DRAFT STATEMENT OF OBJECTIVES

National Highway Traffic Safety Administration (NHTSA)

Office of Data Acquisition

State Electronic Data Transfer (EDT) Quality Assurance (QA) and Quality Control (QC) Resource Center

Draft Statement of Objectives for the EDT QA and QC Resource Center

Wednesday, March 4, 2026

Draft Statement of Objectives (SOO) for the

EDT QA and QC Resource Center

1.0 Purpose

The objective of this contract is to obtain Quality Assurance (QA) and Quality Control (QC) services for the state Electronic Data Transfer (EDT) crash data. To achieve this, the Contractor will develop, implement, and oversee the operation of a scalable, technology-driven Crash Data Quality Assurance (QA) and Quality Control (QC) program under the direction of the federal government. This program will ensure the accuracy, completeness, consistency, timeliness, and conformance of crash data submitted by individual States to NHTSA’s centralized crash data repository.

QA will be defined as the processes and activities performed to verify, validate, and maintain the integrity of the crash data before quality control begins. QC will be defined as the objective criteria for assessing quality by identifying and rectifying errors/inconsistencies to ensure the timeliness, accuracy, and completeness of crash data, after the crash data has been collected, typically using crash datasets. QA and QC are cyclical activities because they operate on a continuous feedback loop that promotes ongoing improvement in processes, documentation, and overall crash data quality.

The program should implement automation, or enhance efficiency, through the application of modern data science and data management technologies while incorporating targeted manual data reviews and audits to support oversight, training, and continuous improvement.

2.0 Background

The National Highway Traffic Safety Administration (NHTSA) is an operating administration of the U.S. Department of Transportation (DOT) with a mission to save lives, prevent injuries, and reduce economic costs due to road traffic crashes, through education, research, safety standards, and enforcement. NHTSA is authorized by 49 U.S.C. § 30182 and 23 U.S.C. § 403 to collect data on motor vehicle traffic crashes to conduct research, aid in the identification of safety issues and the development, implementation, and evaluation of motor vehicle and highway safety countermeasures and traffic safety programs that will reduce the severity of injury and property damage caused by motor vehicle crashes. NHTSA uses crash data to identify crash trends and characteristics, potential causes, and injury outcomes to develop strategies and countermeasures to prevent motor vehicle crashes and mitigate injuries due to motor vehicle crashes. This acquisition is expected to use the most advanced and proven to be effective data science solutions in a robust and responsive quality assurance and quality control practices for the EDT data.

The National Center for Statistics and Analysis (NCSA) is an office within NHTSA responsible for data acquisition and providing a wide range of analytical and statistical support to the USDOT and the highway safety community at large. NCSA collects motor vehicle traffic crash data from states and territories through its various data collection systems to identify traffic safety issues and support data-driven decisions at the State level and nationally. States collect motor vehicle crash information on State Police Crash Reports (PCRs) for standardized reporting and investigation purposes. In general, a PCR includes crash, vehicle, driver, person, and non-motorist level information about the vehicles and individuals involved in a crash, as well as associated property damage, injuries, and fatalities resulting from the motor vehicle traffic crash. Additional information collected from a PCR and supplemental data sources include but are not limited to roadway and environmental information, toxicology data and other details related to the vehicles and persons involved in the crash.

In 2015, NCSA established a voluntary EDT program for participating States to transfer crash data on a regular, often nightly, basis using secured, encrypted methods. State crash datasets vary widely in structure, format, standards, and reporting processes. As the EDT is an automated feed that receives data directly from each state’s centralized crash database, the states may make revisions or add missing crash data on an on-going basis without advance notice. These ongoing, unscheduled updates increase the complexity of monitoring and performing quality control activities.

To facilitate use of these diverse state crash data, NCSA has designed a Uniform Consolidated State Crash (uCSC) data library. The uCSC is a centralized repository where the EDT data are transformed from the varying State data structures into a common structure, according to the Model Minimum Uniform Crash Criteria (MMUCC 6) crash data guidelines. MMUCC is typically updated every five years, with the latest version published in 2024. In addition to this repository of crash data, the EDT crash data are also used to automate sampling and case coding processes for NCSA’s crash data collection efforts, such as the Fatality Analysis Reporting System (FARS), the Crash Report Sampling System (CRSS), and the Crash Investigation Sampling System (CISS).

