Attachment J.14, Technical Assistance GO Teams - (Task Order 2).pdf

693JJ920R000012

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 36

C. E-MAIL ADDRESS

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.

I

J

K

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

H

G

F

E

D

C

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

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

693JJ920RQ00028003/26/2020

X

693JJ9

National Highway Traffic Safety Adm Office of Acquisition Management 1200 New Jersey Avenue, S.E.

Washington DC 20590

1300 ES 04/24/2020

Yvonne Green yvonne.green@dot.gov

X

X

X

X

X

X

X

X

X

X

X

X

X

PAGE(S)

Reba Dyer

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

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

1-2

4-14 16-19 20-25

28-33

34-36

12. In compliance with the above, the undersigned agrees, if this offer is accepted within _____0_________ calendar days (60 calendar days unless a different period is inserted

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 35

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

693JJ920R000012

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

Title: Technical Assistance GO Teams

The National Highway Traffic Safety

Administration (NHTSA) seeks to issue one negotiated Task Order under IDIQ RFP Number

693JJ920R000003 for Technical Support Services for NHTSA Traffic Records Program. The estimated period of performance is sixty (60) months.

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

Request for Proposal: 693JJ920R000012 Title: Technical Assistance GO Teams

Task Order 2 - Attachment J.14

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

The Contractor shall furnish the necessary qualified personnel, facilities, materials, supplies, equipment, and services to provide the National Highway Traffic Safety Administration (NHTSA) with technical support for the project entitled: “Technical Assistance GO Teams.”

The Contractor shall fulfill the work requirements in accordance with Statement of Work (SOW), Section C, and other terms and conditions of the Task Order. All support provided to the Government shall be performed by Contractor employees or personnel otherwise retained by the Contractor.

B.2 TYPE OF TASK ORDER & CEILING AMOUNT

The Government anticipates award of one Time-and-Materials (T&M) Task Order as a result of this solicitation.

The not-to-exceed amount is $TBD.

The Task Order Obligated amount is $TBD.

(End of Section B)

Attachment J.14

SECTION C - DESCRIPTION / SPECIFICATIONS / STATEMENT OF WORK

C.1 ACRONYMS

ATSIP Association of Transportation Safety Information Professionals CDIP Crash Data Improvement Program COR (TO) Contracting Officer’s Representative (Task Order) DOT Department of Transportation DUI Driving under the influence FARS Fatality Analysis Reporting System GIS/GPS Geographic Information System/ Global Positioning System HSM Highway Safety Manual IHSDM Interactive Highway Safety Design Model KABCO “K” Fatal injuries; “A” Suspected Serious Injury; “B” Suspected Minor Injury;

“C” Possible Injury: “O” No Apparent Injury LRS Location Reference System MMUCC Model Minimum Uniform Crash Criteria NHTSA National Highway Traffic Safety Administration RFP Request for Proposal SME Subject Matter Expert STRAP State Traffic Records Assessment Program TRB Transportation Research Board TRCC Traffic Records Coordinating Committee TRIPRS Traffic Records Improvement Program Reporting System

C.2 BACKGROUND

The National Highway Traffic Safety Administration (NHTSA) is an agency within the U.S.

Department of Transportation. NHTSA’s mission is to save lives, prevent injuries, and reduce the economic costs of traffic crashes. NHTSA accomplishes this in part by analyzing accurate traffic records data to identify traffic safety problems and design effective countermeasures to reduce injuries and deaths caused by crashes. NHTSA promotes a comprehensive, systematic approach to assessing the performance of traffic records systems and works with several partners in the public and private sector, including national non-profit organizations, to achieve this vision and mission.

NHTSA’s Traffic Records Team provides coordinated guidance, outreach, best-practices, training and technical assistance designed to improve the timeliness, accuracy, completeness, uniformity, integration, and accessibility of State crash, driver, vehicle, roadway, citation and adjudication, and injury surveillance databases. The Traffic Records Team is tasked with helping States improve their traffic safety data collection, management, and analysis capabilities through evaluation, training, and technical assistance.

NHTSA’s Traffic Records GO Team program is designed to provide resources and assistance to

State traffic records professionals as they work to better their traffic records data collection, management, and analysis capabilities. GO Teams are the vehicle NHTSA uses to deliver technical assistance to State Traffic Records programs including the Crash Data Improvement Program (CDIP), Model Minimum Uniform Crash Criteria (MMUCC) and MIRE Mappings, and the traffic records strategic planning workshops. In addition, GO Teams are NHTSA’s response to States’ requests for assistance with their unique traffic records issues. NHTSA sends small groups of one to three subject matter experts (SMEs) to help States address their unique traffic records issues ranging from pinpoint assistance with a single database to broader assistance with Traffic Records Coordinating Committee (TRCC) management, strategic planning, and data integration.

