Questions 693JJ926R0000030 - 26RQ000100.pdf

RFP # 693JJ926R000030

Technical Support Services for NHTSA Traffic Records Program

Questions and NHTSA Response:

QUESTIONS FOR BASE IDIQ:

General Questions:

1. Is there any incumbent contractor or is this a recompete, or is this a brand-new requirement? If there is an incumbent or a recompete, could NHTSA provide the incumbent’s contract/award number, or, alternatively, indicate whether the customer has procured similar services in the past?

NHTSA Response: This is a recompete. Incumbent contracts: 693JJ920D000019, 693JJ920D000020, 693JJ920D000021.

2. May an Offeror submit a proposal as a prime contractor while also participating as a subcontractor or teaming partner on another Offeror's proposal under this solicitation? If so, are there any restrictions or organizational conflict of interest considerations that Offerors should be aware of?

NHTSA Response: Yes, an Offeror may submit a proposal as a prime contractor while simultaneously participating as a subcontractor or teaming partner on another prime Offeror’s proposal for this solicitation. However, Offerors participating in multiple proposals must adhere to the following conditions:

• Organizational Conflict of Interest (OCI): Offerors must ensure that dual participation does not create an unfair competitive advantage or create an Organizational Conflict of Interest under FAR Subpart 9.5. Offerors are required to disclose any potential OCIs in their proposal alongside a proposed mitigation plan.

• Proprietary & Independent Pricing: In accordance with FAR 52.203-2 (Certificate of Independent Price Determination), prime offerors and subcontractors must maintain strict firewalls. The pricing and proprietary technical solutions of each prime proposal must be developed independently without collusion, sharing of competition-sensitive information, or improper cross-talk between competing prime teams.

• Key Personnel Commitment: If key personnel are proposed across multiple proposals, the Offeror must demonstrate the realistic availability and capacity of those individuals to perform if both teams receive awards.

3. Should offerors complete SF 1449 on page 1 or an SF 33? Section L.3.3 calls for SF 33 and says it is page 1, but page 1 is SF 1449.

NHTSA Response: SF 1449 has replaced SF33 and corrections have been made to the revised

RFP.

4. If an SF 33 is required, when will NHTSA release it?

NHTSA Response: SF 1449 has replaced SF33 and corrections have been made to the revised

RFP.

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

5. Please reconcile the instructions that contemplate FFP, CPFF, and T&M task orders with Section G.9.1, which describes task-order proposals only as CPFF or T&M.

NHTSA Response: Corrected to add FFP in revised RFP.

B.4 PRICE SCHEDULE DEFINITIONS AND SPECIAL PROVISIONS

6. Section B.4.1.3 “Subcontractor Labor T&M Hourly Rates”: the RFP separates Contractor T&M rates and Subcontractor T&M rates. A prime can work with a subcontractor firm to develop T&M rates for the partner firm to include labor costs, audited overhead, and the subcontractor's fee. In the case of multiple partner firms, each firm would need its own T&M rates. Please clarify that more than one subcontractor Price Schedule B.6 can be included in the submission (e.g., one for each partner firm).

NHTSA Response: Yes, Offerors may submit multiple Subcontractor Price Schedules (Section B.6) as part of their proposal submission—one for each proposed subcontractor/partner firm requiring distinct Time & Materials (T&M) labor rates.

Each subcontractor's Section B.6 Price Schedule must clearly identify the specific subcontractor firm and detail their proposed fully burdened labor rates, including direct labor, applicable indirect rates (overhead), and subcontractor fee. Offerors must ensure that all proposed subcontractor rate schedules align with the overall pricing structure outlined in Section B.4.1.3.

7. Related to the previous question on T&M tables, in the case of independent consultants (i.e., individuals without an established business enterprise that perform work directly for the prime contractor), the development of established T&M rates is difficult because they do not have an audited overhead or similar (and cannot provide the substantiation asked for in Section B.4.1.4).

Would NHTSA allow independent consultants to be included as part of the prime contractor's T&M rates and work under those rates?

NHTSA Response: Yes, independent consultants who perform work directly for the prime contractor and do not maintain an established corporate overhead structure may be mapped to and billed under the Prime Contractor’s Time & Materials (T&M) labor rate schedule (Section B.6), provided the following conditions are met:

• Qualification Mapping: The independent consultant must meet or exceed the minimum education, experience, and qualification requirements established for the corresponding Prime labor category.

• Cost Justification: The Prime Contractor must maintain documentation justifying that the proposed rate for the independent consultant is fair and reasonable (e.g., historical billing rates, commercial rate sheets, or signed consultant agreements) and provide this substantiation upon request in accordance with FAR 15.404-3.

