FINAL_RFP_693JJ918R000025_FINAL.pdf

693JJ918R000025

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

1 81

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

(Date)(Hour) local timeuntildepository located in copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

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J

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L

M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

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G

F

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B

A

SEC. DESCRIPTION PAGE(S) (X) DESCRIPTION SEC. (X)

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the

12. In compliance with the above, the undersigned agrees, if this offer is accepted within ______________ calendar days (60 calendar days unless a different period is inserted

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

CODE 24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

41 U.S.C. 253 (c) ( 10 U.S.C. 2304 (c) (

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

21. ACCOUNTING AND APPROPRIATION20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by government)

CODE

693JJRQ1800005306/05/2018

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DOT/NHTSA

DOT/NHTSA

1200 New Jersey Ave SE Washington DC 20590

1100 ES 07/09/2018

TAYE TEBO

C. E-MAIL ADDRESS

taye.tebo.ctr@dot.gov nhtsaOAM@dot.gov

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PAGE(S)

JANELLA DAVIS

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

1-3 4-8

5-15 16-17 19-30 31-33 34-44

45-49

51-60

61-73

74-81

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 81

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

693JJ918R000025

(A) (B) (C) (D) (E) (F)

TITLE: FMVSS No. 141, Minimum Sound Requirements for Hybrid and Electric Vehicles

The Department of Transportation (DOT) National Highway Traffic Safety Administration(NHTSA) invites Offerors to submit a proposal for the testing/services described in the attached Request for Proposal(RFP).

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

REQUEST FOR PROPOSALS

FMVSS No. 141, Minimum Sound Requirements for Hybrid and Electric Vehicles

SOLICITATION #693JJ918R000025

For “FMVSS No. 141, Minimum Sound Requirements for Hybrid and Electric Vehicles”

In Support of the Department of Transportation

National Highway Traffic Safety Administration Office of Vehicle Safety Compliance

PROPOSALS ARE DUE NO LATER THAN 11:00 AM EASTERN TIME

ON MONDAY JULY 9, 2018.

NOTE: Proposals must be delivered to the following address:

Taye Tebo Department of Transportation National Highway Traffic Safety Administration Office of Acquisition Management, NFO-300 1200 New Jersey Avenue, SE W44-135 Washington, DC 20590

For inquiries or electronic submission on this solicitation please e-mail Taye Tebo at Taye.Tebo.ctr@dot.gov and nhtsaOAM@dot.gov.

PART I - THE SCHEDULE

B.1 SUPPLIES/SERVICES

B.1.1 The Contractor shall provide the necessary qualified personnel, facilities, materials, supplies, equipment, and services, except as identified in Section H.3, Government Furnished Property, to perform the inspection, compliance testing and reporting services to determine conformance with the performance requirements of the Federal Motor Vehicle Safety Standard (FMVSS) No. 141, Minimum Sound Requirements for Hybrid and Electric Vehicles.

B.1.2 This is an Indefinite Delivery, Indefinite Quantity (IDIQ), Firm Fixed-Price (FFP) Contract with Cost Reimbursement elements for the following items: (1) Lease Cost of Vehicle;

and (2) Parts, Calibration, and Repairs of government furnished equipment (GFE) Acoustic Sound Measurement System.

B.2 MINIMUM/MAXIMUM OBLIGATIONS

B.2.1 Minimum obligation – Upon execution of the IDIQ Contract, the Government hereby orders the supplies and services of the Known Requirements identified in Price Schedule B.3.3 in the amount of $TBD at award. This amount represents the “minimum obligation of the Government.”

B.2.2 Maximum obligation – The Contractor shall be obligated to provide services and support up to the total not-to-exceed amounts specified in Price Schedules B.3.4 through B.3.8.

The overall IDIQ contract ceiling amount is $TBD at award. The ceiling amount may be increased upon execution of a bilateral modification.

B.3 CONTRACT PRICES

B.3.1 Contract Prices – The following test prices shall apply for payment purposes and shall include all charges, including, if applicable, charges for storage services1. Prices for the Base Period shall apply to orders placed from twelve (12) months following the effective date of the contract, regardless of when work is performed.

Optional quantity prices shall be effective for those years shown in each of the contract Price Schedules (B.3.4 through B.3.8).

Services shall be billed at rates in effect at the time the order is placed regardless of when performance occurs.

1 After testing, some vehicles may have to be retained while resolving technical issues or must be made available for GSA sale at the test site. Under no circumstances will storage costs, fees for services associated with GSA sale of test vehicles, or technical meetings to discuss test failures held at the contractor’s site be permitted as a separate cost item. These costs, if any, must be included in the fixed test prices set forth in Section B.3.3- B.3.8.

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

Upon delivery and acceptance of supplies and services described in Section C, Statement of Work (SOW), the Government will pay to the Contractor the fixed prices set forth in Price Schedules B.3.3 through B.3.8 and will reimburse the Contractor at actual costs for the cost reimbursement CLINs identified in Section B.

Except for the known requirements identified in B.3.3, the government is not under any obligation to order any additional services under this contract. The Government reserves the right to increase the quantities of testing services provided under this contract up to the “Total Not-To-Exceed” amount specified for each contract period. Optional quantities, if required by the Government, will be exercised in the form of delivery orders.

