RFP_693JJ918R000081_Region_6_LEL.pdf

693JJ918R000081

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 78

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.

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K

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M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

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G

F

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

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

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

693JJRQ1800003606/21/2018

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NHTSA NFO-300

Office of Acquisition Management 1200 New Jersey Ave SE Washington DC 20590

1400 ES 07/23/2018

ALTON GREEN 202

alton.green.ctr@dot.gov

366-4769

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PAGE(S)

Sherese Gray

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

4-12 13-14 16-19 20-28 29-42

43-49

51-59

60-73

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ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 78

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

693JJ918R000081

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

TITLE: Region 6 Law Enforcement Liaison (LEL)

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

REQUEST FOR PROPOSAL

REGION 6 LAW ENFORCEMENT LIAISON (LEL)

SOLICITATION # 693JJ918R000081

PART I - THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

a. The Contractor shall furnish all the necessary qualified personnel, and services to perform the effort entitled: “Region 6 Law Enforcement Liaison (LEL)” to support the National Highway Traffic Safety Administration’s (NHTSA), Office of Regional Operations and Program Delivery in accordance with the Statement of Work, Section C, and as itemized in Section F, “Deliveries or Performance.” All support services provided to the Government shall be performed by the Contractor’s employees or personnel otherwise retained by the Contractor to fulfill specific work requirements of the resultant Contract.

b. The Government anticipates award of a Cost Plus Fixed Fee (CPFF) Contract issued in accordance with FAR 16.306.

B.2 ESTIMATED TOTAL COST AND FEE AMOUNT

The Estimated cost and fixed fee for work performed during each year of this contract are

TBD:

Estimated Cost ($) Fixed Fee ($) Estimated Cost

Plus Fixed Fee ($) Base Period (Year 1) Option Period 1 (Year 2) Option Period 2 (Year 3) Option Period 3 (Year 4) Option Period 4 (Year 5) Total

Note: The Contracting Officer (CO) is the only individual who can legally commit or obligate the Government to the expenditure of public funds. No cost chargeable to the proposed Contract can be incurred before receipt of a fully-executed Contract or specific written authorization from the Contracting Officer.

(End of Section B)

SECTION C – DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

The National Highway Traffic Safety Administration’s (NHTSA) mission is to reduce deaths, injuries and economic losses resulting from motor vehicle crashes. Within traffic safety the Agency prioritizes occupant protection (including child restraints), alcohol- and drug-impaired driving, speeding, motorcyclist safety, pedestrian safety, older and novice drivers, distracted driving, fatigued driving, bicyclist safety, and school bus safety.

NHTSA has established national goals to increase seat belt usage and reduce alcohol-impaired fatalities. To meet these goals, NHTSA headquarters, the 10 Regional Offices, the States, and our partners must be able to coordinate their activities and work together in a consistent and predictable manner. Law enforcement agencies represent one of NHTSA’s strongest and most important partners, and their participation in enforcement efforts to support the agency’s goals is critical to continued success.

The NHTSA Regional Offices require assistance to secure and coordinate State LEL activities and focus attention on NHTSA national priorities to secure the participation of law enforcement agencies within their States. State and local agencies are key to delivering highly visible and effective enforcement of traffic laws. To accomplish our mission, law enforcement agencies need to become familiar with NHTSA’s priorities and programs and have the ability to seek out and obtain technical support. Regional Law Enforcement Liaisons (LELs) will provide this type of support in concert with the National LEL Program and State efforts for the greatest consistency and continuity of effort.

C.2 OBJECTIVE

The objective of this contract is to provide a Regional Law Enforcement Liaison to offer technical assistance and support for traffic safety law enforcement outreach through coordination and cooperation with the NHTSA Regional office, State Highway Safety Offices, and the Region 6 State’s Law Enforcement Liaisons (LEL).

