Draft SOW- Traffic Safety Banners.pdf

SECTION C DESCRIPTION/SPECS/WORK STATEMENT

The NHTSA is an agency of the U.S. Department of Transportation (DOT). NHTSA's mission is to prevent and reduce deaths, injuries, and economic losses resulting from automotive travel on our nation's roadways.

C.2 BACKGROUND AND PURPOSE

The services outlined under this contract are an integral part of NHTSA’s mission to maintain visibility of traffic safety messaging in order to save lives and prevent injuries. The project will make traffic safety messages visible and reinforce the messaging by the installation of banners that promote traffic safety programs. The banners will be installed on light poles surrounding the U.S. Department of Transportation headquarters’ buildings. The installation of these traffic safety messaging banners will in turn reinforce their messages to DOT employees and other passersby. Specifically, banners with traffic safety messaging will be installed covering the following areas: Alcohol/Drugs, Seat Belts, Click It or Ticket, Distraction, Child Passenger Safety, Motorcycle Safety, Bicycle Safety, Pedestrian Safety, and Move Over.

C.3 SCOPE OF WORK

For the period as hereinafter set forth in Section IV, Performance Period, the Contractor shall furnish the necessary personnel, equipment and facilities, and otherwise perform all things necessary for, or incident to, the performance of work (the accomplishment of the specific tasks) as set forth below.

C.3.1 GENERAL REQUIREMENTS

The Contractor will provide for the installation and removal of traffic safety messaging banners that will be placed on light poles surrounding the U.S. Department of Transportation (DOT) headquarters’ buildings. The banners will be specifically placed on the poles located at 1200 New Jersey Ave SE and on Tingey St. SE. Additionally, the Contractor will install and remove all traffic safety messaging banners according to the time table specified under Section D.

C.3.1.2 Specific Requirements and Tasks

Task 1: Initial Meeting to discuss Contract

Within 1 week of the contract award, the Contractor shall meet with the Contracting Officer’s Representative (COR), and discuss the timetable listed under the Performance Milestones and Deliverables Section below for the installation of the traffic safety messaging banners.

Task 2: Installation and Removal of Traffic Safety Banners

1. The Contractor must provide proper installation and removal of 9 sets of 12 banners on

12 poles surrounding the DOT headquarters’ buildings, specifically located at 1200 New Jersey Ave SE and on Tingey St. SE.

2. The installation of the banners requires proper hardware to do the actual installation.

Details follow below.

3. NHTSA will provide the banners but the contractor is responsible for installation and storage.

Specifics regarding the banners:

There are 9 sets of 12 banners covering the following traffic safety messaging areas:

Alcohol/Drugs, Seat Belts, Click It or Ticket, Distraction, Child Passenger Safety, Motorcycle Safety, Bicycle Safety, Pedestrian Safety, and Move Over.

a. The dimensions of the banners are as follows: Banner Trim Size: 18"x45".

4. Specifics regarding the hardware for installation of the banners:

a. The contractor must provide the necessary hardware for the installation of the banners as follows:

i. Pole Mounting Bracket Base: Black Aluminum 2"x4"

ii. Bracket Arm Pole: 20” .5 x .75 dia

iii. Steel Bands: Black Coated 5/8 x 41”

iv. End Cap: Ball Finial 2” dia w/2 Pins with rings

Task 3: Storage of Traffic Safety Banners

The Contractor must be able to provide adequate storage for the 9 sets of 12 banners for the following traffic safety messaging campaigns: Alcohol/Drugs, Seat Belts, Click It or Ticket, Distraction, Child Passenger Safety, Motorcycle Safety, Bicycle Safety, Pedestrian Safety, and Move Over. The storage must be secure, free from moisture, and safe from any potential damage. The banners may be stored rolled up but must be flattened prior to installation.

Task 4: Working Relationship with Capitol Riverfront

The Contractor must have experience and expertise in understanding the policies for the installation of the traffic safety messaging banners in compliance with the Capitol Riverfront Business Improvement District (BID). The Capitol Riverfront Business Improvement District (BID) is the organization that is dedicated to making the Capitol Riverfront area clean, safe, friendly and vibrant.

Task 5: Repair of Hardware

If necessary, the Contractor will replace hardware if they become damaged by weather conditions etc. In some cases, the hardware may be damaged by wind or inclement weather.

The Contractor is responsible for repairing/replacing damaged hardware. For costing purposes assume hardware for one pole will have to be replaced each year. In addition, assume that hardware may need to be purchased in the first year.

C.4 DEFINITIONS AND ACRONYMS

The following is a list of key definitions and acronyms used throughout the Statement of Work (SOW). This list may not be exhaustive.

C.4.1 Acronyms

BID Capitol Riverfront Business Improvement District CO Contracting Officer COR Contracting Officer’s Representative CS Contracting Specialist DOT U.S. Department of Transportation NHTSA National Highway Traffic Safety Administration

OPD Occupant Protection Division PM Program Manager SOW Statement of Work

C.5 SPECIFIC REQUIREMENTS

C.5.1 Annual Progress Report The contractor shall furnish one (1) copy of the Annual Progress Report electronically to the NHTSA COR by the end of each year. At a minimum, the progress report shall include a narrative description of the following items:

• Installations accomplished during the reporting period.

