693JJ9-21-R-000049_toPost (07-16-21).pdf

693JJ921R000049

SOLICITATION, OFFER AND AWARD

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

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

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

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

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

1 64

C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

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

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

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

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

I

J

K

L

M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

H

G

F

E

D

C

B

A

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

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE FACILITY

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

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

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

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

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

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

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

OFFER (Must be fully completed by offeror)

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

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

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

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

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

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

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

AWARD (To be completed by government)

CODE

07/16/2021693JJ921RQ000123

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693JJ9

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

1500 ES 08/26/2021

Thomas J. Bub thomas.bub@dot.gov

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PAGE(S)

Reba Dyer

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

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

1-2 3-8

9-12 13-14 16-23 24-28 29-34

35-41

43-55

56-61

62-64

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

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 64

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

693JJ921R000049

(A) (B) (C) (D) (E) (F)

Request for Proposal entitled "National Level

Vehicle Data/Statistics to Support NHTSA Database and Analysis"

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

National Level Vehicle Data/Statistics to Support NHTSA Database and Analysis

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 CONTRACT SUMMARY

The Contractor shall furnish the necessary qualified personnel, facilities, materials, supplies, equipment, and services to provide the National Highway Traffic Safety Administration (NHTSA) with technical support for the effort entitled “National Level Vehicle Data/Statistics to Support NHTSA Database and Analysis”. The Contractor shall fulfill the work requirements in accordance with the Statement of Work (SOW), Section C, and other terms and conditions of this Contract. Under this Contract, the Government may issue Delivery Orders and Task Orders as necessary to obtain the supplies and services required.

The Government anticipates award of one Indefinite Delivery Indefinite Quantity Contract (IDIQ) contract whereby Firm Fixed-Price (FFP) Delivery Orders and Task Orders will be issued for supplies or services, respectively. This Contract also includes FFP contract level of effort components for Contract year 1, and for the Option years 2 through 5.

B.2 PRICE SCHEDULES

B.2.1 Year One Contract-Level, Known Requirements

Period of Performance: TBD

Item

Description

Data for the month ending

Firm-Fixed Price

10000

Kick-Off Meeting

N/A

10001

National Level Vehicle Registration Data for Cars and Light Trucks with GVW Classes 1–3 for 2021 March 2022

10002

State Level Vehicle Registration Data for Cars and Light Trucks with GVW Classes 1–3 for 2021 March 2022

10003

Reserved

10004

National Level Registration Data for New Cars and Light Trucks with GVW Classes 1–2 (July 1 – December 31, 2021) March 2022

10005 National Level and State Level Registration Data for Motorcycle for 2021 March 2022

10006

National Level Registration Data for Medium and Heavy Vehicles with GVW Classes 3-8 for 2021 March 2022

Total Firm-Fixed Price

B.2.1.1 Year One Optional Requirements month ending

10007

Optional Task Order/Delivery Order(s)

TBD at TO/DO Level

$TBD

B.2.2 Option Year One, Contract Year Two - Contract-Level, Known Requirements month ending

20001

National Level Vehicle Registration Data for for 2022 March 2023

20002

State Level Vehicle Registration Data for Cars

2022 March 2023

20003

National Level Registration Data for New Cars and Light Trucks with GVW Classes 1–2 (Jan 1

– June 20, 2022) August 2022

20004

National Level Registration Data for New Cars

1 – Dec. 31, 2022) March 2023

20005

National Level and State Level Motorcycle Registration Data for 2022 March 2023

20006

National Level Registration Data for Medium

2022 March 2023

B.2.2.1 Option Year One, Contract Year Two - Optional Requirements month ending

20007

B.2.3 Option Year Two, Contract Year Three - Contract-Level, Known Requirements month ending

Firm-Fixed Price

30001

National Level Vehicle Registration Data for for 2023 March 2024

30002

State Level Vehicle Registration Data for Cars

2023 March 2024

30003

National Level Registration Data for New Cars and Light Trucks with GVW Classes 1–2 (Jan.