C.3 GENERAL REQUIREMENTS

The contractor shall provide technical assistance to the Regional Office to focus attention on

NHTSA national priorities within the Region 6 States, (which consist of Texas, Oklahoma, Louisiana, New Mexico, Mississippi, and the Bureau of Indian Affairs) to increase and strengthen the States’ law enforcement efforts focused on traffic safety. Much of the Contractor ’s activities shall require planning, scheduling, and performing work that is proactive in nature by coordinating with law enforcement contacts to engage them in enforcement activity and provide technical assistance in support of NHTSA’s priority programs. Throughout this contract, the contractor’s efforts shall provide coordination and support of NHTSA national priorities and programs with State Highway Safety Offices by:

Engaging in regular contact with law enforcement agencies within Region 6 to increase and expand traffic safety enforcement through participation in high visibility enforcement campaigns, principally the seat belt mobilizations and impaired driving crackdowns, and by means of sustained general traffic enforcement throughout the year. 1

Providing direct assistance to law enforcement agencies within Region 6 to enhance their ability to plan and execute data-driven enforcement activities based on where and when motor vehicle crashes and fatalities occur.

Providing direct assistance to State LELs and others in identifying traffic safety concerns, identifying strategies for achieving goals, and determining whether progress is being achieved. The contractor shall inform the State LELs and others about traffic safety issues, enforcement strategies, and partnering opportunities.

Supporting States in organizing and conducting law enforcement-related events related to crackdowns and mobilizations at the State or local level.

Regular coordination with the National Law Enforcement Liaison Program Manager and State LEL functions to ensure continuity and consistency of operations.

Making presentations within the States or at Regional meetings on traffic safety and priority program issues.

Obtaining, compiling, organizing, and submitting data for use in NHTSA presentations and outreach.

Providing regular reporting of workload indicators and established performance metrics to the Regional Office for their function.

Participating in meetings with State and local organizations to promote NHTSA national priority programs in support of mobilization and crackdown efforts for seat belt and impaired driving initiatives.

Traveling (as required) to meetings in the States, and producing written trip reports once travel is completed.

Providing regular reports through the contractor’s project manager to the COR on LEL activities, significant activities and operations of law enforcement agencies that they directly supported, and any emerging enforcement-issues.

1 NHTSA has a national seat belt campaigned called Click It Or Ticket (CIOT). This campaign has an enforcement and media mobilization each year around the Memorial Day weekend. For more information, see the NHTSA website at http://www.nhtsa.gov/nhtsa/2012ciot/index.html. NHTSA has a national impaired driving campaign called Driver Sober or Get Pulled Over. This campaign has a national enforcement and media crackdown around the Labor Day weekend and the winter holidays. For more information, see the NHTSA website at http://www.trafficsafetymarketing.gov/CAMPAIGNS/Drunk+Driving/Drive+Sober+or+Get+Pulled+Over/National+Cra ckdown/Campaign+Materials.

The contractor shall accomplish these efforts by coordinating with NHTSA Region 6 Office, and State and local agencies through face-to-face meetings, phone calls, active participation in workshops, training classes, and partner meetings, and regular communication with partners by various means that include but are not limited to electronic mail and exchange of information on list-serves or other appropriate media.

Travel to/from the Regional office on a periodic basis, and throughout the States within the Region is anticipated during the contract. The contractor shall prepare an annual travel plan to be presented with the work plan, and update the plan on a monthly basis as a part of their regular reporting. All travel will be subject to COR approval. No travel or participation in meetings, conferences, committees, or related activities with National-level organizations shall occur without the prior review and approval of the NHTSA Headquarters Program Office managing established contracts or agreements with the national organization.

C.4 SPECIFIC REQUIREMENTS

C.4.1. Kick-Off Meeting

Within ten (10) days of the contract award, the Contractor shall meet with the NHTSA COR, representatives from the NHTSA Region 6 Office, a NHTSA Headquarters representative, and representative from the Office of Acquisition Management (OAM) to discuss the contract’s overall goals, and each task. The contractor’s Law Enforcement Liaison is expected to attend this meeting.

The meeting will take place at the Regional Office located at 819 Taylor Street, Fort Worth, Texas 76102, and may include participation by headquarters personnel thru teleconferencing.

In collaboration with NHTSA COR, the Contractor shall discuss all aspects of the contract, including preliminary work plan, specific tasks, milestones and deliverables, time lines, expected travel and the contractor’s staffing plan.

The NHTSA COR will provide preliminary information on upcoming NHTSA activities and events in which the contractor will have a role.

C.4.2 Submission of a Final Work Plan

Within fifteen (15) days of the kickoff meeting, the contractor shall submit a Final Work Plan describing in detail how the Contractor will meet the requirements outlined in the contract. The contractor shall incorporate requirements from the SOW, final proposal revisions, and discussions from the Kickoff meeting with NHTSA.

