20-R-000004_toPost.pdf

693JJ920R000004

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

1 70

C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

(Date)(Hour) local timeuntildepository located in copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

I

J

K

L

M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

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G

F

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D

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B

A

SEC. DESCRIPTION PAGE(S) (X) DESCRIPTION SEC. (X)

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

CODE 24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

41 U.S.C. 253 (c) ( 10 U.S.C. 2304 (c) (

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

21. ACCOUNTING AND APPROPRIATION20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by government)

CODE

693JJ919RQ00006306/11/2020

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693JJ9

National Highway Traffic Safety Adm Office of Acquisition Management 1200 New Jersey Avenue, SE Washington DC 20590

1500 ES 07/09/2020

Thomas J. Bub 202 nhtsaOAM@dot.gov

366-9571

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PAGE(S)

Reba Dyer

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

1-2 3-10

11-19 20-21 23-25 26-30 31-39

40-45

47-58

59-66 67-70

12. In compliance with the above, the undersigned agrees, if this offer is accepted within _____0_________ calendar days (60 calendar days unless a different period is inserted

REQUEST FOR PROPOSALS (RFP)

693JJ920R000004

For

“FMVSS School Bus Testing”

PROPOSALS ARE DUE NO LATER THAN 3:00 PM EASTERN TIME

ON Thursday, July 09, 2020

Proposals must be delivered to

Thomas J. Bub at email addresses:

nhtsaOAM@dot.gov and thomas.bub@dot.gov

Request for Proposal: 693JJ920R000004 Title: FMVSS School Bus Testing

PART I - THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

The Contractor shall provide qualified personnel, facilities, materials, supplies, equipment, and services, except as identified in Section H.1, Government Furnished Property, to perform the inspection, compliance testing and reporting services (as described in Section C) to determine conformance with the following Federal Motor Vehicle Safety Standards (FMVSS) for the Office of Vehicle Safety Compliance (OVSC) of the National Highway Traffic Safety Administration (NHTSA) under an Indefinite Delivery, Indefinite Quantity (IDIQ) contract on a Firm-Fixed-Price basis:

FMVSS No. 110* “Tire selection and rims and motor home/recreation vehicle trailer load carrying capacity information for motor vehicles with a GVWR of 4,536 kilograms (10,000 pounds) or less”;

FMVSS No. 111 “Rear visibility”;

FMVSS No. 120 “Tire selection and rims and motor home/recreation vehicle trailer load carrying capacity information for motor vehicles with a GVWR of more than 4,536 kilograms (10,000 pounds)”;

FMVSS No. 131 “School bus pedestrian safety devices”;

FMVSS No. 217 “Bus emergency exits and window retention and release”;

FMVSS No. 220 “School bus rollover protection”;

FMVSS No. 221 “School bus body joint strength”;

FMVSS No. 222 “School bus passenger seating and crash protection”;

FMVSS No. 301 “Fuel system integrity” (for school buses with a GVWR over 10,000 lbs)”;

FMVSS No. 301 “Fuel system integrity” (for school buses with a GVWR of 10,000 lbs or less);

FMVSS No. 403 “Platform lift systems for motor vehicles”; and, FMVSS No. 404 “Platform lift installations in motor vehicles”.

*Note that the requirement in FMVSS No. 110 at S4.4.1(b) is optional for a contractor to include in its proposal.

B.2 TYPE OF CONTRACT

The Government will award an Indefinite-Delivery/Indefinite-Quantity (IDIQ) contract whereby Firm-Fixed-Price delivery orders will be issued.

B.3 FUNDING OBLIGATION

B.3.1 MINIMUM FUNDING OBLIGATION. The proposed/negotiated price of the Contract

Kick-off Meeting, (Section B.4.1 and C.3.1), represents the known requirement and minimum obligation of the Government.

B.3.2 MAXIMUM FUNDING OBLIGATION. The total maximum funding for this Contract and all associated Delivery Orders is ___$TBD____. The maximum funding obligation may be increased upon the mutual agreement of the Government and Contractor by way of a bi-lateral modification.

Note: After testing, vehicles must be made available for GSA sale at the test site. Under no circumstances will additional, separate costs be permitted. For example, storage costs, fees for services associated with the GSA sale of test vehicles, and noncompliance technical meetings held at the contractor’s site are not permitted as separate cost items.

These costs, if any, must be included in the fixed test prices set forth in Section B.4 through B.8.

The following notes apply to the specific Contract Line Item Numbers (CLINs) noted in the next sections B.4.1 – B.4.5:

* Buses with a gross vehicle weight rating (GVWR) of more than 10,000 lbs are designated as Type 1. Buses with a GVWR of 10,000 lbs or less are designated as Type 2.

** The following CLIN for each contract year is optional and a contractor does NOT need to include this capability in their proposal:

“Standard 110* Type 2 (optional)”

It is important for the offeror to know that this is an optional test that a contractor does not need to have in-house test procedures for, does not need to have facilities/equipment to accomplish this specific test, and does not have to demonstrate previous experience performing similar testing. If NHTSA chooses to execute this test with a contractor on a delivery order, the NHTSA COR and the contractor would work in conjunction to develop test procedures, evaluate facilities/equipment needed, and work together to acquire such resources needed for this test.