1 – June 30, 2023) August 2023

30004

National Level Registration Data for New Cars and Light Trucks with GVW Classes 1–2 for

30005

Registration Data for 2023 March 2024

30006

National Level Registration Data for Medium

B.2.3.1 Option Year Two, Contract Year Three - Optional Requirements month ending

30007

B.2.4 Option Year Three, Contract Year Four - Contract-Level, Known Requirements month ending

Firm-Fixed Price

40001

National Level Vehicle Registration Data for for 2024 March 2025

40002

State Level Vehicle Registration Data for Cars

2024 March 2025

40003

National Level Registration Data for New Cars

1 – June 30, 2024) August 2024

40004

National Level Registration Data for New Cars

1 – Dec. 31, 2024) March 2025

40005

Registration Data for 2024 March 2025

40006

National Level Registration Data for Medium

2024 March 2025

B.2.4.1 Option Year Three, Contract Year Four - Optional Requirements month ending

40007 level

B.2.5 Option Year Four, Contract Year Five - Contract-Level, Known Requirements month ending

Firm-Fixed Price

50001

National Level Vehicle Registration Data for for 2025

March 2026

50002

State Level Vehicle Registration Data for Cars

50003

National Level Registration Data for New Cars

1 – June 30, 2025) August 2025

50004

National Level Registration Data for New Cars and Light Trucks with GVW Classes 1–2 for

50005

Registration Data for 2025

50006 National Level Registration Data for Medium and Heavy Vehicles with GVW Classes 3-8

B.2.5.1 Option Year Four, Contract Year Five - Optional Requirements month ending

50007

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 BACKGROUND

The National Highway Traffic Safety Administration (NHTSA) is an operating mode of the U.S.

Department of Transportation (DOT). NHTSA’s mission is to save lives, prevent injuries and reduce traffic-related health care and other economic costs. In support of its mission, the agency maintains a comprehensive portfolio of motor vehicle crash data, associated statistics, and related research efforts.

To supplement the data contained in agency databases and the analysis of the data, the agency requires national-level motor vehicle statistical data.

NHTSA uses crash data in conjunction with vehicle statistical data to:

• Assess emerging vehicle safety issues for specific vehicle makes and models;

• Monitor normalized fatality and injury rates by vehicle categories;

• Provide input for the assessment of fatalities each year for vehicle size and crash rate correlations;

• Assist in identifying the spatial distribution of the affected vehicles with issues, i.e., the number of vehicles in each state;

• Support the examination of emerging issues in vehicles claims and complaints investigations;

• Conduct evaluation and regulatory impact analysis of NHTSA rulemaking by providing exposure data for vehicles with or without a safety feature; and

• Support analysis for both crash-avoidance and crash-worthiness rules.

This Contract will provide NHTSA with motor vehicle statistical data to support the agency’s mission.

C.2 ACRONYMS

CID Cubic Inch Displacement CLIN Contract Line Item Number CO Contracting Officer COR Contracting Officer’s Representative DOT U.S. Department of Transportation FAR Federal Acquisition Regulation FFP Firm Fixed-Price FTP File Transfer Protocol GVW Gross Vehicle Weight GVWR Gross Vehicle Weight Rating IDIQ Indefinite-Delivery Indefinite-Quantity SOW Statement of Work TBD To Be Determined VIN Vehicle Identification Number

C.3 GENERAL REQUIREMENTS

To support and enhance the data collection and analysis of Agency crash data, the Contractor shall provide vehicle registration data and other data related to vehicle registration data such as Vehicle Identification Numbers (VINs) for vehicle without VINs in some of our crash data, registration data by zip code, transaction prices for registered vehicles, etc. For the fixed priced price portion of the contract, the Contractor shall provide vehicle registration data based on the Vehicle Identification Number (VIN) in the following vehicle classifications.

• Current National and State Level Vehicle Registration Data for Cars and Light Trucks with Gross Vehicle Weight (GVW) Classes 1–3,

• Current National Level Registration Data for New Cars and Light Trucks with GVW Classes 1–2,

• Current National Level and State Level Motorcycle Registration Data, and

• Current National Level Registration Data for Medium and Heavy Vehicles with GVW

Classes 3–8.

C.4 SPECIFIC REQUIREMENTS

C.4.1 Kick-Off Meeting

The Contractor shall meet in person or by teleconference with the Contracting Officer, Contracting Officer’s Representative (COR) and other interested NHTSA personnel in Washington, DC at the Headquarters of the Department of Transportation/NHTSA within seven

(7) days of Contract Award. This will ensure the Contractor and the COR have a common understanding of the project. In addition, they will discuss contract objectives, planned course of action, and milestones/deliverables.

C.4.2 National and State Level Motor Vehicle Statistical Data

The Contractor shall provide a summary/description of the datasets (conversion tables, etc.) to accompany each of the datasets described in this section. The Contractor also shall provide all datasets on a Secure FTP site for exclusive DOT/NHTSA use and with a password to be controlled by NHTSA.

