693JJ920R000041 RFP ACN AACN Research Plan Pilot Project .pdf

693JJ920R000041

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 63

C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

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

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

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

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

I

J

K

L

M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

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G

F

E

D

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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

693JJ920RQ00003004/17/2020

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693JJ9

National Highway Traffic Safety Adm Office of Acquisition Management 1200 New Jersey Avenue, S.E.

Washington DC 20590

1400 ET 05/19/2020

DAVID LARSON 202

david.larson@dot.gov

366-4843

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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

4-10 11-12 14-17 18-24 25-32

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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 63

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

693JJ920R000041

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

Title: ACN/AACN Research Plan Pilot Project

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

ACN/AACN Research Plan Pilot Project

Request for Proposal (RFP)

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: “ACN/AACN Research Plan Pilot Project” to support the National Highway

Traffic Safety Administration’s (NHTSA), Office of Emergency Medical Services 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 total estimated amount for the resultant task order is $TBD which comprises of a total estimated cost of $TBD and a fixed fee of $TBD.

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. Since 1966, the National

Highway Traffic Safety Administration (NHTSA) has recognized the impact of emergency care and transport on motor vehicle crash (MVC) morbidity and mortality. The mission of NHTSA’s Office of Emergency Medical Services (OEMS) is to reduce death and disability by providing leadership and coordination to the Emergency Medical Services (EMS) community in assessing, planning, developing, and promoting comprehensive, evidence-based EMS and 911 systems. The work of

OEMS directly impacts NHTSA’s mission, as it supports and promotes access to emergency care and transport for MVC victims.

The mission of the National 911 Program, which is housed within NHTSA’s Office of EMS, is to provide Federal leadership and coordination in supporting and promoting optimal 911 services.

EMS relies on a properly functioning communication system that enables providers to efficiently and expeditiously provide medical services to crash victims.

An automatic crash notification (ACN) system is a technology designed to notify emergency responders that a MVC has occurred and provide location data with crash notification. In most cases, when an ACN sensor detects either that an air bag has deployed or there’s been a dramatic and sudden car deceleration during an MVC, the ACN system is capable of automatically transmitting location data along with a crash notification to a central call center and/or the 911 system, so emergency responders can easily locate and reach the scene of the MVC. Current ACN systems are either embedded in vehicle or Blue-tooth-enabled using user’s linked cell phone while driving. These systems have the potential to reduce death and disability by 1) providing accurate crash location, 2) more quickly and efficiently dispatching appropriate EMS resources (e.g., basic

vs. advanced life support, helicopter) to the MVC scene and 3) more effectively allowing for EMS transport decisions to be made to route victims to appropriate levels of medical care or facilities.

Studies have shown that more lives can be saved, and the severity of injuries reduced if a crash victim receives appropriate medical care as soon as possible. ACN could be especially beneficial to

MVC victims in rural areas, where there are typically fewer or no witnesses or bystanders to call emergency responders.

Advanced Automatic Collision Notification (AACN) is the successor to Automatic Collision

Notification (ACN). By using a collection of sensors, vehicle telemetry systems with AACN capabilities can transmit raw and analyzed crash data if a vehicle is involved in a moderate or severe crash. Depending on the type of AACN system, the data include information about crash severity, the direction of impact, air bag deployment, change in vehicle velocity, seatbelt use, multiple impacts, and rollovers; and can be used to predict injuries and injury severity. This information can be relayed to an AACN service provider call center and/or 911 telecommunicators and dispatchers, helping them to quickly determine the crash location, and the appropriate combination of emergency personnel and equipment, needed at the scene of the MVC. AACN data could also provide estimates of the likelihood of the severity and specific types of injury, to enable responders to decide where victims need to be taken for appropriate levels of medical and trauma care - even before arriving on scene. For example, early notification of a high crash severity to a 911 telecommunicator may encourage immediate dispatch of helicopter transport to be deployed automatically, rather than after ground EMS providers might request such transport after arrival at a crash scene, minimizing response and transportation time. Alternatively, low crash severity may help discourage dispatch of maximum levels of EMS care providers and helicopters, and potentially reduce cost, prevent unnecessary response and minimize under-triage.