*** Represents the total cost for installation of platform lift onto contractor’s test fixture, calibration and installation of all required test instrumentation and execution of a compliance test.

**** The following CLIN for each contract year covers miscellaneous investigation work beyond the standard test procedure:

“Additional investigation work reimbursed at cost”

On an as needed basis, this CLIN shall be used for miscellaneous investigation work beyond the standard test procedure(s). It may include, but is not limited to, additional pictures/videos, removal of parts from the vehicle, installation of new parts, and taking additional measurement(s). Note: These are cost reimbursement CLINs for this contract and any subsequent Delivery Order. At Delivery Order issuance, the Contractor will provide the Government with an estimate for the cost reimbursement CLINs (if applicable). The Contractor’s invoice for the cost reimbursement CLINs shall include copies of the actual vendor invoices (if applicable). The cost reimbursement items identified are subject to change by the NHTSA COR provided that (1) the cost for the test item does not exceed the funds available for procuring the items and that (2) the Contractor has not begun fulfilling the order. The Delivery Order will include a not-to-exceed amount for the cost reimbursement CLIN. If the costs exceed the not-to-exceed amount obligated on the Delivery Order, the Contractor shall notify the Contracting Officer and the COR prior to incurring said costs. The Government will reimburse the Contractor at actual costs for the cost reimbursement CLIN in accordance with FAR Part 31.

B.4 PRICE SCHEDULE

B.4.1 BASE YEAR ONE PRICING

Contract award date through Twelve (12) months thereafter

Total Maximum Amount Year One ___$TBD____

Known Requirement, Contract Line Item Number (CLIN) 1001

CLIN Item Fixed Unit Price

1001 Kick-off Meeting $

Unknown Requirements

1002 Standard 110 Type 2* (optional)** $ 1003 Standard 110 Type 2*, not including deflated tire rim retention test (S4.4.1(b))

1004 Standard 111 – Mirror System $

1004.1 Standard 111 – Video System $

1005 Standard 120 Type 1* $ 1006 Standard 131 $ 1007 Standard 217 $ 1008 Standard 220 $ 1009 Standard 221 $ 1010 Standard 222 (with no passenger seat belts) $

1010.1 add-on: with lap belts $

1010.2 add-on: quasi-static inside vehicle S5.1.6 (lap-shoulder belt)

1010.3 add-on: quasi-static outside vehicle S5.1.6 (lap-shoulder belt)

1010.4 add-on: with wheelchair anchors (per position) $

1010.5 add-on: buckle side limit $ 1011 Standard 301S Type 1* $ 1012 Standard 301 Type 2* $ 1013 Standard 403 Public Use Lift *** $ 1014 Standard 403 Private Use Lift *** $ 1015 Standard 404 Public Use Lift *** $ 1016 Standard 404 Private Use Lift *** $ 1017 Additional investigation work reimbursed at cost ****

B.4.2 BASE YEAR TWO PRICING

End of Contract Year One through Twelve (12) months thereafter

Total Maximum Amount Year Two ___$TBD____

2002 Standard 110 Type 2* (optional)** $ 2003 Standard 110 Type 2*, not including deflated tire rim retention test (S4.4.1(b))

2004 Standard 111 – Mirror System $

2004.1 Standard 111 – Video System $

2005 Standard 120 Type 1* $ 2006 Standard 131 $ 2007 Standard 217 $ 2008 Standard 220 $ 2009 Standard 221 $ 2010 Standard 222 (with no passenger seat belts) $

2010.1 add-on: with lap belts $

2010.2 add-on: quasi-static inside vehicle S5.1.6 (lap-shoulder belt)

2010.3 add-on: quasi-static outside vehicle S5.1.6 (lap-shoulder belt)

2010.4 add-on: with wheelchair anchors (per position) $

2010.5 add-on: buckle side limit $ 2011 Standard 301S Type 1* $ 2012 Standard 301 Type 2* $ 2013 Standard 403 Public Use Lift *** $ 2014 Standard 403 Private Use Lift *** $ 2015 Standard 404 Public Use Lift *** $ 2016 Standard 404 Private Use Lift *** $ 2017 Additional investigation work reimbursed at

B.4.3 BASE YEAR THREE PRICING

End of Contract Year Two through Twelve (12) months thereafter

Total Maximum Amount Year Three ___$TBD____

3002 Standard 110 Type 2* (optional)** $ 3003 Standard 110 Type 2*, not including deflated tire rim retention test (S4.4.1(b))

3004 Standard 111 – Mirror System $

3004.1 Standard 111 – Video System $

3005 Standard 120 Type 1* $ 3006 Standard 131 $ 3007 Standard 217 $ 3008 Standard 220 $ 3009 Standard 221 $ 3010 Standard 222 (with no passenger seat belts) $

3010.1 add-on: with lap belts $

3010.2 add-on: quasi-static inside vehicle S5.1.6 (lap-shoulder belt)

3010.3 add-on: quasi-static outside vehicle S5.1.6 (lap-shoulder belt)

3010.4 add-on: with wheelchair anchors (per position) $

3010.5 add-on: buckle side limit $ 3011 Standard 301S Type 1* $ 3012 Standard 301 Type 2* $ 3013 Standard 403 Public Use Lift *** $ 3014 Standard 403 Private Use Lift *** $ 3015 Standard 404 Public Use Lift *** $ 3016 Standard 404 Private Use Lift *** $ 3017 Additional investigation work reimbursed at

