24RQ000195-SOW.pdf

SECTION C – DESCRIPTION/SPECIFICATION/WORK STATEMENT

C.1 BACKGROUND

The New Car Assessment Program (NCAP) is a consumer information program. Its major goal is to provide consumers with relative safety ratings information to assist them in their vehicle purchasing decisions. To accomplish this, the National Highway Traffic Safety Administration (NHTSA) releases NCAP test results to the public as quickly as possible after vehicles are tested so that consumers can use this information when selecting a new vehicle to purchase. Federal law requires new passenger vehicles to be labeled with safety ratings information published by NHTSA. The work described herein will allow NCAP to meet the Federal requirements by generating the test data that will be used to assign rollover resistance ratings to new vehicles.

The National Highway Traffic Safety Administration (NHTSA)'s New Car Assessment Program (NCAP) program has published comparative consumer information on frontal crashworthiness of new vehicles since 1979, on side crashworthiness since 1997, and on rollover resistance since January 2001 (66 FR 3388). The testing and data gathering described in this contract will allow NHTSA to continue the agency's existing rollover resistance rating program. A rollover resistance rating was assigned to a vehicle based solely on a vehicle's Static Stability Factor (SSF), which is the ratio of one half its track width to its center of gravity (e.g.) height. Beginning with the 2004 model year, information derived from dynamic rollover testing has been factored in with the SSF in calculations that determine a vehicle's rollover resistance rating.

C.2 ACRONYMS AND DEFINITIONS

C.2.1 Acronyms

ACOR Alternate Contracting Officer’s Representative CAP Contractor-Acquired Property COR Contracting Officer’s Representative DO Delivery Order DOT Department of Transportation FTP File Transfer Protocol GFP Government-Furnished Property NCAP New Car Assessment Program NHTSA National Highway Traffic Safety Administration QA Quality Assurance SSF Static Stability Factor

C.2.2. Definitions

“Day”: As used in this contract, unless otherwise noted, the term refers to a calendar day.

“Week”: As used in this contract, the term refers to seven consecutive calendar days.

“Invalid Test”: As used in this contract, an “invalid test” is one that does not conform to all requirements and specifications of the NCAP test procedure.

C.3 GENERAL REQUIREMENTS

The Contractor shall provide all facilities, services, materials, supplies, and equipment (except Government-Furnished Property (GFP)) necessary to perform Static Stability Factor (SSF) measurements for National Highway Traffic Safety Administration (NHTSA) New Car Assessment Program (NCAP) vehicles.

C.4 TEST PROCEDURE (SCOPE OF WORK)

C.4.1 Kick-Off Meeting

Within two (2) weeks of contract award, key members of the Contractor’s staff shall participate in an initial project meeting with the COR, other NHTSA staff and the Contracting Officer (CO). The kick-off meeting will take place via conference call and last from one (1) to two (2) hours.

a. Review contractual matters, including terms and conditions of the Contract and the process for issuing Delivery Orders;

b. Review the State of Work and Milestones and Deliverables to ensure a common understanding of the general requirements; and

c. Address questions from any party.

C.4.2 Test Procedures

The Contractor shall perform all applicable work in accordance with the testing requirements of the attached NCAP Static Stability Factor Measurement Test Procedure, listed in Section J, Lists of Exhibits, Documents, and Other Attachments. The Agency updates the test procedure periodically on an as-needed basis. The Contractor shall be required to conduct testing using any updated testing procedures in place at the time of testing. The COR will provide the Contractor with any updated or additional test procedures.

C.4.3 Duty to Provide Optional NCAP Testing Services (If Requested by NHTSA)

An important component of the NCAP testing program is the “optional” NCAP testing program.1 An optional NCAP test is an NCAP test (in this case, a crash avoidance test) paid for by the vehicle manufacturer. Due to limited funding, NCAP can only select, test, and provide consumer information on a certain number of vehicle makes and models of each year. In some instances, a vehicle manufacturer may wish to receive NCAP assessments or safety ratings for a vehicle not selected for testing by NCAP. In these cases, the vehicle manufacturer may request an optional NCAP test in writing to the Government. If the Government approves the optional NCAP test, the manufacturer will be responsible for all costs associated with testing, but the Government will dictate the Vehicle Identification Number(s) (VINs) of the vehicle(s) to be tested and will receive the test deliverables.

