5. RFQ 693JJ926R000030, Proposed T.O. #1 Traffic Records GO Teams, Final (07-31-2026).docx

SOLICITATION NUMBER

693JJ925R000030, Task Order 001

INSTRUCTIONS FOR TECHNICAL AND COST PROPOSALS

The National Highway Traffic Safety Administration (NHTSA) hereby issues a fair opportunity Task Order Request for Proposal under the TBD IDIQ for a project entitled “GO Teams Technical Assistance”. The estimated period of performance is sixty (66) months inclusive of four (4) option periods and a six (6) month extension. Attached the Offeror will find the Statement of Work and Milestones and Deliverables associated with this Task Order RFP. It is requested that Offerors review the requirements of this Task Order and submit the technical and cost proposal in accordance with the instructions specified in Section L of this RFP.

Should Offerors have any technical questions related to the RFP, Offerors must submit those formally, via email to Lauren Weitzel at Lauren.Weitzel.ctr@dot.gov and NHTSAOAM@dot.gov by no later than 2:00PM EST, 08/07/2026.

If the Offeror declines to make an offer, please notify the Contract Specialist in writing via email. Declining to make an offer will not affect any future Task Order proposals being offered under the IDIQ contract.

The signed proposal is due to Lauren Weitzel, Contract Specialist, by no later than 2:00pm EST, 08/31/2026. It is preferred that Offerors submit proposals via e-mail to NHTSAOAM@dot.gov. NHTSA cannot receive email messages containing a ZIP attachment; the file will be removed, as all ZIP files are blocked at this time. Other file types (e.g. Word, PowerPoint, PDF, etc.) can be received.

In addition to the Technical and Cost Proposal, a signed SF 33 shall be submitted with the Offerors submission.

PART I ‑ THE SCHEDULE

SECTION B – SCHEDULE OF PRICES

B.1 SUPPLIES/SERVICES

The Contractor shall furnish the necessary qualified personnel, facilities, materials, supplies, equipment, and services to execute a Time and Materials (T&M) Task Order in accordance with the Statement of Work, Section C, and other terms and conditions of this Task Order.

B.2 PRICE/COST CELING AMOUNTS

Total $TBD

B.3 PRICE SCHEDULE DEFINITIONS AND SPECIAL PROVISIONS

B.3.1 “Labor Categories”

The labor categories included within this Task Order shall be the same as those outlined in the successful IDIQ Contract. Additional Labor categories submitted outside of those defined in the successful IDIQ Contract shall be submitted for review and/or approval of the Contracting Officer. However, the established IDIQ labor rates are preferred.

B.3.2 “Fixed Loaded Hourly Rates”

As used in this Task Order, “Fixed Loaded Hourly Rates” are composed of the hourly rates paid to an individual (“Base Rate”) within a specific Labor Category plus merit and or cost of living increases if applicable plus indirect costs such as Fringe Benefits, Overhead, Facilities Capital Cost of Money (FCCM), General and Administration (G&A) and Fee or Profit. Those cost elements which apply to Loaded Hourly Labor Rates shall be negotiated and fixed at time of Task Order award and shall remain fixed for the entire term of the Task Order (to include Option Years).

B.3.3 “Regular Loaded Hourly Labor Rates”

Regular Loaded Hourly Labor Rates reflect rates paid to a Contractor’s or Sub-Contractor’s employee for work performed during the employee’s normal workweek (generally 40 hours per workweek).

B.3.4 “Off-Site Loaded Fixed Labor Rates”

As used in this Task Order, “Off-Site Loaded Fixed Labor Rates” are those loaded hourly labor rates that apply to Contractor or Subcontractor employees whose work is performed at other than a Federal government facility. This includes work performed at the Contractor’s or Subcontractor’s place of business.

B.3.5 “Overtime”

Overtime is defined as hours worked by a Contractor or sub-contractor’s employees over and above the employees’ normal workweek. “Overtime Premium” means the difference between the Contractor’s regular loaded hourly labor rate and the loaded rate charged for and employee working in excess of 40 hours per week. Employees considered as “non-exempt” (as defined by the US Department of Labor) are eligible for overtime premiums for overtime. Hourly labor rates paid to “exempt” employees (as defined by the US Department of Transportation) are not eligible for overtime premiums for overtime. Overtime shall be used only when approved in advanced by the Contracting Officer.

B.3.6 “Treatment of Subcontractor’s Labor Costs”

For Labor Costs incurred by Subcontractors (if applicable), the Contractor shall be reimbursed at cost for such labor including appropriate indirect costs. Indirect costs include only those costs clearly excluded from the Contractor’s Regular Loaded Hourly Labor Rates and allocated in accordance with the Contractor's usual accounting practices consistent with FAR Part 31. The Contractor is not permitted to apply fee or profit to the cost of Subcontractor Labor.

