6. RFQ 693JJ926R000030, Proposed T.O. #2 Traffic Records Assessments, Final (07-31-2026).docx

SOLICITATION NUMBER

693JJ925R000030, Task Order 002

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 “Traffic Records Technical Support Services - Assessments”. 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 Lauren.Weitzel.ctr@dot.gov and 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 CEILING AMOUNGS

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 GSA Schedule holder’s base Contract. Additional Labor categories submitted outside of those defined in the successful GSA Schedule holder’s base Contract shall be submitted for review and/or approval of the Contracting Officer. However, the established GSA Schedule 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.

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 Manager The Project Manager is responsible for overseeing projects performed under this Task Order (e.g., a specific state’s traffic records assessment, a state’s impaired driving assessment).

B.4.3 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.4.4 Assessment Facilitator The Assessment Facilitator is a subject matter expert responsible for coordinating the traffic records assessment with State officials. The position acts in the role as the spokesperson for all the assessors when communicating with the State. This includes assisting State officials to prepare for the assessment, reviewing the assessors’ findings, negotiating a consensus between assessors where necessary, and briefing the State on assessment results.

B.4.5 Assessor The Assessor is responsible for evaluating and rating a State’s responses to the questions posed under specific modules in the Traffic Records Program Assessment Advisory, 2018 Edition (Attachment J.4). The Assessor 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 Assessor must have the following qualities: (1) strong writing skills evidenced by published papers, articles, reports, or other professional documents; and (2) experience in gathering or researching, formulating, and synthesizing information.

B.4.6 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.4.7 Systems Analyst The Systems Analyst is responsible for monitoring state respondent’s and assessor’s usage in the Traffic Records Improvement Program Reporting System (TRIPRS) and identifying any technical issues that impact the assessments conducted in TRIPRS. The Systems Analyst shall have advanced knowledge of Oracle databases and as necessary will consult on system solutions to help assessments operate more efficiently and effectively. The Systems Analyst must have experience working with traffic records programs and information technology.

B.4.8 Administrative Support Administrative Support positions have duties that include scheduling meetings or conferences, answering phones, making copies, managing files and electronic communications, organizing maintenance on office equipment and creating documents and presentations.

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

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.

The Traffic Records Improvement Program Reporting System (TRIPRS) is the online application tool that NHTSA uses to conduct assessments and to collect and analyze information about State safety programs. TRIPRS currently houses different modules; however, the most widely used module is the State Traffic Records Assessment Program (STRAP), which NHTSA uses to assess States’ crash, driver, vehicle, roadway, citation and adjudication, and injury surveillance data systems, as well as how States manage their Traffic Records Coordinating Committee (TRCC) strategic planning for traffic records, and how States use and integrate data from their traffic records data systems. Traffic Records Assessments are voluntary, and States may request a STRAP assessment at any time. States may choose to do the full STRAP assessment of all nine modules (TRCC management, crash, driver, vehicle, etc.) or pick and choose pick and choose a single module or any combination of modules. While States now have options to self-assess, several states continue to request a STRAP assessment, making it the most used module in TRIPRS.

TRIPRS also includes modules for technical assistance and grant monitoring. These include the Crash Data Improvement Program (CDIP) to assess the quality of States crash data systems; the Mapping module to measure how States data aligns to MMUCC, MIRE, or other data standards; the Safety Program Assessment (SPA) module that includes assessments for NHTSA’s Pedestrian and Bicycle, Impaired Driving, and Occupant Protection safety programs; and the State Electronic Data Collection (SEDC) grant monitoring module. In addition, TRIPRS houses a document library, which NHTSA uses to catalogue documents that States submit to support their responses to the questions posed by the different modules in TRIPRS. NHTSA has the capacity to add additional program assessment modules to TRIPRS to address any programmatic needs requiring an assessment. For this Task Order, all references to TRIPRS includes all existing and any future component modules.