• Analysis of the budget to date.

• Description of any challenges faced with the installation and removal of the traffic safety messaging banners during the one year period.

The contractor shall review this written report during an annual meeting with the COR, conducted in person or by conference call. The meeting method will be agreed upon during the kick-off meeting.

C.5.2 Kick Off Meeting

Within one (1) week of the effective date of the contract award, the Contractor will conduct a meeting with the COR, Contract Specialist, and any other appropriate people within NHTSA Headquarters in Washington, DC. The kick-off meeting will lay out the schedule for the installation and removal of the traffic safety banners as well as any other requirements of the project.

Additionally, NHTSA will clarify the uncertainties, resolve the questions, and develop a common understanding of the requirements of the contract.

D. Performance Milestones and Deliverables:

1. Milestone and Delivery Schedule

Time Table for Traffic Safety Messaging Banners Removal and Installation:

*Specific dates may change after award.

Base Year 1

Month Banners to Remove Banners to Install April 3, 2023 Seat belts Distraction May 1, 2023 Distraction CIOT June 1, 2023 CIOT Motorcycle July 3, 2023 Motorcycle Bicycle August 1, 2023 Bicycle Alcohol/drugs September 1, 2023 Alcohol/drugs CPS October 2, 2023 CPS Pedestrian November 1, 2023 Pedestrian Seat belts December 1, 2023 Seat belts Alcohol/drugs January 1, 2024 Alcohol/drugs Distraction February 1, 2024 Distraction Seat belts March 1, 2024 Seat belts Move Over

Option Year 1

Month Banners to Remove Banners to Install April 1, 2024 Move Over Distraction May 1, 2024 Distraction CIOT June 3, 2024 CIOT Motorcycle July 1, 2024 Motorcycle Bicycle August 1, 2024 Bicycle Alcohol/drugs September 3, 2024 Alcohol/drugs CPS October 1, 2024 CPS Pedestrian November 1, 2024 Pedestrian Seat belts December 2, 2024 Seat belts Alcohol/drugs January 1, 2025 Alcohol/drugs Distraction February 3, 2025 Distraction Seat belts March 3, 2025 Seat belts Move Over

Option Year 2

Month Banners to Remove Banners to Install April 1, 2025 Move Over Distraction May 1, 2025 Distraction CIOT June 2, 2025 CIOT Motorcycle July 1, 2025 Motorcycle Bicycle August 1, 2025 Bicycle Alcohol/drugs September 1, 2025 Alcohol/drugs CPS October 1, 2025 CPS Pedestrian November 3, 2025 Pedestrian Seat belts December 1, 2025 Seat belts Alcohol/drugs January 1, 2026 Alcohol/drugs Distraction February 2, 2026 Distraction Seat belts March 2, 2026 Seat belts Move Over

Option Year 3

Month Banners to Remove Banners to Install April 1, 2026 Move Over Distraction May 1, 2026 Distraction CIOT June 1, 2026 CIOT Motorcycle July 1, 2026 Motorcycle Bicycle August 3, 2026 Bicycle Alcohol/drugs September 1, 2026 Alcohol/drugs CPS October 1, 2026 CPS Pedestrian November 2, 2026 Pedestrian Seat belts December 1, 2026 Seat belts Alcohol/drugs January 1, 2027 Alcohol/drugs Distraction February 1, 2027 Distraction Seat belts March 1, 2027 Seat belts Move Over

Option Year 4

Month Banners to Remove Banners to Install April 1, 2027 Move Over Distraction May 3, 2027 Distraction CIOT June 1, 2027 CIOT Motorcycle July 1, 2027 Motorcycle Bicycle August 2, 2027 Bicycle Alcohol/drugs September 1, 2027 Alcohol/drugs CPS October 1, 2027 CPS Pedestrian November 1, 2027 Pedestrian Seat belts

December 1, 2027 Seat belts Alcohol/drugs January 3, 2028 Alcohol/drugs Distraction February 1, 2028 Distraction Seat belts March 1, 2028 Seat belts Move Over

F.2 PERIOD OF PERFORMANCE

F.2.1

The Period of Performance for this Contract shall be 12 months from the award date of the Contract. In addition, NHTSA has the option of exercising four (4) optional years for up to forty-eight (48) months, thereby making the full period of performance for this Contract sixty

(60) months.

F.3. DELIVERABLES / MILESTONES

F.3.1. Deliverables/Milestone Schedule:

The following items represent Deliverables and/or Milestones to be delivered in accordance with the following schedule:

Item #

Requirement #

Milestones and Deliverables

Deliverable

Due Day/Week (Wk)/Month(Mo)s (after award)

1 C.5.1 Annual Progress Report Y Annually (1 year after award)

2 C.5.2 Kick-off Meeting Y 1 wk 3 Invoicing Y Monthly 4 End of Period of Performance Y TDA