B.3.7 “Materials, Travel, Supplies, and all Other Direct Costs”

The Contractor shall be reimbursed for all allocable, allowable, fair, and reasonable costs (to include indirect costs as applicable) for materials, supplies used in the performance of this Task Order. Indirect costs may be applied to those costs discussed in this Section (i.e. B.3.6) only to the extent that those indirect costs are:

1) not also recovered as part of the Contractor’s Regular Loaded Hourly Labor Rates.

2) applied consistently and in accordance with the Contractors usual account practices consistent with FAR Part 31.

B.3.8 “Travel Costs”

Travel costs shall be reimbursed in accordance with FAR Part 31, as applicable to the Task Order, including all appropriate indirect costs allocated in accordance with the Contractor’s usual account practices consistent with the FAR.

Costs incurred for lodging, meals, and incidental expenses shall be reimbursed only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in the Federal Travel Regulation.

Non-reimbursed Travel: travel expenses of any kind incurred for personal convenience between home and Contractor’s business location (or, the case of subcontractor personnel, home and the subcontractor) shall not be reimbursed hereunder. Costs for travel to and from NHTSA shall not be reimbursable under this Task Order. Any questions concerning NHTSA travel policy shall be directed to the Contracting Officer before cost are incurred.

B.4 DESCRIPTION OF LABOR CATEGORIES

The following paragraphs define the duties each labor category is responsible for performing. Subject to prior written approval of the Contracting Officer, the Contractor may revise the list and/or labor category descriptions provided.

B.4.1 Senior Program Manager

A Senior Program Manager (PM) is the individual designated as having overall responsibility for the conduct of the project and who serves as the main point of contact with the COR. A PM develops and monitors the work plan and organizes and monitors Contractor staff for the purpose of meeting project objectives. A PM has experience managing research projects on traffic safety problems, and typically has expertise in research design, data analysis, preparing research reports, and applying research findings to countermeasure development. A PM will comply with project management policies and procedures as required in the contract.

B.4.2 Project Assistant The Project Assistant provides logistical support to the Project Manager and is responsible for administrative tasks such as scheduling and recording meetings and assembling and disseminating information to project staff.

B.4.3 Technical Writer The Technical Writer is not necessarily a traffic records SME but is responsible for interviewing Traffic Records SMEs and conducting research to write technically accurate content about State traffic records data systems. The Technical Writer must have experience conducting research and developing training materials, as well as being proficient in information design, information architecture, and writing high-level consumer information.

B.4.4 Subject Matter Expert The Subject Matter Expert (SME) is responsible for diagnosing a specific technical issue with a State’s traffic records system and working with other SMEs and that State to develop a plan to address that specific issue to improve the traffic records system. The SME must have experience in at least one of the following traffic records data systems or topic areas: crash, vehicle, driver, citation and adjudication, roadway, injury surveillance, Traffic Records Coordinating Committee management, Strategic Planning, or Data Integration. The SME must have the following qualities: (1) strong writing skills evidenced by published papers, articles, reports, or other professional documents; (2) experience in gathering or researching, formulating, and synthesizing information; (3) public speaking, evidenced by experience in presenting information to groups of people; (4) interviewing skills and techniques; and (5) computer competency (i.e., word processing, internet research, and e-mail use, at a minimum).

B.5 PRICE SCHEDULE

B.5.1 Base Year (Year 1)

Prices shall cover the performance period from the effective date of Task Order award through twelve (12) months thereafter.

From: XX/XX/2026 To: XX/XX/2027

Total ODCs

Total Labor Cost

ESTIMATED AMOUNT

B.5.2 Option Period 1 (Year 2)

Prices shall cover the performance period from the end of (Year 1) through twelve (12) months thereafter.

From: XX/XX/2027 To: XX/XX/2028

Total ODCs

Total Labor Cost

ESTIMATED AMOUNT

B.5.3 Option Period 2 (Year 3)

Prices shall cover the performance period from the end of (Year 2) through twelve (12) months thereafter.

From: XX/XX/2028 To: XX/XX/2029

Total ODCs

Total Labor Cost

ESTIMATED AMOUNT

B.5.3 Option Period 3 (Year 4)

Prices shall cover the performance period from the end of (Year 3) through twelve (12) months thereafter.

From: XX/XX/2029 To: XX/XX/2030

Total ODCs

Total Labor Cost

ESTIMATED AMOUNT

B.5.3 Option Period 4 (Year 5)

Prices shall cover the performance period from the end of (Year 4) through twelve (12) months thereafter.

From: XX/XX/2030 To: XX/XX/2031

Total ODCs

Total Labor Cost

ESTIMATED AMOUNT

B.5.3 Option Period 5 (Year 6)

Prices shall cover the performance period from the end of (Year 5) through six (6) months thereafter.