Below is a glossary of acronyms that will be referenced throughout this document.

Abbreviation Definition ANSI D16.1 American National Standard D16.1 – Manual on Classification of Motor

Vehicle Traffic Crashes Ninth Edition CAP Contractor Acquired Property CDAN Crash Data Acquisition Network CO Contracting Officer COR Contracting Officer’s Representative DOT Department of Transportation EDT Electronic Data Transfer GFE Government Furnished Equipment IT Information Technology MMUCC Model Minimum Uniform Crash Criteria NCSA National Center for Statistics and Analysis NHTSA National Highway Traffic Safety Administration PCR Police Crash Report PM Project Manager uCSC Uniform Consolidated State Crash

3.0 Scope

NCSA’s mission is to provide timely, accurate, relevant, and reliable motor vehicle crash data to enable the highway safety community to make data-driven decisions and policies to reduce the injuries, fatalities, and economic costs of crashes. Data quality will be judged by the following four dimensions:

● Timeliness will be measured by the time between NHTSA receiving crash data and publishing crash data products.

● Accuracy will be measured by the identification and resolution of anomalies by completing the QA and QC processes to produce clear, complete, and accurate data.

● Relevance will be an ongoing assessment of the crash data being able to answer the safety research needs and be easily consumed by both internal and external audiences.

● Reliability will be measured by reproducibility and consistency, applying documented methods to the same datasets, and yielding identical outputs.

Together, these dimensions define the quality of the crash data NCSA delivers to the public.

The Contractor shall design, implement, and manage a comprehensive QA/QC program for EDT crash data housed within NHTSA’s centralized repository. NHTSA estimates https://drive.google.com/file/d/101_pBuwyE7sF1Gxd41jb4n5GgmWmSqHV/view https://drive.google.com/file/d/101_pBuwyE7sF1Gxd41jb4n5GgmWmSqHV/view https://crashstats.nhtsa.dot.gov/Api/Public/ViewPublication/813525 more than 6 million police-reported crashes occur annually. States submit EDT crash data typically on a nightly basis. The Contractor must work closely with NHTSA to ensure that all QA/QC processes, methodologies, and deliverables are reviewed and approved by the COR. The QA/QC program must include a robust and proactive quality assurance plan alongside a responsive quality control plan, leveraging the most advanced and effective data science practices to produce timely, accurate and reliable crash data. The Contractor must:

1. Develop QA and QC management plans.

2. Develop data quality metrics and recommend the performance targets.

3. Implement data validation and crash data quality monitoring processes.

4. Identify data quality issues which will require further manual investigation.

5. Provide technical support to internal stakeholders and State data providers.

6. Perform continuous monitoring and improvement leveraging the automatic processes.

7. The program must incorporate data privacy, protection, and security requirements to ensure full compliance with applicable federal, state, and organizational data governance policies.

The Contractor is expected to recommend and utilize the most effective, current technologies and methodologies in data science, incorporating a multitude of fields to extract data quality insights from the crash data, to achieve these objectives. In fulfilling contract objectives, the Contractor will conduct QA and QC processes on all EDT crash data to be implemented to support timely, accurate and reliable crash data products.

The data products have not been finalized to date but include crash analysis files, state, regional level and/or national level reporting.

4.0 Performance objectives (required results)

NHTSA envisions a future where the end-users can have more timely access to accurate, relevant, and reliable state motor vehicle crash data. The dissemination of this data has the benefits of quickly identifying highway safety issues while supporting data driven decisions, such as advancing and promoting new vehicle technologies and evaluating environmental and roadway characteristics.

