693JJ926RQ000118 DRAFT SOW.pdf

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT (DRAFT)

C.1 BACKGROUND

The National Highway Traffic Safety Administration (NHTSA) is an agency of the U.S. Department of Transportation (DOT). NHTSA’s mission is to save lives, prevent injuries, and reduce traffic-related health care and other economic costs. The agency develops, promotes, and implements effective educational, engineering, and enforcement programs with the goal of ending vehicle crash tragedies and reducing economic costs associated with vehicle use and highway travel.

As part of this work, NHTSA conducts a variety of motor vehicle crash tests including, but not limited to, frontal, rear, oblique, side moving deformable barrier (MDB), and side pole impact test modes.

NHTSA also conducts various crash avoidance tests, static and dynamic rollover tests, air bag out-of-position low risk deployment tests, tire testing, and testing in accordance with Federal Motor Vehicle Safety Standards (FMVSS), such as those for batteries and testing of other vehicle components. To support future efforts, NHTSA expects to conduct research for future FMVSS, crash avoidance technologies, automated vehicles, and electric vehicles. The agency may also conduct testing to assess new crash test dummies and child restraint systems, and may perform research to study vehicle safety defects.

The Contractor shall support NHTSA’s testing/research efforts by providing vehicle procurement, transfer, coordination and related services to several offices within the agency including, but not limited to:

• Office of Vehicle Safety Research (NSR) o Vehicle Research and Test Center (VRTC)

• Office of Enforcement o Vehicle Safety Compliance (OVSC) o Office of Defects Investigation (ODI)

• Office of Rulemaking (NRM) o New Car Assessment Program (NCAP)

C.2 ACRONYMS AND DEFINITIONS

C.2.1 ACRONYMS

ACOR Alternate Contracting Officer’s Representative ACOR (TO) Alternate Contracting Officer’s Representative / Task Order (also as a Delivery

Order) CAP Contractor Acquired Property CO Contracting Officer COR Contracting Officer’s Representative COR (TO) Contracting Officer’s Representative/Task Order (also as Delivery Order) CPARS Contractor Performance Assessment Reporting System DO Delivery Order DOT Department of Transportation

FAR Federal Acquisition Regulation FFP Firm Fixed Price FPEPA Fixed Price with Economic Price Adjustment FMVSS Federal Motor Vehicle Safety Standards FTP File Transfer Protocol GFP Government Furnished Property IDIQ Indefinite Delivery, Indefinite Quantity MDB Moving Deformable Barrier NCAP New Car Assessment Program NHTSA National Highway Traffic Safety Administration QA Quality Assurance SOW Statement of Work TAR Transportation Acquisition Regulation VIN Vehicle Identification Number VRTC Vehicle Research and Test Center

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 (7) consecutive calendar days.

C.3 GENERAL CONTRACT REQUIREMENTS

The Contractor shall provide all personnel, facilities, services, materials, supplies, and equipment (except government furnished property) necessary to locate, and purchase or lease, new and used vehicles, and provide on-time delivery of these vehicles to the testing laboratories listed below.

• Applus IDIADA KARCO Engineering, LLC - 9270 Holly Road, Adelanto, CA 92301

• Calspan Corporation - P.O. Box 400, Buffalo, NY 14225

• Dynamic Research Inc – 355 Van Ness Ave Ste 200, Torrance, CA 90501

• GTL - 1623 Leedstown Rd, Colonial Beach, VA 22443

• Medical College of Wisconsin - 5000 West National Avenue, Milwaukee, WI 53295

• MGA Research Corporation - 5000 Warren Road, Burlington, WI 53105

• MGA Research Corporation - 446 Executive Drive, Troy, MI 48083

• SEA Ltd - 7349 Worthington Galena Rd, Columbus, OH 43085

• Transportation Research Center, Inc. - 10820 State Route 347, East Liberty, OH 43319

• University of Virginia - P.O. Box 800759, Charlottesville, VA 22908

• Vehicle Research and Test Center – PO Box B37; 10820 State Route 347, East Liberty, OH

43319

In addition to the laboratories listed above, the Contractor shall also provide services to deliver vehicles to any other laboratories located in the Continental United States to support the needs of NHTSA program offices. Similarly, the Contractor shall provide services to transfer vehicles (some of which may be crashed or otherwise undriveable) from test laboratories to designated locations (within the Continental United States) or other test laboratories. The Contractor may also be asked to promptly return the vehicles to the original location upon completion of testing or program office use.

Each Delivery Order will provide a list of vehicles and will indicate the required vehicle specifications, and if applicable, the expected test date, test lab, delivery timeframe, storage requirements, and other deliverable requirements. The Contractor shall meet all the specified delivery requirements in a timely manner. The Contractor may also be expected to provide an additional physical inspection report before purchasing used vehicles.

In addition to vehicle procurement and transfer of vehicles between locations, the Contractor may be requested to coordinate vehicle delivery and testing at various test laboratories, arrange for vehicle repair/refurbishment or storage, procure vehicle parts, facilitate electronic transfer of large volumes of test related files between vehicle manufacturers, test laboratories, and NHTSA, and perform analyses related to test vehicle selection and fleet coverage.