C.4.2.1 National Level and State Level Vehicle Registration Data for Cars and Light

Trucks with (GVW for the trucks are Classes 1-3. Class 3 is designated as trucks that have a GVW of 10,001 to 14,000 lbs.)

The Contractor shall provide a count of all vehicles (cars, sport utility vehicles (SUVs), vans and pickup trucks) registered in the US in operation from January 1 – December 31 of each year of the contract by make, model, body style, engine size Cubic Inch Displacement (CID) and number of cylinders, fuel type, number of doors, model year, wheelbase size, curb weight, GVW, front wheel drive, automatic brake system and standard tire wheel size. The datasets shall be provided separately for national and state level vehicles population data (See CLINs 10001, 10002, 20001, 20002, 30001, 30002, 40001, 40002, 50001 and 50002).

C.4.2.2 National Level Registration Data for New Cars and Light Trucks with GVW

Classes 1-2

The Contractor shall provide national level registration data on all new cars, SUVs, vans, and pickup trucks registered in the US from January 1 – December 31 for each year of the contract.

A complete dataset must include: make, model, body style, restraint system, fuel type, number of doors, country of origin, Gross Vehicle Weight Rating (GVWR) and monthly counts for the calendar year. These datasets shall cover 6-month increments (i.e., Jan.-June and July – Dec.) (See CLINs 10004, 20003, 20004, 30003, 30004, 40003, 40004, 50003, and 50004).

C.4.2.3 National Level and State Level Registration Data for Motorcycles

The Contractor shall provide National and State level registration data on all motorcycles registered in the US from January 1 – December 31 of each Contract year. This data must include: Make, model, model year, vehicle category, displacement and vehicle count for the calendar years. (See CLINs 10005, 20005, 30005, 40005, and 50005).

C.4.2.4 National Level Registration Data for Medium and Heavy Vehicles with GVW

Classes 3-8

The Contractor shall provide national level registration data for vehicles with a GVW Class 3 through 8 (greater than 10,000 pounds) for each year of this Contract. The annual statistical data shall include all registered vehicles in the US in operation from January 1 – December 31 by GVW, year of model, manufacturing company name, make, model, vehicle type, cab configuration, wheels driving, front axle, rear axle, brake type, and carrier type. (See CLINs 10006, 20006, 30006, 40006, and 50006).

C.5 POTENTIAL TASK ORDERS or DELIVERY ORDERS:

Under this Contract, NHTSA may issue Fixed-Price task orders to acquire data and other services not described in Section C.4, Specific Requirements.

Examples include:

• Data related to specific vehicles to support a safety defect investigation;

• Registration data for vehicles registered in the US by Zip Code;

• VINs for crash involved vehicle in datasets; and

• Registration data for vehicles registered in the US for previous calendar years.

C.5.1 – Date: August 2022

Title: US vehicles registered in US with GVW of Class 3-8 by ZIP Code.

Geography: All 50 States down to ZIP Code Level IGCE: $Price

C.5.2 – Date: August 2022

Title: Vehicle Identification Number (VIN) Data for the Crash Report Sampling System.

Geography: All 50 States IGCE: $Price per VIN

SECTION D - PACKAGING AND MARKING

D.1 GENERAL INSTRUCTIONS

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

Any deliverables required by this contract shall be submitted to the applicable personnel identified in Section F of this contract. Due to security concerns, deliverables transmitted via regular U.S. Mail can be delayed and, as part of the screening process, may be damaged. For these reasons, the U.S. Mail should not be used to transmit deliverables. Rather, the Contractor is encouraged to use electronic mail to the maximum extent possible.

D.2 FORMATTING TEXT AND IMAGE DELIVERABLES

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

D.2.1 Text

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

D.2.2 Charts and Graphs

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

D.2.3 Illustrations

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

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

2. Photographs – When photos are used in Agency publications, the Office of Communication Services typically uses existing photos or photos purchased through royalty-free sources. In the event the Contractor must supply photos for use in a publication, the photos must be high resolution images at least 300 dpi at the size used in the publication. Photos shall be supplied on a CD or DVD in either .tif format (for scanned images) or .jpg (for images downloaded to the CD or DVD directly from the digital camera.).

NOTE: If a photograph is supplied by an outside source (Contractor, grantee, national organization, etc.), a release form must accompany the photo indicating that the human subjects in the photo authorize NHTSA to use the photo in its publications and on its Internet site. The Contractor is responsible for ensuring that the necessary arrangements have been made with the photographer and the subjects in the photo to ensure that NHTSA has unlimited rights to use the images in print and on the web. The Contractor shall obtain, and provide to NHTSA, a written statement indicating that NHTSA has unlimited, unrestricted rights to the use of the photos.

