693JJ925RQ000448 Draft SOW_ Final.pdf

693JJ925RQ000448- Draft SOW Compliance Test Program for Tires

SECTION C - DESCRIPTION, SPECIFICATIONS, DRAFT STATEMENT OF

WORK (SOW)

C.1 BACKGROUND

The National Highway Traffic Safety Administration (NHTSA) is an operating administration of the United States Department of Transportation (DOT). NHTSA’s mission is to save lives, prevent injuries and reduce traffic-related health care and other economic costs associated with motor vehicle crashes. As part of its mission to reduce fatalities and injuries caused by motor vehicle crashes, NHTSA promulgates Federal Motor Vehicle Safety Standards (FMVSS). Manufacturers of motor vehicles and items of motor vehicle equipment are required to certify that each product they sell in the United States meets the requirements of all applicable safety standards. NHTSA’s office of Vehicle Safety Compliance (OVSC) is charged with determining whether manufacturers meet the applicable safety standards. This contract effort will enable the agency to meet its mission by identifying tires that may not meet the requirements of FMVSS No. 139, FMVSS No. 119, and FMVSS No. 109.

The agency enforces federal requirements for motor vehicles and motor vehicle equipment. To achieve this, the administration develops and conducts compliance programs to test motor vehicles and motor vehicle equipment according to the federal standards. The purpose of the standard is to reduce traffic accidents, deaths and injuries resulting from motor vehicle crashes and assuring that compliant tires are sold and used on US roads.

C.2 CONTRACT OBJECTIVES

To acquire services associated with the acquisition, inspection, compliance testing, and reporting of tires to assist the government in its enforcement efforts for FMVSS pertaining to tires.

The contractor shall provide additional information specific to the tests conducted for NHTSA, including, but not limited to: test data, photos, video, details about the test set-up, test observations, details about the test item configuration, etc.

When test failures are identified, the NHTSA Contracting Officer’s Representative (COR) will contact the Contractor and request information to support its investigation of the test results.

C.3 DEFINITIONS

Government Furnished Test Items (GFTI) – Refers to test items (tires) owned or acquired by the Government and subsequently provided to the Contractor for use in the performance of the contract. For the purpose of this contract, GFTI and Government Furnished Property (or “GFP”) mean the same thing. The government is the owner of all GFTI.

Contractor Purchased Test items (CPTI) – Refers to test items (tires) purchased by the Contractor for use in the performance of the contract. Title to CPTI vests with the government.

Non-Conforming Test – Refers to a Contractor-performed test that does not comply with the applicable Office of Vehicle Safety Compliance (OSVC) test procedure (TP) and/or contract requirements. Refer to Section H.2 for instructions on how non-conforming tests are to be handled.

Test Passed – Refers to testing that the Contractor conducted correctly, and the item (tires) being tested met the FMVSS standards.

Test Failure – Refers to testing that the Contractor conducted correctly, but the item (tires) being tested failed to meet the FMVSS standards. Refer to Section F.7 for instructions on how test failures are handled.

C.4 GENERAL REQUIREMENTS

The Contractor shall furnish the necessary qualified personnel, facilities, materials, supplies, equipment, and services to perform work associated with the acquisition, inspection, compliance testing, and test reporting of tires in accordance with the applicable requirements of FMVSS No. 109 New pneumatic and certain specialty tires, FMVSS No. 119 New pneumatic tires for motor vehicles with a GVWR of more than 4,536 kilograms (10,000 pounds) and motorcycles, and FMVSS No. 139 New pneumatic radial tires for light vehicles.

The Contractor shall provide additional information specific to the tests conducted for NHTSA, including, but not limited to: test data, photos, video, details about the test set up, test observations, details about the test item configuration, etc.

The Contractor shall conduct the tests in accordance with the procedures specified in Section C.6.4 and the test schedule in Section C.6.4.1. The Contractor shall prepare and submit Preliminary Documents, Monthly Status Reports, Notification of Test Failure and Interim Failure Reports, and Final Test Reports as specified in Section C.6, Specific Requirements and Section F, Deliveries or Performance.

When test failures are identified, the NHTSA Contracting Officer’s Representative (COR) will contact the Contractor and request information to support its investigation of the test results.

Subcontracting is not permitted under this contract with the exception of calibration services as required under this contract. Subcontracting of tests or any portion of a test is NOT permitted (Section H.9).

All testing shall be conducted and performed within the continental area of the United States of America.