The Final Work Plan shall include a calendar of NHTSA activities and events in which the Contractor shall play a role, i.e., LEL National Meeting, Regional Leadership Meetings and other similar events to support NHTSA Region 6. The Final Work Plan shall provide evidence that the contractor is aware of the activities and events, as well as an assessment of the time commitments required for each activity, including lead-up and reporting activities. (e.g., initial contact with State law enforcement agency leadership and line supervisors, comments on enforcement agency products such as a press release, follow-up contacts, review of State agencies’ plans, assisting the agency to analyze data and plan the enforcement deployment, consult on data collection and reporting).

The Final Work Plan shall include a comprehensive Travel Plan for the subsequent twelve (12) months. The Travel Plan shall include at least two (2) trips to each of the Region 6 states and may include travel to a national event. It is expected that travel will originate from within the Regional boundaries for which this effort is being conducted; and travel expenses will be reimbursed accordingly. The travel plan will include, but not be limited to:

The specific activity or work to be performed during travel Estimated date(s) associated with the travel Estimated costs association with the travel

No travel shall be authorized or reimbursed without the prior approval of the NHTSA COR. At the conclusion of all travel, the contractor will submit a trip report within ten (10) days describing the purpose of the travel, outcomes, or other relevant workload indicators.

The NHTSA COR will review the Final Work Plan and Travel Plan, and will either approve or provide the contractor with any comments/revisions within five (5) days of receipt.

C.4.3 Engaging Law Enforcement in Support of Traffic Safety Efforts

The contractor shall engage in regular contact with State LELs, State Highway Safety Office representatives, and law enforcement agencies within Region 6 to increase and/or expand traffic safety enforcement through participation in high visibility enforcement campaigns, notably the seat belt mobilizations and impaired driving crackdowns, and by means of sustained general traffic enforcement throughout the year. The contractor shall engage law enforcement agencies through direct contact and/or appropriate communications to proactively support NHTSA’s programs, particularly high visibility and sustained enforcement efforts. Specific tasks related to engaging law enforcement by the contractor shall include but not be limited to:

Contact with law enforcement executives to actively encourage an agency to increase sobriety checkpoints Advising State LELs of new enforcement strategies for occupant protection, impaired driving, speed, distraction, pedestrian, and other programs Actively encouraging State LELs to promote law enforcement agency participation in the

Data Driven Approaches to Crime and Traffic Safety (DDACTS) and the National Law Enforcement Challenge

Providing State LELs with NHTSA data, NHTSA training curricula, and NHTSA communications materials for priority programs and other traffic safety issues in areas where they have not previously focused (e.g., distracted driving, pedestrian enforcement, etc.)

Providing direct support to law enforcement agencies where there is no State LEL Making presentations within the States or at Regional meetings on traffic safety and NHTSA priority programs

The contractor shall write and submit for publication, a minimum of two articles during the 12-month period of performance related to traffic safety, NHTSA priority programs, and encouraging participation in traffic issues. Articles shall be submitted to appropriate organizations and/or publications with an interest in traffic safety. Copies of articles, published items, and records of submission for publication will be provided to the NHTSA COR and noted in monthly reports.

Contact shall be defined as in-person visits, telephone calls, and directed-written correspondence.

C.4.4 Support Data-Driven Approaches for Traffic Enforcement

The contractor shall provide direct assistance to law enforcement agencies in Region 6 to enhance their ability to plan and execute data-driven enforcement activities. The contractor shall encourage and actively provide technical assistance to jurisdictions within Region 6 to improve their knowledge and understanding of crash data, to more efficiently and effectively plan and execute traffic safety enforcement to decrease crashes and fatalities.

The contractor shall work with States and local agencies and provide technical assistance in support of data driven enforcement approaches by:

Reviewing State-level crash data;

Reviewing Fatality Analysis Reporting System (FARS) data, and assisting law enforcement agencies with understanding how to use the information contained therein;

Reviewing available enforcement data, such as number of contacts with drivers, the number of citations, the number of arrests related to traffic safety;

Reviewing States’ traffic safety activity performance measures (as indicated in each State’s annual highway safety plan);

Compiling data and examining trends, and reporting to the NHTSA COR any areas of concern;

Preparing briefings, presentations, or summaries based on NHTSA data; and Maintaining a regular flow of information between Regional office staff and law enforcement officials.