From: XX/XX/2031 To: XX/XX/2032

c

Total ODCs

Total Labor Cost

ESTIMATED AMOUNT

(End of Section B)

SECTION C ‑ DESCRIPTION, SPECIFICATIONS, WORK STATEMENT

C.1 BACKGROUND

The National Highway Traffic Safety Administration (NHTSA) is an agency within the U.S. Department of Transportation. NHTSA’s mission is to save lives, prevent injuries, and reduce the economic costs of traffic crashes. NHTSA accomplishes this in part by analyzing accurate traffic records data to identify traffic safety problems and design effective countermeasures to reduce injuries and deaths caused by crashes. NHTSA promotes a comprehensive, systematic approach to assessing the performance of traffic records systems and works with several partners in the public and private sector, including national non-profit organizations, to achieve this vision and mission.

NHTSA’s Traffic Records Team provides coordinated guidance, outreach, best-practices, training, and technical assistance designed to improve the timeliness, accuracy, completeness, uniformity, integration, and accessibility of State crash, driver, vehicle, roadway, citation and adjudication, and injury surveillance databases. The Traffic Records Team is tasked with helping States improve their traffic safety data collection, management, and analysis capabilities through evaluation, training, and technical assistance.

NHTSA’s Traffic Records GO Team program is designed to provide resources and assistance to State traffic records professionals as they work to better their traffic records data collection, management, and analysis capabilities. GO Teams are the vehicle NHTSA uses to deliver technical assistance to State Traffic Records programs including the Crash Data Improvement Program (CDIP), data standards Mappings, and the traffic records strategic planning workshops. In addition, GO Teams are NHTSA’s response to States’ requests for assistance with their unique traffic records issues. NHTSA gathers small groups of one to three non-Federal subject matter experts (SMEs) to help States address their unique traffic records issues ranging from pinpoint assistance with a single database to broader assistance with Traffic Records Coordinating Committee (TRCC) management, strategic planning, and data integration.

Sample Scopes of GO Team Projects A State may request specific technical assistance targeting a challenge in their traffic records system, or to provide technical training to State traffic records program managers. The issue must have a clearly delineated scope appropriate to the GO Team program— generally a smaller scale, short-to-medium term need. The most appropriate topics will likely address an issue detailed in the State’s traffic records strategic plan or identified during the State’s most recent traffic records assessment. The following examples represent common challenges that could be of the appropriate scale for a GO Team.

Crash Data Improvement Program (CDIP) The CDIP examines the quality of a State’s crash database and provides specific recommendations to improve the quality of a State’s crash data and improve safety decisions. The CDIP assesses and measures the data quality of States’ crash databases according to the CDIP guideline https://crashstats.nhtsa.dot.gov/Api/Public/ViewPublication/812419.

Specifically, the CDIP examines the six data quality characteristics - timeliness, accuracy, completeness, uniformity, integration, and accessibility – and helps the State develop a suite of data quality performance measures. The CDIP facilitates discussions with key stakeholders (State crash database administrators and managers, State Traffic Records Coordinating Committee \ members, State highway safety offices and State DOT safety office personnel, local traffic safety personnel and other interested Federal, State, and local traffic safety professionals) on a set of critical data items and data quality measurements to assess those items.

Mappings The Mapping technical assistance program provides States with a measure of alignment between their State traffic records system (crash, roadway, driver, vehicle, citation/adjudication, or injury surveillance) and the prevailing national guideline. For example, a MMUCC Mapping examines the State's police crash report and data system documentation to determine alignment with the most recent edition of MMUCC. SMEs follow the updated mapping rules in the most recent edition and determine alignment of the State’s data documentation to MMUCC using the TRIPRS Mapping module, an established IT asset.

Strategic Planning NHTSA developed a strategic planning workshop to help States develop their overall traffic records strategic plan. This technical assistance provides support for State TRCCs in their strategic planning and trains the TRCC members on decision-making methods to help prioritize traffic records grant requests.

TRCC Management

· Assist TRCC coordinators and chairs to build an effective TRCC. Facilitate sessions with the full State TRCC to define their multiple roles in Traffic Records.

· Advise a State in the pre-design phase for new or upgraded systems to share expertise on how to include data quality management and measurement functions within the RFP or internal IT design documents.

Crash Database

· Assist a State with the measurement of their crash data quality across the six performance attributes: timeliness, completeness, accuracy, uniformity, integration, and accessibility. Help a State identify or develop appropriate performance measures and metrics to improve data quality.

· Train State crash data collectors, processors, maintainers, and users on the importance of quality crash data and how this helps to improve safety decisions.