C.4 SCOPE OF WORK

The scope of the work described in this contract and delivery orders issued under this contract is to provide test vehicle procurement (purchasing or leasing, including delivery), transfer, storage, inspection, repair/refurbishment, scheduling, coordination, and disposition services to NHTSA in support of the agency’s research, enforcement, and rulemaking programs while maintaining all records related to these services. The Contractor is also expected to provide parts procurement and shipping services for testing, as well as FTP and file transfer services, and analyses to 1) assist individual program offices with vehicle selection for testing and 2) document fleet coverage of rated vehicles.

C.4.1 KICKOFF MEETING

Within two (2) weeks of contract award, key members of the Contractor’s staff shall meet with the COR(s), Contracting Officer, and other interested NHTSA staff for the purposes of a kickoff meeting.

The meeting will be held via conference call or Microsoft Teams and will last from one (1) to two (2) hours. The purpose of the kickoff meeting is to:

a. Review the contract’s requirements;

b. Review the process for issuing Delivery Orders; and

c. Address questions from any party.

C.4.2 TEST VEHICLE PURCHASING

The Contractor shall purchase new and used vehicles for various NHTSA testing programs and provide on-time delivery of these vehicles to several testing laboratories located throughout the continental United States. The specific destination(s) or strategy for selecting destination(s) will be provided in the Delivery Order.

New vehicles targeted for procurement, along with vehicle trim levels and/or any other special requirements, such as specific safety equipment or advanced technologies, will also be provided to the Contractor in the Delivery Order. Each vehicle shall be in new condition with no more than 200 miles prior to the start of any testing, unless otherwise approved by the COR (TO). The targeted vehicles will be provided in groups and/or individually and will have a required timeframe for procurement and delivery. The Contractor shall be responsible for all aspects of the acquisition, possession, storage, and delivery of test vehicles and any related expenses.

Two CLIN descriptions will apply for each vehicle included on a Delivery Order for purchase, the Test Vehicle Purchasing Services Fee, and the Test Vehicle Purchase Cost.

The Test Vehicle Purchase Cost is a pass-through cost. It shall include the actual charges from the storage facility (if required) and shipping company for the vehicle to be purchased, in addition to the actual vehicle purchase cost, non-refundable deposit (if required), and any other dealership costs.

The Test Vehicle Purchasing Services Fee is a per-vehicle fixed cost. It encompasses all costs associated with vehicle procurement beyond the actual vehicle cost, dealer fees, and shipping company and storage company costs (if required). This fee includes financing associated with borrowing funds for a vehicle purchase and Contractor labor costs to locate and acquire competing cost quotes for purchase of a test vehicle meeting requirements specified in a Delivery Order (including trade-in of an existing NHTSA vehicle if requested by the COR (TO)), as well as to arrange shipping/delivery of the purchased vehicle to a designated test laboratory (including the trade-in vehicle from a test laboratory to a dealership, if applicable), and storage (if necessary). The fee also includes the additional requirements of notifying COR(s) of the purchasing status and expected vehicle delivery date, populating vehicle Transfer/Receipt Documents, maintaining a weekly vehicle purchasing Delivery Order status report, and retaining all records related to the vehicle purchase. Vehicle purchase requirements are further detailed below.

Procurement of New Vehicles

Upon receipt of a Delivery Order for a new vehicle purchase, the Contractor shall:

• Obtain at least three (3) competing price quotes (excluding tax) from new vehicle dealerships located near the designated test laboratory or alternate destination. Each quote shall include the shipping/delivery costs for each vehicle, title costs, any other extraneous dealer fees, and the cost for vehicle storage (if required). If requested by the COR (TO), quotes must also reflect trade-in and shipping (from the laboratory to the dealership) of an existing NHTSA vehicle. Under no circumstances shall the Contractor obtain a vehicle directly from the vehicle manufacturer unless specifically requested by the COR (TO).

• Identify the quote having the lowest total cost (i.e., winning bid) and proceed with purchase, storage (if necessary), and shipping/delivery of the vehicle to the designated location to meet test schedule requirements.

o Upon request by the COR (TO), the Contractor may be asked to provide a summary of the three (3) quotes received (i.e., bid form) and identify the winning bid at least three

(3) days prior to purchase. The Contractor may also be asked to provide detailed copies of the quotes.

• Maintain records for each purchased vehicle including, but not limited to, quote details, Contractor’s invoice, dealer’s invoice, manufacturer’s invoice/build sheet, manufacturers Certificate of Origin (MSO), odometer statement, Monroney Label, Vehicle Identification Number (VIN), NHTSA identification number, procurement date, shipping cost(s), shipping and delivery date(s), shipping location(s), test(s) to be performed, vehicle condition, current location, and vehicle disposition information.

• On a weekly basis, provide an electronic copy of a status report, F.9 Delivery Order Status Reports, of all vehicles to the COR (TO).

All information gathered during the vehicle purchasing process must be clearly and logically organized and made readily available to the COR (TO). Meeting all the specified delivery requirements in a timely and accurate manner, as well as thorough record keeping, is mandatory for this requirement.

The Contractor will be reimbursed for the Test Vehicle Purchase Cost and paid for the Vehicle Purchasing Services Fee upon 1) completion of the procurement process and 2) submittal of the associated invoice for a given vehicle and copies of the original receipts, consistent with Section G. If a vehicle must be ordered or custom built and requires a non-refundable deposit, the Contractor may invoice for the deposit separately after the order has been placed. The ordered or custom-built vehicle must be identified on the invoice and copies of the order agreement, deposit conditions, and receipt for the deposit shall be included.