To help make these determinations quick and effective for EMS response, the Center for Disease

Control (CDC) and the CDC Foundation partnered with OnStar and the General Motors (GM)

Foundation and supported a vehicle telematics initiative. This initiative developed evidence-based protocols for the EMS community to effectively use automotive telemetry data and help EMS better and more quickly determine required crash resources for a MVC and appropriate routing of victims for continued care.1

By enabling responders to more quickly identify, diagnose, and treat injuries, AACN data have the potential to reduce death and injuries among MVC victims. As part of the telematics initiative, CDC convened an expert panel of emergency medical physicians, trauma surgeons, public safety, and vehicle safety professionals. The panel considered how real-time crash data from AACN vehicle telematics systems and similar systems can be used to determine whether injured victims need care at trauma centers before transporting victims away from a MVC scene. CDC’s report, including the findings from the expert panel and guidelines generated from the expert panel, indicated that using

AACN shows potential in improving outcomes among severely injured crash victims by:

- predicting the likelihood of serious injury among MVC occupants;

- decreasing response times by prehospital care providers;

- assisting with field triage destination and transportation decisions, and

- decreasing time for victims to receive definitive trauma care.

According to the expert panel, systems like AACN may be especially important in a rural or isolated

MVC where there may not be a passerby to report a crash, a trauma centers are far away, and victims may need helicopter transport. Research shows there is a 25% reduction in mortality from trauma when victims are treated at a trauma center rather than a non-trauma center. 2 AACN can assist emergency responders in making immediate determinations of whether MVC victims would benefit from immediate transportation to a trauma center rather than a non-trauma center hospital even before arrival of any first responder or EMS provider at the crash scene. Although basic emergency services are relatively consistent across emergency departments, “trauma center” hospitals have additional expertise and equipment for treating severely injured victims, such as those from MVCs. AACN can improve transport decisions and help providers reduce time to definitive care by transporting victims with “high probability of severe injury” directly to the appropriate level trauma center.

1 National Center for Injury Prevention and Control. Recommendations from the Expert Panel:

Advanced Automatic Collision Notification and Triage of the Injured Patient. Atlanta (GA): Centers for Disease Control and Prevention; 2008

2 MacKenzie EJ, et al. A national evaluation of the effect of trauma-center care on mortality. New England Journal of

Medicine 2006;354(4):366-78 https://stacks.cdc.gov/view/cdc/5304/ https://stacks.cdc.gov/view/cdc/5304/ https://stacks.cdc.gov/view/cdc/5304/

“Earlier crash notification associated with Automatic Crash Notification (ACN) systems could save approximately 177 to 244 motor vehicle occupant lives per year.” (Wu J, et. All. Updated Estimates of Potential Traffic Fatality Reductions with Automatic Collision Notification. NHTSA Paper

Number 15-0269, 2015).3 “National Automotive Sampling System (NASS) Crashworthiness Data

System (CDS) and Fatality Analysis Reporting System (FARS) data showed that rural collisions with crash notification times >30 minutes were more likely to be fatal than collisions with similar crash-notification times occurring in urban environments…AACN may help decrease mortality following a motor vehicle collision by alerting EMS providers earlier and helping them discern when specialized equipment will be necessary in order to quickly extricate victims from the collision site and facilitate expeditious transfer to an appropriate hospital or trauma center.” 4

Europe has made policy decisions exploiting potential benefits of ACN and AACN. eCall is a

European initiative intended to bring rapid assistance to MVC victims anywhere in the European

Union (EU). eCall was made mandatory in all new cars sold within the EU after April 2018. The eCall initiative involves devices installed in all European vehicles that will automatically dial 112