Sample Scopes of GO Team Projects A State may request specific technical assistance that focuses on a targeted problem in the traffic records systems, or provides technical training to State traffic records program managers in an area identified by the State. The issue must have a clearly delineated scope appropriate to the GO Team program— generally a smaller scale, short-to-medium term need. The most appropriate topics will likely address an issue detailed in the State’s traffic records strategic plan or identified during the State’s most recent traffic records assessment. The following examples represent common challenges that could be of the appropriate scale for a GO Team.

Crash Data Improvement Program (CDIP) The CDIP examines the quality of a State’s crash database and provides specific recommendations to improve the quality of a State’s crash data and improve safety decisions.

The CDIP assesses and measures the data quality of States’ crash databases according to the CDIP guideline https://crashstats.nhtsa.dot.gov/Api/Public/ViewPublication/812419.

Specifically, the CDIP examines the six data quality characteristics - timeliness, accuracy, completeness, uniformity, integration, and accessibility – and helps the State develop a suite of data quality performance measures. The CDIP facilitates discussions with key stakeholders (State crash database administrators and managers, State Traffic Records Coordinating Committee \ members, State highway safety offices and State DOT safety office personnel, local traffic safety personnel and other interested Federal, State, and local traffic safety professionals) on a set of critical data items and data quality measurements to assess those items.

Mappings The Mapping technical assistance program provides States with a measure of alignment between their State traffic records system (crash, roadway, driver, vehicle, citation/adjudication, or injury surveillance) and the prevailing guideline https://crashstats.nhtsa.dot.gov/Api/Public/Publication/812433. For example, a MMUCC Mapping examines the State's crash database, police crash report, data dictionary and law enforcement instruction manual to determine alignment with MMUCC at the attribute and element level. SMEs follow the updated mapping rules (Mapping to MMUCC 5th Edition, page 125, MMUCC 5th Edition); and determine alignment of the State’s data to MMUCC using the TRIPRS Mapping Module, an established IT asset.

https://crashstats.nhtsa.dot.gov/Api/Public/ViewPublication/812419 https://crashstats.nhtsa.dot.gov/Api/Public/Publication/812433

Strategic Planning NHTSA has recently developed a strategic planning workshop to help States develop their strategic plan for their traffic records systems. This technical assistance provides support for State TRCCs in their strategic planning, trains the TRCC on how to use the 4-box method, or similar decision-making methods to help prioritize grant requests.

TRCC Management

• Assist TRCC coordinators and chairs to build an effective TRCC. Facilitate sessions with the full State TRCC to define their multiple roles in Traffic Records.

• Advise a State in the pre-design phase for new or upgraded systems in order to share expertise on how to include data quality management/measurement functions within the RFP or internal IT design documents.

Crash Database

• Assist a State with the measurement of their crash data quality across the six performance attributes: timeliness, completeness, accuracy, uniformity, integration, and accessibility.

Help a State identify or develop appropriate performance measures and metrics to improve data quality.

• Train State crash data collectors, processors, maintainers, and users on the importance of quality crash data and how this helps to improve safety decisions.

Driver/Vehicle

• Help a State improve data quality by improving integration between various databases and creating, for example, an error/edit output for anytime a transfer failure occurs and a tracking process to ensure that found errors are corrected.

• Help a State develop strategies to improve vehicle data quality by ensuring vehicle owner records on the vehicle file are congruent with the driver’s record on the driver database— particularly useful in States where titles and registrations are processed by county offices.

• Improve the completeness and accuracy of the drivers’ history of convictions by helping the State to track shielded Driving under the influence (DUI) convictions from the driver file through court diversions (e.g., reduced charges and failures to prosecute).

Roadway

• Help a State develop effective data governance plan that uses methods of data collection and management that support the detailed needs of individual areas of the DOT (e.g., bridge management using AASHTOWare Bridge Management (formerly PONTIS), pavement management, and the collection of traffic count data). This could help States to aggregate key data elements from their datasets to support management of their safety programs.

• Help a State develop an effective data governance plan to map out the integration of roadway data by identifying and maintaining critical data elements to support linkage/integration within the DOT and with other traffic records component datasets. A GO Team might help a State by reviewing the DOT’s current practices and capabilities using spatial and linear referencing to efficiently create a dataset(s) to support HSM tools (Safety Analyst and IHSDM) using the MIRE Fundamental Data Elements.

• Help a State develop protocols for data collection and maintenance that addresses innovative data collection techniques. For example, many DOT systems currently use legacy linear referencing as the location reference system (LRS), as well as GIS/GPS to collect and analyze data. A GO Team can help a State address the challenge of systematically using a uniform map base that supports a cross reference between their legacy linear referencing systems and coordinate-based spatial data.

Citation and Adjudication

• Evaluate existing manual citation processes, recommend an implementation plan that will move a State towards an electronic system and help to design an effective process flow.

• Help develop a "law table" to interpret the local charges and help States to harmonize local and state statute citations so that more accurate data can be collected.

• Help a State to improve the court reporting processes so deferred sentences are recorded on a driver record until the case is dismissed.