· Help a State develop a plan to collect the EMS Universally Unique Identifier (UUID) on crash reports, to enable linkage with injury data systems.

· Assist a State in creating or improving their crash data documentation (e.g., PCR, data dictionary, law enforcement instruction manual) to better align with the most recent MMUCC edition.

Driver/Vehicle

· Help a State improve data quality by improving integration between various databases and creating, for example, an error/edit output for anytime a transfer failure occurs and a tracking process to ensure that found errors are corrected.

· Help a State develop strategies to improve vehicle data quality by ensuring vehicle owner records on the vehicle file are congruent with the driver’s record on the driver database— particularly useful in States where titles and registrations are processed by county offices.

· Improve the completeness and accuracy of the drivers’ history of convictions by helping the State to track shielded Driving Under the Influence (DUI) convictions from the driver file through court diversions (e.g., reduced charges and failures to prosecute).

Roadway

· Help a State develop an effective data governance plan that uses methods of data collection and management that support the detailed needs of individual areas of the State DOT (e.g., bridge management using AASHTOWare Bridge Management (formerly PONTIS), pavement management, and the collection of traffic count data). This could help States aggregate key data elements from their datasets to support safety program management.

· Help a State develop an effective data governance plan to map out the integration of roadway data by identifying and maintaining critical data elements to support linkage/integration within the State DOT and with other traffic records component datasets. A GO Team might help a State by reviewing the State DOT’s current practices and capabilities using spatial and linear referencing to efficiently create a dataset to support Highway Safety Manual (HSM) tools such as -Safety Analyst and Interactive Highway Safety Design Model (IHSDM) using the Model Inventory of Roadway Elements (MIRE) Fundamental Data Elements.

· Help a State develop protocols for data collection and maintenance that addresses innovative data collection techniques. For example, many State DOT systems currently use legacy linear referencing as the location reference system (LRS), as well as GIS/GPS to collect and analyze data. A GO Team can help a State address the challenge of systematically using a uniform map base that supports a cross reference between their legacy linear referencing systems and coordinate-based spatial data.

Citation and Adjudication

· Evaluate existing manual citation processes, recommend an implementation plan that will move a State towards an electronic system and help to design an effective process flow.

· Help develop a "law table" to interpret the local charges and help States to harmonize local and state statute citations so that more accurate data can be collected.

· Help a State improve the court reporting processes so deferred sentences are recorded on a driver record until the case is dismissed.

· Develop strategies to help the courts accept digitally signed electronic citations. Evaluate existing court processes and tools and recommend a modernization plan. Define a full data and process architecture for court and adjudication systems.

Injury Surveillance

· States need hospital/EMS/medical examiner data to provide the FARS system with the information it requires. Data availability hinges on cooperation from the collecting agencies. Agencies often invoke HIPAA as a barrier to sharing data with the FARS analyst. A GO Team can facilitate discussions with data managers and help explain how the data will be used and that confidentiality will be maintained to obtain a data-sharing agreement or Memorandum of Understanding (MOU).

· Help a State develop a data system integration plan using the EMS UUID to link EMS, State Trauma Registry, Vital Records, hospitals, Medical Examiner’s office, rehabilitation, and other injury data systems. Develop strategies using the UUID to link injury data systems with other traffic records data systems, such as the State’s crash data system.

Data Integration

· Evaluate available databases and facilitate discussions between data custodians to allow data sharing and integration between their respective agencies and suggest how integrated data could be used to identify problems and recommend and evaluate countermeasures solutions.

· Assist a State in reviewing its traffic records databases to identify minor modifications to processes that would improve the individual data systems and highlight possible opportunities for integration.

The publication Traffic Records Program - NHTSA Go Teams Training and Technical Assistance provides additional information on GO Teams.

C.2 OBJECTIVE

The objective of this Task Order is to provide NHTSA, States, and local agencies with training and technical assistance support for the GO Team program.

NHTSA anticipates most requests for technical assistance through this Task Order will come from NHTSA and States; however, local governmental agencies and organizational customers are potential Requestors as well. The most likely requestors will be members of State Traffic Records Coordinating Committees (TRCCs) and State Highway Safety Office (SHSO) personnel.

GO Teams are created and dispatched on a first-come, first-served basis and are dependent upon available funding and personnel resources. GO Teams will be deployed on a cost reimbursable basis. It is anticipated that five (5) to ten (10) teams could be deployed during the base year and each option year, with additional teams pending financial and personnel availability.

C.3 ACROYNMS

The following is a list of acronyms used throughout the Statement of Work (SOW). This list may not be exhaustive.