C.5 KICKOFF MEETING

Within four (4) weeks of the effective date of the awarded contract or as arranged by the COR, the Contractor shall participate in a Kickoff meeting with the Contracting Officer’s Representative (COR), Contracting Officer (CO), and other NHTSA staff. The Kickoff meeting may take place via teleconference or on-site at the Contractor’s testing facility. If the kickoff meeting is held via teleconference, then the meeting will be approximately two hours in length. If the kickoff meeting is held at the Contractor’s site, then the meeting will be approximately one business day and will include demonstration testing. The Contractor shall make a brief presentation of their understanding of the contract requirements. After the presentation, the parties shall discuss basic contract requirements, including the schedule for testing and test procedures. The contractor’s proposal shall specify if the cost of the kickoff meeting is based on an on-site or teleconference meeting.

C.6 SPECIFIC REQUIREMENTS

C.6.1 Fully Operational Test Site

The Contractor shall possess and maintain a fully operational test site furnished with qualified technical personnel, facilities, and equipment necessary to perform the acquisition, inspection, compliance testing and reporting services in accordance with FMVSS for tires, and the terms and conditions of this contract for the full performance period outlined in Section F.2, Period of Performance. The Contractor’s fully operational test site shall be sufficiently staffed to perform and complete testing and associated inspections, and to generate and submit deliverables within the timeframe specified in Section F.3, Deliverables/Milestones.

C.6.2 Compliance Test

The Compliance Test Program consists of the standards and procedures described below. The contractor shall carry out the test program using test items identified as either CPTI (Contractor Purchased Test Items) or GFTI (Government Furnished Test Items). (CPTI test items shall be purchased by the Contractor as a cost reimbursable item). Test items will be specified in the contract and determined by the Contracting Officer’s Representative (COR), in accordance with the requirements of Test Procedures (TP): TP-109-09, TP-119-04, TP-139-03, or TP-575-TE-01 as applicable. The Contractor shall provide test reports to the agency in conjunction with completing each test.

C.6.3. Testing Schedule

For the Known Requirements under Section B.5.1 and for each subsequent delivery order issued under the contract, the Contractor shall commence compliance testing within three (3) weeks after receipt of the test items (tires (CPTI and/or GFTI)) and shall complete testing of each model within 1 month after start of testing. The Contractor shall not deviate from the testing schedule unless approved by the COR.

C.6.4 Test Procedures

1. TP 109-09-2005. Laboratory Test Procedure for FMVSS No. 109 New Pneumatic Bias Ply and Certain Specialty Tires.

The required tests for Category B and Category C for new pneumatic passenger car tires are described in TP-109-09. The strength test, the tubeless tire bead unseating resistance test and the physical dimensions measurements for new pneumatic passenger car tires may be found in Category A of TP-109-09, Section 12, Compliance Test Execution.

The strength test and the physical dimensions measurements for LT tires may be found in Category A of TP-109-09.

2. TP-119-04-1988 Laboratory Test Procedure for FMVSS No. 119 New Pneumatic Tires for Vehicles other than Passenger Cars

The required tests for Category B and Category C for pneumatic tires for use on vehicles other than passenger cars are described in TP-119-04, Section 4, Test Procedures.

The procedures for the strength test and the physical dimensions measurements may be found in Category A for new pneumatic passenger car tires are described in TP-119-04, Section 4, Test Procedures.

3. TP-139-03-2007 Laboratory Test Procedure for FMVSS No. 139 New Pneumatic Radial Tires for Light Vehicles

The required tests for Category B and Category C for passenger car tires are described in TP-139-03, Section 12, Compliance Test Execution.

The strength test, the tubeless tire bead unseating resistance test and the physical dimensions measurements for new pneumatic passenger car tires and LT tires may be found in Category A of TP- 139-03

4. TP-575-TE-01 Laboratory Test Procedure for 49 CFR575.106 Tire Fuel Efficiency Consumer Information Program.(*)

Section 14 describes the require tests for passenger car tires under Test Execution.

(*) The Agency will direct which tires under CFR 575.106 will be tested to which revision of TP-575-TE, ie., passenger car tires

C.6.4.1 RAPID-RESPONSE COMPLIANCE TESTING

Testing for rapid response is normal testing under an expedited schedule. Under regular circumstances the tires are ordered and tested as procured by the laboratory under a specific in-house schedule and depending on machine availability in the laboratory. However, rapid response is an expedited testing and once the tires are procured, the testing occurs immediately when the tires arrive at the laboratory facility. Table C.6.4.1.A lists a timing schedule comparing the two tests under regular testing and rapid response testing:

C.6.4.1.A Rapid Response and Regular Testing Schedule Table

Once funded rapid response compliance testing may be requested by the COR at any time and shall follow the rapid response schedule outlined in Section F.3, Deliverables/Milestones.