The EDT QA and QC Resource Center’s success will be defined by the development and implementation of robust QA and QC activities on incoming EDT crash data and the translation of states’ crash data to NCSA’s crash data collection programs and statistical analyses. NHTSA will provide the initial translation of the state’s crash data to the contractor and any newly developed system documentation. NHTSA is seeking innovative and efficient QA and QC activities to reduce the introduction of erroneous data by leveraging cutting-edge data science technologies and methodologies. The performance-based activities as noted in this section 4 outline the required results. The following standards establish the performance level required to meet the contractual requirements.

a) To address quality assurance objectives, the Contractor shall perform the following tasks described in this section of the SOO:

1. Develop and document a QA framework.

2. Define and document the objectives, standards, and methods used to ensure and verify the data quality throughout the data production lifecycle.

3. Conduct routine audits and process evaluations to assess QA/QC program effectiveness.

4. Identify trends and recommend improvements to continuously enhance data quality processes.

5. Provide technical guidance to internal NHTSA staff and participating State data providers on QA/QC procedures, data standards, and data quality performance metrics.

b) To address quality control objectives, the Contractor shall perform the following tasks described below in this section of the SOO:

1. Establish automated processes to detect data anomalies, missing values, duplicate records, and non-conformance to applicable standards.

2. Implement automated analyses for data completeness, timeliness, and data quality gaps.

3. Propose and report on key data quality metrics for monitoring and reporting purposes.

4. Develop and implement a data quality monitoring capability (such as dashboards or reports) for ongoing visibility into data quality.

5. Conduct targeted manual data reviews when automated processes flag issues, or as otherwise necessary to verify data accuracy.

5.0 Type of Contract Contemplated

The appropriate contract type has not yet been determined. NHTSA/NCSA will consider industry responses when determining the most appropriate contract type.

6.0 Period of Performance

The period of performance is two (2) base years and three(3) one-year option years, with a possible six-month extension option year after option year 3.

7.0 Place of Performance

To maintain a facility for QA and QC EDT operations, the Contractor’s office space shall sufficiently accommodate personnel performance, or the Contractor shall have the means to support staff working remotely. The office space shall include a climate-controlled area for computers and other environmentally sensitive hardware that may be required in the future.

8.0 Government information

The Contractor shall maintain the following physical and access controls to its facility:

Physical Controls:

1. Secured access points (doors, windows, and ceilings).

2. Control over keys, pin numbers, and access cards to location.

3. Restricted access to other tenants in a shared facility and the landlord.

4. Emergency lighting should be in place throughout the building.

5. Fire/smoke detection devices should be present throughout the building.

6. Environmental controls (temperature, humidity) should be controllable by tenant for the identified space.

7. Pipes should not be located directly over workspaces and or computer hardware such as servers or network equipment.

8. Compliance with all local and state code requirements.

9. Deliveries should be made to a secure location within the space or the building.

Packages cannot be left outside or in front of the office door in a publicly accessible space.

Access Controls:

1. If available, identify any building monitoring devices (CCTV, guards, and sign in logs) and ensure that the space is included under that monitoring; identify facility intrusion alarms and procedures.

2. Building visitor logs must be maintained for up to one calendar year.

3. There must be a controlled entry to the space so that visitors can be properly identified.

Requirements for computer network performance shall meet NHTSA’s specifications (See below) and will require a dedicated internet connection for desk-based operations.

There are two types of network controls, wired and wireless. The following are the requirements for these two types of network controls. Even though there are two network controls possible, the Government strongly recommends using the wired network connection.

For Wired Network Control:

1. Internet Service Provider (ISP) must be able to provide business-class service performance level of at least (75mbps download/35mbps upload minimum;

150mbps/65mbps preferred; or approved Telecommunications Exception Condition (TEC) form) which will be provided and approved by U.S. DOT Information Technology (IT) Management policies.

2. Digital Subscriber Line (DSL) is not recommended (requires approved TEC form) which will be provided and approved by U.S. DOT Information Technology (IT) Management policies.

3. Internet and telephone line locations must be secured and restricted access to authorized contractor staff only.

4. Cabling within space should not be located within shared (other tenants adjacent) walls.

5. All network cables need to be at least Category 6 or better. Network cables should be subject to best- practices cable management and not exposed to

a. any environmental hazards.

For Wireless Network Control:

1. Local area wireless networks must use a minimum of WPA2 (Personal) private key encryption. WPA2 Enterprise is highly recommended where available.