The contractor shall accomplish tasks through face-to-face meetings, written reports, phone calls, email, attendance at workshops, training classes, partner meetings, and webinars.

C.4.5 Promoting and Supporting Law Enforcement Events

The contractor shall provide support at the Regional and State level to assist State law enforcement agencies, and/or local law enforcement agencies with planning, organizing, and promoting law enforcement events, mobilizations, or crackdowns.

The Contractor shall show support for National Campaigns: Help promote Drive Sober or Get Pulled Over and Click It or Ticket. Promotion will be by contacting law enforcement during meetings, training, and individually where needed. Presentations and handing out applicable materials will be conducted. Encouragement of enforcement efforts will be emphasized. Outcomes-promotion of the national enforcement campaigns, show support to law enforcement and State LELs.

With NHTSA COR approval, the Contractor shall attend State Law Enforcement Conferences and where applicable, the Contractor shall promote enforcement campaigns consistent with the NHTSA Communications Calendar; other times will market impaired driving, DDACTS or other enforcement concerns as appropriate. The Contractor shall make presentations, staff an information booth, provide handouts and network with law enforcement and other traffic safety partners as available. Outcomes-Networking and encouraging participation in traffic enforcement, promoting DDACTS, SFST, ARIDE, and DREs.

The contractor shall emphasize “highly visible” enforcement efforts to help reinforce public awareness and understanding that increased enforcement is underway to help reduce unsafe driving behaviors. The Regional office, and State and local agencies, may have events during the course of the contract, e.g. Mobilization press events/kick-off events. The contractor shall support such events through communication with law enforcement, soliciting participation of law enforcement agencies, providing program information, or other activities designed to increase interest and obtain commitments of participation. This may include participating in program related enforcement meetings, workshops, or training.

C4.6 Compiling, Organizing, and Reporting of Enforcement Data

The contractor shall provide assistance to States within Region 6 for the effective and consistent compilation of enforcement data. Additionally, the Contractor shall create reports containing enforcement data collected from State and local law enforcement agencies to measure activity related to NHTSA crackdowns and mobilizations. Data will be submitted to the NHTSA COR within 30 days of the end enforcement activity for the mobilization period.

At times information, may be needed for either the Regional office, NHTSA Headquarters, or both.

The Contractor shall use appropriate electronic data collection and word processing systems (or use provided electronic formats) to compile and report enforcement data. Reports will be submitted to the NHTSA COR upon completion, and according to timelines and scheduled established by the Regional Office or NHTSA Headquarters. These reports may include, but shall not be limited to:

Enforcement data

Arrests Citations Contacts

C4.7 Provide Support to State LELs

The contractor shall provide direct assistance to State LELs and others in identifying traffic safety concerns, identifying strategies for achieving goals, and determining whether progress is being achieved. The contractor shall inform the State LELs and others about traffic safety issues, enforcement strategies, and partnering opportunities. This shall be accomplished through:

Facilitating the formation of traffic enforcement networks within each of the States, between the regional States, and with the National Law Enforcement Liaison Program Coordinator Actively encouraging the expansion of State-level LEL activities through contact with State

Highway safety organizations, State law enforcement associations, and aligned groups.

Assisting in the development of communication strategies, and encourage exchanges of information.

Collecting, organizing, and preparing data for dissemination to State LEL programs

The contractor shall seek new partners who can play a role in increasing and expanding law enforcement efforts, directly or indirectly. The Contractor shall seek opportunities to meet with new coalitions, advocacy groups, and associations

C.4.8 Briefings, Trainings, and Meetings

The contractor shall provide quarterly briefings (every 90 days) to the NHTSA COR and Regional Office personnel on their activity, and planned events. Scheduling of such briefings shall occur in coordination with the NHTSA COR. Additionally, the contractor may be asked to develop and present briefing material related to their efforts and NHTSA programs at the request of the Regional office on a periodic basis to address on-going or emerging issues requiring law enforcement perspective.

The briefing may be conducted in person, or by video/teleconferencing

The contractor shall be responsible for providing support to State LELs and law enforcement by assessing training needs and making recommendations to the NHTSA COR for review and coordination. The contractor may also participate in the promotion, scheduling, and delivery (as appropriate) of training programs related to traffic safety in coordination with the NHTSA Regional Office. Contractor participation in training programs shall be limited to those occurring within the Region or its States.