Procurement of Used Vehicles

Occasionally, the Government may issue a Delivery Order for a used vehicle. The Delivery Order will specify the requirements, but, in general, the requirements for buying a used vehicle are identical to those outlined above for a new vehicle, except that there will be differences in the source of the used vehicle (e.g., used car dealer), mileage, vehicle condition, and safety-related equipment.

For a used car purchase, the Contractor may also be required to perform a vehicle inspection and provide a physical inspection report before purchasing a used vehicle so that its condition can be assessed. This will be specified in the Delivery Order and is associated with the Test Vehicle Inspection Fee CLIN description. This fixed fee, which is separate from the fixed Vehicle Purchasing Services Fee, encompasses all costs associated with the inspection service, such as Contractor labor, professional mechanic (or other qualified person) labor, and any other related costs.

If a used vehicle inspection is requested, the Contractor shall not commit to the purchase the vehicle until the results of the inspection are presented to, and accepted by the CO (TO), and the Contractor has been instructed to proceed with the purchase.

C.4.3 TEST VEHICLE LEASING

The Government may also require the Contractor to lease test vehicles for NHTSA’s testing programs and provide on-time delivery of these vehicles to several testing laboratories located throughout the continental United States. The specific destination(s) or strategy for selecting destination(s) will be provided in the Delivery Order.

Vehicles targeted for leasing, along with vehicle trim levels and/or any other special requirements, such as specific safety equipment or advanced technologies, will also be provided to the Contractor in the Delivery Order. Unless otherwise specified, each vehicle shall be in new condition with no more than 200 miles prior to the start of any testing, unless otherwise approved by the COR (TO). The targeted vehicles will be provided in groups and/or individually and will have a required timeframe for procurement and delivery, and a defined lease term. The Contractor shall be responsible for all aspects of the lease, possession, storage, and delivery of test vehicles and any related expenses.

Two CLIN descriptions will apply for each vehicle included on a Delivery Order for purchase, the Test Vehicle Leasing Services Fee, and the Test Vehicle Lease Cost.

The Test Vehicle Lease Cost is a pass-through cost. It shall include actual charges from the storage facility (if required) and shipping company for the vehicle to be leased, in addition to the actual charges from the vehicle lessor for vehicle lease costs and other lessor costs.

The Test Vehicle Leasing Services Fee is a per-vehicle fixed cost. It encompasses all costs associated with vehicle leasing beyond the actual vehicle lease cost, lessor fees, and shipping company and storage company costs (if required). This fee includes financing associated with borrowing funds for a vehicle lease and Contractor labor costs to locate and acquire competing cost quotes for lease of a test vehicle meeting requirements specified in a Delivery Order, as well as to arrange shipping/delivery of the leased vehicle to a designated test laboratory, and storage (if required). The fee also includes the additional requirements of notifying COR(s) of the leasing status and expected vehicle delivery date, drafting vehicle Transfer/Receipt Documents, maintaining a weekly vehicle leasing Delivery Order status report, and retaining all records related to the vehicle lease, including the lease start and end dates, and the associated lease agreement. Vehicle leasing requirements are further detailed below.

Leasing of New Vehicles

Upon receipt of a Delivery Order for a lease for a new vehicle, the Contractor shall:

• Obtain at least three (3) competing lease quotes (excluding tax) for the defined lease term from new vehicle dealerships or certified vehicle distributors (if approved by the COR) (unless otherwise specified) located near the designated test laboratory or alternate destination. Each quote shall include the shipping/delivery costs for each vehicle, any other extraneous dealer fees, and the cost for vehicle storage (if required). Under no circumstances shall the Contractor obtain a vehicle directly from the vehicle manufacturer unless specifically approved by NHTSA through the COR (TO).

• Identify the quote having the lowest total cost (i.e., the winning bid) and proceed with leasing, storage (if necessary), and delivery of the vehicle to the designated location to meet test schedule requirements.

o Upon request by the COR (TO), the Contractor may be asked to provide a summary of the three (3) quotes received (i.e., bid form) and identify the winning bid at least three

(3) days prior to purchase. The Contractor may also be asked to provide detailed copies of the quotes.

• Maintain records for each leased vehicle including, but not limited to, quote details, Contractor’s Invoice, lessor’s invoice, repair/refurbishment invoice(s), manufacturer’s invoice/build sheet (if available), Monroney Label, Vehicle Identification Number (VIN), NHTSA identification number, leasing dates, shipping cost(s), shipping and delivery date(s), shipping location(s), test(s) to be performed, current location, and vehicle condition.

• On a weekly basis, provide an electronic copy of a status report of all vehicles currently leased, or to be leased for the given month, to the COR (TO). For currently leased vehicles, this report should include the date of lease expiration.

All information gathered during the vehicle leasing process must be clearly and logically organized and made readily available to the COR (TO). Meeting all the specified delivery requirements in a timely and accurate manner, as well as thorough record keeping, is mandatory for this requirement.

The Contractor will be reimbursed for the Test Vehicle Lease Cost and paid for the Vehicle Leasing Services Fee upon 1) completion of the leasing process and 2) submittal of the associated invoice for a given vehicle and copies of the original receipts, consistent with Section G.

