therefore critical to the success of the project.

The Contractor must utilize the Kick-Off Meeting to present its Draft Work Plan to the COR and receive guidance from the COR in finalizing the scope and specifics of the Final Work Plan. The Kick-Off Meeting may, at the discretion of the COR and in consultation with the Contractor, be conducted in person in Washington, D.C., with out-of-town remote participation available, remotely via conference call, or virtually over the Internet.

The Kick-Off Meeting must occur within two (2) weeks from the date of award, unless the COR agrees to a delay. The Kick-Off Meeting Minutes are due one (1) week after the Kick-Off Meeting.

For the Kick-Off Meeting, the Contractor must prepare a Draft Work Plan. The Draft Work Plan must include all pertinent work information including, but not limited to, full descriptions of the tasks to be completed under the contract, deliverables with due dates for each task, methodology/approach expected to be employed, timeline (e.g., Gantt chart), staff labor/cost distribution by task, channels of communication, management and staffing plan, travel plan, and risks and assumptions. The Contractor must make the Draft Work Plan available to the COR for review at least five (5) business days prior to the Kick-Off Meeting unless the COR agrees to a delay. The COR will review the Draft Work Plan and provide comments to the Contractor, which must incorporate the feedback in a revised, Final Work Plan which is due three (3) weeks after the Kick-Off Meeting.

Following the Kick-Off Meeting, the Contractor must coordinate monthly Regular Status Meetings with the COR and the technical review panel to provide updates on progress, schedule, and risks.

The contractor must attend regular progress meetings. The Contracting Officer or Contracting Officer’s Representative (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 must be taken to resolve outstanding issues. These meetings must be at no additional cost to the Government.

The Contractor must provide a Monthly Progress Report to the COR throughout the duration of the project at least three (3) business days prior to monthly Regular Status Meetings. Each report must include project progress, findings, next steps, problems, and recommended actions.

Deliverables:

• Kick-Off Meeting

• Kick-Off Meeting Minutes

• Draft Work Plan

• Final Work Plan

• Regular Status Meetings

• Monthly Progress Reports

1.3.2 Task 2 – Review of Existing Tools

The objective of this task is to conduct a review of existing calculation methods and tools used to prepare emission rate inputs to AERMOD. This review will help to identify:

• Existing tools and/or scripts that could be leveraged as a starting point for the pre-processor, and

• Functions and features from existing tools that are desired to be included in the pre-processor

These tools could range from spreadsheets or scripts used for a single highway project to robust tools, such as CT-EMFAC2, TRAQS3, or the GIS to AERMOD (GTA) tool.4 EPA has a tool

2 CT-EMFAC can be used to estimate project-level emissions from on-road mobile sources based on the EMFAC emissions model. More information is available at: https://dot.ca.gov/programs/environmental-analysis/air-quality/project-level-air-quality-analysis

3 TRAQS is an open-source software tool written in Python for NCHRP Project 25-48 to combine the MOVES and AERMOD models through a centralized GUI. The installer, source code, and documentation are available at https://apps.trb.org/cmsfeed/TRBNetProjectDisplay.asp?ProjectID=3674.

4 The GTA tool was created by the University of New Mexico as Geographical User Interface that allows users to take the MOVES files and place them into AERMOD quickly and accurately. The Python-based tool enables conversion of GIS layers to AERMOD Sources, corresponding emission rates from MOVES output and near-road receptors. More information available at: https://www.fhwa.dot.gov/environment/air_quality/conformity/methodologies/fhwahep22024.pdf and https://github.com/FHWA/GIS_AERMOD_Project.

called MOVES2AERMOD

5 that automates the process of generating the EMISFACT portion of an AERMOD input file using MOVES output. Similar tools could also be available from academics or research institutions since they may be used to conduct transportation/air quality studies.