B.3.2 Contract Line Items - The Price Schedules include the following Contract Line Items identified below:

B.3.2.1 FMVSS No. 141 - Minimum Sound Requirements for Hybrid and Electric Vehicles

B.3.2.2 Vehicle Lease Service Charge (per Vehicle) B.3.2.3 Vehicle Lease Cost B.3.2.4 Parts, Calibration, Repairs – GFE Acoustic Sound Measurement System

B.3.3 PRICE SCHEDULE – BASE PERIOD (CONTRACT YEAR 1) – KNOWN

REQUIREMENTS

(Prices shall be in effect during the period from contract award through twelve (12) months thereafter.)

TBD through TBD

Total Not-To-Exceed Amount: $TBD at award.

CLIN Description Quantity Fixed Unit Price

Extended Price

One (1) Kick-Off Meeting as described in Section C.4

TBD

0001 FMVSS No. 141 Test 3

Vehicle Lease Service Charge (per Vehicle)

0003 *Vehicle Lease Cost

*Parts, Calibration, Repairs – GFE Acoustic Sound Measurement System

*Cost Reimbursement Line Item Numbers

Contract Line Item Numbers (CLINs) (0003, 0004, 1003, 1004, 2003, 2004, 3003, 3004, 4003, 4004, 5003 and 5004) are cost reimbursement CLINs for this contract and any subsequent Delivery Order. At Delivery Order issuance, the Contractor will provide the Government with an estimate for the cost reimbursement CLINs (if applicable). The Delivery Order will identify the vehicle manufacturer and model, model year, delivery requirements, estimated lease costs, and estimated costs for parts, calibration or repairs of GFE acoustic sound measurement system.

The cost of obtaining the cost reimbursement items will be the actual cost paid by the Contractor to the vehicle leasing company for the test vehicle leases, or the calibration/repairs of the acoustic sound measurement system (plus any associated shipping and handling costs, as applicable) along with the firm fixed price service charge (CLINs 0002, 1002, 2002, 3002, 4002, and 5002). The Contractor’s invoice for the cost reimbursement CLINs shall include copies of the actual vendor invoices.

The cost reimbursement items identified is subject to change by the NHTSA COR provided that

(1) the cost for the test item does not exceed the funds available for procuring the items and that

(2) the Contractor has not begun fulfilling the order.

The Delivery Order will include a not-to-exceed amount for the cost reimbursement CLIN. If the costs exceed the not-to-exceed amount obligated on the Delivery Order, the Contractor shall notify the Contracting Officer and the COR prior to incurring said costs. The Government will reimburse the Contractor at actual costs for the cost reimbursement CLIN in accordance with FAR Part 31.

B.3.4 PRICE SCHEDULE – BASE PERIOD (CONTRACT YEAR 1) – OPTIONAL

REQUIREMENTS

(Prices shall be in effect for orders placed during the period from contract award through 12 months thereafter.)

TBD through TBD

Total Not-To-Exceed Amount: $TBD at award.

CLIN Description Fixed Unit Price

Order Qty 1 - 5

Order Qty 6-10

1001 FMVSS No. 141 Test TBD TBD

Vehicle Lease Service Charge (per Vehicle)

TBD

TBD

1003 *Vehicle Lease Cost TBD: Actual cost of test items

TBD: Actual cost of test items

*Parts, Calibration, Repairs – GFE Acoustic Sound Measurement System

TBD: Actual cost of test items

TBD: Actual cost of test items

B.3.5 PRICE SCHEDULE – OPTION PERIOD 1 (CONTRACT YEAR 2)

(Prices shall be in effect for orders placed during the end of the Base Period through 12 months thereafter.)

TBD through TBD

Total Not-To-Exceed Amount: $TBD at award.

CLIN Description Fixed Unit Price

Order Qty 1 - 5

Order Qty 6-10

2001 FMVSS No. 141 Test TBD TBD

Vehicle Lease Service Charge (per Vehicle)

TBD

TBD

2003 *Vehicle Lease Cost TBD: Actual cost of test items

TBD: Actual cost of test items

*Parts, Calibration, Repairs – GFE Acoustic Sound Measurement System

TBD: Actual cost of test items

B.3.6 PRICE SCHEDULE – OPTION PERIOD 1 (CONTRACT YEAR 3)

(Prices shall be in effect for orders placed during the end of the Option Period 1 (Contract Year 2) through 12 months thereafter.)

TBD through TBD

Total Not-To-Exceed Amount: $TBD at award.

CLIN Description Fixed Unit Price

Order Qty 1 - 5

Order Qty 6-10

3001 FMVSS No. 141 Test TBD TBD

Vehicle Lease Service Charge (per Vehicle)

TBD

TBD

3003 *Vehicle Lease Cost TBD: Actual cost of test items

TBD: Actual cost of test items

*Parts, Calibration, Repairs – GFE Acoustic Sound Measurement System

TBD: Actual cost of test items

B.3.7 PRICE SCHEDULE – OPTION PERIOD 2 (CONTRACT YEAR 4)

(Prices shall be in effect for orders placed during the end of the Option Period 1 (Contract Year 3) through 12 months thereafter.)