Leasing of Used Vehicles

Occasionally, the Government may issue a Delivery Order to lease a used vehicle, or a vehicle directly from a vehicle owner. The Delivery Order will specify the requirements, but, in general, the requirements for leasing a used vehicle are identical to those outlined above for a new vehicle, except that there may be differences in the source of the used vehicle (e.g., used car dealer), mileage, vehicle condition, and safety-related equipment.

For a used car lease, the Contractor may also be required to provide an additional physical inspection report before leasing a used vehicle so that its condition can be assessed. This will be specified in the Delivery Order and is associated with the Test Vehicle Inspection Fee CLIN description. This fixed fee, which is separate from the fixed Vehicle Leasing Services Fee, encompasses all costs associated with the inspection service, such as Contractor labor, professional mechanic (or other qualified person) labor, and any other related costs.

If a used vehicle inspection is requested, the Contractor shall not commit to leasing the vehicle until the results of the inspection are presented to, and accepted by the CO, and the Contractor has been instructed to proceed with the lease.

C.4.4 TEST VEHICLE REPAIR/REFURBISHMENT

On occasion, a vehicle may become damaged during testing, such as in crash avoidance tests, and require repairs so that testing may proceed. The Contractor shall be responsible for all aspects of the repair/refurbishment process for a given vehicle, including scheduling repairs with a dealer repair facility, coordinating with the test laboratory, shipping the vehicle to and from the repair facility, verification that the vehicle has been restored to pre-test condition, storage (if necessary), and any related expenses.

Two CLIN descriptions will apply for vehicle repair/refurbishment, Test Vehicle Repair/Refurbishment Services Fee, and Test Vehicle Repair/Refurbishment Cost.

The Test Vehicle Repair/Refurbishment Cost is a pass-through cost. It shall include the actual vehicle repair/refurbishment cost, including shipping/delivery of the vehicle to and from the repair facility (if required), charged by the repair facility and the shipper.

The Test Vehicle Repair/Refurbishment Services Fee is a per-vehicle fixed cost. It encompasses all costs associated with the repair/refurbishment process beyond the actual dealer repair facility, shipping company, and storage facility costs (if applicable). This fee includes laboratory labor (if applicable) and any financing associated with borrowing funds. The fee also includes the Contractor labor to arrange for repair/refurbishment and storage (if necessary) of a test vehicle, schedule the vehicle repair, arrange shipping/delivery of the vehicle to and from the repair facility and storage, and the additional requirements of notifying the COR(s) of the repair/refurbishment status and expected repair completion date, coordinating with the test laboratory to schedule vehicle shipping (to and from), notifying the laboratory of the expected repair completion date, verifying that the vehicle has been restored to pre-test condition, and retention of all records related to the vehicle repair/refurbishment.

Additional requirements for vehicle repair/refurbishment are further detailed below.

Upon notification by the COR that a vehicle is in need of repair/refurbishment, the Contractor shall:

• Schedule the repair with a dealership located within 50 miles of the test laboratory of origin.

• Arrange storage and/or shipping of the vehicle to the dealership.

• Coordinate pick up of the vehicle with the test laboratory.

• If the vehicle was transferred to a dealership, obtain a detailed quote to repair the damaged vehicle to its pre-test condition and provide to the COR (TO).

• Upon receiving feedback from the COR (TO) to proceed with the vehicle repairs, inform the dealership to proceed with the vehicle repairs. Notify the COR (TO) and test laboratory of the expected completion date for the repairs.

• Upon completion of the repairs, notify the COR (TO) and test laboratory.

• Schedule storage, if necessary, and/or shipping of the vehicle back to the test laboratory.

• Verify with the test laboratory that the vehicle has been restored to its pre-test condition.

• Maintain records for the repaired vehicle, including shipping and storage documents, if applicable.

Meeting all the specified requirements in a timely and accurate manner, as well as thorough record keeping, is mandatory for this requirement.

The Contractor will be reimbursed for the Test Vehicle Repair/Refurbishment Cost and paid for the Test Vehicle Repair/Refurbishment Services Fee upon 1) completion of the vehicle repair/refurbishment process and 2) submittal of the associated dealership invoice for repair/refurbishment, shipping company invoice, and storage facility invoice (if applicable), in addition to copies of the original repair, shipping, and storage receipts, consistent with Section G.

C.4.5 TEST VEHICLE TRANSFER BETWEEN LOCATIONS

The Contractor shall provide services to transfer untested and crash-tested vehicles between test labs or other designated locations (within the continental United States). Most crash-tested vehicles will be damaged such that they do not move or steer properly, which should be taken into account when providing this service. Specific requirements pertaining to vehicle transfer will be provided to the Contractor in a Delivery Order.

The Contractor shall be responsible for all aspects of vehicle transfer and any related expenses. This requirement is separate from the vehicle delivery that is included with the initial procurement of a new or leased vehicle.

Vehicle transfer shall be arranged on a per-order basis. One order consists of a single request to ship one or multiple vehicles, from one location to another within the continental United States, that can be performed by a single shipping company. If the Contractor splits the order into multiple shipments or utilizes multiple shipping companies, or if the order is revised by the Government, Contractor, or shipper prior to shipment of the item(s), it remains a single order for purposes of the contract.