• Develop strategies to help the courts accept digitally-signed electronic citations. Evaluate existing court processes and tools and recommend a modernization plan. Define a full data and process architecture for court and adjudication systems.

Injury Surveillance

• States need hospital/EMS/medical examiner data to provide the FARS system with the information it requires. Data availability hinges on cooperation from the collecting agencies. Agencies often invoke HIPAA as a barrier to sharing data with the FARS analyst. A GO Team can facilitate discussions with data managers and help explain how the data will be used and that confidentiality will be maintained in order to move obtain a data-sharing agreement or MOU.

• Many States rely on KABCO scores to identify serious injury crashes. A GO Team could evaluate the available databases and facilitate discussions between data owners to allow for improved common understanding of the KABCO scores, encourage integration between agencies, and enable higher quality analysis.

Data Integration

• Evaluate available databases and facilitate discussions between data custodians to allow data sharing and integration between their respective agencies, and suggest how integrated data could be used to identify problems and recommend and evaluate countermeasures solutions.

• Assist a State in reviewing its traffic records databases to identify minor modifications to processes that would improve the individual data systems and highlight possible opportunities for integration.

The documents - NHTSA GO Teams: Training and Technical Assistance, Application for NHTSA GO Team – which provides further detail on GO Teams, are available online at https://www.nhtsa.gov/research-data/traffic-records.

https://www.nhtsa.gov/research-data/traffic-records

C.3 OBJECTIVES

The objective of this task is to provide NHTSA, States and local agencies training and technical assistance through contractor and others’ support, to assist in a wide variety of GO Team requests and generate recommendations for improvement/other deliverables.

NHTSA anticipates most “Requestors” of the technical assistance through this task will be States. However, local governmental agencies and organizational customers are potential Requestors as well. Specifically, the most likely Requestors will include State crash database administrators and managers; members of the State Traffic Records Coordinating Committee (TRCC); and highway safety office personnel (e.g. Governor’s Highway Safety Office, State DOT Safety Office etc.).

GO Teams are dispatched on a first-come, first-served basis and are dependent upon available funding and personnel resources. For the purpose of bidding on this Task Order, Teams will be deployed on a cost reimbursable basis. Five to ten teams could be deployed during the base year and option years, with additional pending financial and personnel availability.

C.4 SPECIFIC REQUIREMENTS

C.4.1 Kickoff Meeting

Within two (2) week after award, the Contractor shall meet with the NHTSA Contracting Officer’s Representative – Task Order (COR (TO)), Contracting Officer, and other interested NHTSA personnel in Washington D.C. The Contractor shall anticipate four (4) hours for this meeting. The purpose of this meeting is to (1) discuss the administration of the Task Order, and (2) to discuss the project’s objectives, planned course of action, milestones and deliverables, and any other issues the Contractor or Government identifies.

The Contractor shall first conduct a briefing that describes their planned approach. The Contractor shall be prepared with appropriate briefing materials and shall send these materials to the COR(TO) two (2) business days before the kickoff. After the Contractor, has presented their prepared briefing, the Contractor and COR(TO), and other Government representatives will discuss specific details of the project.

C.4.2. Submit Updated Work Plans

Within one (1) week after the kickoff meeting, the Contractor shall submit an updated work plan to the COR(TO). In addition to providing details that reflect agreements and understandings reached at the kickoff meeting, this plan shall include (1) an updated timeline, (2) finalized process for recruiting, reviewing and approving subject matter experts, (3) an initial list of subject matter experts ready for NHTSA approval (This list shall include at a minimum, one unique SME for each of the nine (9) Advisory modules.),

(4) answers to any unresolved questions, and (5) further clarification on any requests for additional information. The Contractor must obtain approval of the finalized work-plan prior to moving forward with the contract.

C.4.3 Program Preparation

The Contractor shall prepare for the GO Team programs in the following ways:

C.4.3.1 Recruit Subject Matter Experts (SMEs) The Contractor shall work with the Traffic Records Team and any partnering agencies or organizations to identify and maintain an adequate pool of SMEs who are willing, able and approved to work as GO Team members or leaders in States where they have not worked as an employee of the traffic records system.

“Adequate” in this usage means sufficient to properly staff all requested GO Teams in a given fiscal year – with an average of five (5) to ten (10) per year.

SMEs capable of providing technical assistance or training via the GO Team program are necessary to fulfill this obligation. SMEs must have expertise in one

(1) or more of the following areas: traffic records coordinating committee (management, operation, support, etc.), strategic planning, data integration, or data uses and program management. They must have proven successful expertise in one (1) of the component traffic records data systems: crash, driver, vehicle, roadway, citation and adjudication, or EMS/injury surveillance. Lastly, SMEs must also have an expert understanding of the following critical data system attributes: timeliness, accuracy, completeness, uniformity, accessibility, and integration.

