Draft SOW SECTION C (693JJ920RQ000277).pdf

Providing Products and Services to State Highway Safety Offices

SECTION C: DESCRIPTION/SPECS/WORK STATEMENT

C.1 INTRODUCTION

The National Highway Traffic Safety Administration (NHTSA) is an agency within the U.S.

Department of Transportation (DOT) whose primary mission is to save lives, prevent injuries and reduce economic costs due to road traffic crashes, through education, research, safety standards, and enforcement activity. Pursuant to the authority, 23 U.S.C. § 401, et seq., NHTSA accomplishes its mission in part by conducting research on driver behavior and traffic safety, and by providing grants to State and local governments to enable them to conduct effective local highway traffic safety programs.

C.2 BACKGROUND

Since 2015, the Nation experienced a significant and sudden increase in the number of highway traffic fatalities after steadily declining to the lowest level in more than 65 years in 2014. 2015 experienced a nearly 10 percent increase in traffic deaths, and increased to a high point in 2016 or 37,806 fatalities. Improving safety on our Nation’s roadways and preventing injuries and deaths in traffic crashes remains a top priority for NHTSA. The current data reflects concerning trends related to traffic safety.

• Fifty five percent of all people killed in crashes at night in 2017 were unrestrained;

• Twenty-nine percent of all fatalities involve an impaired driver;

• Pedestrian fatalities in urban areas have increased by 46 percent over the past 10 years

• More than 90 percent of all crashes involve an element of human error

Pursuant to its authority, NHTSA provides highway traffic safety grants to states, territories and local communities, and supports research, demonstration projects, and countermeasure programs designed to prevent motor vehicle crashes and reduce their associated economic costs. Pursuant to 23 U.S.C. §§ 402, 403 and 405, each State and territory has a Highway Safety Office which receives and disperses NHTSA highway safety grant funds pursuant to a predetermined plan known as the State Highway Safety Plan (SHSP). Designed to reduce the number and severity of traffic crashes, the SHSP is a statewide-coordinated safety plan that provides a comprehensive framework for activities on all public roads. The SHSP is developed through a cooperative process with Local, State, Federal, and private sector safety stakeholders. The SHSP is a data-driven, comprehensive plan that establishes statewide goals, objectives, and key emphasis areas and integrates the four E's - engineering, education, enforcement and emergency medical services (EMS).

NHTSA supports law enforcement, prosecutors, and judges in the enforcement and adjudication of highway traffic safety programs. Coordination with criminal justice professionals is crucial to the success of the Agency’s traffic safety programs, especially occupant protection, alcohol and drug impaired driving initiatives, speed management, and distracted driving. Law enforcement plays a critical role in reducing traffic fatalities through meaningful enforcement of traffic laws, educating the public, and providing a highly visible presence that can prevent dangerous driving behaviors.

Providing support to law enforcement is a priority for NHTSA, and States commonly employ Law Enforcement Liaisons to provide program support, coordination of enforcement operations, and training to local law enforcement agencies. A critical function of the LEL is to fulfill the need for a strong, effective advocate for traffic safety. The LEL serves as a liaison between the State Highway Safety Office and the State’s law enforcement agencies; and establishes and maintains relationships with law enforcement agencies. To support these operations, program coordination at the national level is vital to effective, consistent, and professional delivery of LEL services to communities around the country.

The National Law Enforcement Liaison Program Coordinator (NLELP) is responsible for such coordination in promoting National and State priorities and advancing traffic safety. Working in concert with State Highway Safety Programs, NHTSA Regions, and NHTSA Headquarters program staff, the NLELP promotes the enforcement of traffic safety laws, with an emphasis on NHTSA priority program areas (impaired driving, occupant protection, distracted driving, and speeding). In addition to these activities, the NLELP also:

• Leads evidence-based efforts to reduce motor vehicle crashes, fatalities, and serious injuries.

• Coordinates communications related to highway safety activities in collaboration with the

SHSO and allied highway safety organizations

• Participates in the development and implementation of highway safety plans, programs, and training

• Supports State and Regional efforts to recruit law enforcement participation in highway safety activities and programs. This is commonly accomplished through the mobilization of peer outreach law enforcement liaisons (LELs) to advance NHTSA programs on a coordinated and consistent basis and provide ongoing technical assistance to law enforcement at the State and local level.