CLIN Description Fixed Unit Price

Order Qty 1 - 5

Order Qty 6-10

4001 FMVSS No. 141 Test TBD TBD

Vehicle Lease Service Charge (per Vehicle)

TBD

TBD

4003 *Vehicle Lease Cost TBD: Actual cost of test items

TBD: Actual cost of test items

*Parts, Calibration, Repairs – GFE Acoustic Sound Measurement System

TBD: Actual cost of test items

B.3.8 PRICE SCHEDULE – OPTION PERIOD 2 (CONTRACT YEAR 5)

(Prices shall be in effect for orders placed during the end of the Option Period 2 (Contract Year 4) through 12 months thereafter.)

CLIN Description Fixed Unit Price

Order Qty 1 - 5

Order Qty 6-10

5001 FMVSS No. 141 Test TBD TBD

Vehicle Lease Service Charge (per Vehicle)

TBD

TBD

5003 *Vehicle Lease Cost TBD: Actual cost of test items

TBD: Actual cost of test items

*Parts, Calibration, Repairs – GFE Acoustic Sound Measurement System

TBD: Actual cost of test items

(End of Section B)

C.1 ACRONYMS AND DEFINITIONS

C.1.1 Acronyms

ACOR Alternate Contracting Officer’s Representative COR Contracting Officer’s Representative DO Delivery Order DOT Department of Transportation FMVSS Federal Motor Vehicle Safety Standards ISO International Organization for Standardization NHTSA National Highway Traffic Safety Administration NIST National Institute of Standards and Technology OVSC Office of Vehicle Safety Compliance QA/QC Quality Assurance/Quality Control TP Test Procedure VIN Vehicle Identification Number

C.1.2 Definitions

“Day”: Refers to calendar day, unless otherwise specified.

“Government Furnished Property” – Refers to test items (e.g., vehicles or B&K acoustic sound measurement system) owned or acquired by the Government and subsequently provided to the Contractor for use in the performance of the contract. For the purpose of this contract, Government Furnished Equipment (GFE) and Government Furnished Property (or “GFP”) mean the same thing. The government is the owner of all GFP.

“Contractor Acquired Property”: – Refers to test items purchased by the Contractor for use in the performance of the contract. Title to Contractor Acquired Property (or “CAP”) vests with the government except for test items acquired by the contractor following a Non-Conforming Test (refer to Section H.2).

“Test Failure”: Refers to testing that the Contractor conducted correctly, but the vehicle being tested failed to meet the standards prescribed in FMVSS 141. Refer to Section F.11 for instructions on how test failures are to be handled.

“Test Passed”: Refers to testing that the Contractor conducted correctly and the vehicle being tested met the standards prescribed in FMVSS 141.

“Non-Conforming Test”: Refers to a Contractor-performed test that does not comply with applicable Office of Vehicle Safety Compliance (OSVC) test procedure (TP) requirements and contract requirements applicable to that test. Refer to Section H.2 for

SECTION C - DESCRIPTION/SPECIFICATIONS/ STATEMENT OF WORK

instructions on how non-conforming tests are to be handled.

C.2 BACKGROUND

The National Highway Traffic Safety Administration (NHTSA) is an integral part of the United States Department of Transportation (DOT) and its mission is to save lives, prevent injuries, and reduce economic costs associated with motor vehicle crashes. As part of its mission to reduce fatalities and injuries caused by motor vehicle crashes, the NHTSA promulgates Federal Motor Vehicle Safety Standards (FMVSS). Manufacturers of motor vehicles and items of motor vehicle equipment are required to certify that each product they sell in the United States meets the requirements of all applicable safety standards. NHTSA’s Office of Vehicle Safety Compliance (OVSC) is charged with determining whether manufacturers meet the applicable safety standards. This contract effort will enable the agency to meet its mission by testing vehicles to determine compliance with FMVSS No. 141, Minimum Sound Requirements for Hybrid and Electric Vehicles.

C.3 PURPOSE

The Contractor shall furnish qualified technical personnel, facilities and equipment to perform inspection, compliance testing, and reporting services to determine conformance of motor vehicles to the requirements of the FMVSS No. 141, Minimum Sound Requirements for Hybrid and Electric Vehicles. At the time of award, the Contractor shall have all necessary personnel, facilities and equipment unless stated otherwise in Section H.3 “Government Furnished Property” or H.13 “Contractor Acquired Property.” The Contractor shall perform and complete testing and associated inspections within the time specified in the Delivery Schedule, Section F.4, and shall submit deliverables as required by the Schedule.

C.4 KICK OFF MEETING

Within two (2) weeks of the effective date of the contract award, the Contractor shall participate in a Kickoff meeting with the Contracting Officer’s Representative (COR), Contracting Officer (CO), and other NHTSA staff. The Kickoff meeting may take place via teleconference. This meeting will be approximately two hours in length. The Contractor shall make a brief presentation of their understanding of the contract requirements. After the presentation, the parties shall discuss basic contract requirements, including the schedule for testing and test procedures.

C.5 SPECIFIC CONTRACT REQUIREMENTS

C.5.1 Test Procedures

The Contractor shall perform all applicable work in accordance with the testing requirements of the FMVSS and the applicable OVSC Test Procedure (TP). The applicable TP is listed in Section J and is incorporated into this contract. Specific contract requirements supersede all requirements in the Office of Vehicle Safety Compliance Test Procedure (TP) incorporated by reference in Section J. If there is a conflict between the OVSC TP and the requirements of the contract, the contract shall prevail.

Detailed “in-house” check-off-sheet style test procedures created by the Contractor will be referred to hereinafter as “Contractor’s in-house Laboratory Test Procedures.” Contractor’s in-house Laboratory Test Procedures are subject to the COR approval.