NHTSA is constructing a robust environment capable of storing and analyzing data collected in TRIPRS. This Task Order is critical to supporting these objectives, and the Contractor will provide user support and conduct assessments and analyze the data within the TRIPRS system. Specifically, the Contractor shall have the ability to use advanced features in TRIPRS, which are beyond the skills of external users. The Contractor is not expected to perform systems programming and the IT operations and administration, which are the responsibility of another provider. The Contractor shall retain their external user job role but also functions in testing, training, and first-tier support for TRIPRS. The Contractor shall be a specialist in the business processes of TRIPRS and provide support to NHTSA and assist TRIPRS users and States participating in assessments.

C.2 OBJECTIVE

The objective of this Task Order is (1) to provide user support for the TRIPRS IT system, (2) to conduct assessments using the different TRIPRS modules, and (3) to analyze the data collected in TRIPRS. Specifically, the Contractor will conduct assessments during the period of performance, which require the Contractor to furnish and manage facilitators and assessors sufficient to complete these assessments. The Contractor shall provide technical support and training for users of the TRIPRS system. This includes providing training and help desk assistance to (a) the State users who enter data into TRIPRS to participate in an NHTSA assessment program, and (b) the facilitators and assessors who conduct assessments. Also, the Contractor will assist the NHTSA Traffic Records Team to develop policies and procedures for the collection, management, and analysis of data in the TRIPRS database.

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), Contracting Officer (CO), and other interested NHTSA personnel in an online webinar. The Contractor shall anticipate two (2) hours for this meeting. The purpose of this meeting is to (1) discuss the administration of the Task Order, and (2) to discuss the project’s objectives, planned course of action, milestones and deliverables, and any other issues the Contractor or Government identifies.

The Contractor shall first 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. After the Contractor, has presented their prepared briefing, the Contractor, COR, and other Government representatives will discuss specific details of the project.

C.4.2 Work Plans Within two (2) weeks of the kickoff meeting, the Contractor shall update the proposed work plans (as evidenced by the Contractor’s proposal) based upon agreements reached in the initial meeting with the COR. These work plans shall include a description of all project tasks and how they will be conducted and include a complete list of project milestones and deliverables. Within two (2) weeks from the time NHTSA receives the Contractor’s work plan, the COR will either approve the plan or will contact the Contractor for revisions.

The level of effort required for this task will depend upon the number of ongoing assessments. There are currently five (5) assessment modules within TRIPRS, including the traffic records assessments, the crash data improvement program, the pedestrian and bicycle program assessment, the impaired driving program assessment, and the occupant protection program assessment. In addition to the full traffic records assessment of all nine modules, States may now pick and choose a single module or any combination of modules. Before the award of the Task Order base year and each option year, NHTSA will estimate the number and types of assessments for each year based on States requests for TRIPRS assessments. Assessments may be fully virtual, require travel, or include a hybrid of both.

Within two (2) weeks of any subsequent option year award, the Contractor shall update the existing work plan that describes all the project tasks and an updated list of project milestones and deliverables.

C.4.3 Recruit and Retain Subject Matter Experts The Contractor shall work with the NHTSA Traffic Records Team and any partnering agencies or organizations to identify and maintain a pool of SMEs who are willing, able, and approved by the NHTSA COR to work as assessors, module leaders, or facilitators in States where they have not worked as a State employee. This pool of experts must be sufficient to staff all required assessments in a given fiscal year. As stated in Task C.4.2, NHTSA will inform the Contractor of the estimated number and types of assessments upon award of the base Task Order year and each option year.

SMEs capable of conducting programmatic assessments are necessary to fulfill this obligation. SMEs for Traffic Records Assessments 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 in 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 an assessment. The ability to write and communicate effectively is of critical importance as assessments provide final written deliverables directly to State customers.

