future freight and logistics survey...business establishment using devices with global positioning...

FUTURE FREIGHT AND LOGISTICS SURVEY DESCRIPTION: PROVISION OF SHIPMENT DATA COLLECTION SERVICES

(SDCS) FOR THE MASSACHUSETTS INSTITUTE OF TECHNOLOGY (MIT)

1. INTRODUCTION

1.1 This Invitation to Tender (ITT) seeks to appoint a reliable and experienced

company to collect shipment data from a set of business establishments (shippers) to support research that is being led by the Massachusetts Institute of Technology’s Intelligent Transportation Systems (MIT ITS) Lab.

2. OVERVIEW OF SERVICES

2.1 The full title of the research project is: Future freight and logistics survey (FFLS): integrated data collection using mobile sensing, wireless communication and machine learning algorithms. 2.1.1 The FFLS is funded by the U.S. Federal Highway Administration (FHWA) 2.1.2 The FFLS is being conducted from September 15, 2015 to September 15,

2018. 2.2 As part of the FFLS, the data collection methodology developed by the MIT ITS

Lab and the Singapore-MIT Alliance for Research and Technology (SMART) will be tested throughout the following phases: 2.2.1 Phase I: Pilot Experiment (Pilot) of the Establishment Survey (ES) and

Shipment Tracking (ST)

A. Recruitment: Recruit shippers from business establishments in the Greater Boston area

B. ES: Collect information regarding business establishment operations and other characteristics using a web-based survey platform developed in the FFLS

C. ST: Track a sample of shipments or shipments from each business establishment using devices with global positioning system (GPS) tracking capability

D. The target number of shippers is 20 and the target number of tracked shipments is 10 or more from each business establishment for a minimum total of 200 tracked shipments.

2.2.2 Phase II: Integrated Survey (IS) of ES, ST, and Vehicle Tracking (VT)

A. Phase II is expected to be similar to data collection approach used Phase I. However, target area of recruitment or number of required business establishments might be larger than Phase I, and tracking vehicles will be integrated into the survey.

B. Phase II will be administered separately subsequent to the current Phase I effort. For Phase II, the MIT ITS Lab will give priority consideration to contract with the SC who conducted the Phase I survey (assuming the contractor provided

FUTURE FREIGHT AND LOGISTICS SURVEY satisfactory services in Phase I survey). A detailed RFP will be announced after Phase I.

2.3 Participant compensation: Informational incentives (i.e., Dashboard) and

monetary incentives will be provided to the survey participant, which should boost participant rate and thereby reduce recruitment burden to the survey company. 2.3.1 Dashboard: Key performance indicators (KPIs) such as shipment tracking

will be visualized for participants based on MIT ITS Lab’s analysis of survey and tracking data that are collected from participants. The participants can easily access the dashboard via the web-based survey platform where they take the survey.

2.3.2 Prize incentives: The MIT ITS Lab will be offering two vouchers worth $500 each in a Lucky Draw for shipping or logistics manager (SLM) who completes the ES and ST.

2.4 This tender requests that bidders submit their bids for Phase I only.

FUTURE FREIGHT AND LOGISTICS SURVEY 3. SCOPE OF SERVICES 3.1 Phase I survey is expected to be conducted for 9 weeks starting in late

November, 2017. The contractor will work closely with MIT ITS Lab’s researchers and will adhere to the following timelines:

Tasks

Week

W1 W2 W3 W4 W5 W6 W7 W8 W9

1.Recruitment

2 Conduct ES

3 Preparation of ST with device testing

4 Conduct ST

5 Validation of ST

6 Participant compensation

3.2 Tasks 3.2.1 Recruitment (Estimated timeline: Weeks 1-4)

A. Bidders should propose an effective recruitment approach. MIT ITS Lab will provide a list of regional trade associations with membership in shipping-intensive business sectors. The bidder should obtain information on upcoming meetings then seek permission to attend select meetings and conduct recruitment, which would be facilitated using slides provided by the MIT ITS Lab. The informational/visualization incentive should be emphasized for recruitment. A total of at least 20 shippers must be recruited.