D.2.4 Web-Based Images

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

SECTION E - INSPECTION AND ACCEPTANCE

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

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

https://www.acquisition.gov/?q=/browse/far/52

Federal Acquisition Regulation (FAR) Clauses:

52.246-2 Inspection of Supplies - Fixed- Price (AUG 1996) 52.246-4 Inspection of Services - Fixed - Price (AUG 1996) 52.246-16 Responsibility for Supplies (APR 1984)

E.2 INSPECTION AND/OR ACCEPTANCE

The Contracting Officer’s Representative (COR), will be responsible for performing the inspection of all supplies or services rendered under this contract and for recommending acceptance or replacement/correction of services or materials that fail to meet the contract requirements to the Contracting Officer.

SECTION F - DELIVERIES OR PERFORMANCE

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

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

https://www.acquisition.gov/?q=/browse/far/52

Federal Acquisition Regulation (FAR) Clauses:

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

F.2 PERIOD OF PERFORMANCE

All work and services required hereunder shall not exceed sixty (60) months from the effective date of the contract.

Base Period One Contract Year One: TBD Option Year One Contract Year Two: TBD Option Period Two Contract Year Three: TBD Option Period Three Contract Year Four: TBD Option Period Four Contract Year Five: TBD

Any Delivery or Task Order issued prior to the expiration date of the contract shall be completed by the Contractor within the period of performance specified in the Delivery or Task Order in accordance with Section I.3.5, FAR 52.216-22, Indefinite Quantity (OCT 1995).

The Contractor is required to abide by the terms and conditions of this Contract until the conclusion of the delivery or task order performance period.

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

F.3 PLACE OF PERFORMANCE

The following performance milestones and deliverables apply to this Contract and are considered critical to the successful completion of the project with the approval of the Contract Officer’s Representative (COR). The Contractor shall provide the COR with regular updates for each CLIN, and shall notify the COR of any problems that might delay the completion of a task.

The Contractor is responsible for notifying the NHTSA COR, via email, immediately regarding issues.

The Contractor shall provide preliminary or interim results, conclusions, trends or other information the Contractor believes are of interest to the NHTSA via e-mail.

F.3.1 Documentation

All data products must be accompanied by any available technical or user documentation.

Documentation can be provided in electronic format. Documentation must include file layout description for all data elements and data variable values. Other examples of documentation include data conversion tables and individual record layouts. The Contractor is responsible for updating product documentation as necessary in order for the Government to have the latest product information available.

F.4 MILESTONES/DELIVERABLES

F.4.1 Milestone Delivery Schedule

The following performance milestones and deliverables apply to this Contract and are considered critical to the successful completion of the project. The Contractor shall provide the COR with regular updates for each CLIN, and shall notify the COR of any problems that might delay the completion of a task.

The Contractor is responsible for notifying the NHTSA COR, via email, immediately regarding issues.

The Contractor shall provide preliminary or interim results, conclusions, trends or other information the Contractor believes are of interest to the NHTSA via e-mail.

DELIVERABLES (D) AND MILESTONE (M) SCHEDULE

No.

Section

Deliverable (D)/ Milestone (M)

Quantity

Due Date

1 10000 Kick-off Meeting (M) Within Seven (7) days after Contract award

National and State Level Vehicle Registration Data for Cars and Light Trucks with GVW Classes 1-3

2 10001 National Level Data (January 1 – December 31, 2021) 1 March 2022

3 10002 State Level Data (January 1 – December 31, 2021) 1 March 2022

National Level Registration Data for New Cars and Light Trucks with GVW Classes 1-2

4 10004 Registration Data (July 1 – December 31, 2021) 1 March 2022

National Level and State Level Registration Data for Motorcycles

5 10005 Registration Data

National Level Registration Data for Medium and Heavy Vehicles with GVW Class of 3-8

6 10006 Registration Data

CLIN

Number

Deliverable (D)/ Milestone (M) Quantity Due Date

National and State Level Vehicle Registration Data for Cars and Light Trucks with GVW Classes 1-3