(the European equivalent of 911 in the U.S.) in the event of a serious MVC, and wirelessly send airbag deployment and impact sensor information, as well as Global Positioning System (GPS) or other coordinates to local emergency agencies. A manual call button is also provided to enable a

MVC victim to call for help directly without a cellular phone. According to some estimates, eCall could reduce emergency response times by 40 percent in urban areas and by 50 percent in rural areas. 5 Many companies are involved with telematics technology in different aspects of eCall including in-vehicle systems, wireless data delivery, and Public Service Answering Point (PSAP) systems. Some of the obstacles experienced in transmission of emergency messages include non-standard communication protocols and differences or mismatches in languages, both spoken human languages and computer/electronic. AACN prototypes have been tested with General Packet Radio

Service (GPRS) and in-band signaling over cellular networks. Proprietary eCall solutions that rely on Short Message Service (SMS) exist already today from car makers such as BMW and Volvo

Cars.

NHTSA OEMS staff knows of no robust research projects or pilot testing of ACN/AACN in the

U.S. to measure the potential benefits of ACN/AACN implementation. There has been little progress since the CDC’s initiative in 2008 to include CAN/AACN protocols as part of dispatch or trauma triage processes, despite potential cost and injury reduction benefits. Yet, the U.S. vehicle fleet has experienced an increasing passive market penetration of ACN/AACN in vehicles;

according to NHTSA research, approximately 25 million vehicles sold between 2011-2016 have

ACN/AACN systems installed. In 2016, 75% of new vehicles offered ACN/AACN, with 30% standard, 70% optional. Even without onboard technologies built into vehicles, the pervasiveness of cellular and smart phones carried in vehicles may allow for rapid uptake of aftermarket ACN/AACN technology through linkages between phones and onboard entertainment or GPS systems.

NHTSA's 2016-2020 Strategic Plan, "The Road Ahead", describes our commitment to work "toward the next generation of [ACN as] a patient's outcome greatly improves when...routed to an

3 Wu J, et. All. Updated Estimates of Potential Traffic Fatality Reductions with Automatic Collision Notification.

NHTSA Paper Number 15-0269, 2015 4 Plevin, RE. Evaluating the potential benefits of advanced automatic crash notification. Prehospital Disaster Me. 2017;

32(2): 156-164 5 Transport Research Library, UK, 9 September 2011 appropriate trauma center as soon as possible."

There are multiple challenges that must be addressed before ACN or AACN technologies can move from concept to reality. These include, but are not limited to:

• Liability related to use of AACN data (i.e. non-use of seat belts during a crash) may inhibit adoption and use;

• Privacy issues related to use of AACN data (i.e. non-use of seat belts during a crash) may inhibit adoption and use;

• Lack of technical standards/best practices for transmission, receipt, and routing of ACN or

AACN data across multiple entities (i.e, auto manufacturers, 911 agencies, EMS systems);

• Lack of ACN or AACN data utilization as part of 911 protocols and EMS protocols for responding to MVCs;

• Fear of inappropriate use of driver location data;

Recent deployment of technologies enabling the relay of digital data have resulted in the adoption of refined 911 caller location information by a large percentage of 911 PSAPs. This technological advance could also enable the transmission and sharing of AACN data.

Potential successes of ACN or AACN in improving MVC response and reducing MVC ACN/AACN technology providers, injury severity can only work if multiple entities coordinate together (i.e., auto manufacturers, 911 agencies, EMS authorities). A feasibility document, including a description of the active involvement of all necessary entities is needed to fully understand all of the basic elements that would be required to conduct an ACN and AACN research pilot; and to identify the benefits of ACN and AACN data utilization. Once a pilot feasibility document is drafted, NHTSA could pursue partnerships to best actualize the pilot, overcome existing hurdles, and work to collect data on the potential effectiveness of ACN and AACN.