B. Establish relationship with SLM at participating shippers 3.2.2 Conduct ES (Estimated timeline: Weeks 3-5)

A. The SC will contact the SLM and direct them to fill out a brief survey (less than 10 questions) regarding shipping activity levels of the business establishment.

B. The survey will be conducted with the help of the web-based survey platform provided by the MIT ITS lab.

3.2.3 Device testing (Estimated timeline: Weeks 4-8)

A. The SC will set up and test the GPS devices before rendering them to SLM. The MIT ITS Lab will provide approximately 100 GPS devices and SIM cards.

3.2.4 Conduct ST (Estimated timeline: Weeks 4-8) A. For each participating shipper, the SC will arrange a time with

the SLM to make an on-site visit. B. A surveyor from SC will visit the SLM at the designated time. In

this visit, the surveyor will instruct the SLM on how to select shipments for the shipment tracking procedure and on how to tag GPS devices to shipments.

3.2.5 Validation of ST (Estimated timeline: Weeks 5-9)

FUTURE FREIGHT AND LOGISTICS SURVEY A. Within one day of the shipment reaching its final destination

(receiver), the SC will contact the party (shipper or carrier) that is guaranteed to know the verifiable path information (mode and stop activities).

B. The SC will contact this party by phone and verify the shipment tracking information.

3.2.6 Participant compensation (Estimated timeline: Weeks 8-9)

A. The SC is expected to deliver the monetary incentives to individuals who return the device and the selected SLM.

B. The SC may issue an invoice for the amount payable for incentives before delivering the incentives to them. Thus, this amount is out of a quote for this tender.

3.3 General The SC will 3.3.1 Not collect any personal details or information of the business

establishment’s points of contact without the MIT ITS Lab’s knowledge or consent.

3.3.2 Appoint a project manager to conduct this survey. The project manager will work closely with and report to MIT’s researchers in charge.

3.4 Deliverables expected from this survey: 3.4.1 Electronic copy of weekly progress report including the status of

recruitment and site visit; and 3.4.2 Electronic copy of final report

3.5 List of Documents and Resources to be provided by the MIT ITS lab to the SC: 3.5.1 Detailed survey guideline and a training session; 3.5.2 Web-based survey platform and instructions; and

3.5.3 100 GPS loggers and activated SIM cards. 4. INFORMATION TO BE SUBMITTED BY BIDDER

4.1 The bidders are to submit the following in their proposal:

4.1.1 Company profile and project reference: A. Please present a list of services. B. For project reference, please provide a list of similar surveys

conducted including the objectives, scope of work and deliverables of each projects.

4.1.2 Profile of team working on project and project manager: A. Please provide descriptions of all team members who will be

working directly on this project along with their experiences/qualifications (preferably CV).

B. Please include list of similar projects undertaken by respective team members.

4.1.3 A detailed framework of the proposal A. Techniques on data collection and organization B. Service timeline C. Plan to handle any delays in meeting the survey timeline

FUTURE FREIGHT AND LOGISTICS SURVEY 4.1.4 Cost Proposal: Please provide detail on your proposed costs based on

the services detailed in Section 3. 4.1.5 Completed Appendixes:

A. Appendix 1 - Statement of Non-Compliance B. Appendix 2 - Confidentiality & Non-Disclosure Agreement

4.2 Proposals must be submitted to Kyungsoo Jeong ([email protected]) and Katie

Rosa ([email protected]) 4.3 Submission Deadline: November 22, 2017 (possibility of extension to bidders

who show interest) 4.4 Award Notice Date: Within a week after deadline For further information, please contact Kyungsoo Jeong ([email protected]) and Katie Rosa

([email protected])

mailto:[email protected]




FUTURE FREIGHT AND LOGISTICS SURVEY 5. Terms and Conditions

5.1 WARRANTIES. Contractor represents and warrants that:

5.1.1 Performance and Quality. The Services will be performed in accordance

with professional standards of skill, care, and diligence and shall meet all

specifications set forth in the Statement of Work and that all Deliverables

(if any) will conform to those specifications. If any Services or

Deliverables do not conform to the foregoing representations and

warranties, Contractor shall promptly re-perform such services or correct

or replace the affected Deliverable(s) at its own expense.