2. Wireless encryption keys must be changed at least once every 60 days.

3. WPS passcode service must be disabled on the wireless router and any connected devices (range extenders, etc.).

4. SSID must not provide any identifying information such as office # or phrases identifying the nature of the work being performed (aka, “DOT OFFICE #12” or “CDAN”). We recommend that the SSID should be a random string of alphanumeric characters.

5. Wireless networks must be set to the lowest power which covers the required service area.

Setting the router to max power is NOT recommended and will very likely lead to signal bleed out to unauthorized areas.

The Contractor shall be responsible for installation of communication controls.

Computer communications for mobile operations can be proposed using a combination of WiFi and/or mobile broadband (where applicable). When using public WiFi, no data containing PII shall be transferred via public WiFi. The Contractor shall also be responsible for the installation of high-speed internet and (backup) mobile connectivity.

The Contractor shall submit a telework/remote operation plan which outlines how they will conduct remote operations of subtasks under this contract. The telework plan shall be applicable to routine telework/remote schedules as well as special circumstances (e.g., pandemics, lockdowns). The plan shall include but not be limited to following:

a. Identify each employee and their job title.

b. Describe each job title responsibilities.

c. Estimate the impact on productivity if remote (as deemed necessary).

d. Prohibit telework/remote from a location outside the United States.

The Contractor shall submit the telework plan to the Contracting Officer for review and approval. The telework/remote operations plan is due two weeks after the completion of hiring the personnel. Contractor staff may not implement the telework plan until it receives the CO’s approval.

9.0 Government property/equipment

All computer equipment and software required for work under this contract (whether furnished by the government or purchased by the Contractor using contract funds) shall remain government-owned equipment. The Contractor shall acquire (purchase, rent, lease, or receive as Government Furnished Equipment (GFE) or Contractor Acquired Property (CAP)) and maintain the facilities, equipment, and supplies needed to accomplish this work. The Contractor shall consult the COR (TO) before major equipment is acquired to ensure its suitability and best source for supplies. Prior to making any equipment acquisitions over $100, the Contractor shall request and receive approval from the Contracting Officer (CO) and the COR (TO). The Contractor shall submit an HS Form 324 for all contractor acquired property (CAP) and government furnished equipment (GFE) using 30 days after receiving equipment.

The Contractor shall have the ability to cut power to the electronic systems in emergency situations. The Contractor must be able to use short-term uninterruptible power supplies (UPS) to avoid any data loss.

10.0 Required nongovernment information/documents

The Contractor will demonstrate a working knowledge of the following standards and guidance to facilitate the requirements of this contract:

1. Model Minimum Uniform Crash Criteria (MMUCC) (MMUCC 6th Edition),

2. American National Standards Institute (ANSI) D.16 (9th Edition), The MMUCC 6, is a voluntary guidance for a standardized set of crash data elements to describe motor vehicle traffic crashes on State PCRs. The ANSI D.16 defines and classifies traffic crash data concepts to assist in the reporting of motor vehicle traffic crashes. Both the MMUCC 6 and ANSI D.16 will be integral to understanding crash data.

Consultation will include working collaboratively with NCSA offices, and other contractors as needed to achieve effective quality assurance and quality control measures that require the use and alignment of these standards and guidance. While the reference documents are noted above and will be updated in the future, the Contractor shall provide the most efficient and innovative approach to performing QA and QC services under this contract.

https://crashstats.nhtsa.dot.gov/Api/Public/ViewPublication/813525 https://drive.google.com/file/d/101_pBuwyE7sF1Gxd41jb4n5GgmWmSqHV/view

11.0 Other addenda

The Contractor shall collaborate and communicate effectively with various NHTSA personnel and contractors on shared tasks/responsibilities including, but not limited to, webinars, teleconference calls and meetings with the presence of NHTSA staff. The Contractor is responsible for including the COR on all communications. Contractor communications related to this task shall use US DOT approved email accounts.