1 See 52 FR 31691 and 53 FR 3479 for more details.

In order to provide unbiased and equivalent test results, the Government requires that optional NCAP testing be done at test laboratories already performing NCAP testing under contract to the Government. Accordingly, the Contractor shall provide optional NCAP testing services to vehicle manufacturers when the Government approves a vehicle for the optional testing. In the case that an optional static stability factor (SSF) measurement is granted to a vehicle manufacturer, the Government will notify the Contractor which vehicle make, and model was selected. The Contractor must treat an optional NCAP test as a typical NCAP test, i.e., the vehicle must be purchased/leased, prepared, scheduled, and tested in the exact same manner.

The Contractor shall provide the same deliverables required under a Government-ordered NCAP test and shall only provide the deliverables to the Government. The Contractor and the vehicle manufacturer shall work out any business arrangements, such as testing and vehicle acquisition costs, separately and without the involvement of the Government. Under no circumstances should a vehicle be provided by the vehicle manufacturer to the Contractor for testing, nor should a specific VIN be requested by a vehicle manufacturer for testing. The Government will provide the test lab with the VIN of the vehicle to purchased and the test lab will procure the specified vehicle for testing.

C.5 STORAGE OF TEST VEHICLE AND/OR EQUIPMENT

No test items shall be destroyed or disposed of until authorized by the COR. All test vehicles, whether tested or awaiting testing, and equipment, whether provided as government-furnished property (GFP) or contractor-acquired property (CAP), shall be stored and protected until approval of disposition from the COR. These provisions shall survive the termination or expiration of the contract or final delivery order until all test items remaining in the possession of the Contractor have been disposed of, but no later than twelve (12) months after the termination or expiration of the contract or final delivery order, whichever occurs last, in accordance with instructions from the COR.

C.6 MEASUREMENT AND TEST EQUIPMENT

The Contractor shall implement and maintain a calibration system in accordance with this contract and all applicable test procedures (TPs). (Refer to Section F.5)

Before the Contractor initiates the NCAP test program, a test instrumentation calibration system shall be implemented and maintained in accordance with established calibration practices. The calibration system shall be set up and maintained as follows:

A. Standards for calibrating the measuring and test equipment will be stored and used under appropriate environmental conditions to assure their accuracy and stability.

B. All measuring instruments and standards shall be calibrated by the Contractor, or a commercial facility, against a higher order standard at period intervals NOT

EXCEEDING 12 MONTHS FOR INSTRUMENTS AND 12 MONTHS FOR

CALIBRATION STANDARDS. Records, showing the calibration traceability to the

National Institute of Standards and Technology (NIST), shall be maintained for all measuring and test equipment.

C. All measuring and test equipment and measuring standards will be labeled with the following information:

(1) Date and place of last calibration;

(2) Date of next scheduled calibration; and

(3) Name of the technician or commercial business performing the calibration.

D. A written calibration procedure shall be provided by the Contractor including, as a minimum, the following information for all measurement and test equipment:

(1) Type of equipment, manufacturer, model number, etc.;

(2) Measurement range;

(3) Accuracy;

(4) Calibration interval;

(5) Type of standard used to calibrate the equipment (calibration traceability of the standard must be evident); and

(6) The actual procedures and forms used to perform the calibrations.

E. Records of calibration for all test instrumentation shall be kept by the Contractor in a manner that assures the maintenance of established calibration schedules. All such records shall be readily available for inspection when requested by the COR. The calibration system procedures shall be accepted by the COR before the test program commences.

F. Test equipment shall receive a calibration adjustment immediately prior to a test and a calibration check after the test. This check shall be recorded by the test technician(s) and submitted with the final report.

G. NHTSA may require the Contractor to evaluate its data acquisition system to demonstrate ability to meet procedural requirements.