5.1.2 Non-Infringement. The Deliverables and Services will not infringe or

misappropriate the copyright, patent, trademark, trade secret, or any

other right of any third party, and no additional permissions, clearances,

assignments, or licenses are necessary to give full effect to the provisions

of Section 5 below. If a Deliverables consists of or includes software

created as a “work made for hire” for MIT in accordance with Section 5.1,

then Contractor represents that such Deliverable was created by its own

employees in the course of their employment with Contractor and that no

“open source” or other third party software was incorporated into such

Deliverable.

5.1.3 Compliance with Laws. The Contractor shall comply with all applicable

federal, state and municipal laws, regulations, codes, ordinances and

orders, and any permit conditions or requirements related to the

provision of Services, including by obtaining any required a permits,

licenses or approvals by, or the giving of notice or the making of a filing

to, any governmental authority.

5.2 OWNERSHIP OF DELIVERABLES.

5.2.1 Work Made For Hire. To the extent the Statement of Work requires

Contractor to develop or create any documents, computer programs

(including both object and source code form) and other software, text,

designs, scripts, graphics, illustrations, drawings, characters, animations,

music, sound effects, footage, narration, images, photos, concepts, data,

diagrams or other Deliverables for delivery to MIT, Contractor hereby

acknowledges and agrees that such Deliverables have been prepared for

MIT as a “work made for hire”, as defined in Section 101 of the United

States Copyright Act of 1976 (the “Copyright Act”), and that MIT shall be

deemed the sole author of the Deliverables for all purposes under the

Copyright Act. To the extent that the Deliverables may be ineligible for

work-made-for-hire status, Contractor hereby irrevocably assigns the

FUTURE FREIGHT AND LOGISTICS SURVEY

worldwide, perpetual copyright therein to MIT. In addition, Contractor

hereby assigns to MIT all of Contractor’s other right, title, and interest in

and to the Deliverables, including without limitation all other intellectual

property rights therein, as well as any patent rights needed to (directly or

indirectly) use, manufacture, sell or distribute any Deliverables.

Contractor hereby forever waives and agrees never to assert any “moral

rights” that Contractor may have in any of the Deliverables. Upon MIT’s

reasonable request and at MIT’s expense, Contractor shall execute and

deliver, and will cause its employees, any approved subcontractors, and

all others involved in the development of the Deliverables to execute and

deliver, such further conveyance instruments and take such further action

as may be necessary or desirable to evidence more fully the transfer of

ownership set forth in this Section 5.1, and Contractor hereby appoints

MIT as Contractor’s attorney-in-fact to execute and deliver any such

documents on Contractor’s behalf in the event Contractor fails or refuses

to do so within a reasonable time following MIT’s request.

5.2.2 Non-Exclusive License. To the extent the Statement of Work expressly

states that Contractor shall retain ownership and title to a Deliverable,

then Contractor hereby grants MIT an irrevocable, non-exclusive,

perpetual, royalty-free, paid in full license to use, copy, modify, distribute

and create derivative works of such Deliverable.