Under this contract, the contractor shall provide technical assistance for matters related to the enforcement of traffic safety laws to State Highway Safety Offices (SHSOs), NHTSA Headquarter staff, and NHTSA Regional Office staff, to communicate and assist in the implementation of NHTSA national priorities and programs as noted above. The contractor shall also provide assistance to the State’s traffic safety partners, particularly local law enforcement.

C.3 DEFINITIONS AND ACRONYMS

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

Abbreviation Definition CO Contracting Officer

COR Contracting Officer’s Representative Day Refers to a calendar day, unless otherwise specified FAR Federal Acquisition Regulation

FARS Fatality Analysis Reporting System GFE Government Furnished Equipment

GHSA Governors Highway Safety Association HAPCOA Hispanic American Police Command Officers Association

HSO Highway Safety Office (State) IACP International Association of Chiefs of Police LEL Law Enforcement Liaison

NCSA National Center for Statistics and Analysis NHTSA National Highway Traffic Safety Administration NLELP National Law Enforcement Liaison Program coordinator

NLEOMF National Law Enforcement Officers Memorial Fund NOBLE National Organization of Black Law Enforcement Executives

NSA National Sheriffs’ Association PD Project Director PM Project Manager

SMEs Subject Matter Experts WBT Web-based Training

C.4 GENERAL REQUIREMENT

Under this contract, the contractor shall enhance and execute a cohesive program of providing traffic safety services that include:

• Providing a National Law Enforcement Program Coordinator (NLELP) who will be responsible for providing the technical assistance necessary to increase and strengthen States’ law enforcement efforts focused on traffic safety.

• Coordinating with State Highway Safety Offices to actively engage law enforcement agencies to implement and/or expand traffic safety enforcement, especially high visibility enforcement, across the year.

• Supporting state efforts to organize and conduct law enforcement-related events related to sustained traffic enforcement and mobilizations at the State or local level.

• Providing technical assistance to State Highway Safety Offices and law enforcement agencies related to the application and use of Traffic Safety Grants in accordance with established Federal law and guidance.

• Providing training to State Highway Safety Offices relative to NHTSA priorities and programs.

• Communicating and assisting in the implementation of NHTSA national priorities and programs.

C.5 SPECIFIC REQUIREMENTS

The Contractor shall work with the NHTSA Contracting Officer’s Representative (COR) to discuss such issues as work accomplished to date and progress on specific contract requirements or on specific points of analysis. Additionally, it may be necessary for the Contractor to send personnel to NHTSA as needed to facilitate communication or attend meetings. The Contractor shall expect regular and frequent contact with the COR during performance of this contract. The Contractor may be required to review and analyze certain documents that contain confidential business or otherwise-protected information.

C.5.1 Initial Project Meeting – Conference Call

Within five (5) days after contract award, the Contractor shall participate in a one hour conference call with the Contracting Officer Representative (COR) to discuss the contractor’s detailed work plan for how the contractor intends to approach and complete the actions identified and contained within this contract.

C.5.2 National Law Enforcement Liaison Program (NLELP)

C.5.2.1 Develop and Submit a Revised Work Plan

Within five (5) days after the Kick-Off Meeting, the Contractor shall submit a revised work plan (WP) to the COR for review, comments and/or approval. The revised WP shall be based upon the contractor’s technical proposal submitted by the contractor and reflect discussions occurring during the Initial Project meeting. The WP shall include, but is not limited to a description of how each task outlined in the contract will be fulfilled and respective timelines for those actions.

C.5.2.2 Identify National Law Enforcement Liaison Program coordinator

Within five (5) days after the Kick-Off Meeting, the Contractor shall provide the COR with the name, contact information, and curriculum vitae (CV) of the individual identified as the National Law Enforcement Liaison Program Coordinator (NLELP).