B.4.4 BASE YEAR FOUR PRICING

End of Contract Year Three through Twelve (12) months thereafter

Total Maximum Amount Year Four ___$TBD____

4002 Standard 110 Type 2* (optional)** $ 4003 Standard 110 Type 2*, not including deflated tire rim retention test (S4.4.1(b))

4004 Standard 111 – Mirror System $

4004.1 Standard 111 – Video System $

4005 Standard 120 Type 1* $ 4006 Standard 131 $ 4007 Standard 217 $ 4008 Standard 220 $ 4009 Standard 221 $ 4010 Standard 222 (with no passenger seat belts) $

4010.1 add-on: with lap belts $

4010.2 add-on: quasi-static inside vehicle S5.1.6 (lap-shoulder belt)

4010.3 add-on: quasi-static outside vehicle S5.1.6 (lap-shoulder belt)

4010.4 add-on: with wheelchair anchors (per position) $

4010.5 add-on: buckle side limit $ 4011 Standard 301S Type 1* $ 4012 Standard 301 Type 2* $ 4013 Standard 403 Public Use Lift *** $ 4014 Standard 403 Private Use Lift *** $ 4015 Standard 404 Public Use Lift *** $ 4016 Standard 404 Private Use Lift *** $ 4017 Additional investigation work reimbursed at

B.4.5 OPTION YEAR FIVE PRICING

End of Contract Year Four through Twelve (12) months thereafter

Total Maximum Amount Option Year Five ___$TBD____

5002 Standard 110 Type 2* (optional)** $ 5003 Standard 110 Type 2*, not including deflated tire rim retention test (S4.4.1(b))

5004 Standard 111 – Mirror System $

5004.1 Standard 111 – Video System $

5005 Standard 120 Type 1* $ 5006 Standard 131 $ 5007 Standard 217 $ 5008 Standard 220 $ 5009 Standard 221 $ 5010 Standard 222 (with no passenger seat belts) $

5010.1 add-on: with lap belts $

5010.2 add-on: quasi-static inside vehicle S5.1.6 (lap-shoulder belt)

5010.3 add-on: quasi-static outside vehicle S5.1.6 (lap-shoulder belt)

5010.4 add-on: with wheelchair anchors (per position) $

5010.5 add-on: buckle side limit $ 5011 Standard 301S Type 1* $ 5012 Standard 301 Type 2* $ 5013 Standard 403 Public Use Lift *** $ 5014 Standard 403 Private Use Lift *** $ 5015 Standard 404 Public Use Lift *** $ 5016 Standard 404 Private Use Lift *** $ 5017 Additional investigation work reimbursed at

(End of Section B)

SECTION C - DESCRIPTION/ SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

As part of its mission to reduce fatalities and injuries caused by motor vehicle crashes, the National Highway Traffic Safety Administration (NHTSA) promulgates Federal Motor Vehicle Safety Standards (FMVSS). Manufacturers of motor vehicles and items of motor vehicle equipment are required to certify that each product they sell in the United States meets the requirements of all applicable safety standards. The work described in this contract will enable the agency to meet its mission by assuring that motor vehicles continue to meet applicable safety standards.

C.2 DESCRIPTION

The Contractor shall furnish qualified technical personnel, facilities and equipment to perform inspection and compliance testing services to determine conformance of motor vehicles to the requirements of FMVSS. At the time of award, the Contractor must have all necessary personnel, facilities and equipment. The Government will provide the Contractor with the test vehicles as Government Furnished Property (GFP). The Contractor shall perform and complete testing and associated inspections within the time specified in the Delivery Schedule (Section F.3), and shall submit deliverables as required therein.

C.3 SPECIFIC CONTRACT REQUIREMENTS

C.3.1 KICKOFF MEETING

Within two (2) weeks of Contract award, the Contractor shall participate in an initial project meeting at DOT Headquarters with the Contracting Officer’s Representative (COR), other NHTSA staff, and the Contracting Officer (CO). The purpose of the meeting will be to review contract details, performance, milestones/deliverables, and to discuss any other contract issues that need to be addressed prior to the start of testing.

The estimated length of time for the meeting is two (2) hours.

C.3.2 TEST PROCEDURES (TPs)

The Contractor shall perform all applicable work in accordance with the testing requirements of the FMVSS and the applicable Test Procedures (TPs). The TPs are listed in Section J.

The Contractor shall use the following test information that correspond with the Contract Line Item Numbers (CLINs) in Section B.

• The TPs for Standard 222 are intended for two passenger seats and two barriers for each applicable test. Add-on line items for Standard 222 are intended to be ordered along with “Standard 222 (with no passenger seat belts)”, but can be ordered separately in cases where additional tests are needed;

• All 222 tests, with add-ons, shall be combined on one FMVSS Standard No. 222 test report per vehicle, unless otherwise indicated by the COR. “Standard 222 (with no passenger seat belts)” covers the 222 tests for:

S5.1.2 Seat back height, position, and surface area.

S5.1.3 Seat performance forward.

S5.1.4 Seat performance rearward.

S5.1.5 Seat cushion latching and retention.

S5.2.1 Barrier-seat separation.