SMEs must have the skills and ability to work both collaboratively on assigned teams and independently prior to implementing a GO Team. The ability to write and communicate effectively is of critical importance as GO Teams will often provide final deliverables directly to State customers. All SMEs must be willing and able to travel to the States that have requested a GO Team; this travel may be a one (1) time trip or several, short trips.

The GO Team Leader must meet the requirements of a SME in addition to being knowledgeable in one (1) or more of the following areas: facilitation principles, State and Federal highway safety goals, the NHTSA Traffic Records Program Assessment Advisory (see Attachment J.3) (DOT HS 811 644) or the §405(c) State Traffic Safety Information System Improvement Grant requirements (or successor grant program).

Ideally, the GO Team Leader should have a minimum of ten or more years of traffic records experience, be highly organized, have experience in mentoring and mediation, have held a position or participated in a State Traffic Records Coordinating Committee (TRCC) and have held or is holding a position on the Executive Board of the Association of Transportation Safety Information

Professionals (ATSIP) or have participated on a Federal/TRB panel for highway safety.

GO Team Leaders give overall guidance and support to the GO Team process in addition to being a representative for NHTSA to State customers. As the person with overall responsibility for the GO Team process and deliverables, GO Team Leaders must possess excellent interpersonal, communication and writing skills.

The Contractor shall design a process for recruiting, reviewing and approving new SMEs that is approved by the COR(TO). This process, similar to how Human Resource specialists might hire the best candidate for a position, must include a check of references, a review of all qualifications, and interview (if appropriate) prior to submission to the TR Team and COR(TO) for final approval. The contractor shall only supply SME candidates to the TR Team and COR(TO) that the Contractor fully supports through their verification process. By submitting a SME candidate to NHTSA, the Contractor is essentially vouching for that person.

GO Team SMEs are to be paid by stipend in equal, monthly distributions over an agreed-upon number of months. Using the GO Team Level Justification (see section C.4.4.1, Draft Work Plan for the GO Team), the Contractor should estimate the GO Team period of performance for purposes of hiring SMEs.

Although it is anticipated that some new SMEs may not be recommended for use on future GO Teams, the Contractor shall endeavor to minimize this occurrence from happening. All GO Team SMEs - both the Leader and team members – are highly public, acting as representatives of a NHTSA sponsored program and thus, must be capable of independent professionalism and diplomacy.

Submission of a candidate SME to the COR(TO) shall be in written form, detailing relevant experience, a summary of the Contractor’s conclusions based upon reference checks and interviews, and Contractor recommendations on the types and levels of GO Teams that the candidate should participate. All first-time SMEs must be partnered with experienced SME teams the first round, and may not act as a GO Team Leader. First-time SMEs are considered on probationary status until they have successfully completed a GO Team initiative.

After a new SME completes their first GO Team, the Contractor shall conduct a post-GO Team review of that SME. This should include conversations with the experienced GO Team members assigned to the new SME, a review of their work product and a review of the overall GO Team evaluations for any comments regarding that person, whether positive or negative. The Contractor shall provide their final recommendations regarding probationary SMEs in the next monthly report after the conclusion of the GO Team final report. Recommendations will be reviewed by NHTSA and final guidance will be provided to the Contractor. A favorable recommendation and approval by NHTSA will designate a probationary SME to experienced SME status.

C.4.4. Conduct GO Teams

The NHTSA Traffic Records Team provides GO Teams as a training and technical assistance tool for States seeking support on specific questions or challenges with their traffic records systems. NHTSA intends to deploy between five (5) to 15 GO Teams annually (average) - subject to budgetary resources. States can request GO Team assistance at any time and are approved as budgetary resources are available and within the limits of GO Team scope. After NHTSA approves the GO Team for a Requestor, the TR Team will forward that request to the Contractor, who shall conduct a GO Team per the below.

C.4.4.1 Draft Work Plan for the GO Team Within two (2) weeks of receiving each approved GO Team request, the Contractor shall submit a draft work plan to the COR(TO), which describes the scope of work to be undertaken by the GO Team. The Contractor shall analyze each GO Team request to determine the project complexity and level of effort required to address each GO Team request, reflected in the attached, draft budget.

The draft work plan shall include a description of the component tasks required to address the State’s problems and a justification for the resources required to deploy the GO Team. The draft work plan shall also include the names and qualifications for each team member. This document is considered a draft and expected to change as additional information and feedback is gathered. NHTSA will use this document to approve and track the resources for the GO Team. As such, the GO Team Scope Report must be detailed and shall be maintained and updated to reflect any approved changes. The GO Team scope report will also be incorporated into the final report as the basis for determining level of success.

Within two (2) weeks of the receipt of the draft work plan, the NHTSA COR(TO) will review and approve this report or return it to the Contractor for revisions. The NHTSA COR(TO) must approve the draft work plan prior to any continuation of effort.