Contractor staff shall not:

1. Use personal email for official program related matters.

2. Send sensitive PII Information to internal or external audiences using unsecure/unencrypted email.

During contract transition, one contractor relinquishes responsibility while another assumes that responsibility. The successor Contractor shall ensure that the transition of responsibilities is accomplished as quickly and effectively as possible. It is crucial that activities be continuous during this period to protect the continuity of operations. The successor Contractor shall provide qualified staff to maintain operations for the entire contract period, with minimal to no disruption. If the responsibility for EDT QA and QC operations is relinquished at the end of this contract, the incumbent contractor shall cooperate with the successor contractor during the transition period. Office files shall be current and include messages, correspondence, and full documentation for protocol. All government owned equipment and furnishings shall be made available for transfer to the new contractor along with a full and complete inventory.

12.0 Contractor-Provided Draft Quality Assurance Surveillance Plan (if applicable)

Quality Assurance Surveillance Plan is required.

13.0 Meetings

For all meetings, the contractor shall be responsible for providing meeting materials and administrative/facilitation support, including but not limited to providing meeting minutes. Meetings will be conducted at either the U.S. Department of Transportation Headquarters, at 1200 New Jersey Ave, SE, Washington, D.C 20590, or through an alternative method of virtual communication (such as MS Teams or Zoom), as approved by the CO.

13.1 Post-Award Kickoff Meeting

The Contractor shall meet with NHTSA senior Contractor personnel within three

(3) weeks after contract award virtually or at NHTSA’s headquarters at 1200 New Jersey Avenue, SE, Washington, DC 20590. The Contractor shall present an overview of their management plan, program objectives, quality assurance and quality control procedures to NHTSA personnel. The presentations will be reviewed and approved by the COR prior to the scheduling of the kick-off meeting.

13.2 Intermittent Project Status Reviews

At the sole discretion of the government, intermittent project status reviews may be conducted on an informal basis (such as via email or virtual meeting) or in person at 1200 New Jersey Ave, SE, Washington, D.C 20590 on at least 1 day of advance notice as approved by the Contracting Officer’s Representative (COR) or Task Order Manager.

13.3 Monthly Project Status Reviews

Status meetings to be conducted monthly. The contractor is responsible for reporting the previous month’s activities (including any risks, issues, or concerns, and actual or recommended actions for their mitigation), and projected activities for the following month.

The Contractor will furnish the monthly progress report electronically to the COR by the 15th of each month following the month being reported. At a minimum, the progress report will include a narrative description of the following items:

● Accomplishments made during the reporting period.

● Plans for accomplishments for the following month.

● Preliminary or interim results, conclusions, trends, or other items of information that the Contractor believes are of interest to NHTSA.

● Actions the Contractor requires of NHTSA.

● Problems or delays that the Contractor has experienced and specific actions that the Contractor proposes to undertake to alleviate the problems or delays.

● Includes any risks, issues, or concerns, and actual or recommended actions for their mitigation.

Additionally, the Contractor shall submit a monthly financial report to their respective COR, within fifteen (15) days following the month being reported. Labor distribution by task, labor summary, and details of expenditures shall follow the format specified by NHTSA. Invoice payments may be delayed if the Contractor submits late or unacceptable monthly progress reports. Some reasons for rejecting these reports include incomplete description of work performed during the reporting period; incorrect spelling and grammar; failure to address problems encountered during the reporting period and corrective actions taken; and failure to provide complete and accurate financial reporting information. The contractor shall provide the financial status of the (projected vs. incurred costs), any identified risks, issues, or concerns (and the proposal to mitigate).

13.4 Program Management Review

The government will conduct quarterly program management reviews at 1200 New Jersey Ave, SE, Washington, D.C 20590 and virtually, to review the progress of the program, identify any risks, issues, or concerns, and provide feedback on the contractor’s progress and performance.

14.0 Glossary of Abbreviations and Acronyms (if not provided elsewhere)

Provided earlier in the Statement of Objective.

Notice to offerors:

All information and data related to this project that the contractor gathers or obtains shall be both protected from unauthorized release and considered the property of the government. The CO will be the sole authorized official to release verbally or in writing any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. Press releases, marketing material, or any other printed or electronic documentation related to this project must not be publicized without the written approval of the CO.