The contractor shall be expected to attend meetings, conferences, or other activities within the Region and its States as directed by the NHTSA COR through the contractor project manager in support of NHTSA program areas. The role of the LEL is to provide information on NHTSA programs, encourage participation in enforcement efforts, and to assist law enforcement agencies in developing communications strategies, for example to increase high visibility enforcement, such as earned media before, during, and after enforcement.

Participation in training activity being coordinated or funded through NHTSA Headquarters shall be subject to approval of the NHTSA COR, with a notification of the Regional Administrator. The affected NHTSA Program Office will be consulted prior to approvals being given for the Regional LEL to participate, and ensure that appropriate coordination is undertaken. All coordination activity will occur a minimum of 10 days prior to the event or activity.

C4.9 Interaction with NHTSA Headquarters and National Programs

The Contractor may be requested or invited to participate in meetings with National organizations such as The International Association of Chiefs of Police (IACP) and the National Sheriff’s Association (NSA). Because these organizations, and others, receive funding from NHTSA Headquarters for projects and programs at the national level, any contact or participation in meetings, conferences, seminars, or committee activity will require the prior approval of, and coordination with the NHTSA COR, Program Office managing the agreement with the organization involved, the affected Program Office Director, and concurrence of the Regional Administrator. All coordination activity will occur a minimum of 10 days prior to the event or activity.

The contractor shall conduct themselves appropriately at all times during interactions with national partners, and shall coordinate with the affected program office in advance of such meetings. The purpose of this coordination is to ensure the contractor is aware of any issues that may arise, and to understand how to respond appropriately given the specific nature of the meeting or conference being attended.

The contractor shall also engage in regular communication with the National Law Enforcement Liaison Program manager to share information, coordinate efforts, and ensure the continuity and consistency of operations. Regular communication includes direct contact with the NLELP manager, participation in scheduled conference calls, participation in group webinars with other Regional LELs, or other scheduled activities that share information or directly impact the LEL program. The frequency of “regular” communication shall be defined as at least every sixty (60) days.

C4.10 Activity Reporting and Performance Metrics

The contractor shall submit a monthly progress report to describe activities, actions, technical assistance, travel, and data collection accomplished during the reporting period. The report shall be submitted to the NHTSA COR no later than the 10th of each month for the previous month.

Monthly reports will contain a written narrative providing an overview of the work performed, and include information that includes at a minimum:

Meetings/conferences attended Technical assistance provided:

o Which agencies or State o Nature of the technical assistance o Results of the efforts

Training activity:

o Promotion/support for training o Instruction provided and the subject o Number of participants

Accomplishments during the reporting period, include but are not limited to:

o Contact with State LELs and local law enforcement agencies o Coordination with the National Law Enforcement Liaison Program Coordinator o Technical assistance requests and status of the contractor/LEL’s response o Information or materials distributed, such as through trainings or outreach efforts

Trip information (location, purpose for the travel, specific work performed, cost) Budget status by major cost element, month’s obligations, cumulative obligations, estimated cost to complete, and percent of cost expended versus percent of completion Problems or delays that the contractor has experienced in the performance of services Plans for the next reporting period, including travel Status of upcoming deliverables

The NHTSA COR will review each monthly report and shall notify the contractor/LEL within five

(5) days if there are questions, concerns, or clarification is needed.

(End of Section C)

SECTION D - PACKAGING AND MARKING

D.1 GENERAL INSTRUCTIONS

Preservation and packaging of all shipments or mailing of all work delivered under this contract shall be done in accordance with good commercial practices and to 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 experience significant delay in reaching an intended destination 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 2016 format. Font type of Times New Roman with a font size of 12 shall be used throughout the document. The Contractor shall minimize additional formatting as much as possible (e.g., avoid use of columns) Avoid using any design/layout elements (however, see D.2.2, D.2.3, and D.2.4 below).

D.2.2 Charts and Graphs

The Contractor shall develop charts or graphs using Microsoft EXCEL 2016 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:

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).

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, DVD or USB flash drive in either .tif format (for scanned images) or .jpg (for images downloaded to the CD, DVD or USB flash drive directly from the digital camera.).