Two CLIN descriptions will apply for vehicle transfer, Test Vehicle Transfer Between Locations Services Fee, and Test Vehicle Transfer Between Locations Cost.

The Test Vehicle Transfer Between Locations Cost is a pass-through cost. It shall include the actual cost to ship a vehicle or vehicles between locations, charged by a shipping company.

The Test Vehicle Transfer Between Locations Services Fee is a per-order fixed cost. It encompasses all costs associated with vehicle transfer beyond the actual shipping company costs. This fee includes laboratory labor (if applicable) and any financing associated with borrowing funds. The fee also includes the Contractor labor to acquire competing quotes to arrange shipment of test vehicles for one order by the Government, and the additional requirements of populating vehicle Transfer/Receipt Documents, notifying the COR(s) of the transfer status and expected delivery date, and retention of all records related to shipping/delivery. Additional transfer requirements are further detailed below.

Upon receipt of a Delivery Order for vehicle transfer, the Contractor shall:

• Obtain at least three (3) quotes from vehicle shipping companies.

• Identify the quote having the lowest total cost (i.e., winning bid) and proceed with shipping of the vehicle(s) to meet the Delivery Order requirements.

o Upon request, the Contractor may be asked to provide a summary of the three (3) quotes received and identify the winning bid at least three (3) days prior to shipping vehicles. The Contractor may also be asked to provide detailed copies of the quotes.

• Maintain records for each transferred vehicle, including vehicle Transfer/Receipt Documents.

Meeting all the specified vehicle transfer requirements in a timely and accurate manner, as well as thorough record keeping, is mandatory for this requirement.

The Contractor will be reimbursed for the Test Vehicle Transfer Between Locations Cost and paid for the Test Vehicle Transfer Between Locations Services Fee upon 1) completion of the vehicle transfer process and 2) submittal of the associated invoice for a given vehicle transfer order and copies of the original shipping receipts, consistent with Section G.

C.4.6 TEST VEHICLE STORAGE

On occasion, NHTSA may request that a vehicle or multiple vehicles be stored at a separate off-site storage facility (i.e., not at a test laboratory where the vehicle(s) are being tested) while awaiting initial or subsequent testing, or for purposes of an investigation. The Contractor shall be responsible for all aspects of the storage of test vehicle(s) and any related expenses.

Two CLIN descriptions will apply for vehicle storage, Test Vehicle Storage Services Fee, and Test Vehicle Storage Cost.

The Test Vehicle Storage Cost is a pass-through cost. It shall include the actual cost to store a vehicle or vehicles at an off-site facility (i.e., not at a test laboratory where the vehicle(s) are being tested), charged by a storage facility.

The Test Vehicle Storage Services Fee is a per-order fixed cost. It encompasses all costs associated with acquiring competing quotes to arrange storage of test vehicles for one order by the Government.

One order consists of a single request to store one or multiple vehicles at a single off-site storage facility. If the order is revised by the Government or Contractor prior to shipment of the vehicles(s) to the storage facility, it remains a single order for purposes of this line item. This fee also encompasses all costs associated with the storage of test vehicle(s) beyond the actual storage facility costs, including any financing associated with borrowing funds and Contractor labor to arrange storage and retain all records related to vehicle storage, including any storage agreement. Vehicle transfer to and from the storage facility will be covered separately by the Test Vehicle Transfer Between Locations Fee.

Additional requirements for vehicle storage are further detailed below.

Upon receipt of a Delivery Order and notification by the COR (TO) that a vehicle or vehicles require(s) separate storage, the Contractor shall:

• Obtain at least three (3) quotes from storage facilities.

• Identify the quote having the lowest total cost (i.e., winning bid) and proceed with arranging storage for the vehicle(s).

o The storage facility shall be at a geographic location designated by the COR (TO), or if a designation is not made, a storage facility located within 50 miles of the test laboratory of origin, unless otherwise specified in the Delivery Order.

o Upon request, the Contractor may be asked to provide a summary of the three (3) quotes received and identify the winning bid at least three (3) days prior to transfer of the vehicle(s) to the storage facility. The Contractor may also be asked to provide detailed copies of the quotes.

• Maintain storage records for the vehicle(s), including any storage agreement.

Meeting all the specified requirements in a timely and accurate manner, as well as thorough record keeping, is mandatory for this requirement.

The Contractor will be reimbursed for the Test Vehicle Storage Cost monthly upon submittal of the associated monthly storage facility invoice and copies of the original storage receipt(s), consistent with Section G. The Test Vehicle Storage Services Fee shall be paid upon completion of the storage term and submittal of an associated invoice, consistent with Section G.

C.4.7 VEHICLE PARTS LOCATING, PURCHASING, AND SHIPPING

On occasion, it may be necessary to order parts (e.g., hoods, bumpers, windshields, air bags, etc.) for a vehicle to allow testing to continue, such as for pedestrian protection testing or for low-risk deployment (LRD) airbag testing. The Contractor shall be responsible for all aspects of the acquisition, possession, and delivery of vehicle parts and any related expenses.

Two CLIN descriptions will apply for parts procurement, Vehicle Parts Locating, Purchasing, and Shipping Services Fee, and Vehicle Parts Purchase and Shipping Cost.