S5.2.2 Barrier height, position, and rear surface area.

S5.2.3 Barrier performance forward.

S5.3.1.3 Head form force distribution.

S5.3.2.2 Knee form force distribution.

• Add-on for “with lap belts” indicates the 207/210 tests for the seat belts and anchorage (as described in appendix A of the 222 test procedure), the 222 tests for occupant labeling, and the 208 tests for seat belt checks and lockability (as described in appendix B of the 222 test procedure). This add-on is intended for tests on two passenger seats.

FMVSS 222 S5.1.6 Quasi-static test of compartmentalization and Type 2 seat belt performance.

FMVSS 222 S5.5 Labeling.

FMVSS 208

FMVSS 207

FMVSS 210

• Add-on for “quasi-static inside vehicle” indicates the 222 tests for quasi static seat back, tests for occupant labeling, and the 208 tests for seat belt checks and lockability (as described in appendix B of the 222 test procedure). This add-on is intended for tests on two passenger seats to be performed inside the vehicle.

S5.1.6 Quasi-static test of compartmentalization and Type 2 seat belt performance.

S5.5 Labeling.

FMVSS 208

• Add-on for “quasi-static outside vehicle” indicates the 222 tests for quasi static seat back, tests for occupant labeling, and the 208 tests for seat belt checks and lockability (as described in appendix B of the 222 test procedure). This add-on is intended for the quasi static tests on two passenger seats to be performed outside of the vehicle.

S5.1.6 Quasi-static test of compartmentalization and Type 2 seat belt performance.

S5.5 Labeling.

FMVSS 208

• Add-on for “with wheelchair anchors” indicates the 222 tests for wheelchair securements (as described in appendix C of the 222 test procedure). This add-on is intended for one wheelchair position.

S5.4.1 Wheelchair securement anchorages.

S5.4.2 Wheelchair securement devices.

S5.4.3 Wheelchair occupant restraint anchorages.

S5.4.4 Wheelchair occupant restraints.

• Add-on for “buckle side limit” indicates the 222 tests for the buckle side limits. This add-on is intended for tests on two passenger seats.

S5.1.7 Buckle side length limit.

In addition to meeting the requirements of the TP, the Contractor shall follow its internal Quality Assurance/Quality Control (QA/QC) management plans as described in Section C.4.1. Internal QA/QC management plans may be used only after approval by the COR.

In addition, the Contractor may use detailed “in-house” check-off-sheet style test procedures based on the applicable TPs with the approval of the COR. After approval, these procedures are referred to as “Contractor Test Procedures.”

C.3.3 TEST VEHICLES

The Contractor shall inspect and accept test vehicles at time of receipt of each vehicle.

Test vehicles may be delivered to the Contractor by the government, by dealer/distributors or by third party transporters.

At the time of receipt of each test vehicle, the Contractor shall perform an inspection that includes the following:

a) The tires and wheel rims are new.

b) There are no dents or other interior or exterior flaws in the vehicle body.

c) The vehicle has been properly prepared and is in running condition.

d) The glove box contains an owner's manual, warranty document, consumer information, and extra set of keys.

e) Proper fuel filler cap is supplied on the vehicle.

f) All options listed on the “window sticker” are present on the test vehicle.

g) The VIN (vehicle identification number) on the vehicle condition report matches the

VIN on the vehicle.

The Contractor shall notify the COR within 24 hours after a test vehicle has been delivered. The Contractor shall also notify the COR within 24 hours if any issues or concerns are identified regarding the test vehicle during the inspection process.

The Contractor shall be responsible for the storage and security of the vehicles from receipt until sale or transfer from its facility.

Test vehicle(s) shall not be driven by the Contractor on public roadways.

C.3.4 MEASUREMENT AND TEST EQUIPMENT

The Contractor shall implement and maintain a test instrumentation calibration system in accordance with this contract and all applicable TPs.

Before the Contractor initiates testing required under the contract, a test instrumentation calibration system shall be implemented by the Contractor and maintained in accordance with established calibration practices. The calibration system shall be set up and maintained as follows:

a) Standards for calibrating the measuring instruments and test equipment shall be stored and used under appropriate conditions to assure their accuracy and stability.

b) All measuring instruments and test equipment shall be calibrated by the Contractor, or a commercial facility, against a higher order standard at periodic intervals NOT EXCEEDING 6 MONTHS FOR EQUIPMENT/INSTRUMENTS. The standards shall be reviewed to make sure they are the latest industry standard at least once every 12 months. If a newer, more stringent standard version is adopted, the COR shall be notified and the Contractor shall update their procedures to meet the new standard requirements, if requested by the COR. Records, showing the calibration traceability to the National Institute of Standards and Technology (NIST), shall be maintained for all measuring and test equipment.

c) All measuring instruments and test equipment shall be labeled by the Contractor with the following information:

1) Date of calibration

2) Date of next scheduled calibration

3) Name of the technician who calibrated the equipment

d) A written calibration procedure shall be provided by the Contractor including, at a minimum, the following information for all measurement and test equipment:

1) Type of equipment, manufacturer, model number, etc.