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

D.2.4 Web-based Images

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

(End of Section D)

SECTION E - INSPECTION AND ACCEPTANCE

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

The contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

Also, the full text of a clause may be accessed electronically at this address:

https://www.acquisition.gov/?q=browsefar.

NOTE: Those clauses marked with an “X” are hereby incorporated by reference.

[X] 52.246-5 Inspection of Services. Cost Reimbursement. (APR 1984)

E.2 INSPECTION AND/OR ACCEPTANCE

The COR shall also be responsible to the Contracting Officer for recommending acceptance or replacement/correction of nonconforming supplies or services that fail to meet the Contract requirements. Rejection of a final report will delay final payment of costs due under the Contract.

The most common causes for rejecting final reports are:

Incomplete description of the work objective and its relationship to other work performed in the area, Inadequate description of methodology, Insufficient or inconsistent technical information to support the findings or conclusions, Poorly conceived graphs, charts, and displays Incorrect spelling and grammar.

(End of Section E)

SECTION F - DELIVERIES OR PERFORMANCE

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

The contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

Also, the full text of a clause may be accessed electronically at this address:

https://www.acquisition.gov/?q=browsefar.

[X] 52.242-15 Stop Work Order (AUG 1989) [X] Alt I (APR 1984)

F.2 PERIOD OF PERFORMANCE

F.2.1 Base Period

All work required hereunder including preparation, submission, review, and acceptance of final deliverables shall be completed within the Base Period of twelve (12) months after the effective date of the Contract award.

F.2.2 Option Period

The Government reserves the right to exercise options to extend the term of the contract, on a twelve

(12) month basis for four (4) option periods, subject to the provisions of Section I.3.3, OPTION TO EXTEND THE TERM OF THE CONTRACT. The total possible period of performance (to include option periods) is sixty (60) months.

F.3 PERFORMANCE MILESTONES AND DELIVERABLES

The following performance milestones and deliverables apply to this contract and are considered important to the successful completion of the project. The contractor shall send an electronic copy of each deliverable to the COR.

In this table, M refers to a Milestone, and D refers to a Deliverable

Item #

Task #

M or D

Deliverables and/or Milestones Due Date

1 C.4.1 M Kick-Off Meeting Within 10 days of award

2 C.4.2 D Submit Final Work Plan Within 15 days after the kick-off meeting

3 C.4.2 M COR Reviews Work Plan-returns comments/edits to contractor

Within 20 days of award

4 C.4.2 D Submit Trip Report Within 10 days after completion of travel

5 C.4.3 M Engaging Law Enforcement in Support of Traffic Safety efforts.

On-going

6 C.4.5 M Promoting and Supporting Law Enforcement Events On-going

7 C.4.6 M Compiling, Organizing and Reporting of Enforcement Data

On-going

8 C.4.7 M Provide Support to State LELs On-going

9 C.4.8 D Briefings, Training and Meetings Every 90 days 10 C.4.9 M Interaction with NHTSA Headquarters and National

Programs On-going As occurs

11 C.4.10 D Submit Activity Reporting and Performance Metrics Monthly

F.3.1 Place of Delivery:

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

Item Number Address

2,4, 9,11

Department of Transportation National Highway Traffic Safety Administration Region 6, NRO-106 Attention: TBD 819 Taylor Street, RM 8A38 Fort Worth Texas, 76102 Phone: TBD E-Mail: TBD

F.4 STANDARD REPORTING FORMATS

F.4.1 Specification for Electronic Files

Electronic files containing final reports required under the resultant contract shall be provided in accordance with the following:

Specifications:

a. Electronic Master File: An electronic version of the final report shall be used as the “Master” report final copy. All hard-copy reports shall be generated from this electronic master file. A copy of the electronic master file shall be provided to NHTSA.

b. Report Format:

Text files shall be delivered in Microsoft WORD 2016 format. Font type of Times New Roman with a font size of 12 shall be used throughout the document. The Contractor shall minimize additional formatting as much as possible (e.g., avoid use of columns) Avoid using any design/layout elements (however, see D.2.2, D.2.3, and D.2.4 below).

System Compatibility:

All electronic files submitted must be compatible with the Microsoft Office Suite.