C.2 OBJECTIVE

The Objective of this contract is to procure the services of a company, college/university, or research and/or public safety organizations, to produce a document containing the requirements necessary to develop and execute a plan for a pilot project/proof of concept that measures the potential benefits of both ACN and AACN in the field, using current technologies. This document would necessarily include information on suggested strategies for working with all of the entities that would be involved in such a pilot, which include ACN and AACN technology providers, auto manufacturers, 911 agencies and EMS agencies. A demonstrated working knowledge of all disciplines is essential, and any offeror would be expected to provide examples of similar work done with all of these entities.

C.3 GENERAL REQUIREMENT

The Contractor shall complete a document containing a strategic research plan to provide the DOT, NHTSA, and greater federal community with the requirements to develop and execute a plan for a pilot project/proof of concept, that measures the potential benefits of ACN and AACN in the field, using current technologies that will identify and describe the following:

• The current status of technologies enabling the transmission, receipt, processing, sharing, and storage of ACN and AACN data among all participating entities, and any technological issues that must be addressed;

• The current status of the required entities (ACN and AACN technology providers, auto manufacturers, 911 agencies and EMS agencies) as organizations and entities, and the governance, administrative and technological issues that must be addressed for successful ACN and AACN;

• The resources, budget, and partner agencies/organizations needed;

• Optimal resource utilization strategies;

• Scientific research requirements and metrics that identify differences in response, treatment, or associated indicators of crash injury management with and without the utilization of ACN and AACN data;

• Strategies for addressing all identified challenges and cost issues;

• Strategies for utilization of the completed document to facilitate the execution of a plan to conduct an ACN and AACN research pilot/study.

C.4 ACRONYMS

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

C.4.1 Acronyms

AACN Advanced Automatic Crash Notification

ACN Automatic Crash Notification

ACOR Alternate Contracting Officer’s Representative

CDS Crashworthiness Data System

CDC Center Disease Control

CO Contracting Officer

COR Contracting Officer’s Representative

CS Contract Specialist

DOT U. S. Department of Transportation

EMS Emergency Medical Services

EU European Union

FARS Fatality Analysis Reporting System

GM General Motors

GPRS General Packet Radio Service

GPS Global Positioning System

MVC Motor Vehicle Crash

NASS National Automotive Sampling System

NHTSA National Highway Traffic Safety Administration

OAM Office of Acquisitions & Management

OEMS Office of Emergency Medical Services

PSAP Public Service Answering Point

SMS Short Message Service

SOW Statement of Work

TRL Transportation Research Library

C.5 SPECIFIC REQUIREMENTS

The Contractor shall furnish the necessary personnel, equipment and facilities, and otherwise perform all things necessary for, or incidental to, the performance of work (the accomplishment of specific tasks) as set forth below.

C.5.1 Kickoff Meeting

Within one (1) month of Contract award, the Contractor shall attend/conduct a Kickoff Meeting with NHTSA Headquarter staff including the COR, CO and/or CS, and any other Key project personnel. The purpose of the meeting is to discuss the administration of the Contract and review the project’s objectives, planned course of actions, responsibilities, milestones, deliverables, identify any gaps or potential barriers and solutions to ensure a successful project, and begin to finalize the work plan for the project which was submitted as a part of the technical proposal. The meeting will also serve as a forum to resolve any differences between NHTSA and the Contractor’s approach.

The Contractor shall plan for a two (2) to three (3) hour meeting and submit materials for the Kick-

Off Meeting to the COR for review and approval at least one (1) week prior to the Kick-Off

Meeting.

C.5.2 Final Work Plan

Within two (2) months of award, the Contractor shall submit its Final Work Plan based upon requirements in the SOW and discussion during the kickoff meeting. The Final Work Plan delineates tasks to be accomplished, as described in the Contractor’s technical approach. The

Contractor agrees to finalize the project timeline as well as any remaining items necessary to carry out the project. The Final Work Plan will take precedent over the Contractor’s proposal and serve to guide the Contractor’s project implementation.