• Contractual Status: The independent consultant must be legally engaged via a formal consultant agreement with the Prime Contractor for performance under this contract.

B.5 LABOR CATEGORIES AND DESCRIPTIONS

8. Section B.5 “Labor Categories and Descriptions”: The Project Manager description references a specific BPA Call. Can NHTSA confirm that work under the contract will be issued via Task Order?

NHTSA Response: Correct, that will be corrected in the revised RFP.

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.3. OBJECTIVES

9. Beyond the estimate of 15–20 assessments per year, please provide anticipated annual quantities, locations, duration, and response-time expectations for GO Teams, CDIP workshops, training, research requests, peer exchanges, and TRIPRS support.

NHTSA Response:

• GO Teams: Specific operational requirements for GO Teams are detailed in the initial

GO Team Task Order included with the solicitation. Offerors should review the GO Team Task Order Statement of Work for complete details regarding scope, deliverables, and performance expectations. For general planning purposes, GO Team support under this task order is anticipated to be conducted virtually, with an estimated frequency of five (5) to ten (10) engagements per year and a typical duration ranging from three (3) to eleven (11) months per engagement.

• Trainings: Specific requirements—including the total number of training sessions, delivery formats, locations, and schedules—will be defined within individual Task Order solicitations issued under the Base IDIQ. For planning and proposal purposes, training sessions may be conducted virtually or in-person at designated Government or contractor facilities, with an estimated volume ranging from one (1) to ten (10) training sessions per year depending on program needs and specific Task Order requirements.

• Research Requests: Specific operational requirements for research requests will be defined in future Task Order solicitations issued under the Base IDIQ. For general planning and proposal preparation purposes, research request support is anticipated to be conducted virtually, with an estimated frequency of one (1) to two (2) research requests per year and a typical duration ranging from twelve (12) to twenty-four (24) months per project, based on specific program needs. Detailed scopes of work, deliverables, and schedules will be provided when individual Task Orders are solicited.

• TRIPRS Support: Specific operational requirements for TRIPRS Assessment support are detailed in the initial Task Order, "Traffic Records Technical Support Services - Assessments," included with the solicitation. Offerors should review this Task Order Statement of Work for complete details regarding scope, technical tasks, and deliverables. For general planning and proposal preparation purposes, TRIPRS Assessment support is anticipated to be conducted virtually and will require dedicated TRIPRS user support during active assessment periods.

10. When does NHTSA expect these workload estimates to be available, and will they be provided before proposal submission?

NHTSA Response: Workload estimates and associated labor hour details for the initial requirements are already included within the individual Task Order solicitations provided with the RFP. For future requirements under the Base IDIQ, specific workload estimates will be provided within each individual Task Order solicitation at the time it is issued. No additional workload estimates will be provided for the Base IDIQ prior to the proposal submission deadline.

C.5 POTENTIAL DELIVERY AND TASK ORDER ACTIVITIES/REQUIREMENTS

11. What system roles, environments, data access, query/reporting capabilities, security screening, and support hours will be provided for TRIPRS super-user support?

NHTSA Response: For TRIPRS super-user support, the Government expects the following parameters:

• System Roles & Environments: TRIPRS super-user support personnel will serve as administrators within the TRIPRS application across both the Production and Staging (for User Acceptance Testing [UAT]) environments.

• Data Access & Capabilities:

o Assessments (STRAP & SPA Modules): Full access to State assessment data, including State responses, evidence uploads, assessor ratings/responses, and final reports.

o Mapping Module: Full access to State documentation and mapping reports.

• Security Screening: Offeror personnel must successfully undergo standard

NHTSA/USDOT security screening policies and obtain required USDOT credentials.

• Support Hours: Support hours require on-call support during active assessments from 8:00 AM to 8:00 PM Eastern Time. Please refer to Task Order 002 Statement of Work, Section C.4.9 for detailed help desk and credentialing requirements.

12. When will NHTSA provide these access, security, and operating details?

NHTSA Response: The Government will coordinate and provide complete user access, security onboarding protocols, and standard operating procedures during the post-award Kickoff Meeting and Phase-In Period (Task Order 002 SOW, Sections C.4.1 and C.4.11.1). Specifically, USDOT security credentialing, configuration of TRIPRS administrative user permissions in Stage and Production environments, and functional help desk coordination with NHTSA's IT Operations & Maintenance team will begin immediately following Task Order award.

