693JJ926RQ000160_DMS SOW.pdf

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

C.1. INTRODUCTION

The National Highway Traffic Safety Administration (NHTSA) sets safety and fuel economy standards for motor vehicles in the United States through the rulemaking process. NHTSA has a broad regulatory portfolio to advance the agency’s mission. 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 preventable tragedies and reducing economic costs associated with vehicle use and highway travel. In addition to its safety mission, NHTSA develops and administers Corporate Average Fuel Economy (CAFE) standards for passenger cars and light-duty (LD) trucks and Fuel Efficiency (FE) standards for Medium-Duty (MD) and Heavy-Duty (HD) engines and vehicles.

NHTSA is soliciting for document management support services to assist with the NHTSA efforts to advance the regulatory portfolio. The resource and effort requirements of the document management services will vary widely over the rulemaking development cycle. At times the support services may require continual support, including evenings, weekends, or possibly overnight responsiveness at the peak of rulemaking development. The period of intense review of documents, reviews, and changes to the document can range from months to years for every major rulemaking action. Sometimes, more than one rulemaking action can happen within a year. Any subject matter knowledge related to corporate average fuel economy for the transportation fleet or greenhouse gas emission reduction is considered a plus when performing these document management support services.

C.2. BACKGROUND

To support its mission NHTSA continuously gathers information about current and future technologies that may be employed to meet future fuel economy. fuel efficiency, and vehicle safety standards.

Performance information is used a inform future rule making efforts. Gathered information on technology performance and cost is used to create reasonable inputs for NHTSA’s Analysis, which consists of a family of models designed to estimate the effects of potential future rulemaking actions.

C.3. OBJECTIVE

The objective of this task is to establish a document management services (DMS) contract that will support rulemaking actions by the NHTSA Office of Rulemaking. The services will include responsibilities such as establishing document management policies and procedures to effectively, efficiently, and rigorously manage document creation, storage, sharing, generating redline and clean versions, and maintaining version control. This task will include working with regulatory development teams who will be creating and sending documents, providing access to documents on a real time basis, troubleshooting any issues related to access to different versions of the documents, formatting, or other issues that may arise during rulemaking activities, etc. Additionally, the above-mentioned tasks may include categorizing comments received from public and other stakeholders in response to regulatory proposals. The size of the documents may range from 150 pages to 5000 pages, several hundred comments, responses, and directions in those documents.

C.4. GENERAL REQUIREMENTS

The Contractor shall perform services that include but are not limited to the following:

1. The contractor staff are experts in advanced features of Microsoft Word and Google Docs and have expert knowledge in preparing rulemaking documents such as assembling Preamble, Regulatory Impact Analysis and Technical Support Document documents. The contractor staff should identify risks and assist with trouble-shooting issues related to software compatibility issues between Google software and other word processing tools.

2. The contractor should have SharePoint or Google Drive hosting and managing capability and manage access to NHTSA’s SharePoint or Google Drive for an approved list of NHTSA employees and employees from other federal agencies.

3. NHTSA has a style guide that the contractor should follow. In some cases the contractor shall develop templates, style guides, and drafting guides and drafting checklists for peer reviews to be followed by NHTSA and DOT staff involved in drafting rulemaking documents. The style guides shall conform to the requirements for different rulemaking documents (e.g., the Federal Register’s Document Drafting Handbook).

4. The contractor’s primary role will be to review and edit for formatting and readability, compile draft versions of rulemaking documents, and create multiple redline and clean versions for review as well as final documents for publication.

5. The contractor shall manage draft documents by keeping track of the status of each document maintain a detailed list of issues, and communicate with over 30 authors to coordinate the resolution of issues. The size of all of the documents for any given rulemaking action will vary, and could be larger for some rulemakings.

6. The contractor shall review and edit documents, which includes identifying and correcting grammatical and spelling errors, formatting issues in text and tables and active links within the document, ensuring captions are matched to appropriate tables and footnotes, updating subsection references to other rulemaking documents, and ensuring that the documents are consistent with the style guide, among other items.

7. The contractor shall provide prompt response to coordination, formatting, and other questions from NHTSA.

8. Each task order for document management will be for a specific rulemaking action such as proposed rulemaking (NPRM), advanced proposed rulemaking (ANPRM), supplemental notice of proposed rulemaking (SNPRM), Draft and Final Environmental Impact Statements, Draft and Final Supplemental Environmental Impact Statements or final rulemaking (FRM).