C.4.4.2 GO Team Assembly Within two (2) weeks of the NHTSA COR(TO) approving the Draft work plan, the Contractor shall secure all personnel required to run the GO Team. All personnel shall be under contract or other contractual vehicle before they can begin to work on the GO Team.

C.4.4.3 Pre-Kickoff Support Approximately two (2) weeks after the NHTSA COR(TO) has approved the draft work plan, the Contractor and GO Team members shall participate in a pre-kickoff conference call organized by NHTSA. The TR Team lead for that Requestor will host this Pre-Kickoff Conference call between (1) the Requestor point of contact (POC), (2) the COR(TO), (3) the NHTSA RPM, and (4) the Contractor to gather detailed information on the needs of the State.

The purpose of this call will be to discuss and reach consensus on Draft work plan. This will include (1) explaining the work plan to the State and answering their questions about the proposed approach; (2) requesting more information about the specific issue the State wants the GO Team to address in order to refine the Draft Work Plan; (3) and discussing schedules and logistics. More than one pre-kickoff conference may be required for the GO Team, NHTSA and the State to reach consensus and refine the work plan.

C.4.4.4 Revised Work Plan At least one (1) week before the Kickoff meeting (section C.4.4.5, GO Team Kickoff Meeting), the Contractor shall submit a revised work plan that includes any additional information gathered by the Contractor at the Pre-Kickoff conference call and any additional ideas proposed by the GO Team members. The revised work plan must be submitted to the NHTSA COR(TO) for approval prior to any continuation of efforts.

C.4.4.5 GO Team Kickoff Meeting The purpose of the kickoff meeting is to formally commence the GO Team activities. The GO Team members, representatives from NHTSA and the Requestor shall meet either in person or webinar to kick off the GO Team effort.

The Contractor shall provide support for this kickoff meeting with the Requestor as needed. This may entail participating in conference calls with the Requestor, assisting with logistical arrangements, and other similar support activities.

C.4.4.6 GO Team Management During the course of each GO Team, the Contractor shall include all appropriate parties in all correspondence and efforts. At a minimum, this shall include the COR(TO) and Requesting POC.

C.4.4.7 GO Team Report Out At the end of each GO Team, the GO Team members shall participate in a report out meeting or final deliverable meeting. This can be done in person or remotely, but depends on (1) the requesting entity’s preference, and (2) approval to travel by the NHTSA COR(TO). It is the Contractor’s responsibility to ensure that both of these conditions are met prior to any onsite visit by the GO Team. At least two (2) weeks prior to the GO Team report out, the Contractor shall furnish the COR(TO) with all final materials (report, presentation, report out agenda, etc.) for review, approval and update prior to sharing them with the requesting entity.

The Contactor shall provide support for the GO Team report out session including any/all of the following*:

• Travel arrangements for GO Team members;

• Rental of meeting space if the State/requesting entity cannot provide appropriate facilities for the report-out session;

• Ensure that the NHTSA Traffic Records team member and COR(TO) can attend remotely via teleconference or webinar capabilities;

• And other logistical support activities deemed appropriate by the

COR(TO).

*The Contractor shall make every effort to keep costs within Government per diem rates or to reasonable levels and ensure that the GO Teams abide by the same effort.

C.4.4.8 GO Team Final Reports Within one (1) month of the conclusion of each GO Team (report out), the Contractor shall submit the final State/requesting entity report to the NHTSA COR(TO) and TR Team member prepared by the Contractor and GO Team SMEs for review and approval. The State/requesting entity report must include/document the following components:

1. Summary (no more than 1 page);

2. Background – this details the requested GO Team technical assistance or training and team selected;

3. Work plan report – this is the final/approved work plan with specifics of the GO Team requested filled in;

4. Outcomes – this details what the GO Team provided to the

State/requesting entity for use by them;

5. Conclusions – this details the take-aways for the State/requesting entity.

Within two (2) weeks of receiving comments from NHTSA, the Contractor shall update the State/requesting entity report and submit it to the State/requesting entity for comments. Within one (1) month of receiving State/requesting POC approval, the Contractor shall (1) provide the COR(TO) with a final version of the State/requesting entity final report and a draft internal final report version. The NHTSA internal report must include/document all the components of the State/requesting entity report plus the following components:

6. (Internal) Outcomes – this details what the GO Team provided to the State/requesting entity in terms of actual effort made, reports/training provided, hours spent and any additional information pertinent;

7. Evaluations – this details the feedback gathered from the GO Team Evaluations;

8. (Internal) Conclusions – this details the relative success of the GO Team when comparing the GO Team request, approved work plan with the outcomes and evaluations. If the GO Team effort fell short of expectations, the Contractor (with GO Team member input) shall provide recommendations for future improvement.

C.4.5 Task Order Final Report

Within one (1) month of the conclusion of the base year and option years, the Contractor shall submit a Task Order Final Report to the COR and COR(TO). This report shall include a comprehensive year-in-review of all GO Teams conducted and/or completed within the contract ‘year’ (period of performance), overall GO Team Program success or failure, the Contractor conclusions and recommendations.