In addition to meeting the requirements of the Test Procedure, the Contractor shall follow its internal Quality Assurance/Quality Control (QA/QC) management plans addressed in Section F.6 of this contract.

C.5.2 Test Vehicles

Ordinarily, the Government will provide test vehicles. In certain instances, at the option of the Government, the Contractor shall acquire leased test vehicles. The government will specify in the issuance of a delivery order its desire for the Contractor to lease a vehicle. The Contractor shall inspect GFP vehicles for condition and completeness immediately upon delivery at the Contractor’s point of receipt. The Contractor shall be responsible for the storage and security of all vehicles from receipt until sale or transfer from its facility as instructed by the COR.

The Contractor is responsible for accepting test vehicles from automobile dealers/distributors or vehicle transporters, including government-contracted transporters.

If a vehicle is delivered by a dealer/distributor or a vehicle transporter (other than a government-contracted transporter), the Contractor shall verify the following:

Tires and wheel rims are new.

There are no dents or other interior or exterior flaws in the vehicle body.

The vehicle has been properly prepared and is in running condition.

The glove box contains an owner’s manual, warranty document, consumer information, and extra set of keys.

Proper fuel filler cap is supplied on the vehicle.

All options listed on the “window sticker” are present on the test vehicle.

The VIN (vehicle identification number) on the vehicle condition report matches the VIN on the vehicle.

If a vehicle is delivered by a Government-contracted transporter, the Contractor shall check for damage which may have occurred during transit and verify the VIN on the vehicle condition report matches the VIN on the vehicle. A “Vehicle Condition” form will be supplied to the

Contractor by the COR for each test vehicle transferred from the dealer/distributor, test facility, or between NHTSA test contracts. The upper half of the form describes the vehicle in detail, and is to be completed at the time of vehicle receipt. The lower half provides space for a detailed description of the post- test condition, and is to be completed at the conclusion of the test. Vehicle Condition forms must be returned to the COR in accordance with Section F.4 and F.13, with copies of the Final Test Report. Failure to submit the required vehicle condition form will result in rejection of the Final Test Report.

The Contractor shall notify the COR via email within 24 hours of receipt of a test vehicle.

The Government will determine the sequence in which vehicles are to be tested and the sequence for each specific procedure and will not be bound by any plans, lists, matrices, or other preliminary data submitted to the Contractor prior to delivery of the vehicles. Prior to testing, the Contractor shall provide the test schedule required in Section C.5.6 and verify with the COR the proper sequence and procedures for the test vehicles.

The tested vehicles shall be stored in a secure location that provides protection against theft and adverse weather. The Contractor also shall store the vehicle until disposition instructions are provided by the COR.

GFP vehicle(s) shall not be driven by the Contractor on public roadways, unless written permission is provided by the NHTSA COR.

C.5.3 Measurement and Test Equipment

The Contractor shall implement and maintain a calibration system in accordance with this contract and applicable TP.

Before the Contractor initiates the safety compliance test program, a test instrumentation calibration system shall be implemented and maintained in accordance with established calibration practices. The calibration system shall be set up and maintained as follows:

Standards for calibrating the measuring and test equipment shall be stored and used under appropriate environmental conditions to assure their accuracy and stability.

All measuring instruments and standards shall be calibrated by the Contractor, or a commercial facility, against a higher order standard at intervals not exceeding 12 months for instruments and 12 months for calibration standards. Records, showing the calibration traceability to the National Institute of Standards and Technology (NIST), shall be maintained for all measuring and test equipment.

All measuring and test equipment and measuring standards shall be labeled with the following information:

(1) Date of calibration

(2) Date of next scheduled calibration

(3) Name of the technician who calibrated the equipment

A written calibration procedure shall be provided by the Contractor including, as a minimum, the following information for all measurement and test equipment:

(1) Type of equipment, manufacturer, model number, etc.

(2) Measurement range

(3) Accuracy

(4) Calibration interval

(5) Type of standard used to calibrate the equipment (calibration traceability of the standard must be evident)

(6) The actual procedures and forms used to perform the calibrations.

Records of calibration for all test instrumentation shall be kept by the Contractor in a manner that assures the maintenance of established calibration schedules. All such records shall be readily available for inspection when requested by the COR. The calibration system procedures shall be accepted by the COR before the test program commences.

Test equipment shall receive a calibration check immediately prior to a test and a calibration check after the test. This check shall be recorded by the test technician(s) and submitted with the final report.

The COR may require the Contractor to evaluate its data acquisition system to demonstrate ability to meet procedural requirements.

Further guidance is provided in the International Standard ISO 10012-1, “Quality Assurance Requirements for Measuring Equipment” and American National Standard ANSI/NCSL Z540-1, “Calibration Laboratories and Measuring and Test Equipment - General Requirements.”

NOTE:

At the request of the COR, the Contractor shall calibrate the government furnished Brüel & Kjaer (B&K) acoustic sound measurement system. All costs associated with calibration and repairs, as required for the system, will be reimbursed at actual costs under CLINs 0004, 1004, 2004, 3004, 4004, and 5004.

In the event of a failure of a test item to meet the standard’s minimum performance requirements, as outlined in the TP found under Section J (List of Attachments), the COR may require the Contractor to perform additional calibration checks of critically sensitive test equipment and instrumentation to verify accuracy. The necessity for the calibration will be at the COR’s discretion and shall be performed without additional cost.