Within two (2) weeks after award, the Contractor shall meet with the NHTSA Contracting Officer’s Representative (COR), the Contracting Officer (CO), and other interested NHTSA personnel. The Contractor shall anticipate no more than two (2) hours for this meeting. The purpose of this meeting is to (1) introduce key personnel, (2) discuss the administration of the contract, and (3) to discuss the project’s objectives, planned course of action, milestones and deliverables, and any other issues the Contractor or Government identifies to help achieve a clear and mutual understanding of the contract requirements.

The Contractor shall conduct a briefing that describes their planned approach. The Contractor shall be prepared with appropriate briefing materials and shall send these materials to the COR two (2) business days before the kickoff meeting. After the Contractor has presented their prepared briefing, the Contractor, COR, and other Government representatives will discuss specific details of the project including contract requirements.

C.4.2 Work Plans Within one (1) week after the kickoff meeting, the Contractor shall submit an updated workplan to the COR. In addition to providing details that reflect agreements and understandings reached at the kickoff meeting, this plan shall include (1) an updated timeline, (2) finalized process for recruiting, reviewing, and approving subject matter experts, (3) an initial list of subject matter experts ready for NHTSA approval (this list shall include at a minimum, one unique SME for each of the nine (9) Traffic Records Advisory modules), (4) answers to any unresolved questions, and (5) further clarification on any requests for additional information. The Contractor must obtain approval of the finalized workplan from the NHTSA COR prior to moving forward with the contract.

C.4.3 Recruit and Retain Subject Matter Experts The Contractor shall prepare for the GO Team program by recruiting SMEs.

The Contractor shall work with the NHTSA Traffic Records Team and any partnering agencies or organizations to identify, recruit, and maintain an adequate pool of SMEs who are willing, able, and approved by the NHTSA COR to work as GO Team members in States where they have not worked as an employee of that State’s traffic records system. “Adequate” in this usage means sufficient to properly staff all requested GO Teams in a given fiscal year, with an average of five (5) to ten (10) per year.

SMEs capable of providing technical assistance or training via NHTSA’s GO Team program are necessary to fulfill this obligation. SMEs must have expertise in one (1) or more of the following areas: TRCC management, operation, support, etc.; traffic records strategic planning; traffic records data integration; traffic records data uses; and traffic records program management. They must have proven successful expertise one (1) or more of the component traffic records data systems (i.e., crash, driver, vehicle, roadway, citation and adjudication, and injury surveillance). Lastly, SMEs must also have an expert understanding of the critical data system quality attributes (i.e., timeliness, accuracy, completeness, uniformity, accessibility, and integration).

SMEs must have the skills and ability to work both collaboratively on assigned teams and independently prior to implementing a GO Team. The ability to write and communicate effectively is of critical importance as GO Teams will often provide final written deliverables directly to State customers. Depending upon the nature of the request, GO Teams may be fully virtual, require travel, or include a hybrid of both. All SMEs must be willing and able to travel to the States that have requested a GO Team; this travel may be a one (1) time trip or several, short trips.

Each GO Team will require a GO Team Leader. The GO Team Leader must meet the requirements of a SME in addition to being knowledgeable in one (1) or more of the following areas: facilitation principles, State and Federal highway safety goals, the NHTSA Traffic Records Program Assessment Advisory (DOT HS 811 644), or the §405(c) State Traffic Safety Information System Improvement Grant requirements (or successor grant program). Ideally, the GO Team Leader should have a minimum of ten or more years of traffic records experience, be highly organized, have experience in mentoring and mediation, and have held a position or participated in a State Traffic Records Coordinating Committee (TRCC). GO Team Leaders give overall guidance and support to the GO Team process in addition to being a representative for NHTSA to State customers. As the person with overall responsibility for the GO Team process and deliverables, GO Team Leaders must possess excellent interpersonal, communication, and writing skills.

The Contractor shall design a process for recruiting, reviewing, and approving new SMEs that is approved by the COR. This process, similar to how Human Resource specialists might hire the best candidate for a position, must include a check of references, a review of all qualifications, and interview (if appropriate) prior to submission to the TR Team and COR for final approval. The contractor shall only supply SME candidates to the TR Team and COR that the Contractor fully supports through their verification process. By submitting a SME candidate to NHTSA, the Contractor is essentially vouching for that person.

GO Team SMEs are to be paid by stipend in equal, monthly distributions over an agreed-upon number of months. Using the GO Team workplan (see section C.4.4.1, Draft GO Team Workplan), the Contractor should estimate the GO Team period of performance for purposes of hiring SMEs.

Although it is anticipated that some SMEs may not be recommended for use on future GO Teams, the Contractor shall endeavor to minimize this occurrence from happening. All GO Team SMEs - both the Leader and team members – are highly public, acting as representatives of a NHTSA sponsored program and thus, must be capable of independent professionalism and diplomacy.