Each assessment will require an assessment facilitator. The assessment facilitator 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 assessment facilitator 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). Assessment facilitators give overall guidance and support to the assessment process in addition to being a representative for NHTSA to State customers. As the person with overall responsibility for the assessment process and deliverables, assessment facilitators 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.

The Contractor shall secure all personnel required to conduct each assessment including the assessment facilitator, assessors, and technical writer. The Contractor may use the hiring vehicle that best suits the needs of the Contractor or assessment team. All assessment personnel selections must be approved in writing by the NHTSA COR before assignment. Once the NHTSA COR approves, all personnel must be under contract or another hiring vehicle before work on each assessment begins. The Contractor shall ensure that all contracted assessment personnel requiring TRIPRS assessment module training receives it before the beginning of each assessment. Also, the Contractor shall provide pre-assessment kickoff support to the NHTSA COR, State Coordinator, and facilitator by coordinating and participating in pre-assessment kickoff planning teleconferences, training webinars, and making any requested alterations to the assessment team.

Although it is anticipated that some SMEs may not be recommended for use on future assessments, the Contractor shall endeavor to minimize this occurrence from happening. All assessment SMEs - both the assessment facilitator 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 assessment levels or role in which the candidate should participate. All first-time SMEs must be partnered with experienced SME teams for their first assessment and may not act as an assessment facilitator. First-time SMEs are considered on probationary status until they have successfully completed one assessment.

After a new SME completes their first assessment, the Contractor shall conduct a post-assessment review of that SME. This should include conversations with the experienced assessment members assigned to the new SME, a review of their work product and a review of the overall assessment 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 assessment 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 TRIPRS Training for Facilitators, Assessors, and State Coordinators Webinars The Contractor shall provide appropriate training for the assessment facilitators, assessors, State coordinators, and other users for each TRIPRS module, as necessary. Specifically, the STRAP, the Mapping, the CDIP, the SPA, the SEDC, the document library, and any other modules that may be added to TRIPRS.

The bulk of this training will be related to the traffic records assessments in STRAP. This includes (a) managing the State assessment and assigning respondents and assessors to each question, (b) responding to assessment questions, (c) rating the responses to each question, and (e) exporting the final assessment report from the STRAP module.

A traffic records assessment begins at two-week intervals, follows an established schedule, and takes approximately ninety (90) days to complete. The schedules for the CDIP, SPA, and other modules are determined jointly by NHTSA and the States or other entities as applicable.

C.4.5 Assessment Logistics Support The Contractor shall schedule and facilitate the kickoff meetings for each assessment, provide support for the logistics of planning assessments, and support the facilitator and NHTSA COR during each assessment. This may entail participation in phone calls with the State, assisting with logistical arrangements, and ensuring that the assessment has been set up in the TRIPRS environment before the kickoff meeting. Assessments may be fully virtual, require travel, or include a hybrid of both. If an Assessment requires travel, the Contractor shall provide support for travel logistics. Also, the Contractor shall work with the TRIPRS IT Contractor and NHTSA program stakeholders to ensure that the necessary IT functionality, including access to the TRIPRS assessment modules, is available before the start of each assessment.

C.4.6 Conduct Assessments The Contractor shall ensure that the facilitator and assessment team members are undertaking their assigned duties within the designated timeframes per the procedures manual for each assessment module in TRIPRS. (See attached J.1, Procedures Manual for State Traffic Records Assessments). This includes the review of submitted data, submission of requests for clarification, ballots, ratings, and recommendations as appropriate. This applies to the technical writers and facilitator and their associated responsibilities for oversight, coordination, and the writing, production, and distribution of the final report.

Assessments may be fully virtual, require travel, or include a hybrid of both. If an assessment requires travel, the Contractor shall provide support for conducting onsite assessment activities.

During the course of each assessment, 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 State point of contact.