1) The Contractor shall, in accordance with the applicable Test Procedure, test items requested by the COR and provided as Government Furnished Test Item (GFTI), or purchased by the Contractor (CPTI) as specified in the contract (See Section H.7).

Testing may include but is not limited to the following test items:

Standard / Regulation Type of Tires FMVSS No. 139 Passenger Car/Light Truck (PC/LT)

FMVSS No. 119 Motorcycle (MC), Medium Truck (MT), Special Trailer (ST), Truck/Bus/Radial (TBR)

FMVSS No. 109 Passenger Car (PC)

49 CF R 575.106 Passenger Car (PC)

2) The “Rapid Response Administration and Scheduling Fee” listed as a separate line item in Sections B.5.2 through B.5.6 is chargeable when funded and the COR requests a rapid-response test in writing. The fee is to compensate the costs associated with the Contractor’s administrating and scheduling of a rapid-response compliance test into the Contractor’s currently ongoing testing schedule. The “Rapid Response Administration and Scheduling Fee,” is paid in addition to the compliance test price as funded by the executed delivery order.

3) The Government will determine which test items are to be tested and will not be bound by any plans, lists, matrices, or other preliminary data submitted to the Contractor regarding the tire models planned for testing prior to delivery. The Contractor shall not substitute test items without prior written approval from the COR.

4) For Rapid-Response Compliance Testing, the contractor shall follow the procedures specified below:

i. The COR will provide the Contractor the tire test item list by tire brand, tire model, tire manufacture or Department of Transportation DOT Tire Identification Number TIN code. Contact information for the suggested source and the required quantities to purchase for testing is given on the list matrix.

ii. The Contractor shall purchase the required quantities of the test item (also referred to as a set) as instructed by the COR. The Contractor shall place the order for each specific test item within 2 days after receipt of description listed in paragraph i. above from the COR.

iii. The Contractor shall complete all transactions required in purchasing the required test items. This includes, but is not limited to, directly placing the purchase order for the required test items with the appropriate suggested source, verifying that the correct

Regular test Rapid Response Test

Procurement 1 Week 1 Week

Handling & Shipping 1-3 Weeks 2 Business Days

Test 1-2 Weeks 2 Business Days type and quantity of test items are received for each purchase order placed, and completing full payment with the appropriate source for the test items purchased.

iv. The Contractor shall begin testing within two (2) business days after the receipt of the test items and complete all testing within four (4) business days after the receipt of the test items.

v. The Contractor shall notify the COR of all purchase orders placed as well as receipt of the purchased test items.

vi. The Contractor shall retain all documents for each purchase order until the contract is closed.

5) The Government may choose to substitute test models at any time.

6) Reports for rapid response shall be produced as outline in Section F.7 and follow the schedule outlined in Section F.3, Deliverables/Milestones.

C.7 TEST ITEMS/MODELS REQUIREMENTS

a. The following test standards require the contractor to purchase and test tires as a set (typically two or three). Any administrative charges shall be applied to a purchase of a set of tires for these tests, and shall not be permitted on a per tire basis.

Standard / Regulation Typical Number of tires in a set Type of Tires

FMVSS No. 109 2 PC FMVSS No. 119 3 MC FMVSS No. 119 2 MT FMVSS No. 139 1 3 PC FMVSS No. 139 3 LT

49 CFR 575.106 2 2 PC

Will be typically used when purchasing PC tires that will be tested for FMVSS No. 139, but will not be tested for 49 CFR 575.106; one fee will be chargeable.

Will be typically used when purchasing PC tires that will be tested for 49 CFR 575.106 but will not be tested for FMVSS No.

139; one fee will be chargeable.

b. The Contractor shall, in accordance with the OVSC Test Procedure, test the quantity of motor vehicle tires provided as GFTI or acquired by the Contractor as CPTI. The Contractor shall notify the COR within five (5) business days of receiving of the CPTI.

c. For CPTI, the Contractor shall, in accordance with OVSC Test Procedure, test the quantity of motor vehicle tires. The Contractor shall purchase the required items as follows:

1. The Government will identify the quantity of sets of tires to purchase on the Delivery Order, as well as the quantity of and monetary limit for spending on test samples.