2) Measurement range

3) Accuracy

4) Calibration interval

5) Type of standard used to calibrate the equipment

(calibration traceability of the standard must be evident)

6) The actual procedures and forms used to perform the calibrations.

e) Records of calibration for all test instrumentation shall be kept by the Contractor in a manner that assures the maintenance of established calibration schedules. All such records shall be readily available for inspection when requested by the COR. The calibration system will need the acceptance of the COR before the test program commences.

f) Test equipment shall receive a calibration adjustment immediately prior to a test and a calibration check after the test. This check shall be recorded by the test technician(s) and submitted with the final report.

g) The Contractor may be directed by the COR to evaluate its data acquisition system.

h) The system shall indicate whether it complies with the International Standard ISO

10012:2003, “Quality Assurance Requirements for Measuring Equipment,” the American National Standard ANSI/NCSL Z540-1, “Calibration Laboratories and Measuring and Test Equipment - General Requirements” and/or other standard criterion.

NOTE: In the event of a failure to meet the standard's minimum performance requirements, additional calibration checks of some critically sensitive test equipment and instrumentation may be required for verification of accuracy. The necessity for the calibration will be at the COR’s discretion and will be performed without additional cost to the Government.

C.3.5 DEVIATION FROM TEST PROCEDURES

The Contractor shall conduct testing only in accordance with the applicable Test Procedures and FMVSS, and any previously approved Contractor Test Procedures, and shall notify the COR if any deviations are necessary. The Contractor shall seek and receive approval from the COR prior to initiating any deviations. The COR is authorized to approve such deviations as long as the deviation does not affect the prices or change the scope stated in this contract.

C.3.6 STORAGE OF TEST VEHICLES, ITEMS, PARTS, COMPONENTS, AND

EQUIPMENT

Test items which have “passed” or “failed” compliance requirements shall be stored by the Contractor at no additional cost to the Government until receipt of disposition instructions by the COR. In all cases, the Contractor shall properly dispose of all test items that have been tested upon approval by the COR at no additional cost to the Government.

Unused test items shall be returned by the Contractor to the Government or properly disposed of at no additional cost as authorized by the COR.

The final determination of “passed” or “failed” shall be made by the COR upon acceptance of the Final Test Report. Therefore, no test items shall be destroyed or disposed of until authorized by the COR.

C.3.7 TEST ACCESS

No individuals, other than Contractor personnel directly involved in the compliance testing program, shall be allowed to witness any vehicle compliance test unless specifically authorized by the COR. It is the Contractor's responsibility to secure the test site area during a test and to shield the test area from public view by the use of canvas or other blocking devices.

No individuals, other than Contractor personnel directly involved in the compliance testing program, shall be allowed to inspect NHTSA test vehicles or witness vehicle preparation without prior written permission from the COR.

All communications with vehicle manufacturers shall be referred to the NHTSA COR.

The Contractor shall not release test data without the permission of the NHTSA COR.

C.3.8 DATE AVAILABILITY

The Contractor shall make all vehicle preliminary compliance test data available to the COR within four hours after the test. Final test data, including digital printouts and computer generated plots, shall be furnished to the COR within five (5) business days after the test. Additionally, the Contractor shall analyze the preliminary test results as directed by the COR.

All backup data sheets, recordings, plots, technicians’ notes, etc., shall be either sent to the COR or destroyed at the conclusion of each delivery order, as directed by the COR.

The Contractor shall protect and segregate data collected during compliance testing covering the period before and after each vehicle test.

C.4 CONTRACT DELIVERABLES

C.4.1 QUALITY ASSURANCE/QUALITY CONTROL (QA/QC) MANAGEMENT PLAN

Within 14 days of the effective date of this contract, the Contractor shall resubmit either its QA/QC management plan certification or the QA/QC management plan information it provided with its offer, including any updates to the certification or plan information.

Revisions to specific plan information shall be submitted to the COR as they occur. If the Contractor provides a certification, in lieu of specific plan information, the Contractor shall notify the COR immediately of any changes in the status of its certification.

Under this contract, a QA/QC Management Plan consists of either a current certification to: (1) ISO 9001:2008; (2) ISO/IEC 17025:2005; or (3) the applicable American Association for Laboratory Accreditation (A2LA); or, in lieu of certification, the following information: (1) the date of the plan; (2) the name(s) and position(s) of the plan’s authorizing official(s); (3) an organization chart and summary that identifies the individual(s) designated as QA/QC manager(s) or persons responsible for enforcing the implementation of the QA/QC plan; (4) an explanation of the procedures used when a problem occurs in a test; (5) an explanation of how the Contractor monitors the calibration of instruments/equipment and assures calibration schedules are met; (6) an explanation of how the Contractor certifies the quality of final test reports; (7) an explanation of the training and monitoring performed to assure test personnel know the applicable test procedures and regulations; (8) an explanation of how the Contractor verifies all requirements and specifications in the applicable Federal Motor Vehicle Safety Standards and test procedures are met; and (9) an explanation of how the Contractor will address or compensate for the unplanned departure of primary personnel.

In addition, the QA/QC management plan shall consist of the requirement that the Contractor maintain the entire vehicle compliance testing area, test fixtures and instrumentation in a neat, clean and painted condition with test instruments arranged in an orderly manner consistent with good test laboratory housekeeping practices.