Submission of a candidate SME to the COR shall be in written form, detailing relevant experience, a summary of the Contractor’s conclusions based upon reference checks and interviews, and Contractor recommendations on the types and levels of GO Teams in which the candidate should participate. All first-time SMEs must be partnered with experienced SME teams for their first GO Team and may not act as a GO Team Leader. First-time SMEs are considered on probationary status until they have successfully completed a GO Team initiative.

After a new SME completes their first GO Team, the Contractor shall conduct a post-GO Team review of that SME. This should include conversations with the experienced GO Team members assigned to the new SME, a review of their work product and a review of the overall GO Team evaluations for any comments regarding that person, whether positive or negative. The Contractor shall provide their final recommendations regarding probationary SMEs in the next monthly progress report (F.4.1 Monthly Progress Reports) after the conclusion of the GO Team final report. Recommendations will be reviewed by NHTSA and final guidance will be provided to the Contractor. A favorable recommendation and approval by NHTSA will elevate a probationary SME to experienced SME status.

C.4.4 Conduct Go Teams The NHTSA Traffic Records Team provides GO Teams as a training and technical assistance tool for NHTSA and States seeking support on specific questions or challenges with their traffic records systems. NHTSA intends to deploy between five (5) to ten (10) GO Teams annually (average) - subject to budgetary resources. NHTSA and the States can request GO Team assistance at any time and are approved as budgetary resources are available and within the limits of GO Team scope. After NHTSA approves a GO Team, the TR Team will forward that request to the Contractor, who shall conduct a GO Team per the below.

C.4.4.1 Draft GO Team Workplan Within two (2) weeks of receiving each approved GO Team request, the Contractor shall submit a draft workplan to the COR, which describes the scope of work to be undertaken by the GO Team. The Contractor shall analyze each GO Team request to determine the project complexity and level of effort required to address the request, reflected in an attached, draft budget.

The draft workplan shall include a description of the component tasks or steps required to address the challenge and a justification for the resources required to deploy the GO Team. The draft workplan shall also include the names and qualifications for each proposed GO Team member and Leader. This document is considered a draft and expected to change as additional information and feedback is gathered. NHTSA will use this document to approve and track the resources for each GO Team. As such, the GO Team workplan must be detailed and shall be maintained and updated to reflect any approved changes. The GO Team workplan will also be incorporated into the final report as the basis for evaluating the level of success.

Within two (2) weeks of receiving the draft workplan, the NHTSA COR will review and approve the plan or return it to the Contractor for revisions. The NHTSA COR must approve the draft workplan prior to any continuation of effort.

C.4.4.2 GO Team Assembly Within two (2) weeks of receiving NHTSA COR approval on the draft workplan, the Contractor shall secure all personnel required to run the GO Team. All personnel shall be under contract or other contractual vehicle before they can begin to work on the GO Team.

C.4.4.3 Pre-Kickoff Support Approximately two (2) weeks after the NHTSA COR has approved the draft GO Team workplan, the Contractor and GO Team members shall participate in a pre- kickoff conference call organized by NHTSA. The NHTSA TR Team lead for the GO Team request will schedule and host this pre-kickoff conference call between the Requestor’s point of contact (POC), the NHTSA COR, NHTSA Regional staff as appropriate, the Contractor, and the GO Team leader and members to gather detailed information on the Requestor’s needs.

The purpose of this conference call will be to discuss and reach consensus on the draft workplan. This will include (1) explaining the draft workplan to the Requestor and answering their questions about the proposed approach; (2) requesting more information about the specific issue the Requestor wants the GO Team to address so the draft workplan can be refined; and (3) discussing schedules, communication, and logistics. More than one pre-kickoff conference call may be required for the GO Team members, NHTSA, and the Requestor to reach consensus and refine the workplan.

C.4.4.4 Revised Workplan At least one (1) week before the Kickoff meeting (C.4.4.5, GO Team Kickoff Meeting), the Contractor shall submit a revised workplan to the COR that includes any additional information gathered by the Contractor at the pre-kickoff conference call (C.4.4.3 Pre-Kickoff Support) and any additional ideas proposed by the GO Team members. The revised workplan must be approved by the NHTSA COR prior to any continuation of efforts.

C.4.4.5 GO Team Kickoff Meeting The purpose of the kickoff meeting is to formally commence the GO Team activities. The GO Team members, representatives from NHTSA and the Requestor shall meet either in person or webinar to kick off the GO Team effort. The Contractor shall provide support for this kickoff meeting with the Requestor as needed. This may entail participating in conference calls with the Requestor, assisting with logistical arrangements, and other similar support activities.

C.4.4.6 GO Team Management The Contractor shall ensure that the GO Team Leader and team members are undertaking their assigned duties within the designated timeframes per the GO Team workplan. During the course of each GO Team, the Contractor shall include all appropriate parties in all correspondence and efforts. At a minimum, this shall include the NHTSA COR, the NHTSA TR Team, and the Requestor’s POC. GO Teams may be fully virtual, require travel, or include a hybrid of both. If a GO Team requires travel, the Contractor shall provide support for conducting onsite GO Team activities.