7 20001 National Level Data (January 1 – December 31, 2022) 1 March 2023

8 20002 State Level Data (January 1 – December 31, 2022) 1 March 2023

9 20003 Registration Data (January 1 – June 30, 2022) 1 August 2022

10 20004 Registration Data (July 1 – December 31, 2022) 1 March 2023

11 20005 Registration data

12 20006 Registration data

CLIN

13 30001 National Level Data (January 1 – December 31, 2023) 1 March 2024

14 30002 State Level Data (January 1 – December 31, 2023) 1 March 2024

15 30003 Registration Data (January 1 – June 30, 2023) 1 August 2023

16 30004 Registration Data (July 1 – December 31, 2023) 1 March 2024

17 30005 Registration Data

18 30006 Registration Data

CLIN

19 40001 National Level Data (January 1 – December 31, 2024) 1 March 2025

20 40002 State Level Data (January 1 – December 31, 2024) 1 March 2025

21 40003 Registration Data (January 1 – June 30, 2024) 1 August 2024

22 40004 Registration Data (July 1 – December 31, 2024) 1 March 2025

23 40005 Registration Data

24 40006 Registration Data

CLIN

25 50001 National Level Data (January 1 – December 31, 2025) 1 March 2026

26 50002 State Level Data (January 1 – December 31, 2025) 1 March 2026

27 50003 Registration Data (January 1 – June 30, 2025) 1 August 2025

28 50004 Registration Data (July 1 – December 31, 2025) 1 March 2026

29 50005 Registration Data

30 50006 Registration Data

F.4.2 Data Format

All data provided shall be produced and delivered in American Standard Code for Information Interchange (ASCII) data format. The Contractor can make recommendations for alternative data formats and submit to the NHTSA COR for final approval. NHTSA will email a password-protected, encrypted file to the contractor, and will follow up with a second email with the password to decrypt the file. Such password will never be included in the same email with the encrypted file.

The contractor also shall provide all datasets on a Secure FTP site for exclusive DOT/NHTSA use and with a password to be controlled by NHTSA.

F.4.3 Place of delivery/number of copies

All deliverable items shall be furnished to the following addresses in the number of copies specified. Unless otherwise noted, correspondence should be made via email.

Item Nos. Total No. of Copies Address

All

US DOT/ NHTSA/NCSA

NSA-010, Wxx-xxx Attention: TBD 1200 New Jersey Avenue, SE Washington, DC 20590 Telephone: (202) 366-xxxx E-mail: xx.xx@dot.gov

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

Definitions. As used in this clause—

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

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

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

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

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

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

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

1) Invoice number and invoice date.

2) Period of performance covered by invoice.

3) Contract number and title.

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

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

6) Total ($) of billing.

7) Cumulative total billed for all contract work to date.

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

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

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

2. To create a login.gov account, the user will need a valid email address and a working phone number. The user will create a password and then login.gov will reply with an email confirming the email address.

3. Agency POC’s will be responsible for communicating with vendor POC’s to initiate the Delphi eInvoicing account creation process. Vendor POC’s who will require access to the eInvoicing web-portal for invoice submission and payment tracking purposes will be required to provide their full name, valid email address, and current phone number to the agency POC to initiate the Delphi eInvoicing web-portal account. Vendor users and the agency POC will be notified via e-mail when the account is created. The vendor user will be provided detailed instructions for logging into their Delphi eInvoicing account.

4. Training on Delphi. To facilitate use of DELPHI, comprehensive user information is available at http://einvoice.esc.gov.

5. Account Management. Vendors are responsible to contact the Delphi Help Desk when their firm’s points of contacts will no longer be submitting invoices, so they can be removed from the system. Instructions for contacting the Delphi Help Desk can be found at http://einvoice.esc.gov

* NHTSA vendors will submit invoices to NHTSA electronically via the Delphi eInvoicing web-portal. To initiate this process, you are requested to provide NHTSA with the following information (company name, contract/task order number/purchase order [PO] number, and up to two Points of Contact [POC] full names and their email addresses) as shown on the table below.

Company Name

NHTSA

Contract #/Task Order #

Primary

POC

First Name

Primary

POC

Last Name

Primary

POC

Email

Secondary POC First Name

Secondary POC Last Name

Secondary

POC

Email

Email the above information to the following email address: NHTSAISPVendors@dot.gov

Please note that the POCs you provide are the individuals you authorize to submit invoices to NHTSA on behalf of your company. Your POCs will then receive a welcome letter from Delphi eInvoicing processing center with instructions on creating a Login.gov user account. This account can then be used to access the eInvoicing web-portal.

G.2 GOVERNMENT PERSONNEL

G.2.1 Contracting Officer’s Representative (COR)

The Contracting Officer will designate a technical representative to assist in monitoring the work under the contract. The Contracting Officer’s Representative (COR) serves as the technical liaison between the Government and the Contractor. The COR is not authorized to change the scope of work or specifications as stated in the contract, to make any commitments or otherwise obligate the Government, or to authorize any changes which affect the contract price, delivery schedule, period of performance or other terms or conditions.