This document will be used to determine the future of GO Teams, so the Contractor is expected to be thorough and objective in their report.

(End of Section C)

SECTION D - PACKAGING AND MARKING

The terms and conditions under Section D of the Base IDIQ will be observed under this Task Order, as applicable.

(End of Section of D)

SECTION E - INSPECTION AND ACCEPTANCE

The terms and conditions under Section E of the Base IDIQ will be observed under this Task Order, as applicable.

(End of Section E)

SECTION F - DELIVERIES OR PERFORMANCE

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):

www.acquisition.gov/far

Federal Acquisition Regulation (FAR) Clauses:

FAR 52.242-15 Stop Work Order (AUG 1989), Alternate I (Apr 1984) FAR 52.247-34 F.O.B. Destination (Nov 1991)

F.2 PERIOD OF PERFORMANCE

All work and services required hereunder shall not exceed 60 months from the effective date of the Task Order inclusive of one (1) twelve (12) month base period and four (4) twelve (12) month option periods. The Government reserves the right to exercise options to extend the term of the Contract, on a twelve (12) month basis for four (4) renewable option periods, subject to the provisions of Section I.3.6, Option to Extend the Term of the Contract.

Base Period - Contract Year 1: TBD through TBD Option Period I - Contract Year 2: TBD through TBD Option Period II - Contract Year 3: TBD through TBD Option Period III - Contract Year 4: TBD through TBD Option Period IV - Contract Year 5: TBD through TBD

F.3 PLACE OF PERFORMANCE

The work to be performed under this Task Order shall be accomplished at the Contractor’s facility.

F.4 PERFORMANCE MILESTONES AND DELIVERABLES

All deliverables are subject to COR (TO) review and approval, and changes may be required.

The Contractor shall immediately notify the COR (TO) of any problems that might delay the completion of a requirement.

The following deliverables apply to this Task Order and are considered important to the successful completion of the Task Order.

http://www.acquisition.gov/far

Item No.

Task Milestone (M)/Deliverable (D) Due Date

1 C.4.1 Kickoff meeting (M) Within one (1) week of ATOA 2 C.4.2 Submit Work Plan (D) Within one (1) week of Kickoff meeting 3 C.4.3.1 Recruit Subject Matter Experts

(M) Continuous

4 C.4.4.1 Draft Work Plan for the GO Team (D)

Within two (2) weeks of receiving each approved GO Team request.

5 C.4.4.1 COR (TO) provides approval work plans (M)

Within two (2) weeks after receipt of item #4

6 C.4.4.2 GO Team Assembly (M) As required.

7 C.4.4.3 Pre-Kickoff Support (M) Approximately two (2) weeks after the

NHTSA COR(TO) has approved the draft work plan

8 C.4.4.4 Revised Work plan (D) At least one (1) week before the Kickoff meeting

9 C.4.4.5 GO Team Kickoff Meeting (M) As required 10 C.4.4.6 GO Team Management (M) Continuous, as required 11 C.4.4.7 GO Team Report Out (D) Within two (2) weeks prior to the GO

Team report out and as required.

12 C.4.4.8 GO Team Final Reports (D) [Draft State report] Within one (1) month of the conclusion of each GO Team (report out).

[Updated State report] Within two (2) weeks of receiving comments from

NHTSA.

[Final State report and NHTSA internal report] Within one (1) month of receiving State/requesting POC approval

13 C.4.4.8 COR (TO) provides approval work plans (M)

Within one (1) month of receiving State/requesting POC approval [Final State report and NHTSA internal report]

14 C.4.5 Final Report (D) Within one (1) month of the conclusion of the base year and (as applicable) option years.

15 F.6 Monthly Report (D) 15th calendar day of each month following the month being reported, F.5 PLACE OF DELIVERY

Unless otherwise specified, all deliverables shall be delivered electronically, under transmittal letter, to the assigned COR (TO) at the following address:

ITEM NOS. ADDRESS

2,4,8,11, 12, 14-15

DOT/National Highway Traffic Safety Administration Crash Investigation Division (NSA-221)

ATTN: TBD, COR (TO)

1200 New Jersey Ave., SE, Room TBD Washington, D.C. 20590 E-mail: TBD Phone: TBD

15 DOT/National Highway Traffic Safety Administration Office of Acquisition Management (OAM), NFO-300 Attention: TBD, Contracting Officer 1200 New Jersey Avenue, S.E., TBD Washington, D.C. 20590 E-mail: TBD Phone: TBD

F.6 MONTHLY REPORT

By the 15th of each month, the contractor shall email the NHTSA COR(TO) a Monthly Report.

At a minimum, this report shall include a narrative description of the following items.

a. Accomplishments made during the reporting period including a usage list of Help Desk contacts and description of services provided.

b. Funds status by major cost element, month’s obligations, cumulative obligations, estimated the cost to complete, and percent of cost expended versus percent of completion.

c. Plans for accomplishments in the next reporting period.

d. Problems or delays that the contractor has experienced in the conduct of his/her services.

e. Requests for specific actions that NHTSA should undertake to help the contractor to alleviate a problem.