C.4.4.7 GO Team Report Out Meeting At the end of each GO Team, the GO Team members shall participate in a report out meeting or final deliverable meeting. This can be done in person or remotely, but depends on (1) the requesting entity’s preference, and (2) approval to travel by the NHTSA COR. It is the Contractor’s responsibility to ensure that both conditions are met prior to any travel or onsite visit by the GO Team members or Contractor staff. At least two (2) weeks prior to the GO Team report out, the Contractor shall furnish the COR with all final materials (report, presentation, report out agenda, etc.) for review, approval, and update prior to sharing them with the requesting entity.

If the GO Team report out meeting requires travel, the Contactor shall provide support including any or all of the following*:

· Travel arrangements for GO Team members;

· Rental of meeting space if the State or requesting entity cannot provide appropriate facilities for the report-out meeting;

· Ensure that the NHTSA Traffic Records team member, NHTSA COR, and anyone unable to travel can attend remotely via teleconference or webinar capabilities;

· Other logistical support activities deemed appropriate by the COR.

*The Contractor shall make every effort to keep costs within Government per diem rates or to reasonable levels and ensure that the GO Teams abide by the same effort.

C.4.4.8 GO Team Final Reports There are two (2) reports included in this task. One report will go to the State or requesting entity and one report will go to the NHTSA COR.

Report 1 - State or Requesting Entity Final GO Team Report:

Within one (1) month of the conclusion of each GO Team report out meeting (C.4.4.7 GO Team Report Out Meeting), the Contractor shall submit the final GO Team report to the NHTSA COR and TR Team member prepared by the Contractor and GO Team SMEs for review and approval. The GO Team final report must include and document the following components:

1. GO Team Summary (no more than 1 page);

2. Background – this details the requested GO Team technical assistance or training and team selected;

3. Workplan report – this is the final and approved workplan with specifics of the GO Team requested filled in;

4. Outcomes – this details what the GO Team provided to the State or requesting entity for use by them;

5. Conclusions – this details the take-aways for the State or requesting entity.

Within two (2) weeks of receiving comments from NHTSA, the Contractor shall update the GO Team final report and submit it to the State or requesting entity for comments. Within one (1) month of receiving State or requesting entity approval, the Contractor shall provide the NHTSA COR with a final version of the GO Team final report and a draft internal final report version (below).

Report 2 - NHTSA COR Final GO Team Report:

The Contractor shall deliver a draft internal final GO Team report to the NHTSA COR at the same time as the report that will go to the State or requesting entity (above). The NHTSA internal report must include and document all the components of the GO Team final report that will go to the State or requesting entity, plus the following components:

6. Internal Outcomes – this details what the GO Team provided to the State or requesting entity in terms of actual effort made, reports and/or training provided, hours spent, and any additional information pertinent;

7. Evaluations – this details the feedback gathered from the GO Team Evaluations;

8. Internal Conclusions – this details the relative success of the GO Team when comparing the GO Team request, approved workplan with the outcomes and evaluations. If the GO Team effort fell short of expectations, the Contractor (with GO Team member input) shall provide recommendations for future improvement.

Within two (2) weeks of receiving comments from NHTSA, the Contractor shall update the GO Team final internal report and submit it to the NHTSA COR.

C.4.5 Phase-In and Phase-Out Periods

C.4.5.1 Phase-In Period For continuity of operations, the incoming contractor shall be required to participate in a “phase-in period” and provide full cooperation to transition operational responsibilities from the incumbent contractor within 30 days of contract award. This includes the transfer of relevant documentation, access credentials, and operational processes.

C.4.5.2 Phase-Out Period For continuity of operations, it is anticipated that NHTSA shall name a new contractor at least 30 days prior to the end of the period of performance of this Task Order. The incumbent contractor shall be required to participate in a “phase-out period” and provide full cooperation to transition operational responsibilities to the incoming contractor. This includes the transfer of relevant documentation, access credentials, and operational processes.

C.4.6 Final Report

Within one (1) month of the conclusion of the base year and within one (1) month of the conclusion of each option year (if exercised), the Contractor shall submit a Task Order Annual Report to the CO and COR. This report shall include a comprehensive year-in-review of all GO Teams conducted and/or completed within the contract ‘year’ (period of performance), overall GO Team Program success or failure, the Contractor conclusions, and recommendations.

Within one (1) month of the conclusion of the Task Order, inclusive of the base year and any exercised option years, the Contractor shall submit a Final Report to the CO and COR which shall include a review of all GO Teams conducted within the entire period of performance. This document will be used to determine the future of the GO Teams program, so the Contractor is expected to be thorough and objective in their report.