5.3 INDEMNIFICATION. To the maximum extent permitted by law, the Contractor

agrees to indemnify, defend and hold harmless MIT, its trustees, directors,

members, officers, employees, students and affiliates (collectively, the

“Indemnities”), from and against any and all suits, liabilities, losses, claims,

damages, expenses and costs, including reasonable attorneys' fees and court

costs, of every kind and description, at law and in equity, which any of the

Indemnities may incur or suffer resulting from, in connection with, or arising out

of: (a) any of Contractor's acts, errors or omissions (including the acts, errors or

omissions of any of Contractor’s agents, servants, employees or subcontractors,

laborers or suppliers); and (b) any breaches of Contractor’s representations,

warranties, or contractual obligations to MIT hereunder. The foregoing

indemnification and hold harmless provisions shall survive the termination or

expiration of this Agreement. If this Agreement covers labor, a condition of this

Agreement is that the Contractor will protect and save harmless MIT from any

liability for Workers' Compensation or any other claims due to accidents to such

labor or from liability for damages to others or their property which this labor

may cause.


5.4 TERMINATION OF AGREEMENT. MIT may, at its sole convenience, terminate this

Agreement in whole or in part by written notice to the Contractor. In the event of

such termination, the Contractor shall immediately stop work to the extent

required, and after delivery to MIT of all work completed and/or in process, the

Contractor shall be entitled to payment for all services satisfactorily performed

prior to the effective termination date as stated in the notice. Sections 4 through

9 of this Agreement shall survive any termination of this Agreement.

5.5 CONFIDENTIALITY; PERSONAL INFORMATION.

5.5.1 Confidential Information. The Contractor shall keep this Agreement and

all information, documents, electronic materials and other materials

obtained in connection with performance of the Services or provided by

or on behalf of MIT (regardless whether disclosed in writing,

electronically, visually, or orally) as confidential and privileged (the

“Confidential Information”) and shall not disclose any Confidential

Information to any third party, or use it for any purposes except fulfilling

its obligations hereunder, without the prior written consent of MIT on

each occasion. Contractor agrees to maintain all Confidential Information

in the strictest confidence, and to advise all of its employees who may

receive Confidential Information of all obligations pertaining to

protection of such information pursuant to this Agreement. If, during the

term of this Contract or at anytime thereafter, Contractor becomes aware

of any disclosure or use of Confidential Information not authorized under

this Contract, it shall immediately notify MIT and take all necessary and

reasonable steps to prevent any further disclosure or use.

5.5.2 Personal Information. In the course of performance of the Services, the

Contractor may receive individually identifiable information pertaining to

students, employees or other individuals (“Personal Information”) if the

Personal Information is required in order for Contractor to perform its

obligations. Personal Information shall also be deemed Confidential

Information. Prior to receipt of any Personal Information, the Contractor

shall have adequate safeguards in place to ensure protection of Personal

Information in compliance with the Contractor’s obligations under this

Agreement and under any applicable federal and state law. Contractor

agrees not to disclose any Personal Information to any employee of

Contractor or any person employed by MIT unless such person is directly

involved in the performance of the Services and disclosure is necessary

for the performance of that work. Upon completion of work under this


Agreement, Contractor shall destroy all copies of Personal Information in

its possession or control (by shredding documents and/or permanently

deleting computer files). Contractor shall notify MIT when the Personal

Information has been destroyed as required.

5.6 AUDIT. The Contractor shall keep records pertaining to Services performed

(including complete and detailed time records), employing sound bookkeeping

practices, and in accordance with generally accepted accounting principles. All

records pertaining to Services performed shall be maintained for at least six

years after the termination or expiration of this Agreement and shall be available

to MIT or its authorized representatives for such six year period for review and

audit during normal business hours at no charge. Authorized Federal awarding

agencies, the Comptroller General of the United States, or any of their duly

authorized representatives, shall also have access to such records for the

purpose of making audits, examinations, excerpts and transcriptions.

5.7 MISCELLANEOUS

5.7.1 Assignment. The Contractor shall not assign, sublet or transfer any of its

rights or obligations under this Agreement without the written consent of

MIT in its sole discretion.

5.7.2 Subcontractors. No subcontractors shall be used to provide the Services

unless MIT consents in advance in writing to each specific engagement.