The Contractor shall make all vehicle preliminary compliance test data available to the COR within one (1) hour after the test. Final test data, including digital printouts and computer generated plots, shall be furnished to the COR within five (5) working days of test completion.

Additionally, the Contractor shall analyze the preliminary test results as directed by the COR in the event of a test anomaly.

All backup data sheets, recordings, plots, technicians’ notes, etc., shall be either sent to the COR or destroyed at the conclusion of each delivery order as directed by the COR.

The Contractor shall protect and segregate the data that evolves from compliance testing before and after each vehicle test.

C.5.3.1 Test Site Requirement

The Contractor shall have access to and utilize a test surface meeting the requirements of International Organization for Standardization (ISO) 10844:2014, ISO 10844:2011, or ISO 10844:1994 “Acoustics — Specification of test tracks for measuring noise emitted by road vehicles and their tires” for assuring that motor vehicles meet the requirements in FMVSS No. 141, Minimum Sound Requirements for Hybrid and Electric Vehicles.

C.5.3.2 Acoustic Software and Test Equipment

The Contractor shall utilize NHTSA provided compliance tools to analyze collected sound files for compliance to the FMVSS. The compliance tools include MATLAB codes, graphical user interface and instruction manuals.

The Contractor shall utilize the government furnished Brüel & Kjaer (B&K) acoustic sound measurement system. This system is a commercial off-the-shelf system used for collecting sound files.

C.5.4 Deviation from OVSC Test Procedures

The Contractor shall conduct testing only in accordance with the OVSC Test Procedure and applicable FMVSS and shall notify the COR if any deviation from the OVSC Test Procedure is necessary. The Contractor shall receive approval from the COR prior to initiating any deviations from the OVSC Test Procedure or the approved Contractor’s in-house Laboratory Test Procedure. The COR is authorized to approve such deviations as long as that deviation does not affect the prices stated in this contract.

C.5.5 Storage of test vehicles, items, parts, components, and equipment

Test vehicles that have met compliance requirements (passed) and any untested test vehicles, shall be stored by the Contractor at no additional cost, until receipt of disposition instructions from the Government. (Refer to Section H.14.)

Test vehicles that have not met compliance requirements (failed) shall be stored by the Contractor at no additional cost to the Government until the end of the contract term.

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

C.5.6 Test Schedule

The Contractor shall submit a test schedule to the COR prior to testing. Tests shall be completed as required in the contract. [Scheduling shall be adjusted to permit motor vehicles to be tested to other FMVSS and to allow attendance by other interested parties as may be required by the OVSC.] All testing shall be coordinated to allow monitoring by the COR.

(Refer to Section F.9)

C.5.7 Test Access

No individuals, other than Contractor personnel directly involved in the compliance testing program, shall be allowed to witness any vehicle compliance test unless specifically authorized by the COR. The Contractor shall secure the test site area immediately before, during and immediately after a test and to shield the test area from public view by the use of canvas or other blocking devices.

No individuals, other than Contractor personnel directly involved in the compliance testing program, shall be allowed to inspect NHTSA test vehicles or witness vehicle preparation without prior written permission from the COR.

All communications with vehicle manufacturers shall be referred to the COR. The Contractor shall not release test data without the prior permission of the COR.

C.5.8 IPV6 Compliance

Any IT solution, including but not limited to hardware, software, firmware, and telecommunications, proposed to meet the requirements must support both IPv4 and IPv6, in accordance with the October 2005 DOT memorandum, “DOT’s Transition Planning for Internet Protocol Version 6” and OMB Memorandum M-05-22, “Transition Planning for Internet Protocol Version 6 (IPv6),” dated August 2, 2005.

(End of Section C)

D.1 GENERAL INSTRUCTIONS

Preservation, and packing of all shipments or mailing of all work delivered under this contract shall be done in accordance with good commercial practices and to ensure acceptance by common carrier (if applicable) and safe transportation at the most economical rate(s).

Any deliverables required by this contract shall be submitted to the applicable personnel identified in Section F of this contract. Due to security concerns, deliverables transmitted via regular U.S. Mail experience significant delay in reaching an intended destination and, as part of the screening process, may be damaged. For these reasons, the U.S. Mail should not be used to transmit deliverables. Rather, the Contractor is encouraged to use electronic mail to the maximum extent possible.

D.2 FORMATTING TEXT AND IMAGE DELIVERABLES (JUN 2009)

For those deliverables submitted electronically as text or image files, the following specifications apply.

D.2.1 Text

Text files shall be delivered in a format compatible with Microsoft WORD 2016. Font type of Times New Roman with a font size of 12 shall be used throughout the document. The Contractor shall minimize additional formatting as much as possible, for example, avoid use of columns). Avoid using any design/layout elements (however, see D.2.2, D.2.3, and D.2.4 below).

D.2.2 Charts and Graphs

The Contractor shall develop charts or graphs using a format compatible with Microsoft EXCEL 2016 and shall insert these in the appropriate places within the text document. The Contractor shall also provide the Microsoft EXCEL source file from which charts or graphs were developed.