9. The contractor should have experience and familiarity with interacting with Regulations.gov.

C.5. SPECIFIC REQUIREMENTS

Below is a detailed description of each task necessary to complete the Contract’s objectives.

C.5.1. KICK-OFF MEETING

(Time duration- Within 5 days after award)

The duration of this sub task C4.1 is within 3 days after contract award. The Contractor shall schedule and conduct a kickoff meeting using a NHTSA-approved online and video conferencing method (e.g. Microsoft or Google applications) within 3 days of the contract award. The purpose of this meeting will be:

1. To discuss the administration of the TO.

2. To discuss the overall TO objectives, planned course of action, milestones and deliverables, and any other issues the Contractor or Government identifies.

3. The Contractor shall provide the NHTSA Contracting Officer’s Representative (COR (TO)), with a Technical Plan for completing the TO specific to the rulemaking action considered.

Meeting participants shall include Contractor personnel that can discuss the technical details of the Contractor’s plans to meet all TO requirements.

4. The representatives attending from NHTSA will be the Contracting Officer (CO), COR (TO), and NHTSA staff.

C.4.2 Review of technical plan and submitting revised plan to COR (TO)

(Time duration – within 7 days after award)

1. The duration of this sub task C.4.2 is within 6 days after award. The COR (TO) will either approve the revised Technical Plan as final or provide comments requesting further modifications. This technical plan shall include a style guide, version control plan, handling and managing comments to sections, index of foot notes, among others. The final Technical Plan shall address all changes proposed by the COR (TO).

2. The Contractor shall not begin the TO until the Technical Plan is approved by COR (TO).

C.4.3 Access to Microsoft or Google shared drive applications

(Time duration – within 10 days after award)

The contractor will be provided access to a NHTSA SharePoint site and/or shared drive where all

NHTSA documents are stored and can be easily accessed by NHTSA.

C.4.4 Obtain rulemaking documents from NHTSA (Time duration – within 8 days after award)

After obtaining confirmation from COR (TO), the contractor shall receive rulemaking documents from NHTSA. The contractor shall organize, keep track, store and retrieve upon request documents.

C.4.5 Conduct document management

(Time duration – within 9 days after award)

The contractor shall conduct/perform document management as per the technical plan agreed with

COR (TO). Some of the tasks include organizing and managing a large number of documents, review and edit, proof read and correct for grammatical errors, update tables, figures, cross references, links, footnotes etc., per style guide approved by COR (TO), manage comments and resolution of comments, maintain redline version of the documents, etc.

The contractor shall organize all incoming documents with comments from various offices of DOT and other federal agencies. The contractor shall maintain a master document with all the changes incorporated, comments addressed and resolved.

C.5.0 PROGRAM DELIVERABLES AND REPORTING

C.5.1 Weekly or bi-weekly status report and conference call

The contractor shall provide a weekly progress report and arrange for a weekly or bi-weekly conference call. The contractor shall communicate directly with NHTSA staff to resolve any issues or to flag any issues noticed by the contractor.

The contractor shall report to the COR (TO) any problems or delays encountered by the contractor immediately via emails or phone call. The e-mail shall also include the Contractor’s recommendations to solve the problems or delays, and any action required by NHTSA. The subject/title of the e-mail shall be named Delays or Problems with [insert TO number] [insert title of

TO].

C.5.2 Draft report and final report (Time duration: total possible period of performance )

The contractor shall provide the draft or final rulemaking documents with both clean version and redline version for approval and production to COR (TO). Due to the complexity of the project and rulemaking, multiple redline versions and clean versions at various stages of rulemaking, that respond to various outside offices, is to be expected. The contractor shall incorporate any changes to the draft rulemaking document for final production of the documents. The contractor shall maintain a list of all references mentioned in the final rulemaking document. The contractor shall collect all the reference material and the reference material shall be made available to NHTSA in pdf format. For example, the contractor shall convert any website articles mentioned in the document to pdf format.

C.6.0 REFERENCES

https://www.transportation.gov/regulations/rulemaking-process https://www.archives.gov/files/federal-register/write/handbook/ddh.pdf https://www.reginfo.gov/public/do/eAgendaMain Corporate Average Fuel Economy | NHTSA

(End of Section C) https://www.transportation.gov/regulations/rulemaking-process https://www.archives.gov/files/federal-register/write/handbook/ddh.pdf https://www.reginfo.gov/public/do/eAgendaMain https://www.nhtsa.gov/laws-regulations/corporate-average-fuel-economy#40466

C.6.0 REFERENCES