The contractor will conduct research through a literature review, web searches, interviews, etc. to identify existing tools. Then the contractor will evaluate the tools; summarize their features, limitations, and assumptions; and identify strengths and weaknesses of each in a technical memo. If the contractor desires to use any publicly available tools as a starting point for the pre-processor they will make this recommendation in the technical memo and discuss with FHWA before proceeding. The technical review panel will comment on the draft technical memo and the contractor will address comments in the final technical memo. and discuss with FHWA before proceeding. The technical review panel will comment on the draft technical memo and the contractor will address comments in the final technical memo.

Deliverables:

• Draft Technical Memo

• Final Technical Memo

1.3.3 Task 3 – Requirements Document

The objective of this task is to create a requirements document that will be used to guide the programming in the next task. Based on feedback from the technical review panel on desirable functions and features of existing tools identified in the previous task, the contractor will prepare a draft requirements document. This document will recommend the pre-processor format, the programming language, calculation methodologies, and provide mockups or describe how users will interact with the pre-processor. The technical review panel will comment on the draft requirements document and then the contractor will prepare a final requirements document.

Deliverables:

• Draft Requirements Document

• Final Requirements Document

1.3.4 Task 4 – Pre-Processor Programming and Testing

The objective of this task is to perform the programming, testing, and debugging to create the pre-processor that will achieve the objective stated in Section 1.2 above. The pre-processor should undergo multiple rounds of internal testing and debugging by the contractor to ensure it is operating as expected before submitting the draft code for review by the technical review panel. This testing should include a test to demonstrate consistency of the pre-processor results with manual calculations that currently have to be done to convert gram/vehicle-mile emission rates from MOVES to g/s/m2 emission rates for input into AERMOD. The contractor should submit both the source code and a compiled executable file that will run on a current version of Windows. The contractor should also submit a transmittal memo with a draft user’s guide and

5 More information is available at https://www.epa.gov/moves/tools-develop-or-convert-moves-inputs#emisfact. The MOVES2AERMOD tool is also referenced in Section 4.6 of EPA’s PM Hotspot Guidance.

technical formulation information about the pre-processor to allow for the technical review panel to test the pre-processor. The memo will serve as a starting point for the full documentation in Task 5.

The technical review panel will review the draft code/compiled executable and transmittal memo and provide comments to the contractor after testing. The contractor will address comments in the Final Code/ Compiled Executable, which shall be 508 compliant.6 Comments on the transmittal memo may be addressed during Task 5.

Deliverables:

• Draft Code/ Complied Executable

• Transmittal Memo

• Final Code/ Compiled Executable

1.3.6 Task 5 – Documentation

The objective of this task is to provide a document for the pre-processor that includes a User’s Guide and technical formulation information for the pre-processor. The final version of this document shall be provided as both a 508 compliant Word file7 and a 508 compliant PDF file.8

The User’s Guide should provide a sufficient level of detail for most users to operate the processor without assistance. It should also include a description of inputs, outputs, and steps needed to run the processor. Finally, the user guide should also provide several examples to assist users in learning how to use the processor. A set of input and output files that corresponds to each example in the User’s Guide should also be provided.

The technical formulation information should document all calculations performed by the pre-processor in a sufficient level of detail that an experienced air quality modeler could perform the calculations outside of the pre-processor and get the same results. The technical formulation information is important to transparency portion of the objective, and it may be referenced in official transportation conformity documentation for a PM hotspot analysis.

The contractor will provide the Draft Document and Draft Example Files for review. The technical panel will review these deliverables and provide comments to the contractor. The contractor will address comments in the Final Document and Final Example Files. After receiving confirmation that all comments have been addressed, the contractor should convert the Final Document to a fully 508 compliant PDF file with proper tags, etc. Technical Exhibit 2 provides 508 compliance information, which should be followed for the Final Document.