C.4.2 TEST INSTRUMENTATION CALIBRATION PROCEDURES

Within 14 days of the effective date of the contract, or prior to commencing the first compliance test under this contract (whichever occurs first), the Contractor shall provide a copy of its test instrumentation calibration procedures to the COR. The procedures shall explain how the Contractor implements and maintains its instrumentation calibration system in accordance with established calibration practices and in accordance with Section C.3.4. of this contract. (See Section C.3.4, Measurement and Test Equipment, for further description of the required procedures).

C.4.3 CONTRACTOR’S IN-HOUSE LABORATORY TEST PROCEDURES

Prior to conducting the first test of each FMVSS test, the Contractor shall provide the COR with a detailed in-house test procedure and detailed check-off lists. The test procedure shall include a step-by-step description of the methodology to be used for verifying compliance of test vehicles to the applicable FMVSSs. Each test procedure shall include at a minimum, general requirements, list of test equipment, photograph/video requirements, pre and post-test requirements, test execution process, and data sheets. The check-off list shall document the step-by-step test execution process and shall be used in conjunction with the test procedure. The test technician shall use check-off lists to document the completion of each step within the test process to ensure every step is completed in the proper sequence as required. Provisions for issuance and control of the Contractor’s test procedures and check-off lists also shall be addressed within its QA/QC management plan.

The TPs listed in Section J are requirements of the contract and must be met by the Contractor. They also may be used as a basis for the Contractor to develop its in-house procedures and check-off lists.

C.4.4 TEST SCHEDULE

Within 14 days of the receipt of each test vehicle, the Contractor shall provide a test schedule which identifies the Contractor’s proposed testing schedule, including start and completion dates for each test for each vehicle consistent with test vehicle deliveries, COR priorities and COR approval of required contractor test documentation (in accordance with Sections C.4.1.-C.4.3). The test schedule shall be updated monthly, or as required by the COR, and submitted with the monthly status reports. The Contractor shall maintain a testing schedule which indicates a logical progression of compliance test execution. The test schedule shall provide sufficient time for the last test to be completed on or before the first day of August and for the last acceptable final report to be completed and submitted to the COR on or before the first day of September of each year.

The Government may request that the Contractor adjust a previously approved test schedule for any reason including to permit a test vehicle to be tested to other FMVSS as may be required by the Government. The Contractor shall comply with these requests.

All testing shall be coordinated to allow monitoring by the COR.

C.4.5 MONTHLY STATUS REPORTS

No later than the 15th day of the month following the month being reported, the Contractor shall provide a monthly status report. The report shall be submitted electronically to the COR and to the Contract Specialist in PDF format via e-mail. The report shall consist of the following:

a) Vehicle make, model, model year, and NHTSA number;

b) Date of vehicle receipt, date of vehicle condition report;

c) A test schedule for each Standard that includes the scheduled test date, actual test date, pass/fail, draft report submission date, final report submission date, invoice submission date, and date of vehicle transfer (if applicable);

d) Discussion of specific actions that have been taken to correct performance problems and/or delays. The Contractor may also use this report to suggest improvements.

C.4.6 TEST FAILURE REPORTS

Within four (4) hours of a test failure, the Contractor shall provide summary notification of that failure to the COR. This summary notification may be transmitted via telephone or e-mail.

Within 24 hours of a test failure, the Contractor shall provide the COR with a written notification that includes the following information: FMVSS, test date, laboratory, contract and delivery order number, project engineer’s name, vehicle make/model/year, NHTSA number, VIN, vehicle build date, test failure description, relevant data (plots, values, etc.), section of the standard failed, date of notification to COR, and the name of the individual that notified the COR. A sample form the contractor may use will be provided, upon request, by the COR.

C.4.7 DRAFT AND FINAL TEST REPORTS

An electronic draft test report is required within 14 days after the completion of each test.

The test report, including its organization and the content of the test data sheets, shall comply with the applicable TP. The first four pages of the test report shall be in the format provided in Attachment 2.

The COR will review and provide comments, if necessary, after receipt of the Draft Test Report. The Contractor shall return corrected draft reports to the COR, addressing all COR comments, within three (3) days.

Optical disc copies of the Final Test Report and full resolution pictures/video shall be delivered to the COR within seven (7) days after the Contractor receives the COR’s signed and accepted Final Test Report.

C.4.8 VEHICLE CONDITION REPORT FORM

The COR will provide the Vehicle Condition Report Form to the Contractor at the beginning of the contract period. The form will be in a Microsoft Office compatible file type, such as Microsoft Word or Microsoft Excel. The Contractor shall use this form to document the condition of the vehicle at the time it is received and inspected at the Contractor’s test site. After each test, a copy of the form including both the pre-test and post-test condition of the vehicle shall be completed by the Contractor. The completed vehicle condition report shall be submitted with the Final Test Report. The complete report shall be included on the optical discs containing the Final Test Report in PDF format. The Final Test Report must contain the completed vehicle condition report;

without the vehicle condition report the Final Test Report will not be accepted.

(End of Section C)

SECTION D - PACKAGING AND MARKING

D.1 GENERAL INSTRUCTIONS

Preservation and packaging of all shipments or mailing of all work delivered under this contract shall be done in accordance with good commercial practices and to ensure acceptance by common carrier (if applicable) and safe transportation at the most economical rate(s).

Required deliverables shall be submitted to the applicable personnel identified in Section F.