For the base period of this contract, and any option periods unless otherwise specified, the following requirements apply:

1. Software Application: The software application used to store the electronic file version of the final report (the Master File) shall be compatible with Microsoft Word 2016, currently in use at NHTSA, i.e., the file must be able to be opened and viewed in Microsoft Word 2016.

2. Storage Medium: All report copies shall be submitted electronically as an e-mail attachment or posted on a secure website for downloading. Reports can be zipped, i.e. compressed, to save memory space as required. The discs or e-mail attachments may contain a single report or multiple reports.

Department of Transportation National Highway Traffic Safety Administration Office of Acquisition Management Attention: Alton Green Contract Specialist 1200 New Jersey Avenue, S.E., W44-131 Washington, DC 20590 Phone: 202-366-9773 Email: alton.green.ctr@dot.gov

3. Image Formats: All images (photographs, charts, graphs, etc.) contained within a report shall be imbedded in the report in a JPEG, TIFF, or a compatible Microsoft Office program (Excel, PowerPoint, and Outlook) file format. See D.2.3 for additional information.

For any of the option periods exercised under the resultant Contract, NHTSA reserves the right to change the requirements stated above.

F.4.2 Specifications for Digital Video

Any digital video required under this Contract shall be provided in accordance with the following:

Specifications: Each video segment shall be labeled with the project title, date and time filmed, and location.

F.5 SECTION 508 COMPLIANCE

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

All contract deliverables covered by Section 508 shall be accessible to people with disabilities.

Reports and other deliverables provided in electronic media, including web-based intranet and internet format shall conform to applicable accessibility standards, including at a minimum, the following provisions:

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

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

(End of Section F)

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 PAYMENT/COST REIMBURSEMENT

The Contractor may request interim payments for costs incurred during the performance of the Contract. A statement of costs incurred by the Contractor in the performance of tasks under this Contract and claimed to constitute allowable costs shall support each interim payment request.

The Contractor is encouraged to submit Monthly Requests for Reimbursement. Requests for reimbursement must correspond to the Contractor’s submission of a progress report for the period of performance being invoiced.

Any request for reimbursement that does not correspond to a progress report detailing Contract activity for the period of time being invoiced is cause for rejection by the COR. If a request for reimbursement is rejected by the COR, the Contractor must resubmit the invoice after it has submitted the corresponding progress report to the COR.

The Contractor shall include a copy of each Contract staff member’s time sheet with each invoice submitted to assist in determining the accuracy of the time submitted for payment.

G.2 INDIRECT COST RATES

Pending the establishment of final indirect cost rates which shall be negotiated based on audit of actual costs as provided in FAR Subpart 42.7, Indirect Cost Rates, the Contractor shall be reimbursed for allowable indirect costs hereunder at the rates established below.

a. Fringe Benefit

The fringe benefit rate(s) applicable to this Contract is/are as follows:

RATE TYPE RATE BASE EFFECTIVE PERIOD

b. Overhead

The overhead rate(s) applicable to this Contract is/are as follows:

c. General and Administrative (G&A)

The G&A rates applicable to this Contract are as follows:

NOTE:

a.

b.

c.

applied to:

applied to:

applied to:

To prevent substantial over or under payment, and to apply either retroactively or prospectively, provisional rates may, at the request of either party, be revised by mutual agreement on an annual basis.

This Indirect Cost provision does not operate to waive the LIMITATION OF

FUNDS

Clause (incorporated by reference in Section I). The Contractor's audited final indirect costs are allowable only insofar as they do not cause the Contractor to exceed the total estimated costs for performance of the Contract listed in Section B.

G.3 BILLING RATES

The direct labor rates and the provisional indirect rates negotiated under this Contract for billing purposes shall remain in effect until revised rates have been approved in writing by the Contracting Officer. The Contractor shall request new provisional billing rates in writing. Such requests shall delineate the current and proposed rates to be used, along with the effective rate of escalation.

G.4 ESCALATION RATE

Annual escalation of direct labor rates shall not exceed TBD percent, beginning in the second year of this contract, unless otherwise authorized by the Contracting Officer.

G.5 TRAVEL AND PER DIEM RATES

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

G.6 SUBCONTRACTS - ADVANCE NOTIFICATION AND CONSENT

Under this Contract, the requirements of FAR 44.2, CONSENT TO SUBCONTRACTS, have been fulfilled for the following subcontracts:

TBD

Any future change or revision to the Statement of Work or other applicable aspects of this Contract shall include the subcontract(s) only to the extent that performance of the subcontract(s) is directly affected by the change or revision.