C.7 TEST ACCESS

No individuals, other than Contractor personnel directly involved in the NCAP testing program, shall be allowed to witness any NCAP test unless specifically authorized by the COR.

All communications with vehicle manufacturers shall be referred to the NHTSA. The Contractor shall not release test data without the prior permission of the COR.

(End of Section C)

SECTION D – PACKAGING AND MARKING

D.1 GENERAL INSTRUCTIONS

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

Due to security concerns within the Washington, DC area, deliverables sent via regular U.S. Mail may experience significant delays in reaching an intended destination and, as part of the screening process, may be damaged. For this reason, U.S. Mail should not be used to transmit deliverables.

Rather, the Contractor is encouraged to transmit all contract deliverables electronically (email) as specified in Section F, Deliveries or Performance, of this contract to the maximum extent possible.

D.2 FORMATTING TEXT AND IMAGE DELIVERABLES (JUN 2009)

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

D.2.1 Text

Text files shall be delivered in a format compatible with a current version of Microsoft WORD.

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, for example, avoid use of columns. Avoid using any design/layout elements except as described in Sections 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 a format compatible with a current version of Microsoft Excel 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 (DO) and/or 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 Publishing 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 shall not use a release form under this contract that has not been first reviewed and approved for use by the Agency. The Contractor also 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 such photos.

D.2.4 Web-based Images

The Contractor is cautioned that copyrights may restrict use of web-based images even if it 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 typically should not be used under this contract, and need to first be approved by the COR.

(End of Section D)

SECTION E – INSPECTION AND ACCEPTANCE

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

The contract incorporates the following Federal Acquisition Regulation (48 CFR Chapter 1) clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer (CO) will make the full text available. Also, the full text of a clause may be accessed electronically at the following web address.

www.acquisition.gov/far/

CLAUSE CLAUSE TITLE DATE

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

E.2 INSPECTION AND/OR ACCEPTANCE

The Contracting Officer's Technical Representative (COR), as designated in the Section G.3, Government Personnel, shall be responsible for the technical administration of this contract. For each Delivery Order (DO) placed under this contract, a Delivery Order COR will be identified.

That person will be responsible for performing the inspection of all supplies and/or services rendered under the delivery order and for recommending to the Contracting Officer acceptance or replacement/correction of services or materials that fail to meet the contract requirements.

Rejection of a deliverable will delay payment due and may be grounds for termination for default.

(End of Section E)

SECTION F – DELIVERABLES OR PERFORMANCE

F.1 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

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

Federal Acquisition Regulation (FAR) Clauses:

CLAUSE CLAUSE TITLE DATE

52.242-15 Stop Work Order AUG 1989 52.247-35 F.O.B. Destination, Within Consignee’s Premises APR 1984

F.2 PERIOD OF PERFORMANCE

All work required hereunder, including preparation, submission, review, and acceptance of the final reports, shall be completed within sixty (60) months from the effective date of the contract.

Delivery Orders may only be issued during this period and during any contract extensions.

Testing ordered under Delivery Orders shall be completed within the timeframe specified in each Delivery Order and in accordance with Section I.3.4 FAR 52.216-22 Indefinite Quantity.

F.3 DELIVERABLES/MILESTONES

a. Deliverables and Milestones Schedule

Items shall be delivered in accordance with the following schedule.

Item No.

Deliverables (D) Milestones (M) Due Date Type of

Submission

1 Kick-Off Meeting (M) Within 2 weeks after contract award. (See C.4.1) N/A

2 Submit Quality Assurance (QA) Management Plan (D)

Within 2 weeks after contract award. (See F.4) E

3 Submit Test Instrumentation/Equipment Calibration Procedures (D)

Within 2 weeks after contract award, or prior to conducting the first test under the contract, whichever occurs first. (See F.5)

E

4 Submit Contractor’s In-House Laboratory Test Procedures (D)

Prior to conducting the first test under the contract. (See F.6) E

5 Submit Test Schedule (D) Within five (5) business days after notification of a vehicle purchase/lease and a request to

E http://www.acquisition.gov/far

Note: V = Verbal; E = Electronically transmitted via email

Additional information on the format and content of some of these deliverables can be found in Section 9 of the NCAP Static Stability Factor Measurement Test Procedure.