D.2 FORMATTING TEXT AND IMAGE DELIVERABLES

For those deliverables submitted electronically as text or image files, the following specifications apply.

D.2.1 TEXT

Text files shall be delivered in Microsoft WORD 2010 format or PDF format. Font type of Times New Roman with a font size of 12 shall be used throughout the document. The Contractor shall minimize additional formatting as much as possible (e.g., avoid use of columns). Avoid using any design/layout elements (however, see D.2.2, D.2.3, and D.2.4 below).

D.2.2 CHARTS AND GRAPHS

The Contractor shall develop charts or graphs using Microsoft EXCEL 2010 and shall insert these in the appropriate places within the text document. The Contractor shall also provide the Microsoft EXCEL source file from which charts or graphs were developed.

D.2.3 ILLUSTRATIONS

NHTSA’s Office of Communication Services is responsible for developing or acquiring most illustrations found in NHTSA publications. These illustrations can take two forms:

a) Graphics – In the majority of cases, the Office of Communication Services will develop any needed graphics in collaboration with the COR. The Contractor shall provide text, graphs, and charts following the guidelines stipulated in D.2.1 and D.2.2 above. In some cases, the Contractor may be required to develop graphics. In these cases, the Contractor shall use only software approved by the U.S. Government Printing Office (e.g., Adobe Illustrator);

b) Photographs – When photos are used in Agency publications, the Office of Communication Services typically uses existing photos or photos purchased through royalty-free sources. In the event the Contractor must supply photos for use in a publication, the photos must be high resolution images at least 300 dpi at the size used in the publication. Photos shall be supplied on an optical disc in either .tif format (for scanned images) or .jpg (for images downloaded to the optical disc directly from the digital camera.). NOTE: If a photograph is supplied by an outside source (Contractor, grantee, national organization, etc.), a release form must accompany the photo indicating that the human subjects in the photo authorize NHTSA to use the photo in its publications and on its Internet site. The Contractor is responsible for ensuring that the necessary arrangements have been made with the photographer and the subjects in the photo to ensure that NHTSA has unlimited rights to use the images in print and on the web. The Contractor shall obtain, and provide to NHTSA, a written statement indicating that NHTSA has unlimited, unrestricted rights to the use of the photos.

D.2.4 WEB-BASED IMAGES

Occasionally, web-based images may be used in NHTSA publications. The Contractor is cautioned that copyright laws restrict use of many of these images even if this is not expressly indicated at the website. Additionally, the resolution of most web-based images is not high enough to provide a clear image when published. For these reasons, web-based images should not be used.

(End of Section D)

SECTION E – INSPECTION AND ACCEPTANCE

E.1 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

The contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address (es): https://www.acquisition.gov/browse/index/far

52.246-4 Inspection of Services – Fixed-Price (AUG 1996)

E.2 INSPECTION AND/OR ACCEPTANCE

The COR as designated in this contract shall be responsible for performing the inspection of all services rendered under this contract. The COR shall also be responsible to the Contracting Officer for recommending acceptance of supplies or services, or recommending replacement/correction of nonconforming supplies or services that fail to meet the contract requirements.

(End of Section E)

SECTION F – DELIVERABLES OR PERFORMANCE

F.1 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at the address below:

https://www.acquisition.gov/browse/index/far

52.242-15 Stop-Work Order (AUG 1989) 52.247-35 F.o.b. Destination, Within Consignee’s Premises (APR 1984)

F.2 PERIOD OF PERFORMANCE

All work required hereunder including preparation, submission, review, and acceptance of final reports shall be completed within five (5) years of the effective date of the contract. Delivery Orders may only be issued during this period. Testing ordered under Delivery Orders shall be completed within the timeframe of the Delivery Order, and in accordance with FAR 52.216-22, “Indefinite Quantity”.

All work and services required hereunder shall not exceed sixty (60) months from the date of contract award, inclusive of four (4) Base years and one (1) Option year. The Government reserves the right to exercise the option year to extend the term of the Contract for one (1) year, subject to the provisions of Section I.3.5, Option to Extend the Term of the Contract.

Base Year 1 = Contract Year 1: Date of Contract Award thru 12 Months Base Year 2 = Contract Year 2: End of Contract Year 1 thru 12 Months Base Year 3 = Contract Year 3: End of Contract Year 2 thru 12 Months Base Year 4 = Contract Year 4: End of Contract Year 3 thru 12 Months Option Year 5 = Contract Year 5: End of Contract Year 4 thru 12 Months

Delivery Orders issued prior to the expiration date of the contract, and not completed within that timeframe, shall be completed by the Contractor within the time specified under the Delivery Order provided that it does not exceed twenty-four (24) months from the end of the contract.

The Contractor is required to abide by the terms and conditions of the contract until the conclusion of the Delivery performance period.

The period of performance for each Delivery Order will be specified within the Delivery Order.

F.3 MILESTONES & DELIVERABLES (M/D)

F.3.1 DELIVERY SCHEDULE

M/D

Paragraph Number

Milestone / Deliverable Description

Due Date

1 C.4.1 Quality Assurance/Quality

Control (QA/QC) Management Plan (D)

Within fourteen (14) days after date of Contract Award

2 C.4.2 Test Instrumentation/Equipment Calibration Procedures (D)

Prior to commencing the first compliance testing under the contract, or within 14 days of the effective date of the contract (whichever occurs first).