The NLELP will ideally have extensive law enforcement experience in a supervisory, managerial, or leadership role. The individual shall possess effective communications skills and have the capacity to influence action during interactions with law enforcement leaders and officers, professional organizations, and State Highway Safety Offices.

Review and Submit Revised Work Plan

Within five (5) days of receiving the Work Plan from the Contractor, the COR will return the WP back to the Contractor with comment and revision, or COR approval. If further revisions are required, the Contractor shall submit a final WP to the COR within ten (10) days following the Contractor’s receipt of the COR’s comments reflecting the agreed upon revisions.

C.5.2.2 Kick-Off Meeting

Within 30 days after the Initial Project Meeting, the Contractor shall meet with the COR and other interested NHTSA staff at NHTSA Headquarters in Washington, D.C. to review and discuss the Contractor’s Work Plan. The purpose of this meeting is to discuss the contract objectives, Contractor’s planned course of action to accomplish the activities, tasks, milestones and deliverables as described within the contract between the Contractor and NHTSA, and resolve any differences between the Government’s intent and the Contractor’s approach. The intent of this meeting is to ensure that the Contractor and COR have an agreed understanding of how the Contractor will accomplish the requirements of this Contract.

The Contractor shall first conduct a briefing describing their planned approach. The Contractor shall be prepared with appropriate briefing materials. After the Contractor’s prepared briefing, the Contractor and COR, and/or other NHTSA staff, will discuss specific details of the activities, tasks, milestones and deliverables as described within the contract between the Contractor and NHTSA. The Contractor shall allow up to two (2) hours for this meeting.

Other than planning, the Contractor shall not perform any subsequent work or tasks prior to approval of the WP by the COR.

C.5.2.3 Overview of Duties and Responsibilities

The Contractor shall be responsible for supporting traffic safety initiatives, providing technical assistance and coordination of information sharing with NHTSA Regional and State LEL programs. In addition to the design, implementation and associated duties for the National LEL Program, these duties shall include:

• Supporting and promoting common traffic safety goals in the States;

• Working with States to expand the capacity of the LEL program through increased numbers of LEL;

• Working with States to expand the capacity of LELs through professional development efforts and training

• Identify and support training for State LELs;

• Facilitating and coordination of communication with Regional and State LELs;

• Participation in meetings with national law enforcement organizations, e.g.

International Association of Chiefs of Police (IACP, National Sheriffs Association (NSA), National Organization of Black Law Enforcement Executives (NOBLE), Police Executive Research Forum (PERF);

• Educating law enforcement executives, groups (noted above), and agencies (as requested) on traffic safety programs and enforcement activities;

• Promoting training and resources for law enforcement;

• Providing feedback to NHTSA about identification of problems and program needs;

and

• Relaying ideas and strategies that serve to generate public support for traffic enforcement.

The Contractor’s PM shall be the primary point of contact for the National LEL Program Coordinator. The PM will work in coordination with the NHTSA COR. Activities of the National Coordinator will be conducted with the knowledge of the Contractor’s PM and the NHTSA COR.

C.5.2.4 Travel

The Contractor shall perform travel as required to complete the tasks, activities, milestones and deliverables outlined in this contract under the following requirements:

a. Not less than ten (10) days prior to travel, the Contractor shall submit a notice of travel to the COR. Such notice may be submitted via electronic mail.

b. The notification shall identify and contain the name of the traveler(s), a detailed statement of purpose, and the destination and length of trip (for each traveler).

c. Within ten (10) days after travel, upon request of the COR, the Contractor shall submit a trip report upon request of the COR providing details of the travel, including tasks performed/accomplished, meetings attended, persons contacted and other necessary details regarding the project. If the COR does not request a trip report, the Contractor shall include the trip report in the next progress report.

d. All Contractor travel shall comply with the applicable Federal travel regulations.

C.5.2.5 Management of Communications Tools and Networks

The Contractor shall manage the design, development, and updating of all communications tools to inform LEL’s, traffic safety program personnel, and State Highway Safety Offices of current and emerging traffic safety issues and solutions; new and existing NHTSA programs and resources; successful LEL projects and programs in other States and Regions; and best practices that can be replicated by state LELs.