In the event any technical direction offered by the COR is interpreted by the Contractor to be outside the scope of this contract, or if the direction may result in a change to the cost or price of this contract, the Contractor shall not implement such direction, but shall notify the Contracting Officer in writing of such interpretation within five (5) calendar days after the Contractor’s receipt of such direction. Such notice shall include (1) the reasons upon which the Contractor bases its belief that the technical direction falls within the purview of the “Changes” clause, and

(2) the Contractor’s draft revisions to the terms of the contract that it thinks are necessary to implement the technical direction.

The Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds. The technical administration of the contract shall not be construed to authorize the revision of the terms and conditions of this contract. Any such revision shall be authorized only in writing by the Contracting Officer.

The performance of the work required under this contract shall be subject to the technical review of the NHTSA COR.

The following individual has been designated as the NHTSA COR:

Name: TBD DOT /National Highway Traffic Safety Administration 1200 New Jersey Avenue, SE, Wxx-xxx Washington, DC 20590

Email: tbd.tbd@dot.gov

G.2.2. Alternate COR

Designation of “Alternate” COR. In the event that the NHTSA COR of record (identified in G.2 above) is unavailable for a period of time during which the Contractor requires technical guidance or during which other COR duties must be fulfilled, then the person identified below has been designated by the NHTSA Contracting Officer to perform those duties as the Alternate

COR.

Name: TBD DOT /National Highway Traffic Safety Administration 1200 New Jersey Avenue, SE, Wxx-xxx Washington, DC 20590

Email: tbd.tbd@dot.gov

G.3 CONTRACTOR PERSONNEL

G.3.1 Project Manager

The Contractor shall appoint a Project Manager who shall be the Contractor’s authorized supervisor for technical and administrative work performed under the resultant contract. The Project Manager shall act as the single point of contact between the Contractor and the NHTSA COR or other designated NHTSA personnel.

The Project Manager shall receive and execute, on behalf of the Contractor, such technical assignment directives as the COR, or his duly authorized representative, may issue within the terms and conditions of the contract.

The Program Manager for this Contract:

TBD

G.3 FUNDS NOTIFICATION (Contract-Level Requirements)

The amount presently available for payment by the Government and allotted to this Contract is $TBD. It is estimated the allotted amount will cover the contract-level requirements through TBD. The Contractor agrees to perform, or have performed, work up to the point at which the costs incurred do not exceed the amount of funding allotted to the contract.

G.4 METHOD OF ORDERING

All Contract-Level Requirements are considered ordered at time of award for Year One and by the issuance of a modification for Option Years Two through Five.

For all requirements other than the Contract-Level Requirements, the government will issue delivery orders for supplies, and task orders for services identified in Section C, Statement of Work, of this contract. The policies identified in FAR Subpart 16.505 will be followed when processing orders.

The Contractor shall be obligated to perform work under the awarded Delivery or Task Orders and deliver all supplies or services within their scope. Each awarded Order shall be issued on a firm fixed-price basis.

Task Orders will be issued as follows:

1. When requirements are identified, Task Order Requests for Proposals (RFP) will be sent to the Contractor;

2. Each RFP will provide specific information on the work to be performed, the objectives or results desired, a period of performance, deliverables, and other terms specific to the individual Task Order;

3. RFPs may be issued by written communication or other electronic means. Each RFP will state the due date for proposal submission;

4. In response, the Contractor shall submit a proposal to the Contract Specialist electronically. The Task Order proposal shall be submitted on a Fixed-Price basis;

5. The proposal shall, at a minimum, include:

• Period of Performance and schedule of work in accordance with the RFP instructions.

• A listing of required labor categories, if appropriate;

• Projected labor hours for each labor category, if appropriate;

• Loaded hourly labor rates, if appropriate;

• Extended labor costs, if appropriate (i.e. loaded hourly labor rate multiplied by their corresponding labor hours.) and;

• Other Direct Costs considered necessary for the execution of the Task Order.

Other Direct Costs may include: travel, materials, subcontractors and other miscellaneous expenses relevant to the Task Order. For any Other Direct Cost in excess of $3,000 the Contractor shall provide a detailed itemized listing as follows:

o Travel: Requests for proposed travel shall include the following level of detail: locations traveling to and from, estimated airfare (roundtrip), number of people traveling, per diem rate per person, ground transportation, and other incidental expenses;

o Materials: A listing of specific materials, associated costs, and the Contractor’s basis for arriving at the quoted costs (i.e. identification of a vendor quote, previous experience etc.);

o Subcontractor: Quote(s) from Subcontractor(s) including unloaded labor rate, indirect cost rates, other direct costs, subcontractor’s basis for proposed labor, indirect, and other direct costs, and proposed fee.

o Other Direct Costs: Provide explanation and justification in same level of detail.