D.2.3 Illustrations

NHTSA’s Office of Communication Services is responsible for developing or acquiring most illustrations found in NHTSA publications. These illustrations can take two forms:

Graphics – In the majority of cases, the Office of Communication Services will develop any needed graphics in collaboration with the COR (TO) and/or COR. The Contractor shall provide text, graphs, and charts following the guidelines stipulated in D.2.1 and D.2.2 above. In some cases, the Contractor may be required to develop graphics. In these cases, the Contractor shall use only software approved by the U.S. Government Publishing Office (e.g., Adobe Illustrator.)

SECTION D - PACKAGING AND MARKING

Photographs – When photos are used in Agency publications, the Office of Communication Services typically uses existing photos or photos purchased through royalty-free sources. In the event the Contractor must supply photos for use in a publication, the photos must be high resolution images at least 300 dpi at the size used in the publication. Photos shall be supplied on a CD or DVD in either .tif format (for scanned images) or .jpg (for images downloaded to the CD or DVD directly from the digital camera.).

NOTE: If a photograph is supplied by an outside source (Contractor, grantee, national organization, etc.), a release form must accompany the photo indicating that the human subjects in the photo authorize NHTSA to use the photo in its publications and on its Internet site. The Contractor shall not use a release form under this contract that has not been first reviewed and approved for use by the Agency. The Contractor also is responsible for ensuring that the necessary arrangements have been made with the photographer and the subjects in the photo to ensure that NHTSA has unlimited rights to use the images in print and on the web. The Contractor shall obtain, and provide to NHTSA, a written statement indicating that NHTSA has unlimited, unrestricted rights to the use of such photos.

D.2.4 Web-based Images

The Contractor is cautioned that copyrights may restrict use of web-based images even if it is not expressly indicated at the website. Additionally, the resolution of most web-based images is not high enough to provide a clear image when published. For these reasons, web-based images typically should not be used under this contract, and need to first be approved by the COR.

(End of Section D)

E.1 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/?q=/browse/far/52

Federal Acquisition Regulation (FAR) Clauses:

52.246-2 Inspection of Supplies – Fixed-Price (AUG 1996) 52.246-3 Inspection of Supplies – Cost-Reimbursement (MAY 2001) 52.246-4 Inspection of Services – Fixed Price (AUG 1996) 52.246-5 Inspection of Services – Cost-Reimbursement (APR 1984) 52.246-16 Responsibility for Supplies (APR 1984)

E.2 INSPECTION AND/OR ACCEPTANCE

The Contracting Officer’s Representative (COR), as designated in this contract, shall be responsible for performing the inspection of all supplies or services rendered under this contract and for recommending acceptance or replacement/correction of services or materials that fail to meet the contract requirements to the Contracting Officer.

(End of Section E)

SECTION E - INSPECTION AND ACCEPTANCE

F.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): https://www.acquisition.gov/?q=/browse/far/52

Federal Acquisition Regulation (FAR) Clauses:

52.242-15 Stop Work Order (AUG 1989) 52.247-35 F.o.b. Destination, Within Consignees Premises (APR 1984)

F.2 PERIOD OF PERFORMANCE

All work and services required hereunder shall not exceed 60 months from the effective date of the contract inclusive of one (1) 12-month base period and two (2), 24-month option periods that may be exercised at the Government’s discretion.

Base Period (12 Months): TBD – TBD Option Period 1 (24 Months): TBD – TBD Option Period 2 (24 Months): TBD – TBD

Any Delivery Order issued prior to the expiration date of the contract shall be completed by the Contractor within the period of performance specified in the Delivery Order in accordance with Section I.3.4, FAR 52.216-22, Indefinite Quantity

(OCT 1995).

F.3 PLACE OF PERFORMANCE

The work performed under this Contract and any Delivery Orders issued under this Contract shall be accomplished at the Contractor’s facilities and those facilities shall be located within the continental United States. There shall be no deviation from or waiver of this requirement.

F.4 PERFORMANCE MILESTONES AND DELIVERABLES

All deliverables shall be submitted to the COR in accordance with the schedule specified below. File formats shall meet the compatibility requirements of Section F.12.2, Specifications for Electronic Files. The following is a list of all deliverables and milestones which are considered to be significant in the performance of this contract.

SECTION F - DELIVERIES OR PERFORMANCE

Item No. Section Number

Milestone (M) /Deliverable (D) Due Date

1 C.4 Kick-off Meeting (M) Within 2 weeks of the effective date of the contract

2 F.6 Quality Assurance/Quality Control (QA/QC) Management Plan (D)

Within 4 weeks of the effective date of the contract

3 F.7 Test Instrumentation/Equipment Calibration System Procedures (D)

Prior to commencing the first compliance testing under the contract, or within 2 weeks of the effective date of the contract (whichever occurs first)

4 F.8 Contractor’s In-House Laboratory Test Procedure (D)

Draft - Prior to conducting the first test during the base period.

Final - Prior to conducting the first test after the base period.

5 F.9 Testing Schedule (D) Within 1 week after receipt of test item/vehicle

6 F.9 Test Conduct (M) Within 2 weeks after receipt of test item/vehicle.

7 F.11 Test Failure Report (D) Summary notification within 4 hours of the failure. Written notification, including the relevant data by no more than one business day following the failure.

8 F.12 Draft Final Test Report in electronic format (D)

Within 14 days after completion of test

9 F.12 Final Test Report, Film, and Data Tape (D)

Within 7 days after receipt of COR’s comments on Draft Final Test Report (see Deliverable 8 above.)