6 See “Section 508 Checks for Websites and Applications”. FHWA-HAD-21-007. Available at: https://highways.dot.gov/sites/fhwa.dot.gov/files/had21007.pdf

7 See “Creating Accessible Word Files” FHWA-HAD-20-001. Available at: https://highways.dot.gov/sites/fhwa.dot.gov/files/had20001.pdf and “Creating Accessible Word Files Checklist.” FHWA-HAD-20-002. Available at: https://highways.dot.gov/sites/fhwa.dot.gov/files/had20002.pdf

8 See “Creating Section 508 Conformant PDFs.” FHWA-HAD-21-001. https://highways.dot.gov/sites/fhwa.dot.gov/files/had21001.pdf and “Creating Section 508 Conformant PDFs Checklist.” FHWA-HAD-21-002. Available at: https://highways.dot.gov/sites/fhwa.dot.gov/files/had21002.pdf

Deliverables:

• Draft Document

• Draft Example Files

• Final Document

• Final Example Files

• 508-Compliant Final Document (MS Word and PDF files)

1.3.7 Task 6 – Volume Sources (Optional)

The objective of this optional task is to repeat Tasks 4-5 and revise the code, testing, and documentation to include VOLUME sources in addition to the RLINE and AREA/LINE sources already included in the pre-processor. The contractor will ensure that the pre-processor provides outputs with the information associated with the LOCATION, SRCPARAM, and EMISFACT Source Pathway keywords in a AERMOD input file (.inp) format as required for AERMOD VOLUME sources. The same deliverables and review process and deliverables as were used for Tasks 4-5 will be used for this optional task.

Deliverables:

• Task 7a: Draft Code/ Executable

• Task 7a: Transmittal Memo

• Task 7a: Final Code/ Executable

• Task 7b: Draft Document

• Task 7b Draft Example Files

• Task 7b Final Document

• Task 7b Final Example Files

• Task 7b 508-Compliant Final Document (MS Word and PDF files)

2.0 Period of Performance

The period of performance for the base contract should be 12 months. The period of performance for the option period should be 6 months.

The Period of Performance reads as follows:

Base Period 12 months

Option Period 6 months

3.0 General

3.1 Hours of Operation

Not applicable to this contract.

3.2 Place of Performance

The work to be performed under this contract shall be performed at the Contractor’s facility.

3.3 Physical Security

The Contractor shall be responsible for safeguarding all government equipment, information, and property provided for Contractor use.

3.4 Special Qualifications

Not applicable to this contract.

3.5 Periodic Progress Meetings

The contractor agrees to attend progress meetings. The Contracting Officer or Contracting Officer’s Representative (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.

3.6 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.

3.7 Contractor Travel

The Contractor may be required to during the performance of this contract. All travel requires Government approval/authorization and notification to the COR prior to any travel expenditure. Travel costs shall not exceed $5,000. All travel will be reimbursed in accordance with the Contractor’s GSA Multiple Award Schedule (MAS) if applicable.

3.8 Materials

Material costs are not anticipated for this contract. All material expenditures require prior COR approval and shall be billed in accordance with the Contractor’s GSA MAS.

3.9 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 Contracting Officer may affect other remedies as he or

she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

3.10 Phase In /Phase out Period

To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the fourteen (14) day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the start date.

5. REQUESTED CONTENT OF RESPONSES TO THIS SOURCES SOUGHT NOTICE

This Sources Sought Notice is not to be construed as a commitment on the part of the Government to award a contract or cooperative agreement nor does the Government intend to directly pay for any information or responses submitted as the result of this Sources Sought Notice. Interested parties, who consider their firms qualified to perform the above-listed services, are invited to submit responses to this Sources Sought.

Any interested organizations are invited to submit a Capability Statement electronically to the identified Contracting Officer/Specialist via email by the response date.

Format requirements are:

(1) White paper/thesis format on 8.5”x11” size paper and prepared in Microsoft Word.

(2) Single-sided and not more than 5 (five) pages in length.

(3) The total page count of 10 pages includes the cover letter, table of contents and acronym list.