F.7 SPECIFICATIONS FOR ELECTRONIC FILES

Electronic files containing final reports required under this Task Order shall be provided in accordance with the following:

SPECIFICATIONS:

Electronic Master File: An electronic version of the final report shall be used as the “Master” report final copy. All hard-copy reports shall be generated from this electronic master file. A copy of the electronic master file shall be provided to NHTSA.

SYSTEM COMPATIBILITY:

All electronic files submitted must be compatible with the Windows XP Personal Computer (PC) system. For the period of performance of this Task Order, unless otherwise specified, the following requirements apply:

1. Software Application: The software application used to store the electronic file version of the final report (the Master File) shall be compatible with Microsoft Word 2000, currently in use at NHTSA, i.e., the file must be able to be opened and viewed in Microsoft Word 2000.

2. Printer: The report must print in the correct format, i.e. correct pagination, adequate test and image quality, etc., when printed using any Hewlett-Packard (HP) LaserJet Printer model.

3. Storage Medium: All electronic report copies shall be submitted on a USB flash drive, a compact disc (CD), or sent electronically as an e-mail attachment or posted on a secure website for downloading. Reports can be zipped, i.e. compressed, to save memory space as required. The discs or e-mail attachments may contain a single report or multiple reports.

4. Image Formats: All images (photographs, charts, graphs, etc.) contained within a test report shall be imbedded in the report in a JPEG, TIFF, or a compatible Microsoft Office program (Excel, PowerPoint, and Outlook) file format. Photographs and plots should not be provided separately. If a photograph is supplied by an outside source (Contractor, grantee, national organization, etc.), the Contractor shall include a release form indicating that the human subjects in the photo authorize NHTSA to use the photo in its publications and on its Internet site.

NHTSA reserves the right to change the hardware and software requirements stated above.

F.8 COMPLIANCE WITH REHABILITATION ACT

The Contractor may be required to ensure that electronic documents it prepares will meet the requirements of Section 508 of the Rehabilitation Act. The Rehabilitation Act requires that all electronic products prepared for the Federal Government be accessible to persons with disabilities, including those with vision, hearing, cognitive, and mobility impairments. When an electronic document developed under this effort have been identified by NHTSA as necessary and required to meet the requirements of Section 508, it is understood that all reasonable costs incurred by the Contractor that are associated with meeting the requirements for Section 508 compliance with be fully reimbursed by the Government.

The Contractor should review Section 508 of the Rehabilitation Act (http://www.accessboard.gov/508.htm) and the Federal IT Accessibility Initiative (Home Page) (http://section508.gov/) further information on these requirements.

(End of Section F) http://section508.gov/

SECTION G – TASK ORDER ADMINISTRATION DATA

G.1 SUBMISSION OF INVOICES

The Contractor shall scan its invoice into PDF format and transmit one (1) copy electronically via e-mail to the following addresses:

9-AMC-AMZ-NHTSA-Invoices@faa.gov

Alternatively, the Contractor may submit one (1) original invoice copy to the following address:

DOT/National Highway Traffic Safety Administration Mike Monroney Aero Center Accounts Payable Branch, AMZ-150 P.O. Box 268911 Oklahoma City, OK 73126

The Contractor is responsible for ensuring the legibility of the PDF image. Illegible copies may be returned to the Contractor for resubmission and may result in payment delays. To be an acceptable invoice, the Contractor shall include the following information:

1) Name and address of the Contractor.

2) Invoice date and invoice number. The Contractor should date invoices as close as possible to the date of the mailing or transmission.

3) Timeframe covered by the invoice.

4) NHTSA Contract number.

5) Task Order Number:

6) NHTSA Contract Specialist:

7) NHTSA Contracting Officer’s Name:

8) NHTSA Contracting Officer’s Representative (TO) name:

9) Itemization of costs to include:

a) Contract Line Item Number (CLIN) if applicable;

b) Number of hours worked for each Labor Category billed;

c) Associated Labor Rate for each Labor Category billed;

d) Total reimbursement requested for that specific invoice; and

e) Cumulative Total of reimbursements to date (for that Task/Delivery Order).

Labor charges are to be substantiated by individual daily job time cards or a record of records to be retained by the Contractor and made available for the Government’s inspection on an “as-required” basis.

Name and address of Contractor official where questions regarding payment should be referred.

The Contractor shall certify that the hours worked and Labor Categories being charged to the Government are correct, and that the dollar amounts invoiced were incurred for the work billed..

mailto:9-AMC-AMZ-NHTSA-Invoices@faa.gov

To be acceptable for payment, each invoice must contain the following certifications:

“I hereby certify that the information submitted in this invoice, and accompanying documentation, is accurate and conforms to the billing requirements set forth in this Task Order and the contract.”