10 F.13 Vehicle Condition Report (D) To be submitted with each Final Test Report (see Deliverable 9 above).

11 F.10 Monthly Project Reports (D) 15th day of each month, following the month being reported

F.5 PLACE OF DELIVERY OF REPORTS

All deliverables shall be furnished to the following addresses in the number of copies specified:

Mailing Address Deliverable Item Numbers

Number of Deliverable

Copies

2-5, 7-11

DOT/National Highway Traffic Safety Administration 1 Office of Vehicle Safety Compliance (NEF-210) Attention: TBD, (COR) 3* 1200 New Jersey Ave. S.E., Rm. TBD Washington, D.C. 20590 Telephone: (202)-366-TBD Email: tbd@dot.gov

DOT/National Highway Traffic Safety Administration Office of Acquisition Management (NFO-300) Attention: TBD, (Contracting Officer) 1200 New Jersey Ave. S.E., Rm. WXX-XXX Washington, D.C. 20590 Telephone: (202)-XXX-XXXX Email: TBD@dot.gov

11 1

*The Contractor shall submit up to three (3) flash drives, CD-ROM or DVD discs of the final report, three (3) copies of all photographs and video including high-speed video, and two (2) copies of the electronic data for each test performed under this contract.

If the test procedure does not specify video coverage, then video is not a required deliverable.

The specifications for the CD-ROM or DVD disc final report are described in section F.12.1.

The specifications for the video are described in section H.16, unless specified by the applicable test procedure.

When Data Tapes are requested, two (2) copies of the data tape, flash drives, CD-ROM or DVD disc or other media shall be submitted at the same time the final report is delivered.

F.6 QUALITY ASSURANCE QUALITY CONTROL (QA/QC) MANAGEMENT

PLAN

The Contractor shall provide the COR with an update to its QA/QC Management Plan that was originally submitted as part of its technical proposal. The updated plan shall reflect any changes made since submission of the original. Revisions to the plan shall be submitted to the COR as they occur. If the Contractor submitted a plan as part of its proposal, instead of a certification per ISO or A2LA, the entire QA/QC plan shall be submitted per section F.4, Milestones and Deliverables, item #2.

F.7 TEST INSTRUMENTATION/EQUIPMENT CALIBRATION PROCEDURES

Within two (2) weeks of the effective date of the contract, or prior to commencing the first compliance testing under this contract (whichever occurs first), the Contractor shall provide a copy of its calibration procedures. The procedures shall explain how the Contractor implements and maintains its instrumentation calibration system in accordance with established calibration practices. The procedures shall indicate whether the system complies with ISO 10012-1, ANSI/NCSL Z540-1 or other standard criterion and shall address the minimum requirements identified in the FMVSS TPs. (See C.5.3 for further description of the required procedure.)

F.8 CONTRACTOR’S IN-HOUSE LABORATORY TEST PROCEDURES

Prior to conducting the first FMVSS No. 141 test, the Contractor shall provide the COR with a draft detailed in-house test procedure and detailed check-off lists. The test procedure shall include a step-by-step procedure to be used for documenting the procedures required by the FMVSS. At a minimum, each test procedure shall include: general requirements, a list of test equipment, photograph requirements, pre- and post-test requirements, test execution process, and data sheets.

The OVSC test procedure is available for the Contractor to use as guidance for development of its draft in-house procedure. The check-off lists shall document the step-by-step test execution process and should be used in conjunction with the test procedure. The test technician shall use check-off lists to document the completion of each step within the test process to ensure every step is completed in the proper sequence as required. Provisions for issuance and control of the Contractor’s test procedures and check-off lists shall be addressed within its QA/QC management plan.

During the base period of the contract, the Contractor shall utilize its draft detailed in-house test procedure to conduct a pilot test program to validate the procedure. The pilot test program will involve utilizing the Contractor draft in-house test procedure to execute FMVSS No. 141 testing on several test vehicles as specified by the COR. Upon completion of this pilot testing, the Contractor will utilize lessons learned during the pilot testing to finalize its draft in-house test procedure. Since this test program is new to OVSC, validation of the contractor’s draft in-house test procedure is critical before finalization.

F.9 TEST SCHEDULE/CONDUCT

Within one (1) week after receipt, inspection and acceptance of a test vehicle, the Contractor shall provide a test schedule to the COR. Within two (2) weeks of receipt of each test vehicle, the Contractor shall begin testing. Test dates may be adjusted when multiple vehicles are being tested at the discretion of the COR.

F.10 MONTHLY PROJECT REPORTS

Monthly project reports shall be submitted to the COR, Contracting Officer, and the Contract Specialist indicating the status of all testing services, including test reports, GFP received, and disposal status for the calendar month, and shall be submitted not later than the 15th day of each month following the month being reported. The monthly status report shall indicate the contract number and the time covered. The Contractor shall continue to submit monthly status reports until all final test reports are accepted by the Government.

Specifically, Monthly Status Reports shall include the following:

Vehicle make, model, model year, and, the vehicle number assigned by OVSC

(NHTSA number).

Date of vehicle receipt, date of vehicle condition report.

Number of tests, inspections, and reports scheduled for the reporting period and completed during the reporting period.

Schedule for tests (that includes the scheduled test date, actual test date, pass/fail, draft report submission date, final report submission date, invoice submission date, and date of vehicle transfer (if applicable)), inspections, and reports for the next reporting period.

Brief description of test failures which occurred during the reporting period.