(4) The total page count also includes all other information provided, i.e., graphs, technical, etc.

(5) Font size should be 12 point, 8-lines/inch, Times New Roman.

(6) Fold out charts for tables or graphics are allowed with a limited size of 8.5”x11 and each foldout counts as a single page and also counts towards the total page limit.

(7) Charts and graphics must be in Microsoft Excel, Microsoft Visio or PDF format.

(8) Proprietary information submitted in response to this SOURCES SOUGHT will be protected from unauthorized disclosure as required by the Federal Acquisition Regulation (FAR). All proprietary markings should be clearly delineated. The respondent must identify where data is restricted by proprietary or other rights and mark it accordingly.

(9) The services and/or any product solutions should include supporting data/rationale for the offered services, and any product solution(s) if applicable, adequately to determine capability.

Response must include:

(1) Cover page should contain:

• Company name

• Primary Point of Contact

• Phone Number and Email Address

• SAM.GOV Unique Entity ID (UEI)

• NAICS Code

• General Services Administration (GSA) Contract Number and SIN, if applicable.

• Business Size: identify all applicable classifications for your organization, such as:

a. Small Business?

b. Woman-owned business?

c. 8(a) business?

d. Large business

e. Small disadvantaged business

f. HUBZone business?

g. SDVOB business?

h. Non-profit?

(2) Technical Ability: The respondents’ technical ability must describe your ability to provide the services and/or any product solution(s) described in Part 4: DRAFT SCOPE OF WORK of this Sources Sought. The response should include an overall description of the proposed services and/or any product solution(s); synopsis of experience and expertise of potential staff to include relevant projects completed related to the anticipated objectives of the project with information on the client and scope.

Interested parties should also describe technical benefits of their proposed services and/or product solution(s) in terms of existing technologies or resources, cost efficiencies of their specific approach, and any other support capabilities that provide service and/or product excellence or uniqueness, such as Performance-Based solutions.

Note: Responses may include links or web addresses that demonstrate evidence of your technical expertise (i.e.: technical formulation documents, user guides, technical Journals, etc.)

To support the Government’s review of the Contractor’s technical ability, the following questions should be directly addressed:

a. What experience do you have with Environmental Protection Agency’s (EPA) Motor Vehicle Emissions Simulator (MOVES) model, an understanding of the format of MOVES outputs, and experience using MOVES for a PM hot-spot analysis?

b. What experience do you have with American Meteorological Society/Environmental Protection Agency Regulatory Model (AERMOD); an understanding of the format of AERMOD inputs, especially the EMISFACT input; and experience using AERMOD for a PM hot-spot analysis?

c. What is your experience conducting PM hot-spot analyses under EPA’s Transportation Conformity regulations for PM hot-spot analyses and PM Hot-Spot Guidance, in particular, Sections 4 (using MOVES), 7 (using AERMOD), and Appendix J (AERMOD inputs),?

d. What is your familiarity with California Line Source Dispersion Model (CALINE) approach to input emission rates and traffic information?

e. What is your experience with performing programming for air quality modeling work?

f. What is your experience with air dispersion science and traffic engineering?

g. Complete cover page requirements as listed in bullet 1 of this section.

6. NOTES

PARTICIPATION IN THE MARKET RESEARCH IN NO WAY INFLUENCES THE SOURCE SELECTION FOR THESE SERVICES. This Sources Sought is not to be construed as a commitment on the part of the Government to award a contract or cooperative agreement, nor does the Government intend to directly pay for any information or responses submitted as the result of this Sources Sought Notice.

To fully comprehend the information contained within a response to this SOURCES SOUGHT, there may be a need to seek further clarification from respondents. This clarification may be requested in the form of brief verbal communication by telephone; written communication; electronic communication; or a request for a presentation of the response to a specific FHWA group or groups. FHWA reserves the right to seek additional information from respondents identified with unique solutions that are determined to be beneficial to FHWA.

**End of Sources Sought Notice***