3 C.4.3 Contractor’s In-House Laboratory Test Procedure for each Standard

(D)

Prior to conducting the first test of each

FMVSS.

4 C.4.4 Test Schedule (D) Within 14 days of receipt of each test vehicle.

5 C.4.5 Monthly Status Reports (D) No later than the 15th day of each month following the month being reported.

6 C.4.6 Test Failure Report (D) Summary notification within 4 hours of the failure. Written notification, including the relevant data, within 24 hours of the failure.

7 C.4.7 Draft Test Report in electronic format (D) Within 14 days after completion of test.

8 C.4.7 Response to COR’s Comments on Draft Test Report (M)

Within 3 days after receipt of the Draft Test Report comments.

9 C.4.7 Final Test Report, Pictures, Video, and Data (D)

Within 7 days after receipt of COR’s signed and accepted Draft Test Report.

10 C.4.8 Vehicle Condition Report (D) To be submitted with each Final Test Report.

F.3.2 PLACE OF DELIVERY OF REPORTS

Mailing Address M/D Number Number of Deliverable Copies

DOT/National Highway Traffic Safety Administration Office of Vehicle Safety Compliance (NEF-240) Attention: [Insert COR Name]

1-8,10 1 via E-Mail

1200 New Jersey Avenue, SE [Insert Office] Washington, DC 20590 E-mail: [Insert COR Email]

9 *

*The Contractor shall submit two (2) optical discs / USBs which include the final report, vehicle condition report(s), picture(s), video(s), and applicable electronic data.

Note: Prior to submission of the optical discs / USBs of the final report/data, the final report shall be electronically transmitted to the COR to facilitate electronic signature for acceptance.

The COR will sign the report then send the electronic file, containing the signature back to the contractor for the purposes of placing the file on a disc. The final report shall be in PDF format.

If a Final Test Report is returned to the laboratory for correction, the report date shall be changed to the date of re-submission. Delivery of an unacceptable Final Test Report will not be construed as meeting the due date specified in F.3.1.9. In no event shall the return of a report for correction be deemed to waive the Government’s right to specific performance of the contract, with respect to any other deliverables required under the resultant contract. NHTSA’s invoicing processing center will withhold payment of a Contractor’s invoice until the Final Test Report is approved by the COR.

If the test procedure does not specify video coverage, then video is not a required deliverable.

The specifications for the electronic files are described in Section H.11.

The specifications for the video are described in Section H.12.

F.4 SECTION 508 COMPLIANCE

All electronic and information technology procured, developed or delivered under this contract shall meet applicable accessibility standards, as specified in 36 CFR Part 1194. 36 CFR Part 1194 implements Section 508 of the Rehabilitation Act of 1973, as amended, and is viewable at http://www.section508.gov.

All contract deliverables covered by Section 508 shall be accessible to people with disabilities. Reports and other deliverables provided in electronic media, including web-based intranet and internet format shall conform to applicable accessibility standards, including at a minimum, the following provisions:

1194.21, Software Applications and Operating Systems 1194.22, Web-Based Intranet and Internet Information and Applications 1194.24, Video and Multimedia Products 1194.31, Functional Performance Criteria 1194.41, Information, Documentation, and Support

This standard is available for viewing at the Access Board web site at http://www.access-board.gov/sec508/standards.htm and guides for specific sections are available at http://www.access-board.gov/sec508/guide/.

(End of Section F)

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

Definitions. As used in this clause—

1. Contract financing payment has the meaning given in FAR 32.001.

2. Payment request means a bill, voucher, invoice, or request for contract financing payment or invoice payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), “Content of Invoices,” this clause, and the applicable Payment clause included in this contract.

3. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests.

4. Invoice payment has the meaning given in FAR 32.001.

a. Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Governmentwide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.

b. The Department of Transportation utilizes the Delphi eInvoicing web-portal for processing invoices. For vendors submitting invoices, and certain grantees submitting payment requests, they will be required to submit invoices to Operating Agency (NHTSA) electronically via the Delphi eInvoicing web-portal which is accessed via https://einvoice.esc.gov, and is authenticated via www.login.gov. All persons accessing the Delphi eInvoicing web-portal will be required to have their own unique user Delphi eInvoicing ID and be credentialed through login.gov. See www.login.gov for instructions.

c. In order to receive payment and in accordance with the Prompt Payment Act, all invoices submitted as attachments in the Delphi eInvoicing web-portal must contain the following:

i. Invoice number and invoice date.

ii. Period of performance covered by invoice.

iii. Contract number and title.

iv. Task/Delivery Order number and title (if applicable).

v. Amount billed (by CLIN), current and cumulative.

vi. Total ($) of billing.

vii. Cumulative total billed for all contract work to date.

viii. Name, title, phone number, and mailing address of person to be contacted in the event of a defective invoice.

If the contract includes allowances for travel, all invoices which include charges pertaining to travel expenses will catalog a breakdown of reimbursable expenses with the appropriate receipts to substantiate the travel expenses.

1. Electronic authentication. See www.login.gov for instructions. Click on the following link for instructions on establishing a login.gov account: https://login.gov/help/.

2. To create a login.gov account, the user will need a valid email address and a working phone number.