G.7 CONTRACTING OFFICER REPRESENTATIVE (COR)

The performance of the work required under the Contract shall be subject to the technical review of the COR.

The following individual has been designated as the COR:

TBD

Department of Transportation National Highway Traffic Safety Administration 819 Taylor Street, RM 8A38 Fort Worth, Texas 76102 Telephone: (817) XXX-XXXX E-mail: TBD

a. The Contracting Officer will designate a technical representative to assist in monitoring the work under the resultant Contract. The COR serves as the technical liaison with 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.

b. In the event any technical direction offered by the COR is interpreted by the Contractor to be outside 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.

c. 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 resultant 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.

G.7.1 ALTERNATE COR

In the event that the COR of record (identified in G.7 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.

G.8 TAR 1252.237-73 KEY PERSONNEL (APRIL 2005)

(a) The personnel as specified below are considered essential to the work being performed under this Contract and may, with the consent of the contracting parties, be changed from time to time during the course of the Contract by adding or deleting personnel, as appropriate.

(b) Before removing, replacing, or diverting any of the specified individuals, the Contractor shall notify the Contracting Officer, in writing, before the change becomes effective. The Contractor shall submit information to support the proposed action to enable the Contracting Officer to evaluate the potential impact of the change on the Contract. The Contractor shall not remove or replace personnel under this Contract until the Contracting Officer approves the change.

The Key Personnel under this Contract are:

G.9 SUBMISSION OF INVOICES

a. Contractors shall submit one (1) Invoice by email to:

9-AMC-AMZ-NHTSA-Invoices@faa.gov

The Contractor is responsible for ensuring the legibility of the PDF image. Illegible copies may be returned to the Contractor for re-scanning and may result in payment delays.

or by mail to:

DOT/NHTSA

Mike Monroney Aero Center Accounts Payable Branch, AMZ-150 P.O. Box 268911 Oklahoma City, OK 73126

b. The following data shall be included in invoices to be considered proper for payment:

1) Name and address of the Contractor.

2) Invoice date and invoice number. The Contractor should date invoices as close as possible to the date of the mailing or transmission.

3) Timeframe covered by the invoice.

4) NHTSA Contract number.

5) NHTSA Contracting Officer’s Name.

6) NHTSA Contracting Officer’s Representative’s, name.

7) Itemization of costs to include:

Number of hours worked for each Labor Category billed;

Associated Labor Rate for each Labor Category billed;

Other Direct Costs incurred for that invoice period and associated indirect costs (if applicable.);

Total reimbursement requested for that specific invoice;

Cumulative Total of reimbursements to date; and

Labor charges are to be substantiated by individual daily job time cards or a record of time worked showing personnel used, hours worked, and amounts charged, with such records to be retained by the Contractor and made available for the Government’s inspection on an “as-required” basis.

8) Name and address of Contractor official to whom questions regarding payment should be referred.

9) The Contractor shall certify that the hours worked and individuals being charged to the Government are correct, and that the dollar amounts invoiced were incurred for the work billed.

10) To be acceptable for payment, each invoice must contain the following certification:

“I hereby certify that the information submitted in this invoice, and accompanying documentation, is accurate and conforms to the billing requirements set forth in this Contract.”

G.10 CONTRACTOR PERSONNEL

G.10.1 Program Manager

(a) The Contractor shall appoint a Program Manager who will be the Contractor’s authorized supervisor for technical and administrative work performed under the resultant Contract. The Program Manager shall act as the single Point of Contact between the Contractor and the NHTSA COR or other duly authorized of the Government representative under the Contract.

Email: TBD

G.11 AVAILABILITY OF FUNDS NOTIFICATION

a. 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 period through . The parties contemplate that the Government will allot additional funds incrementally up to the ceiling specified in Section B.2 of this Contract. The Contractor agrees to perform, or have performed, work up to the point at which the total amount paid and payable by the Government under the Contract approximates but does not exceed the total amount actually allotted by the Government.

b. The Contractor shall notify the Contracting Officer in writing whenever it has reason to believe that the costs it expects to incur under this Contract in the next 60 days, when added to all costs…