C.4.7 Travel and Per Diem Rates

It is expected that, from time to time as set forth in the requirements detailed in Section 8, the Contractor will be required to travel to NHTSA in Washington, D.C., to accomplish the goals set forth within the Statement of Work. It is also acknowledged that travel may be required by the Contractor and its Subcontractors (if any) to assist in the performance of this work or to attend meetings or other project activities initiated by the COR.

Travel costs will be reimbursed in accordance with FAR Part 31.

The Contractor shall obtain COR/CO approval before scheduling any travel unless specifically stated otherwise in the Task Order. Travel and Per Diem authorized under this Task Order shall be reimbursed in accordance with the Government Travel Regulations currently in effect.

Travel requirements under this Task Order shall be met using the most economical form of transportation available. If economy class transportation is not available, the request for payment voucher must be submitted with justification for use of higher-class travel indicating dates, times, and flight numbers. All travel shall be scheduled sufficiently in advance to take advantage of offered discount rates, unless authorized by the COR.

(End of Section C)

SECTION D – PACKAGING AND MARKING

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

Except as specifically exempted by the Contracting Officer or COR (TO), all deliverables under this Task Order shall be sent in electronic format, as specified in Section F.

For those items that must be ready for printing, the following NHTSA guidelines shall be used:

D.1 TEXT

Text files shall be provided in a .DOC, .DOCX, or .RTF file format via email, or flash drive using the fewest number of formatting tools as possible (i.e. avoid columns, multiple fonts, etc.). Keep it simple. Avoid using any design/layout elements. If the publication has charts and graphs, the contractor shall insert the chart or graph (produced preferably in Microsoft Excel) at the appropriate locations in the publication.

D.2 CHARTS AND GRAPHS

Charts and graphs should be provided in 2 forms:

First, they should be inserted within the text as described above so that the Communication Services Division can see what type of chart of graph is desired (i.e. pie chart, bar chart, etc.). Second, the contractor should include the data files on a flash drive (preferably in Microsoft Excel) that were used to create the charts and graphs used in the publication.

D.3 ILLUSTRATIONS

Illustrations can take two forms:

a. Graphics – The Communication Services Division will develop any needed graphics in collaboration with the COR (TO) and if desired, the COR (TO)’s contractor. The Contractors shall provide only the text files in Word to the COR (TO). In the event that it is necessary for the contractor to develop the graphics, only Government Printing Office (GPO)-approved software such as Adobe Illustrator shall be used.

b. Photographs – When photos are used in Agency publications, the Communication Services Division typically uses existing photos or photos purchased through various sources. In the event that a contractor or other source will supply photos for use in a publication, the photos must be high resolution images preferably at 300 dpi (4” by 5” in size) or higher. They should be supplied on a CD (or submitted electronically) in either a .TIF(usually from a photo that was taken, developed, printed, and then scanned) or a .JPG (usually taken using a digital camera and then downloaded onto a computer or disk) file. 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. In addition, please use caution when allowing contractors to supply photos. Make sure that you know the contractual arrangements they have made with the photographer and the subjects in the photo to ensure that NHTSA has unlimited rights to use the images in print on the web. You must obtain a written statement from your Contractor indicating that NHTSA has unlimited, unrestricted use of the photos.

D.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.

D.5 SECURITY AND PRIVACY PROTECTION

All deliverables and services rendered under this contract/agreement must comply with Federal and DOT security and privacy protection policies and requirements. DOT policies are available for viewing at:

Privacy and Security overview:

https://www.transportation.gov/cio/cybersecurity-privacy-information-assurance

Privacy Policy site links to NHTSA specific policies:

https://www.transportation.gov/individuals/privacy/dot-privacy-policy

NHTSA reserves the right to monitor network activity apart from and independent of the services under the Section C and may require access and rights to install and operate Government furnished monitoring equipment at any Contractor location operating NHTSA equipment or with access to NHTSA systems.

(End of Section D)

SECTION E – INSPECTION AND ACCEPTANCE

E.1 INSPECTION AND/OR ACCEPTANCE

The COR(TO) as designated in this Task Order shall be responsible for performing the inspection of all services rendered under this Task Order and for recommending acceptance of replacement/correction of services or materials that fail to meet the Task Order requirements to the Contracting Officer.

The COR(TO) shall also be responsible to the Contracting Officer for recommending acceptance or replacement/correction of nonconforming supplies or services that fail to meet the Task Order requirements.

Rejection of a final report will delay final payment of costs due under the Task Order. The most common causes for rejecting final reports are:

(End of Section E)

SECTION F – DELIVERIES OR PERFORMANCE

All work required hereunder including…