C.4.7 Assessment Report Out Meeting The Contractor shall assist the facilitator in making any required logistical arrangements related to the assessment report-out, whether online via webinar or on- site for each assessment. If the assessment report out meeting requires travel, the Contactor shall provide support including any or all of the following*:

· Travel arrangements for assessment 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 assessments abide by the same effort.

C.4.8 Documentation

The Contractor shall maintain and organize all documentation associated with each assessment—schedules, staffing details, etc. so NHTSA can easily retrieve the information.

C.4.9 TRIPRS Help Desk

This task is to provide technical support for users with any problems they encounter interacting with the different TRIPRS modules. Specifically, the Contractor shall establish and operate a help desk for all TRIPRS users.

The hours for TRIPRS usage are 8:00 AM to 8:00 PM Eastern time zone, Monday through Saturday as needed during an active assessment. The bulk of the State users responding to questions will use the system during weekday business hours. However, many assessors will access the system during weekday evenings and weekends. The Contractor will be expected to provide system monitoring and other routine work during normal and peak usage periods.

The Contractor should be available to interact with the DOT Office of Chief Digital and Information Officer (OCDIO), the NHTSA Traffic Records Team, and TRIPRS IT contractors to deal with disaster recovery activities, system planning /coordination meetings, etc. on an as-needed basis. Most system maintenance affecting system availability is conducted on Sundays or between 1:00 AM and 6:00 AM Eastern time zone on weekdays.

The critical factor in resolving problems with TRIPRS is communication. The Contractor shall communicate directly with the TRIPRS IT contractor responsible for the operations and maintenance of TRIPRS, so that stakeholders are abreast of all issues and progress towards resolutions.

All Contractor staff assigned to this Task Order shall have, or be able to obtain, USDOT credentials for accessing systems resources and, if needed, will be issued a DOT laptop for accessing the NHTSA domain.

C.4.10 Designing Enhancements to TRIPRS

As a source of technical assistance for TRIPRS users, the Contractor shall seek to identify programming needs that will enhance the business processes. The Contractor will work as necessary with the NHTSA COR, the NHTSA Traffic Records Team, other NHTSA safety programs, and the TRIPRS IT contractors in the design and development of new modules for additional safety program assessments, enhancements for existing modules, and assessment data analysis as identified and requested by the COR. This shall include, but is not limited to, providing subject matter experts for updating program assessment questions, developing program assessment criteria, developing analytic tools to query the TRIPRS data, and producing analytic reports on data from the TRIPRS modules.

The Contractor shall be responsible for identifying and documenting TRIPRS change requests. At a minimum, these changes shall be reported in the monthly report or as soon as any bug or enhancement becomes needed, the Contractor should notify the COR and the TRIPRS IT contractor of the request. All change requests will be implemented by the appropriate party as designated by the NHTSA COR.

C.4.11 Phase-In and Phase-Out Periods

C.4.11.1 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.4.11.2 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.4.12 Final Report

At the end of the Task Order base year and at the end of each Option Year, the Contractor shall develop and submit a Final Report, detailing all assessments and tasks conducted throughout the year.

C.4.13 Travel and Per Diem Rates

It is expected that, from time to time as set forth in the requirements detailed in Section C, 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 preparation, submission, review, and acceptance of final deliverables shall be completed by no later than 12 months after award and shall comply with the Deliverables and Milestones section of this Task Order.

F.1.2 Option Period The Government reserves the right to exercise up to four (4) 12-month Option Period to extend the end date of performance of this Task Order by up to forty-eight (48) additional months. The total possible period of performance (to include the renewal Option Periods and a six (6) month extension, if exercised) is sixty-six (66) months.

F.2 MILESTONES AND DELIVERABLES

Deliverables and Milestones for this Task Order are reported below.

F.2.1 Deliverable (D)/Milestone (M) Schedule

Item No.