• Total firm-fixed price of the Task Order.

6. Based on mutual agreement of the parties, the Contracting Officer will issue an executed Task Order and the Contractor shall proceed with the conduct of the work;

7. Except by the maximum obligations set forth in Section I.3.1, there is no limit on the number of orders that may be issued.

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 SPECIAL DATA RIGHTS PROVISIONS

H.1.1 Confidentiality of Reports and Other Data

Neither the Contractor, nor any affiliate, subsidiary, consultant, subcontractor, or personnel thereof, shall divulge to any third party any information concerning deliverables produced, work performed, results obtained, or any information provided by the Government in connection with this Contract or any Delivery or Task Order without the prior written approval of the Contracting Officer. The provisions of this clause shall survive the expiration of the Contract.

H.1.2 NHTSA Review of Announcements or Publishing

Neither the Contractor, nor any affiliate, subsidiary, consultant, subcontractor, or personnel thereof, shall make public releases of information or any matter pertaining to this Contract or any or Task Delivery Order, including, but not limited to, advertising in any medium, or presentation before technical, scientific, or industry groups, without the prior written approval of the Contracting Officer. The provisions of this clause shall survive the expiration of the Contract.

H.1.3 Proprietary Rights in Reports

All proprietary rights, including publication rights, in any report produced by the Contractor in connection with the work provided for in this Contract or any Delivery or Task Order shall vest in the Government. The Contractor shall not publish any of the results of the work provided for in the Contract or any Delivery or Task Order without the prior written approval of the Contracting Officer.

H.1.4 Computer Programs/Databases/Printer Layouts and Logic Tables

a. General

All computer programs, data files, tables and associated documentation developed under the Contract are the property of the Federal Government and shall be delivered by the Contractor, as mutually agreed upon with the NHTSA COR before the due date, in accordance with the following paragraphs. All computer programs and data bases developed without Federal funds, and used in performance of the Contract remain the property of the Contractor. If any programs or data bases are modified, however, and used in performance of the resultant Contract, title to the modified portion shall vest in the Government.

b. Computer Programs

For each computer program developed or modified under the Contract, the following items and/or information shall be provided:

1) A general or "overview" flowchart which references the main program and each called subprogram and operation of the system.

2) Detailed flowcharts for each section or subroutine of the system. These shall include reference to labels or addresses actually used in the program.

3) A brief narrative description of each flowchart.

4) A listing of all program source code. Sufficient comments to identify important procedures shall be included in the listing.

5) The source code itself on tape or disk, as appropriate.

6) Running instructions for the computer operator, including an explanation of all possible messages other than those provided by the computer manufacturer.

7) Running instructions for the user, including a full description of user "prompting" by the replies to the executive or command module in the case of a user-friendly program.

c. Data Bases

For data developed or modified under this contract, the following items and/or information shall be provided:

1) A copy of the data base.

2) Each data element (field) shall be defined as to format content, length, type of characters or numbers, and what must be present in the full case.

3) Each record and its format shall be defined completely, including all control symbols and fields.

4) Blocking shall be specified unambiguously.

5) Labels, sentinels, headers, tape marks and similar structures shall be specified.

6) Density, number of tracks, character codes and any special symbols shall be defined.

d. Printer Layouts and Logic Tables

Copies of the forms actually used shall be provided. These forms may be reproduced, if necessary, for clarity.

H.2 INFORMATION TECHNOLOGY (JUN 2009)

H.2.1 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. NHTSA reserves the right to monitor network activity apart from and independent of the services under the contract 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.

H.2.2 Acquisition of Information Technology

Any acquisition of information technology in support of this contract/agreement, including but not limited to hardware, software, and telecommunications, must be reviewed and approved by the Office of the Chief Information Officer prior to the acquisition. NHTSA reserves the right to require that existing Federal or Federally-acquired resources be utilized in lieu of a proposed IT acquisition.

H.2.3 IPv6 Compliance

Any IT solution, including but not limited to hardware, software, firmware, and telecommunications, proposed to meet the requirements must support both IPv4 and IPv6, in accordance with the October 2005 DOT memorandum, “DOT’s Transition Planning for Internet Protocol Version 6” and OMB Memorandum M-05-22, “Transition Planning for Internet Protocol Version 6 (IPv6),” dated August 2, 2005.