The Vehicle Parts Purchase and Shipping Cost is a pass-through cost. It shall include the actual cost for parts charged by the parts vendor plus the cost to ship the parts to the designated destination.

The Vehicle Parts Locating, Purchasing, and Shipping Services Fee is a per-order fixed cost. It encompasses all costs associated with the procurement beyond the actual vehicle dealership and shipping company costs. This fee includes financing associated with borrowing funds for a vehicle lease and Contractor labor costs to locate, purchase, and arrange shipping of vehicle parts for one order by the Government, as well as to retain all records related to purchasing and shipping of vehicle parts. One order consists of one or more vehicle parts that can be provided by a single vendor, to be purchased and shipped to a single location designated by the COR (TO). Specifications for the parts and the destination will be designated by the COR (TO). If the order is split into multiple orders by the Contractor or parts vendor, or if the order is revised by the Government, Contractor, or parts vendor prior to shipping of the item(s), it remains a single order for purposes of this line item.

Additional requirements for parts procurement are further detailed below.

Upon receipt of a Delivery Order for parts procurement and notification by the COR (TO), the Contractor shall:

• Obtain at least three (3) quotes for the ordered part(s) from a dealership or other authorized vendor. Ensure all parts meet the Delivery Order specifications.

• Identify the quote having the lowest total cost (i.e., winning bid), including shipping, and proceed with shipping of the part(s) to the designated destination.

o Upon request, the Contractor may be asked to provide a summary of the three (3) quotes received and identify the winning bid at least three (3) days prior to ordering.

• Maintain all records related to the purchasing and shipping of the vehicle part(s).

Meeting all the specified requirements in a timely and accurate manner, as well as thorough record keeping, is mandatory for this requirement.

The Contractor will be reimbursed for Vehicle Parts Purchase and Shipping Cost and paid for the Vehicle Parts Locating, Purchasing, and Transfer Services Fee upon 1) completion of the parts procurement process and 2) submittal of the associated invoice(s) for the procured part(s) and shipping, in addition to copies of the original parts procurement and shipping receipts from the dealership and shipping company, respectively, consistent with Section G.

C.4.8 TEST COORDINATION

The Government may order test coordination services for any vehicle that it plans to test. The Government will utilize CLIN description, Test Coordination Services Fee (Per Vehicle), for this service. (For NCAP, this CLIN will apply to crashworthiness, crash avoidance, pedpro, static rollover, and dynamic rollover test vehicles purchased/leased by the Contractor, or by a source other than the Contractor, unless otherwise stated in the Delivery Order.)

The Contractor shall be responsible for all aspects of the test coordination for a test or test series performed on a vehicle, including collecting test setup information from the corresponding vehicle manufacturer for all planned testing modes and relaying that information to the test laboratory(ies), establishing test dates with the test laboratory(ies), and notifying the COR (TO) and all designated stakeholders of the test date(s) once they have been solidified. For a test vehicle that has been procured by the Contractor, the Contractor shall also be responsible for coordinating timely delivery of the vehicle to the lab(s) to meet the test date(s). Requirements for the test coordination process are further detailed below.

The test coordination service shall be provided by the Contractor for a fixed fee. The fixed fee shall encompass all costs associated with the service, such as Contractor labor and any other related costs.

The fee shall allow the Contractor to provide test coordination services for a discreet vehicle test (i.e., a single stand-alone test, such as a crash test), or a vehicle test series (i.e., similar, or related tests performed consecutively, such as automatic emergency braking and lane keeping assist crash avoidance tests, on the same vehicle) that will be conducted at a NHTSA-contracted laboratory. A separate Test Coordination Services Fee will apply to each discrete test or test series performed for a given vehicle.

Upon receipt of a Delivery Order for test coordination, the Contractor shall:

• Establish a test date (or dates, for a test series) with the designated test laboratory for each vehicle (whether sourced by the Contractor or another party).

o Government holidays should be avoided when establishing test dates.

o If more than one laboratory will be assigned for testing for a given vehicle model, the

Contractor shall ensure that the test dates for the model are distributed across the various laboratories so that the subject vehicle manufacturer can attend each test of the model. The Contractor shall also aim to distribute vehicles included on a Delivery Order to designated test laboratories in a manner that allows each laboratory to receive a steady flow of test vehicles. To accomplish this, the Contractor shall rotate through the receiving laboratories when distributing vehicles to prevent testing backups at each laboratory.

• Develop and maintain a comprehensive test calendar, to be updated daily, that clearly indicates the test type(s) and associated test date(s) for each vehicle model to be tested at each laboratory.

• At the request of the COR (TO), coordinate testing between designated laboratories that perform complementary testing for specific vehicle models so that the testing can be completed concurrently (as practicable). With input from the designated laboratories, the contractor will maintain a test coordination and progress report that will generally list the planned test vehicles, basic vehicle specifications, current testing status, and scheduled/completed test date information. The report shall be updated bi-weekly and provided to the COR (TO) and designated testing laboratories. An example test coordination and progress report will be provided to the contractor by the COR (TO). (Note: This is typically required for NCAP static and dynamic rollover testing.)