Notwithstanding any consent from MIT for any subcontract, Contractor

shall be solely responsible for all of the Services under this Agreement

and for the performance of all obligations hereunder. Any approved

subcontractors shall be bound by the terms and conditions of this

Agreement.

5.7.3 Entire Agreement; Amendment. This Agreement, together with the

Purchase Order and Statement of Work, represents the entire and

integrated agreement between MIT and the Contractor with respect to the

subject matter hereof and supersedes all prior negotiations,

representations or agreements, either written or oral. No other terms and

conditions shall apply, including any terms and conditions contained in

any Contractor’s quote, proposal, statement of work, acknowledgement,

response hereto, click-through or end-user agreement, which is in

addition to or different than the terms and condition contained herein.

This Agreement, together with the Purchase Order and Statement of

Work, may be amended only by written instrument signed by the parties.

In the event of a conflict between the terms of this Agreement and of the

Statement of Work, the terms of this Agreement shall govern.

5.7.4 Use of Name. The Contractor shall not use nor permit its subcontractors


to use the name of “Massachusetts Institute of Technology,” or any

variation, adaptation, or abbreviation thereof, or the name of any of its

trustees, officers, faculty, students, employees, or agents, or any

trademark owned by MIT, in any promotional material or other public

announcement or disclosure without the prior written consent of the MIT

Technology Licensing Office. The Contractor shall not, without the prior

written consent of MIT list MIT as a client in any written materials or

disclose the name of MIT as a client reference to prospective customers or

for any other reason. The Contractor will refer all inquiries from the press

or public to the MIT News Office. Contractor shall not speak publicly on

behalf of MIT, make any written, oral or electronic communications or

issue any press releases referring to this Agreement or any aspect of its

relationship with MIT unless specifically permitted in writing by the MIT

Technology Licensing Office (at tlouon@ mit.edu) to do so on each

occasion.

5.7.5 Governing Law; Venue. This Agreement shall be governed by the laws of

the Commonwealth of Massachusetts for all purposes, without regard to

Massachusetts law on choice of law. All claims, disputes, and other

matters in question between MIT and the Contractor arising out of or

relating to this Agreement or the breach thereof shall be submitted for

resolution to a court of competent jurisdiction in Suffolk or Middlesex

County, Massachusetts, unless otherwise agreed by the parties in writing.

5.7.6 Limited Liability. No officer, director, trustee, member, employee, or other

principal, personnel, affiliate, agent or representative of MIT nor any

participant with MIT shall be personally liable to the Contractor

hereunder for MIT’s payment obligations or otherwise, the Contractor

hereby agreeing to look solely to MIT for the satisfaction of any liability of

MIT hereunder. IN NO EVENT SHALL EITHER PARTY EVER BE LIABLE TO

THE OTHER FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL OR

PUNITIVE DAMAGES OF ANY KIND, OR LOST PROFITS, REGARDLESS OF

WHEN THE CLAIM IS MADE, REGARDLESS OF WHETHER THE CLAIM IS

BASED UPON CONTRACT, TORT, STATUTE, STRICT LIABILITY,

WARRANTY OR ANY OTHER BASIS, AND REGARDLESS OF WHETHER

THAT PARTY WAS ADVISED OR OTHERWISE KNEW OF THE POSSIBILITY

OF SUCH DAMAGES.

5.7.7 Notices. All notices given or required under this Agreement shall be in

writing and shall be given only by U.S. mail, return receipt requested,

postage prepaid, or by commercial overnight delivery service, with a


receipt from such delivery service and delivery charges prepaid, or by

hand delivery, with a receipt from such delivery service and delivery

charges prepaid, addressed or delivered, as the case may be, to MIT or

Contractor at the addresses and to the representatives specified on the

Purchase Order. Such notices shall be effective on the date of delivery.

5.7.8 Waivers /Severability. Any waiver of the obligations under this

Agreement must be made expressly and in writing by the waiving party,

using the word “waiver”. Any waiver on one occasion or with respect to a

particular provision shall not constitute a waiver on any other occasion or

with respect to any other provision. If any provision of this Agreement is

found to be invalid by a court of competent jurisdiction, the remaining

provisions shall remain in full force and effect.