Within two (2) weeks of receipt of the final Work Plan, the COR will either approve the plan or will provide the Contractor with needed revisions.

C.5.3 Current Status of Technologies

Within six (6) months of award, the Contractor shall identify and submit the description of the current status of technologies enabling the transmission, receipt, processing, sharing, and storage of

ACN and AACN data among all participating entities, and any technological issues that must be addressed to allow for development and execution of a plan for a pilot project/proof of concept that measures the potential benefits of ACN and AACN in the field.

C.5.4 Current Status of Providers & Partners

Within nine (9) months of award, the Contractor shall identify and submit the description of the current status of the provider and partners and include all required entities which could be involved in ACN and AACN strategies. These must include ACN and AACN technology providers, 911 agencies and EMS agencies, as well as the organizations and entities, and the governance, administrative and technological issues that must be addressed to allow for development and execution of a plan for a pilot project/proof of concept that measures the potential benefits of ACN and AACN in the field.

C.5.5 Resources, Budget, and Partner Agencies/Organizations

Within twelve (12) months of award, the Contractor shall identify and submit the description of the resources, budget, and partner agencies/organizations needed; optimal resource utilization strategies;

and scientific research requirements and measurements of success/metrics that identify differences with and without the utilization of ACN/AACN data. These will inform a plan to conduct an ACN and AACN research pilot/study.

C.5.6 Strategies for Addressing Challenges and Costs

Within thirteen (13) months of award, the Contractor shall identify and submit the description of the strategies that would be needed to adequately address all identified challenges and cost issues; as well as strategies for utilization of the completed document to facilitate the execution of a plan to conduct an ACN and AACN research pilot/study.

C.5.7 Scientific Review of Draft Report

Within fifteen (15) months of award, the Contractor shall ensure that the Draft Report has completed a scientific editor review to ensure adequacy of the Final Report. The review of the Draft Report shall include assurance that the writing is clear, concise, and free from spelling, grammar and language issues. The Draft Report must be well-written in logic, structure and presentation.

C.5.8 Draft Final and Final Report

The Contractor shall submit the Draft Final Report to the COR within seventeen (17) months of award. The Draft Final Report should be in electronic format. At a minimum, the Draft Final Report shall include a narrative description of the following items:

• Summary of activities, milestones and deliverables accomplished during the Contract and

• Summary of results, conclusions, trends or other items of information that the Contractor believes is of timely interest to NHTSA

Within two (2) weeks of receipt, the COR will review the Draft Final Report and approve the report or provide comments for the contractor. The Contractor shall make necessary edits to the Draft

Final Report and submit the Final Report within one (1) week of receipt.

(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 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.

(End of Section D)

SECTION E - INSPECTION AND ACCEPTANCE

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

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

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

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:

a. Incomplete description of the work objective and its relationship to other work performed in the area,

b. Inadequate description of methodology,

c. Insufficient or inconsistent technical information to support the findings or conclusions,

d. Poorly conceived graphs, charts, and displays

e. Incorrect spelling and grammar.

(End of Section E) https://www.acquisition.gov/?q=browsefar

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/browse/index/far.

[X] 52.242-15 Stop Work Order (AUG 1989)

[X] Alt I (APR 1984)

F.2 PERIOD OF PERFORMANCE

All work required hereunder including preparation, submission, review, and acceptance of final deliverables shall be completed within eighteen (18) months after the effective date of Contract award.

F.3 DELIVERABLES/MILESTONES

Specific Deliverable and Milestone requirements are addressed below: All written deliverables shall be submitted electronically in Microsoft Word format, via e-mail.

F.3.1 Deliverables/Milestone Schedule:

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.

Item No.