F.3.2 Place of Delivery

All deliverables shall be furnished to the following addresses in the type of submission specified.

Contact Information Deliverable Item Numbers provide a test date has been made, unless an alternate period is approved or directed by the COR. (See F.7)

6 Test Conduct (M) Within five (5) business days after receipt of test vehicle.

(See F.7)

N/A

7 Submit Monthly Status Reports (D)

Once testing has begun, no later than the 15th day of each month following the month being reported on. (See F.8)

E

8 Submit Notification of Invalid Test (D)

Verbal notification within 24 hours of the invalid test.

Written notification via email, including any relevant data, within two (2) business days after verbal notification. (See F.9)

V and E

9 Submit Interim Data Reports (D) Within three (3) business days after completion of test. (See F.10)

E

10 Submit Draft Test Reports (D) Within 14 days after COR’s request. (See F.11) E

11 Submit Final Test Reports (D)

Within seven (7) days after receipt of COR’s comments on Draft Final Test Report (see Deliverable 6 above). (See F.12)

E

DOT/National Highway Traffic Safety Administration Office of Rulemaking/NCAP, NRM-110

ATTN: TBD

1200 New Jersey Ave., S.E., Room W43-XXX Washington, D.C. 20590 Phone: TBD Email: TBD (The COR may direct the Contractor to submit some deliverables to an alternate contact and/or email address.)

2, 3, 4, 5, 7, 8, 9, 10 & 11

DOT/National Highway Traffic Safety Administration Acquisition Management NFO-300

ATTN: TBD

1200 New Jersey Ave., S.E., Rm. WXX-XXX Washington, D.C. 20590 Phone: TBD Email: TBD

F.4 QUALITY ASSURANCE (QA) MANAGEMENT PLAN

The Contractor shall provide the COR with an updated QA Management Plan that was originally submitted as part of its Technical Proposal within two (2) weeks after contract award. The updated plan shall reflect any changes since submission of the original. Further updates/revisions of the QA Management Plan require review and approval by the COR before implementation.

F.5 TEST INSTRUMENTATION/EQUIPMENT CALIBRATION PROCEDURES

Within two (2) weeks of the effective date of the contract, or prior to commencing the first NCAP test under this contract (whichever occurs first), the Contractor shall provide a copy of its calibration procedures. The procedures shall explain how the Contractor implements and maintains its instrumentation calibration system in accordance with established calibration practices. (See C.6 for further description of the required procedure).

F.6 CONTRACTOR'S IN-HOUSE LABORATORY TEST PROCEDURES

The Contractor shall provide the COR with a detailed in-house test procedure and detailed check-off lists prior to conducting the first static stability factor measurement test. The test procedure shall include a step-by-step description of the methodology to be used for preparing and testing vehicles to the NCAP requirements. At minimum, each test procedure shall include general requirements, a list of test equipment, photograph requirements, pre- and post-test requirements, the test execution processes, and applicable data sheets. NCAP test procedures are available for the Contractor to use as guidance for development of its in-house procedures. The check-off lists shall document the step-by-step test execution processes, include the specific NCAP procedural and performance requirements, and shall be used in conjunction with the test procedure. The Contractor shall use check-off lists to document the completion of each step within the test process to ensure every step is completed in the proper sequence as required. Provisions for issuance and control of the Contractor’s test procedures and check-off lists shall be addressed within its QA Management Plan.

F.7 TEST SCHEDULE/CONDUCT

For each vehicle selected for testing, the Contractor will provide a test date within five (5) business days of notification from the COR that a vehicle has been acquired for testing. The Contractor-provided test date shall be within five (5) business days of the anticipated vehicle arrival date as provided by the COR.

F.8 MONTHLY STATUS REPORT

The Contractor shall provide monthly status reports to the COR and the Contract Specialist.