Activities shall include but not be limited to:

• On-going maintenance and updating of social media accounts to provide LELs with information, share program relevant content, and support NHTSA priority programs and initiatives. The contractor will actively monitor for inappropriate, offensive, or obscene content and remove such content

• Maintain a web-page with content specifically related to the LEL program to serve as a repository for resource information, calendars of upcoming events, archive of prior communication, and information sharing

• Planning, scheduling, and delivery of no fewer than 10, and no more than 12 monthly LEL Webinars. Webinar and program subject matter and content will be developed in coordination with the COR and approved in advance of the delivery of programs.

Program content will be maintained by the contractor for the duration of this contract.

• Maintenance and updating appropriate listserv functions, training calendars. E-mail blasts of timely information, and electronic newsletters.

• Participation in regular conference calls with NHTSA Regional LELs to facilitate the direct exchange of information.

• Developing new approaches and implementing new tools and strategies to match current technological standards to ensure a continuity of the flow of information

C.5.2.6 Assistance to State Highway Safety Offices

The Contractor shall provide support and technical assistance to State Highway Safety Offices to implement or enhance the use of Law Enforcement Liaisons in their States.

Assistance shall include, but not limited to the development of position descriptions, desirable hiring and selection attributes, skill development, work plans, and other technical assistance as appropriate.

The Contractor shall serve as a resource for States to identify and resolve barriers to implementation or effectiveness of the LEL program. This technical assistance may be in response to requests from the SHSO, LELs, NHTSA Regional Offices or law enforcement agency heads. The support provided may be in the form of telephone conferences calls, presentations at conferences, training, one-on-one meetings, or other formats.

C.5.2.7 Support for LEL Training and Workshops

The Contractor shall support the delivery of Law Enforcement Liaison workshops or continuing education workshops in the States as appropriate. The workshops will be scheduled in consultation and coordination with the NHTSA COR, the Transportation Safety Institute, NHTSA Regions, and the affected State(s).

The Contractor shall provide support for other state, regional and national meetings, workshops, and training sessions for State LELs as appropriate and approved by the COR. This support may be in the form of assistance with developing effective meeting agendas, locating speakers, or serving as a presenter.

C.5.2.8 Promotion and Coordination of the LEL Concept

The Contractor shall work with State Highway Safety Offices, national organizations, and others as appropriate to promote the vision, mission and goals of the LEL program, encourage adoption and practice of the LEL concept, and to coordinate activities and information.

This may include attendance at national traffic safety, law enforcement, public health, and research conferences to present information, deliver training, and market the program.

The Contractor shall maintain contact and strong working relationships with Traffic Safety Resource Prosecutors, Judicial Outreach Liaisons, the IACP Division of State Associations of Chiefs of Police, the IACP Highway Safety Committee, National Sheriffs Association Traffic Safety Committee, the National Law Enforcement Officers Memorial Fund, and other groups and associations with an interest in traffic law enforcement.

C.5.2.10 Facilitation of National Meetings/Training (Optional Task).

The NHTSA CO will notify the Contractor of NHTSA’s intention to exercise this optional task. The contractor shall provide these services after receiving a unilateral modification signed by the contracting officer. NHTSA may exercise this option twice during the period of performance for this contract.

To facilitate the National LEL Program, it may be necessary to bring together the NHTSA regional LELs, as well as the State and local LELs for training on NHTSA priority programs. The intent of this Task is for the contractor to provide the services necessary to conduct no more than two such trainings/meetings over the duration of this contract.

Depending upon the needs of NHTSA, additional meetings related to traffic safety grants may be necessary depending upon the authorizations established by Congress upon NHTSA and the States and territories represented by GHSA. Any expenditures of government funding related to meetings, conferences, or training must comply with specific directives established by NHTSA’s Office of Chief Counsel, the Office of the Secretary of Transportation, and federal appropriations law.

The contractor shall provide a report to NHTSA upon the completion of the training (no later than 12 months after optional task execution). The report will summarize the place, date, location of the training, who was in attendance, the agenda and any outcomes as a result of the training. Additional information can be added to the report based upon current DOT guidance prior to the training. A draft final report shall be submitted within 10 months after task execution, if time allows (i.e. subject to training date). Otherwise, the Final Report will suffice for the reporting associated with this task.