Task

Deliverables and/or Milestones Description

Due Date

1 C.5.1 Submit Kick-off Meeting Materials (D) 1 week prior to the

Kick-off Meeting

2 C.5.1 Kick-off Meeting (M) Within 1 month of award

3 C.5.2 Submit Final Work Plan (D) Within 2 months after award

4 C.5.2 COR Review Final Work Plan (M) Within 2 weeks of receipt

5 C.5.3 Identify and submit the description of the current status of Technologies (D)

Within 6 months of award

6 C.5.4 Identify and submit the description of the current status of Providers & Partners (D)

Within 9 months of award https://www.acquisition.gov/browse/index/far

Item

Task

Deliverables and/or Milestones Description

Due Date

7 C.5.5 Identify and submit the description of the resources, budget, and partner agencies/organizations (D)

Within 12 months of award

8 C.5.6 Identify and submit the description of the strategies for addressing all challenges and costs

(D)

Within 13 months of award

9 C.5.7 Scientific editor review of the Draft Report (M) Within 15 months after award

10 C.5.8 Submit Draft Final Report (D) Within 17 months after award

11 C.5.8 COR Review Draft Final Report (M) Within 2 weeks of receipt

12 C.5.9. Submit Final Report (D) Within 18 months after award

13 F.4.3 Submit Monthly Progress Reports (D) 15th day of each month following the month being reported

F.3.2 Place of Delivery:

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

Item Number Address

1, 3, 5, 6, 7, 8, 10, 12, & 13

Department of Transportation

National Highway Traffic Safety Administration

Office of Emergency Medical Services (NPD-400)

Attention: TBD

1200 New Jersey Ave. S.E.

Washington, DC 20590

Phone: TBD

Email: TBD

Department of Transportation

National Highway Traffic Safety Administration

Office of Acquisition Management

Attention: David Larson

1200 New Jersey Avenue, S.E., W53-411

Washington, DC 20590

Phone: 202-366-4843

Email: David.Larson@dot.gov mailto:David.Larson@dot.gov

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 twelve (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.

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.4.3 Monthly Progress Reports

The Contractor shall submit a monthly progress report to describe activities, actions, technical assistance, travel, and data collection accomplished during the reporting period. These reports shall be submitted to the COR no later than the 15th of each month for the previous month. Monthly reports will contain a written narrative providing an overview of the work performed, and provide information that includes at a minimum the following:

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

o 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 COR will review each monthly report and will notify the Contractor within one (1) week if there are questions, concerns, or clarification is needed.

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:

1194.21, Software Applications and Operating Systems

1194.22, Web-Based Intranet and Internet Information and Applications

1194.24, Video and Multimedia Products

1194.31, Functional Performance Criteria

1194.41, Information, Documentation, and Support

This standard is available for viewing at the Access Board web site at https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards and guides for specific sections are available at https://www.access-board.gov/guidelines-and-standards.

(End of Section F) http://www.section508.gov/ https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards https://www.access-board.gov/guidelines-and-standards https://www.access-board.gov/guidelines-and-standards

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

TBD

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. applied to:

b. applied to:

c. 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 TRAVEL AND PER DIEM RATES

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

G.5 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:

[To Be Provided At time of Contract Award]

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.5.1 ALTERNATE COR

In the event that the COR of record (identified in G.5 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 (ACOR).

G.6 CONTRACTOR PERSONNEL

G.6.1 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 COR or other duly authorized of the Government representative under the

Contract.

G.6.2 1252.237-73 KEY PERSONNEL

a. The personnel as specified below are considered essential to the work being performed under this

Task Order and may, with the consent of the contracting parties, be changed from time to time during the course of the Task Order 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 Task Order. The Contractor shall not remove or replace personnel under this Task Order until the Contracting Officer approves the change.

The Key Personnel under this Task Order are:

G.7 SUBMISSION OF INVOICES

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

Definitions. As used in this clause—

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

(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) 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.

https://einvoice.esc.gov/

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.

• Fixed Fee:

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.