SECTION F - DELIVERIES OR PERFORMANCE

F.4 DELIVERABLES/MILESTONES

13. Is the kickoff due 10 days after award or within 2 weeks after award/execution?

NHTSA Response: Kick-off meeting is due 2 weeks after award.

SECTION G - CONTRACT ADMINISTRATION DATA

G.6 ESCALATION RATE

14. Section G.6 “Escalation Rate”: What was used to determine the 2% cap on escalation?

Typically, the government will use the Employer Cost Index from the Bureau of Labor Statistics for Private, Professional, scientific, and technical services. This rate currently sits at 3% with the 3 year average being 3.27%. Would NHTSA consider revising this to be in line with industry standards as reported by the government?

NHTSA Response: The Gov’t has provided the expectation in-advance for what it considers to be acceptable limits for rates of escalation as a guide for potential Offerors to use in preparation of their cost proposals. Offerors may provide higher rates; however, they risk submitting costs that may be interpreted as unfavorable for best costumer pricing practices and continued emphasis towards increased Government efficiency during a time when the country is primarily focused on efforts to limit spending while facing several tough economic challenges.

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1.4 Computer Programs/Databases/Printer Layouts and Logic Tables

15. Please clarify deliverables and rights for pre-existing tools, databases, templates, and modified software.

NHTSA Response: In accordance with Section H.1.4 (Computer Programs/Databases/Printer Layouts and Logic Tables) and Section H.1.3 (Proprietary Rights in Reports) of the Base IDIQ contract:

• Pre-Existing/Proprietary Tools & Databases: All computer programs, data files, tables, and databases developed without Federal funds prior to or outside of this Contract remain the property of the Contractor.

• Modified Software & Tools: If any pre-existing programs or databases are modified and used in the performance of this Contract, title to the modified portion(s) shall vest in the Government.

• Government-Funded Deliverables: All computer programs, data files, logic tables, custom templates, reports, and associated documentation developed under this Contract using Federal funds are the property of the Federal Government and must be delivered to NHTSA as specified in individual Task Orders.

SECTION K – REPRESENTATIONS, CERTIFICATIONS, AND OTHER

STATEMENTS OF OFFERORS OR RESPONDENTS

K.2 ANNUAL REPRESENTATIONS AND CERTIFICATIONS

16. Section K.2 (a) (1) “Annual Representations and Certifications”: Can NHTSA confirm that the NAICS code 541910 is applicable to this scope of work?

NHTSA Response: The assignment of the appropriate NAICS Code was the determined by the CO after careful consideration of the past acquisition history for this program, the market research and advance acquisition planning efforts conducted by the program office, and the Departmental Small Business Review performed by the agency Small Business Specialist among other internal guidance within NHTSA and the CO determined the appropriate NAICS Code for this project to be 541910 with a Small Business Size Standard of $22.5 Million.

SECTION L - INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS

L.3 NOTICES TO OFFERORS

17. Given that the solicitation requires separate Technical and Business proposals for the Base IDIQ and each of the two proposed task orders (a total of six proposal volumes), we respectfully request a one-week extension for submission of the proposal, to allow offerors adequate time to prepare comprehensive and responsive submissions?

NHTSA Response: Yes. The RFP cut-off date for receipt of proposals has been extended to 9:00a.m. (ET) on September 01, 2026. (See Rev. RFP)

L.4 PROPOSAL FORMAT

18. Section L.4 states that proposals are requested for the Base IDIQ, Proposed Task Order 1, and Proposed Task Order 2. Would an Offeror be considered responsive if it submits a proposal for the Base IDIQ only?

NHTSA Response: Yes. Submission of a proposal for the Base IDIQ is required to be considered for an IDIQ award. Offerors are not required to submit proposals for initial Task Order 1 or Task Order 2 to be considered responsive for a Base IDIQ contract award. However, Offerors must be awarded a Base IDIQ contract to be eligible for initial or future Task Order awards.

19. If an Offeror submits a proposal for the Base IDIQ and only one of the two proposed task orders, would the proposal be considered responsive, or is submission of proposals for both initial task orders required for award consideration?

NHTSA Response: An Offeror will be considered responsive to this solicitation as long as a proposal is submitted for the Base IDIQ. As long as the Base IDIQ proposal is submitted, an Offeror may choose to submit a proposal for Task Order 1, Task Order 2, both Task Order 1 and Task Order 2, or neither Task Order, and still remain fully responsive for Base IDIQ award consideration. Submission of proposals for the initial task orders is completely optional and does not impact an Offeror's eligibility for the Base IDIQ contract award.