C.5.2.11 Establishment and/or Strengthening of Electronic Warrants Systems

Through State Highway Safety Offices (Optional Task)

Completion of the project within 36 months of the base award. Distribution of grant funds to occur no later than 12 months after the date of the base award. NHTSA shall have the option of funding this task in whole, or as an element of Option Year awards during the first three years of the contract.

The Contractor will develop, implement, and manage a program to fund State Highway Safety Offices (SHSO) projects to establish new electronic warrants systems, or enhance existing systems in the States. The emphasis of the project is to improve the ability of the criminal justice system (law enforcement, prosecution and judicial) to respond to the evolving legislative and judicial landscape related to impaired driving enforcement, particularly as it relates to electronic warrant systems. To obtain funds, States must apply and meet criteria established by the Contractor, and approved by NHTSA.

The Contractor will work with NHTSA to develop reports and conduct training to assist state highway safety offices to apply for and receive funds to support expedited warrants systems. Actual distribution of funds to the States will occur no later than 6 months after the date of execution, with periods of performance for SHSOs not to exceed 24 months.

The contractor shall report on task activities, issues, and use of funds separately from required monthly and/or quarterly reports for other project tasks.

C.5.3 Reporting Requirements

C.5.3.1 Progress Reports- Quarterly

At a minimum, the Contractor shall submit a Quarterly Progress Report (PR). The Contractor shall furnish one (1) copy of the PR to the Contract Specialist (CS) and one

(1) original PR to the COR within 15 calendar days after the end of the quarter being reported. The PR shall be in Microsoft (MS) Word format and submitted by e-mail. At a minimum, each PR shall include a narrative description of the following items:

• Contract Title and Number, and the start/end date of the quarter being reported

• Activities, milestones and deliverables accomplished during the reporting period

• Funds expended during the reporting period, to include the amount of any

Contractor in-kind contributions

• Problems or delays encountered while conducting services during the reporting period

• Identify specific actions, problems or delays the Contractor would like NHTSA to address

• Identify activities, milestones and deliverables the Contractor plans to accomplish during the next reporting period

• Requests for technical assistance during the reporting period

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

NOTE: The Contractor shall be permitted to submit a claim for reimbursement each month, provided that an appropriate PR accompanies each claim for reimbursement for that period of time.

In cooperation with the Contractor, NHTSA may require additional information depending on the nature of the project.

PRs shall contain enough information to allow the COR to make a determination as to whether invoices should be approved or revised based upon the activities and accomplishments for which payment is sought. The COR may reject a PR that does not include the required items and request that the Contractor submit a revised PR.

C.5.3.2 Progress Reports- Annual

The Contractor shall submit an “Annual” PR. The Contractor shall furnish one (1) copy to the CO and one (1) original “Annual” PR to the COR within 30 days following each fiscal year . The template shall be in Microsoft (MS) Word format and may be delivered by e-mail. At a minimum, each “Annual” PR shall include a narrative description of the following items:

• Summary of activities, milestones and deliverables accomplished during the fiscal year.

• Accounting of funds expended during the reporting period, to include the amount of any Contractor in-kind contributions.

• Summary of problems or delays encountered while conducting services during the reporting period.

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

C.5.3.3 Final Report

No less than 60 days prior to the expiration of this contract, the Contractor shall submit a draft Final Report (FR) to the COR for review. The draft FR shall provide a detailed explanation of the results and outcomes accomplished for all the tasks identified and outlined in Specific Requirements and Tasks.

Within 15 days after receipt, the COR and appropriate NHTSA staff will review the draft FR for adequacy and provide consolidated comments to the Contractor.

Within 30 days prior to the expiration of this PO, the Contractor shall provide a FR presenting a detailed explanation of the results and outcomes accomplished for all the tasks identified and outlined in Specific Requirements and Tasks. The Contractor may provide the FR electronically to the COR, in addition to one (1) original (hard copy) to the CO and one (1) original (hard copy) to the COR via an acceptable ground delivery service.

End of Section C)