F.3 PLACE OF DELIVERY:

Unless otherwise specified, deliverables shall be furnished, electronically, to the following email addresses:

2, 7, 8, 10-13, 16 Department of Transportation National Highway Traffic Safety Administration NSA221 - Records Group Email: TBD@dot.gov

National Highway Traffic Safety Administration NFO300 - Office of Acquisition Management E-mail:TBD

F.4 REPORTING REQUIREMENTS

F.4.1 Monthly Progress Reports

The Contractor shall submit a monthly progress report electronically by e-mail to the NHTSA COR by the tenth (10th) day of each month following the month being reported. The monthly progress report documents the work performed that month and justifies the cost of the invoice.. The monthly progress report shall include actions occurring during the reporting month, actions anticipated for the coming month, any problems (either programmatic or contractual) encountered during the reporting month and corrective actions taken, any actions requested of NHTSA, and any significant cost-savings measures taken by the Contractor during the reporting month.

At a minimum, this report shall include a narrative description of the following items:

a. Accomplishments made during the reporting period including a usage list of Help Desk contacts, description of services provided including project plan updates, percent work complete, dependencies, and risks.

b. Funds status by major cost element, month’s obligations, cumulative obligations, estimated cost to complete, percent of cost expended versus percent of completion, and overall burn rate.

c. Preliminary or interim results, conclusions, trends or other items of information that the Contractor believes are of interest to NHTSA.

d. Plans for accomplishments in the next reporting period.

e. Problems or delays that the Contractor has experienced in the conduct of services and suggestions to remedy the problem(s), and update on outstanding issues.

f. Requests for specific actions that the Contractor would like NHTSA to undertake to help alleviate a problem.

The monthly reports shall be emailed to the COR (TO) in Microsoft Word format and shall also include the voucher for the previous month’s activities (if any) with the report. Any charges on the voucher shall reflect the work reported on the Monthly Report.

Prior to initial submission, a sample progress report shall be submitted to the COR (TO) for review and feedback within two (2) weeks of project award. Within two (2) weeks of receipt of monthly report(s), the COR will provide comments to the Contractor on the monthly report content.

F.4.2 Monthly Financial Reports

The Contractor shall submit a monthly financial report electronically by e-mail to the NHTSA COR by the tenth (10th) day of each month following the month being reported. Labor distribution by task, labor summary, and details of expenditures shall follow the format to be specified later by NHTSA.

F.4.3 Meetings, Conferences and Conference Calls

Meetings, conferences, and conference calls between NHTSA and the Contractor will be required during the term of the Contract to discuss progress, address challenges, and identify opportunities. The frequency of regular recurring meetings (e.g., monthly progress meetings) will be determined at the kickoff meeting (task C.4.1). All other meetings will be determined and scheduled as necessary. The Contractor shall create meeting minutes for all such meetings and provide to the COR within two (2) working days after the meeting conclusion.

The Contractor shall collaborate and communicate effectively with various NHTSA contractors on shared tasks and responsibilities using methods including webinars, teleconference calls, and meetings with the presence of NHTSA staff.

F.5 COMPLIANCE WITH REHABILITATION ACT

The Contractor shall be required to ensure that electronic documents it prepares will meet the requirements of Section 508 of the Rehabilitation Act. The Rehabilitation Act requires that all electronic products prepared for the Federal Government be accessible to persons with disabilities, including those with vision, hearing, cognitive, and mobility impairments. When an electronic document developed under this effort have been identified by NHTSA as necessary and required to meet the requirements of Section 508, it is understood that all reasonable costs incurred by the Contractor that are associated with meeting the requirements for Section 508 compliance with be fully reimbursed by the Government.

The Contractor should review Section 508 of the Rehabilitation Act https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards and the Federal IT Accessibility Initiative (home page) http://section508.gov/ for further information on these requirements.

(End of Section F)

SECTION G ‑ TASK ORDER ADMINISTRATION

G.1 SUBMISSION OF INVOICES

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

Definitions. As used in this clause—

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

1. 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 Task Order.

1. Electronic form means an automated system transmitting information…