Problems or delays that the Contractor experienced during the reporting period which are related to the supplies and services required under this contract.

Specific action which the Contractor proposes to correct problems or delays identified.

The report shall be submitted electronically in PDF format via e-mail.

F.11 TEST FAILURE REPORTS

Within 4 hours of a test failure, the Contractor shall provide summary notification of that failure to the COR. This summary notification may be transmitted via telephone, e-mail or facsimile.

Within one business day following the test failure, the Contractor shall provide the COR with a written notification that includes the following information: FMVSS, test date, laboratory, contract number, project engineer’s name, vehicle make, vehicle model, vehicle model year, NHTSA number, VIN, vehicle build date, test failure description, relevant data (plots, values, etc.) section of the standard failed, date of notification of COR, and the name of the individual that notified the COR. A sample form will be provided, upon request, by the COR.

F.12 DRAFT AND FINAL TEST REPORTS

An electronic draft test report is required after completion of each test. During the base period when the Contractor is executing the pilot test program in F.8 above, the test reports completed will be identified as “Indicate” compliance tests. After the base period, and completion of the pilot program, the test reports will be considered compliance tests. The test report and content shall comply with the NHTSA TP. The organization and content of test data sheets in the report shall be consistent with the NHTSA TP. Reports that do not meet these requirements will be returned to the Contractor. NHTSA may withhold payment of a Contractor’s invoice until the final test report is accepted by the COR. If a final test report is returned to the Contractor for technical or format corrections, the report date shall be changed to reflect the date of resubmission.

F.12.1 Electronic Test Reports

Typically, test reports can be e-mailed to the COR. However, if the submission of the report and accompanying data files is too large to be e-mailed, it shall be provided on transmittable media such as a flash drive, a CD-ROM or DVD that NHTSA can receive and use.

The first four pages of the test report shall be in the following format:

FRONT COVER

A heavy paperback cover (or transparency) shall be provided for the protection of the hardcopy final report. A jewel case shall be provided for the protection of the CD-ROM or DVD. The information required on the cover is as follows:

A. Final Report Number such as 141_ABC_0X_001, where:

141 FMVSS tested ABC initials for the laboratory 0X Fiscal Year of the test program 001 Group Number (001 for the 1st test, 002 for the 2nd test, 003 for the 3rd test, etc.)

B. Final Report Title and Subtitle (example):

Safety Compliance Testing for FMVSS 141 Minimum Sound Requirements for Hybrid and Electric Vehicles World Motors Corporation 20XX World XYZ 65-Passenger School Bus NHTSA No: CX0901

C. Contractor’s Name and Address (example):

ABC LABORATORIES, INC.

405 Main Street Detroit, Michigan 48070

NOTE: DOT SYMBOL WILL BE PLACED BETWEEN ITEMS (C) AND (D)

D. Date of Final Report completion

E. The words “FINAL REPORT”

F. The sponsoring agency’s name and address as follows –

U. S. DEPARTMENT OF TRANSPORTATION

Office of Vehicle Safety Compliance Mail Code: NEF-200 1200 New Jersey Avenue, SE Washington, DC 20590

FIRST PAGE AFTER FRONT COVER

A disclaimer statement and an acceptance signature block for the COR shall be provided as follows:

This publication is distributed by the U.S. Department of Transportation, National Highway Traffic Safety Administration, in the interest of information exchange. The opinions, findings and conclusions expressed in this publication are those of the author(s) and not necessarily those of the Department of Transportation or the National Highway Traffic Safety Administration. The United States Government assumes no liability for its contents or use thereof. If trade or manufacturers' names or products are mentioned, it is only because they are considered essential to the object of the publication and should not be construed as an endorsement.

The United States Government does not endorse products or manufacturers.

Prepared By:

Approved By:

Approval Date:

FINAL REPORT ACCEPTANCE BY OVSC:

Accepted By:

Acceptance Date:

SECOND PAGE AFTER FRONT COVER

A completed Technical Report Documentation Page (Form DOT F1700.7) shall be completed for those items that are applicable with the other spaces left blank. Sample data for the applicable block numbers of the title page follow:

Block 1 — REPORT NUMBER

141_ABC_0X_001

Block 2 — GOVERNMENT ACCESSION NUMBER

Leave blank

Block 3 — RECIPIENT'S CATALOG NUMBER

Block 4 — TITLE AND SUBTITLE

Final Report of FMVSS 141 Compliance Testing of a 20XX World XYZ 65 Passenger School Bus NHTSA No: CX0901

Block 5 — REPORT DATE

March 1, 201X

Block 6 — PERFORMING ORGANIZATION

CODE ABC

Block 7 — AUTHOR(S)

John Smith, Project Manager Bill Doe, Project Engineer

Block 8 — PERFORMING ORGANIZATION REPORT NUMBER

ABC_DOT_XXX_001

Block 9 — PERFORMING ORGANIZATION NAME AND ADDRESS ABC Laboratories, Inc. 405 Main Street Detroit, MI 48070

Block 10 — WORK UNIT

NUMBER

Block 11 — CONTRACT OR GRANT NUMBER

Block 12 — SPONSORING AGENCY NAME AND ADDRESS

United States Department of Transportation

Office of Vehicle Safety Compliance Mail Code: NEF-200 1200 New Jersey Avenue, SE

Block 13 — TYPE OF REPORT AND…