These reports shall be submitted by the 15th of the month following the month being reported on.

Each status report shall include test vehicle model year, make, model, VIN, drivetrain, and test date(s) and be submitted electronically in Microsoft Excel via email unless an alternative schedule is approved for directed by the COR. The status report shall also forecast work expected during the next reporting period, if applicable, and a description of any problems encountered or anticipated that may affect the completion of any work within the time and fiscal constraints set, together with recommended solutions to such problems. Alternatively, a statement that no problems were encountered shall be included.

F.9 LABORATORY NOTICE OF INVALID TEST

Within twenty-four (24) hours of an invalid test, the Contractor shall provide initial verbal notification to the COR and/or designated staff.

Within two (2) business days after the initial notification, the Contractor shall provide the COR with a written notification that includes the following information: NCAP test procedure, test date, laboratory, contract number, project engineer’s name, vehicle model, vehicle model year, VIN, invalid test description, date of notification of COR, and the name of the individual that notified the COR. A sample form will be provided, upon request, by the COR.

F.10 INTERIM DATA REPORT

Within three (3) business days after completion of a test, the Contractor shall provide the COR with an interim data report summarizing results of tests and measurements to the COR. The report shall be submitted electronically in Excel 2007 (or newer version) or PDF format via email. The report shall consist of the following:

a. Vehicle make, model, model year, VIN, vehicle body style, trim level, engine size, engine type, transmission type, wheelbase, fuel level, roof height, manufacturer’s gross vehicle weight rating (GVWR), manufacturer’s front and rear GVWR, tire size, tire type, tire brand, recommended tire pressures (front and rear) and, significant installed optional equipment.

b. Date of vehicle test, front, rear and average vehicle (T) track width (measured in accordance to test procedure in section J), center of gravity longitudinal (measured in accordance to test procedure in section J), center of gravity lateral (measured in accordance to test procedure in section J), center of gravity height (h) (measured in accordance to test procedure in section J), and T/2h (measured in accordance to test procedure in section J).

c. Two color photographs of the test vehicle, including a side view (driver’s side), and one front passenger-side three-quarter view.

d. In a separate section from items a., b., and c. above, discussion of specific actions that have been taken to correct performance problems and/or delays. The Contractor may also use this section of the report to suggest improvements.

F.11 DRAFT TEST REPORTS

Within 14 days after the COR’s request, the Contractor shall provide a Draft Test Report summarizing requested results. The organization and content of test data sheets in the report shall be consistent with the attached test procedure, NCAP Static Stability Factor Measurement Test Procedure. At a minimum, the report shall be in .pdf or .docx format and should include the following:

1. Vehicle make, model, model year, VIN, vehicle body style, trim level, engine size, engine type, transmission type, wheelbase, fuel level, roof height, manufacturer’s gross vehicle weight rating (GVWR), manufacturer’s front and rear GVWR, tire size, tire type, tire brand, recommended tire pressures (front and rear) and, significant installed optional equipment.

2. Date of vehicle test, front, rear and average vehicle (T) track width (measured in accordance to test procedure in section J), center of gravity longitudinal (measured in accordance to test procedure in section J), center of gravity lateral (measured in accordance to test procedure in section J), center of gravity height (h) (measured in accordance to test procedure in section J), and T/2h (measured in accordance to test procedure in section J).

3. The report shall include two color photographs of each test vehicle, including a side view (driver’s side), and one front passenger-side three-quarter view with a caption stating the make/model and model year of the pictured test vehicle. The table of results (spreadsheet) shall be provided in Microsoft Excel 2007 (or newer).

F.12 FINAL TEST REPORTS

Within seven (7) days after receipt of the COR’s comments on the Draft Test Report, the Contractor shall provide a Final Test Report that meets all deliverable requirements specified incorporating the necessary changes as indicated in the NHTSA comments. The Final Test Report and associated documentation will be released to the general public after review and acceptance by the COR. For these reasons, each Final Test Report must be a complete document capable of standing by itself after testing is completed.

F.13 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 CPR 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 formats, 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.

(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