20. The solicitation requires a separate proposal for the Base IDIQ in addition to the two initial task orders. While the two task orders include dedicated Statements of Work with defined tasks, deliverables, and estimated labor hours, the Base IDIQ identifies only the anticipated work areas and contract-level deliverables. Could the Government please clarify its expectations for the Base IDIQ proposal, including the expected level of detail and basis for developing the proposed technical approach, staffing, and associated labor hours?

NHTSA Response: The Government expects offerors to demonstrate a comprehensive understanding of the full scope of anticipated work areas outlined in the Base IDIQ Statement of Work (SOW). The Base IDIQ technical approach and staffing strategy should reflect your firm’s overall technical capability, management structure, and capacity to successfully execute contract-level deliverables and manage concurrent task orders. Detailed technical approaches, specific staffing plans, and precise labor hour allocations will be evaluated at the individual Task Order level based on the specific requirements, deliverables, and SOWs issued for each Task Order.

Offerors should ensure their Base IDIQ proposal establishes the overarching framework, methodologies, and labor categories that will govern subsequent task order performance.

21. How will the two proposed task-order responses be evaluated and weighted in the base-IDIQ source selection? Will either result in an immediate award, or are they evaluation-only sample tasks?

NHTSA Response: The evaluations process for the two proposed task orders will begin once conclusion of evaluations and negotiations of the Base IDIQ Contracts have been finalized;

separate evaluations for the proposed task orders will immediately follow.

22. When will NHTSA provide this evaluation information, if it is not already incorporated into the solicitation?

NHTSA Response: Evaluation information can be found in section M.

L. 6 NOTICE OF MULTIPLE AWARD IDIQ WITH SMALL BUSINESS RESERVE

23. Section L.6 states that the Government intends to reserve at least one contract award for a small business. Does the Government also anticipate setting aside any future task orders issued under this multiple-award IDIQ exclusively for small business contract holders?

NHTSA Response: In accordance with FAR 16.505(b)(2)(i)(F), the Contracting Officer reserves the right to set aside specific task orders exclusively for small business awardees under this multiple-award IDIQ. Individual task order solicitation notices will state whether a specific task order is set aside for small business concerns.

24. Will NHTSA make one award, up to five awards, or one small-business award plus additional unrestricted awards?

NHTSA Response: The Government anticipates awarding up to five (5) Base IDIQ contracts under this solicitation, including at least one (1) contract reserved exclusively for a qualified small business concern.

25. Is the solicitation unrestricted with a small-business reserve, or is it expected to result in an award to one small business?

NHTSA Response: This solicitation is full and open (unrestricted) with a one (1) small business reserve. As stated in Section L.6, the Government anticipates awarding up to five (5) Base IDIQ contracts, with at least one (1) award reserved for a qualified small business concern. However, the Government is not limited to only making a single small business award.

26. Does the 25-page technical proposal limit apply separately to the Base IDIQ, Task Order 1, and Task Order 2 responses, or cumulatively across all three?

NHTSA Response: Each RFP including Base IDIQ, Proposed Task Order 1, and Proposed Task Order 2 each have their own separate page limit that is applied individually.

27. Is the cover letter excluded from the page limit?

NHTSA Response: Yes. The cover letter is excluded from the page count.

QUESTIONS FOR TASK ORDER #001

SECTION F – DELIVERIES OR PERFORMANCE

F.2 TASK ORDER PERIOD OF PERFORMANCE

28. Will NHTSA confirm that the due dates for Items 17 and 19 should reference the IDIQ Task Order and not the BPA Call dates?

NHTSA Response: This information has been corrected. (See Revised Task Order RFP)

SECTION G - TASK ORDER ADMINISTRATION

G.1 SUBMISSION OF INVOICES

29. Will NHTSA confirm that the processing system credentialing is not referencing GSA?

NHTSA Response: The intent of this question is not certain, but NHTSA’s credentialing system is managed by the Department of Transportation’s Security Office.

QUESTIONS FOR TASK ORDER #002

SECTION B – SCHEDULE OF PRICES

B.3 PRICE SCHEDULE DEFINITIONS AND SPECIAL PROVISIONS

30. Page 3, Section B.3.1 “Labor Categories”: Will NHTSA confirm that the labor categories should reference the IDIQ contract and not GSA Schedule labor rates?

NHTSA Response: This information has been corrected. (See Revised Task Order RFP)

SECTION G - TASK ORDER ADMINISTRATION

G.1 SUBMISSION OF INVOICES

31. Will NHTSA confirm that the processing system credentialing is not referencing GSA?

NHTSA Response: (See Response to Question #29 above)

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F.2 TASK ORDER PERIOD OF PERFORMANCE