H.2.4 Protection of Information telecommunications, and all IT services proposed to meet the requirements must comply with the requirements of OMB Memorandum M-06-16, “Protection of Sensitive Agency Information” and “DOT Information Technology and Information Assurance Policy Number 2006-22: Implementation of DOT’s Protection of Personally Identifiable Information (PII).”

H.2.5 FDCC Compliance telecommunications, proposed to meet the requirements must be accessible and usable from desktops compliant with OMB Memorandum M-07-11, “Implementation of Commonly Accepted Security Configurations for Windows Operating Systems” (Federal Desktop Core Configuration – FDCC).

H.2.6 HSPD-12 Compliance (As applicable) telecommunications, proposed to meet the requirements must be compliant with Homeland Security Presidential Directive/HSPD-12, “Policy for a Common Identification Standard for Federal Employees and Contractors,” OMB Memorandum M-05-24, “Implementation of Homeland Security Presidential Directive 12,” OMB Memorandum M- 06-18, “Acquisition of Products and Services for Implementation of HSPD-12,” and the HSPD-12 implementation at the Department of Transportation.

H.3 ETHICS AND STANDARDS OF CONDUCT (AUG 2013)

H.3.1 Disclosure of Conflicts of Interest

a. It is the National Highway Traffic Safety Administration’s (NHTSA) policy not to allow companies to continue contract performance whose objectivity may be impaired because of any related past, present, or currently planned interest, financial or otherwise, in organizations regulated by NHTSA or in organizations whose interests may be substantially affected by NHTSA activities. Based on this policy:

b. The Contractor shall disclose as soon as reasonably possible any conflict of interest with respect to this contract; making an immediate and full disclosure in writing to the Contracting Officer. The disclosure shall include a description of the action which the Contractor has taken or proposes to take, to avoid or mitigate such conflict.

c. The Contracting Officer will review the disclosure and may require additional relevant information from the Contractor. If a conflict of interest is found to exist, the Contracting Officer may (a) terminate the award, or (b) determine that it is otherwise in the best interest of the United States to continue the contract performance and include appropriate provisions in the contract to mitigate or avoid such conflict.

d. Conflicts of interest that require disclosure include all past, present or currently planned organizational, financial, contractual or other interest(s) with an organization regulated by NHTSA or with an organization whose interests may be substantially affected by NHTSA activities, and which is related to the contract. The interest(s) that require disclosure include those of any offeror, affiliate, proposed consultant, proposed subcontractor and key personnel of any of the above. Past interest shall be limited to within one year of the date of contract award. Affected organizations shall include, but are not limited to, the insurance industry. Key personnel shall include any person owning more than a 20 percent interest in the contractor, and the contractor's corporate officers, its senior managers and any employee who is responsible for making a decision or taking an action on this contract where the decision or action can have an economic or other impact on the interests of a regulated or affected organization.

H.3.2 Access to Sensitive Information

Work under this contract may involve access to sensitive information* which shall not be disclosed by the contractor unless authorized by the contracting officer. To protect sensitive information, the contractor shall provide training to any contractor employee authorized access to sensitive information and, upon request of the Government, provide information as to an individual’s suitability to have such authorization.

Contractor employees found by the Government to be un-suitable or whose employment is deemed contrary to the public interest or inconsistent with the best interest of national security, may be prevented from performing work under the particular contract when requested by the contracting officer.

The Contractor shall ensure that Contractor employees are citizens of the United States of America or an alien who has been lawfully admitted for permanent residence or employment (indicated by immigration status). Each Contractor employee must have background investigation in accordance with DOT Order 1632.2C, Personnel Security Management. The Contractor shall include the above requirements in any subcontract awarded involving access to Government facilities, sensitive information, and/or resources.

*Sensitive Information is proprietary data or other information that, if subject to unauthorized access, modification, loss or misuse could adversely affect national interest, conduct of Federal programs, or privacy of individuals specified in the Privacy Act, but has not been specifically authorized to be kept secret in the interest of national defense or foreign policy under an Executive Order or Act of Congress.

H.3.3 Sensitive Information Notification

The Government will mark with a legend any information provided to the Contractor that is considered sensitive information under this contract. If any information is not marked with a legend or is disclosed orally, the government will identify any such information that is to be treated as sensitive information under the contract within 10 days.

H.3.4 Contractor Identification Requirements

All contractor personnel using DOT information technology and communications systems (including the DOT email system), attending internal or external meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of Government employees, other contractor personnel…