5.7.9 Relationship of the Parties. The relationship between MIT and Contractor

established by this Agreement is that of independent contractors. This

Agreement shall not be deemed to create a joint venture, partnership,

employment, agency of other type of relationship between MIT and

Contractor. Contractor acknowledges and agrees that its personnel used

to provide Services shall at all times be its employees, and shall not under

any circumstances be deemed to be employees or agents of

MIT. Contractor further acknowledges and agrees that it shall have no

right to bind MIT to any commitment or obligation and MIT shall not

incur any liability as the result of actions of Contractor or Contractor’s

employees or agents.

5.7.10 Licensing, Certification, and Accrediting Agency Requirements. The

Contractor agrees to maintain current professional licenses and shall

remain in compliance with all applicable state or federal statutes or

regulations and all applicable certifying or accrediting agency

requirements, including any applicable Joint Commission on Accreditation

of Healthcare Organizations requirements. In the event that any applicable

certifying or accrediting agency requirements or any state or federal

statutory or regulatory provisions are materially changed or revised, the

Contractor agrees to comply with or implement, as applicable, any such

change or revision within ninety (90) days of receiving notice of such at

any such change or revision shall not be considered an amendment for the

purposes of this agreement.

5.7.11 Force Majeure. Neither party shall be liable for any delay or default in

performing hereunder if such delay or default is caused by conditions

beyond its reasonable control including, but not limited to Acts of God,

Government restrictions (including the denial or cancellation of any export


or other necessary license), war, terrorism, insurrections and/or any other

cause beyond the reasonable control of the party whose performance is

affected.

5.7.12 Taxes. MIT is exempt from Massachusetts sales and use tax. (Exemption

number E 042 103 594)

5.7.13 Equal Employment Opportunity. This Agreement is subject to the

requirements of Executive Orders 11246 and 11375 and the rules and

regulations or the Secretary of Labor (41 CFR Chapter 60) in promoting

Equal Employment Opportunities.

5.7.14 Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era.

This Agreement is subject to the requirements of Public Laws 92-540 and

93-508, Executive Order 11701, and the regulations of the Secretary of

Labor (41 CFR Part 60-250) in promoting employment opportunities for

disabled and Vietnam veterans.

5.7.15 Affirmative Action for Handicapped Workers. This Agreement is subject to

the requirements of Section 503 of the Rehabilitation Act of 1973, Public

Laws 93-112 and 93-516, Executive Order 11758 and the regulations of

the Secretary of Labor (41 CFR Part 60-471) in promoting affirmative

action in Employment of the Handicapped.

5.7.16 Contract Work Hours and Safety Standards Act-Overtime Compensation.

This Agreement to the extent that it is of a character specified in the

Contract Work Hours and Safety Standards Act (40 USC 327- 333), is

subject to the provisions of the Act, including overtime requirements and

penalties for violation thereof.

5.7.17 Anti-Kickback Enforcement Act of 1986. This agreement is subject to the

provisions of the Anti- Kickback Enforcement Act of 1986, Public Law 99-

634 (41 U.S.C. 51-58). By entering this Agreement, Contractor (1) certifies

that it has not paid kickbacks directly or indirectly to any MIT employee

for the purpose of obtaining this or any other MIT agreement, and (2)

agrees to cooperate fully with any Federal agency investigating a possible

violation of the Act.

5.7.18 Anti-Lobbying. This agreement is subject to the Byrd Anti-Lobbying

Amendment (31 U.S.C. 1352).

5.7.19 Restrictions on Certain Foreign Purchases. This Agreement is subject to

the restrictions in FAR 52.225-13.

5.7.20 Contractors Debarred, Suspended or Proposed for Debarment. This

agreement is subject to the requirements of FAR 52.209-6 as applicable.