If the invoice does not comply with these requirements, the invoice will be returned as an improper invoice within seven (7) calendar days after receipt.

NOTE:

The final invoice is not subject to interest payment under the Prompt Payment Act. The Contracting Officer will process the final invoice as a routine part of the closeout process. When directed by the CO, the Contractor shall submit the final invoice to OKC with a copy to the CO along with the final closeout documents.

G.2 FAR 52.232-20 LIMITATION OF COST (Apr 1984)

(a) The parties estimate that performance of this contract, exclusive of any fee, will not cost the Government more than

(1) The estimated cost specified in the Schedule or,

(2) If this is a cost-sharing contract, the Government’s share of the estimated cost specified in the Schedule. The Contractor agrees to use its best efforts to perform the work specified in the Schedule and all obligations under this contract within the estimated cost, which, if this is a cost-sharing contract, includes both the Government’s and the Contractor’s share of the cost.

(b) The Contractor shall notify the Contracting Officer in writing whenever it has reason to believe that --

(1) The costs the Contractor expects to incur under this contract in the next 60 days, when added to all costs previously incurred, will exceed 75 percent of the estimated cost specified in the Schedule; or

(2) The total cost for the performance of this contract, exclusive of any fee, will be either greater or substantially less than had been previously estimated.

(c) As part of the notification, the Contractor shall provide the Contracting Officer a revised estimate of the total cost of performing this contract.

(d) Except as required by other provisions of this contract, specifically citing and stated to be an exception to this clause --

(1) The Government is not obligated to reimburse the Contractor for costs incurred in excess of

(i) The estimated cost specified in the Schedule or,

(ii) If this is a cost-sharing contract, the estimated cost to the Government specified in the Schedule; and

(2) The Contractor is not obligated to continue performance under this contract (including actions under the Termination clause of this contract) or otherwise incur costs in excess of the estimated cost specified in the Schedule, until the Contracting Officer

(i) Notifies the Contractor in writing that the estimated cost has been increased and

(ii) Provides a revised estimated total cost of performing this contract. If this is a cost-sharing contract, the increase shall be allocated in accordance with the formula specified in the Schedule.

(e) No notice, communication, or representation in any form other than that specified in subparagraph (d)(2) above, or from any person other than the Contracting Officer, shall affect this contract’s estimated cost to the Government. In the absence of the specified notice, the Government is not obligated to reimburse the Contractor for any costs in excess of the estimated cost or, if this is a cost-sharing contract, for any costs in excess of the estimated cost to the Government specified in the Schedule, whether those excess costs were incurred during the course of the contract or as a result of termination.

(f) If the estimated cost specified in the Schedule is increased, any costs the Contractor incurs before the increase that are in excess of the previously estimated cost shall be allowable to the same extent as if incurred afterward, unless the Contracting Officer issues a termination or other notice directing that the increase is solely to cover termination or other specified expenses.

(g) Change orders shall not be considered an authorization to exceed the estimated cost to the Government specified in the Schedule, unless they contain a statement increasing the estimated cost.

(h) If this contract is terminated or the estimated cost is not increased, the Government and the Contractor shall negotiate an equitable distribution of all property produced or purchased under the contract, based upon the share of costs incurred by each.

(End of Clause)

G.4 PURCHASE APPROVALS

The Contractor shall obtain written approval of the COR (TO) and Contracting Officer prior to purchasing items under this Task Order, including supplies and equipment, that had not been included and approved as part of the Contractor’s proposal. The Contractor shall submit a copy of all receipts with the monthly invoices for reimbursement.

G.5 TRAVEL AND PER DIEM RATES

It is expected that, from time to time as set forth in the requirements detailed in Section C, the Contractor will be required to travel to NHTSA in Washington, D.C., to accomplish the goals set forth within the Statement of Work. It is also acknowledged that travel may be required by the Contractor and its Subcontractors s (if any) to assist in the performance of this work or to attend meetings or other project activities initiated by the COR (TO).

Travel costs will be reimbursed in accordance with FAR Part 31.

The Contractor shall obtain COR (TO)/CO approval before scheduling any travel unless specifically stated otherwise in the Task Order. Travel and Per Diem authorized under this Task Order shall be reimbursed in accordance with the Government Travel Regulations currently in effect.

Travel requirements under this Task Order shall be met using the most economical form of transportation available. If economy class transportation is not available, the request for payment voucher must be submitted with justification for use of higher class travel indicating dates, times, and flight numbers. All travel shall be scheduled sufficiently in advance to take advantage of offered discount rates, unless authorized by the COR (TO).

G.6 CONTRACTING OFFICER’S REPRESENTATIVE TASK ORDER (COR (TO))

a. The Contracting Officer will designate a COR (TO) to assist in monitoring the work under this Task Order. The COR (TO) is responsible for the technical administration of the Task Order and technical liaison with the Contractor.