• For each crashworthiness test vehicle, provide a blank Report of Vehicle Condition form and blank Vehicle Air Bag and Restraint Deactivation form to the testing laboratory via email when the vehicle has been assigned to the laboratory. The most current versions of the forms will be provided to the Contractor for distribution. If requested by the COR (TO), the contractor shall prepopulate the form header with available information prior to sending it to the test laboratory.

• For each rollover or crash avoidance test vehicle, provide a blank Report of Vehicle Condition form to the testing laboratory via email when the vehicle has been assigned to the laboratory.

The most current versions of the forms will be provided to the Contractor for distribution. If requested by the COR (TO), the contractor shall prepopulate the form header with available information prior to sending it to the test laboratory. (Note: Prepopulated headers are generally required for NCAP static rollover test vehicles.)

• Notify the vehicle manufacturer of the vehicle VIN (if applicable, depending on test performed), designated test laboratory(ies), and associated test date(s).

• Request test setup and attendee information from the vehicle manufacturer, and once received, forward the information, including any subsequent updates, to the CORs (TO) and the test laboratory(ies).

• For vehicles procured by the Contractor, coordinate delivery of each vehicle to ensure delivery occurs no later than two (2) weeks prior to a designated test date.

• Retain all records related to the test coordination effort, including the pre-test form(s), vehicle delivery status, and test calendar. Information gathered must be clearly and logically organized and made readily available to the COR (TO).

Meeting all the specified scheduling requirements in a timely and accurate manner, as well as thorough record keeping, is mandatory for this requirement.

The Contractor will be reimbursed for the Test Coordination Services Fee upon 1) completion of the test coordination process (e.g., upon the laboratory testing the vehicle) and 2) submittal of the associated invoice, consistent with Section G.

C.4.9 TEST VEHICLE LOCATING SERVICES

The Government may order locating services (only) for a vehicle that has been identified by the COR (TO) for procurement (either purchase or lease) by a source other than the Contractor for testing at several laboratories located throughout the continental United States. The Government will utilize CLIN description, Test Vehicle Locating Services Fee (Per Vehicle), which is a per-vehicle fixed cost, for this service. This fee includes Contractor labor costs to locate and acquire competing cost quotes for purchase/lease of a test vehicle meeting specified requirements by a source other than the Contractor. The fee also includes the additional requirements of immediately notifying the designated COR(s) and designated procurement source (typically the testing laboratory) of the locating status and dealership or lessor details, maintaining a weekly status report of all located vehicles, and retaining all related records. (For NCAP, this CLIN will apply to crashworthiness, crash avoidance, pedpro, and dynamic rollover test vehicles, but will not apply to static rollover test vehicles, unless otherwise instructed by the COR (TO).)

Make, model, year, vehicle trim level(s) and/or any other special requirements, such as specific safety equipment or advanced technologies, in addition to the designated testing laboratory, the procurement source (typically the same as the test laboratory), and defined lease term (if applicable), will be provided to the Contractor for each vehicle to be located. Unless otherwise approved by the COR (TO), each vehicle shall be in new condition with no more than 200 miles prior to the start of any testing. Vehicles to be located will be provided in groups and/or individually and may have a required timeframe for eventual procurement and delivery.

Vehicle locating requirements for purchasing and leasing are further detailed below.

Upon receipt of a Delivery Order for test vehicle locating services (i.e., either purchase or lease) and subsequent notification by the COR (TO) of vehicle requirements and the procurement source, the Contractor shall:

• Obtain at least three (3) competing price/lease quotes (excluding tax) for the defined lease term

(if applicable) from new vehicle dealerships or certified vehicle distributors/lessors (if approved by the COR) located near the designated test laboratory or alternate destination.

Each quote shall include the shipping/delivery costs for each vehicle, title costs (if applicable), any other extraneous dealer fees. Under no circumstances shall the Contractor locate a vehicle that is to be obtained directly from the vehicle manufacturer unless specifically approved by NHTSA through the COR (TO).

• Identify the quote having the lowest total cost (i.e., winning bid) and request the dealership/distributor/lessor to “hold” the vehicle until contacted by the procurement source.

o Upon request, the Contractor may be asked to provide a summary of the three (3) quotes received (i.e., bid form) and identify the winning bid prior to purchase by the procurement source. The Contractor may also be asked to provide detailed copies of the quotes.

• Immediately after identifying the winning bid, notify the designated COR(s) and procurement source of vehicle’s hold status and provide said source with the associated dealership details (e.g., dealership/distributor/lessor name, address, and phone number;

dealership/distributor/lessor contact name, phone number, and email; confirmed vehicle VIN;

total agreed upon purchase/lease price (including shipping costs, if applicable)); and agreed upon lease term (if applicable).

• Maintain records for each located vehicle including, but not limited to: quote details (as listed above); the manufacturer’s invoice/build sheet; Monroney Label; NHTSA identification number; designated test laboratory name and location; name and phone number for the procurement source (if different than the laboratory); laboratory contact name and phone number; lease start and expiration dates as well as term length (if applicable); and procurement source/laboratory notification date.

• On a weekly basis, provide an electronic copy of a status report of all located vehicles to the

COR (TO).

All information gathered during the vehicle locating process must be clearly and logically organized and made readily available to the COR (TO) upon request. Meeting all the specified vehicle locating requirements in a timely and accurate manner, as well as thorough record keeping, is mandatory for this requirement.