2. The Contractor shall purchase the required quantities of the test items per set (see section C.7.a) or based on updates provided by the COR. The Contractor shall place the order for each specific test item (set) within 15 days after receipt of the executed delivery order. Prior to finalizing the purchase of each required test item (set), the Contractor shall verify that the actual cost of the required test item is reasonably consistent with the cost estimate contained in delivery order. If the actual cost for a test item (set) is found to be significantly different from the cost estimate, or when the cumulative cost of items purchased to date would result in exceeding allocated funds under the contract, the Contractor shall notify the COR and cease making purchases until further guidance is received from the Contracting Officer.

3. The Contractor shall complete all transactions required in purchasing the required test items. This includes, but is not limited to, directly purchasing the required test items, verifying that the purchase is correct, verifying that tires are new and undamaged, taking all actions necessary to correct any errors and ensuring that the correct test items are received, and providing payment for the test items purchased.

4. The Contractor shall notify the COR of all purchases placed within one (1) business day of placing the order. The Contractor shall notify the COR within five (5) business days of receipt of the purchased test items (CPTI).

5. The Contractor’s invoice for the cost reimbursement of test items purchased shall reflect the actual cost of the test items and shall include copies of the actual supplier invoices.

6. The Contractor shall retain all documents for each purchase until the contract is closed out.

The Government will determine which motor vehicle tires are to be tested. The Government shall reserve the right to choose alternate tires for testing. The COR may choose to substitute test items prior to testing.

C.8 MEASUREMENT AND TEST EQUIPMENT

d. All measurement and test equipment and standards used in the performance of services under this contract shall be labeled with the following information:

(1) Date and place of last calibration;

(2) Date of next scheduled calibration;

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

(4) Full scale measurement range;

(5) Accuracy and tolerance over the entire measurement range or within the range used for testing.

e. Accuracy and tolerance of measured values shall be indicated on all charts, graphs, tracings, data printouts, and other hard copy output of test measurements and results.

f. The Contractor shall maintain records that show the traceability of calibrated measurement and test equipment to standards maintained by the National Institute of Standards and Technology.

g. The Contractor shall be able to provide to the Government within 24 hours of a written request by the COR all information required to be maintained under this section.

C.9 DEVIATIONS FROM TEST PROCEDURES

h. The Contractor shall conduct testing only in accordance with the required OVSC Test Procedures and/or Contractor test procedures approved by the COR. The Contractor shall notify the COR if any deviations from the OVSC Test Procedure or approved Contractor test procedures are necessary prior to performing the deviation. The Contractor shall not conduct any test requiring such a deviation without first receiving approval from the COR.

i. Any problems or questions regarding the technical portion of this delivery order should be referred to the COR within 48 hours via telephone and within one week via email or official letter.

j. The COR may require that minor deviations from the OVSC Test Procedure and/or Contractor test procedures be made as deemed necessary. It is anticipated that these minor deviations will have no effect on the cost of performing the test. In the event the Contractor believes that a minor deviation will result in a change to the fixed costs provided in the contract, the Contractor shall inform the COR prior to performing any test requiring the requested minor deviation.

C.10 STORAGE OF TEST ITEMS

k. Test items (new pneumatic tires) which have “passed” compliance requirements, and also any unused test items, shall be stored at no additional cost until receipt of disposition instructions from the Government after all testing, inspection and acceptance of final test report. See Section H.3, Government Furnished Test Items (GFTI) / Contractor Purchased Test Items (CPTI). The COR will provide disposition instructions for tested tires and unused items within thirty (30) days of acceptance of test reports.

l. Test items which have “failed” compliance requirements, and any unused test items from the set test items which have “failed” compliance requirements, shall be stored by the Contractor at no additional cost to the Government for not more than 5 years after the test failure or expiration of the contract, whichever occurs first, unless directed otherwise by the COR.

m. The final determination of “passed” or “failed” shall be made by the COR upon acceptance of the Final Test Report. Therefore, no test items shall be destroyed or disposed of until authorized by the COR.

C.11 TESTING SCHEDULE

The Contractor shall commence testing within three (3) weeks after approval of the test matrix (see Section F.6). The Contractor shall complete all tests within five (5) months of approval of the test matrix.

C.12 CONTRACTOR PROCEDURE TEST ITEM (CPTI) PURCHASING SCHEDULE

The Contractor shall commence purchasing the CPTI within 15 days after receipt of the test item list from COR. After start of purchasing of CPTI, Contractor shall purchase at least 70% of the test items within 10 weeks from the beginning of purchasing. The Contractor should complete 100% of the purchase of test items within 12 weeks after purchasing of CPTI has begun. Contractor notifies COR of receipt of test items five (5) days of receipt of test items.

(End of Section C)