The Contractor will be reimbursed for the Vehicle Locating Services Fee upon 1) completion of the locating process, 2) confirmation that the procurement source has reserved or procured the vehicle, and 3) submittal of the associated invoice and copies of the required documents/materials for a given vehicle, consistent with Section G.

C.4.10 TEST VEHICLE INSPECTION

On occasion, it may be necessary for a vehicle to undergo a physical inspection by a professional mechanic or other qualified person, particularly prior to the purchase or lease of a used vehicle. In such instances, the Government will utilize CLIN description, Test Vehicle Inspection. The Contractor shall be responsible for all aspects of arranging for the vehicle inspection, including obtaining a report that will allow the COR (TO) to assess the vehicle condition.

The vehicle inspection service shall be provided by the Contractor for a fixed fee. The fixed fee shall encompass all costs associated with the service, such as Contractor labor, professional mechanic (or other qualified person) labor, and any other related costs. Requirements for the inspection process are further detailed below.

Upon receipt of a Delivery Order for test vehicle inspection, the Contractor shall:

• Schedule a thorough, physical inspection of the vehicle with a professional mechanic or other qualified person.

• Obtain a copy of the inspection report and provide it to the COR (TO).

• Obtain approval from the COR (TO) to purchase/lease the vehicle prior to actual procurement.

• Maintain all records related to the vehicle inspection, including a copy of the inspection report.

The Contractor will be reimbursed for the Test Vehicle Inspection Fee upon 1) completion of the vehicle inspection process and 2) submittal of the associated invoice(s) for the inspection, in addition to copies of the original inspection receipt(s) from the mechanic performing the inspection, consistent with Section G.

C.4.11 FTP SERVICE AND FILE TRANSFER

The Contractor shall establish and maintain an FTP site that can accommodate large uploads of non-confidential data (e.g., test reports, test data, photographs, high-speed video, etc.) from test laboratories and vehicle manufacturers. The Government will utilize CLIN description, FTP Service and File Transfer Fee (Monthly), for this service. The Contractor shall be responsible for all aspects of establishing and maintaining the FTP service and transferring documents. Requirements for the FTP service and file transfer process are further detailed below.

The FTP and file transfer service shall be provided by the Contractor for a fixed fee. The fixed fee shall encompass all costs associated with the service, such as Contractor labor and any related FTP service provider costs.

Upon receipt of a Delivery Order for FTP Service and File Transfer, the Contractor shall:

• Contact a service provider and establish an FTP site.

• Copy any data received by the Contractor from a NHTSA test laboratory or vehicle manufacturer to NHTSA internal drives identified by the COR (TO) within one (1) business day of receipt.

o Though the test data to be transferred through the FTP site is not confidential, it shall only be accessible/viewable by the uploading party and the Contractor, unless additional parties are designated by the COR (TO) (e.g., the COR may occasionally request release of laboratory data from a specific test to a specific vehicle manufacturer).

• Release data to additional parties, if requested by the COR (TO), within one (1) business day of the request.

• Notify all parties involved with a transfer (i.e., those sending and receiving data) when the transfer is complete.

• Remove data uploaded by NHTSA test laboratories from the FTP site only after such time as it has been transferred to NHTSA internal drives and the test has been finalized by NHTSA. All other uploaded data may be removed from the FTP site once it has been transferred to NHTSA internal drives.

Establishing the FTP site in a timely manner and maintaining it over the course of the contract is mandatory for this requirement.

The Contractor will be reimbursed monthly for the FTP Service and File Transfer Fee upon submittal of the associated invoice for the service, consistent with Section G.

C.4.12 NCAP VEHICLE FLEET COVERAGE ANALYSIS

The Contractor shall provide an analysis showing current and projected NCAP vehicle fleet coverage (e.g., the number of vehicle models already rated by NCAP as compared to the total number available in the fleet) using the previous annual vehicle selection analysis data, any updated fleet data provided by NCAP, and the test completion status as determined from the Contractor’s test coordination activities. The Government will utilize CLIN description, NCAP Vehicle Fleet Coverage Analysis Fee, for this task. The Contractor shall be responsible for all aspects of this task, which are further detailed below.

The NCAP vehicle fleet coverage analysis shall be provided by the Contractor for a fixed fee. The fixed fee shall encompass all costs associated with the task, such as Contractor labor.

Upon receipt of a Delivery Order for NCAP Vehicle Fleet Coverage Analysis, and within three (3) days of request by the COR (TO), the Contractor shall:

• Analyze the number of vehicle models rated by NCAP as compared to total number available in the fleet.

• Develop a chart showing a monthly breakdown of tests conducted (cumulative), tests planned (cumulative), planned vehicle fleet coverage (percent), and actual fleet coverage (percent).

• Develop a chart showing the number of tests planned and the number of tests conducted for each month.

• Provide a summary report detailing the analysis and displaying both charts to the COR (TO).

This analysis may be requested several times annually.

Meeting all the specified requirements in a timely and accurate manner is mandatory for this requirement.

The Contractor will be paid for the NCAP Vehicle Fleet Coverage Analysis Fee upon submittal of the associated invoice for the service, consistent with Section G.

C.4.13 NCAP VEHICLE SELECTION ANALYSIS

The Contractor will be required to compile and analyze annual vehicle…