Draft SOW_VRTC DML (693JJ925RQ000010).pdf

Draft SOW

ATD Management Laboratory Parts, Supplies and Services

SECTION I - SUPPLIES OR SERVICES AND PRICES/COSTS

1.0 SUPPLIES/SERVICES

1.1 Supplies/Services/Requirements

The Contractor shall furnish the necessary qualified personnel, facilities, materials, supplies, equipment, and services except as identified in Section VI, Paragraph 7.0, Government Furnished or Contractor Acquired Property, which are necessary to provide

“Anthropomorphic Test Devices (ATDs) Management Laboratory Parts, Supplies and

Services” for the National Highway Traffic Safety Administration (NHTSA) Vehicle

Research and Test Center (VRTC) at East Liberty, Ohio.

1.2 Contract Type

This is a multiple award indefinite delivery indefinite quantity (IDIQ) contract, for the acquisition of commercial supplies and services, whereby Firm Fixed Price (FFP)

Delivery Orders for supplies and services, and FFP or Time and Materials (T&M) Task

Orders for services, will be awarded in accordance with Federal Acquisition Regulation

(FAR) 16.5 and Section VI, Contract Administration Data, Paragraph 4.0, Method of

Ordering, of this contract. “Fair Opportunity” will be given to all IDIQ contractors who are parties to this program unless one of the six exceptions to Fair Opportunity, as stated in FAR Part 16.505(b)(2), is applied.

2.0 MINIMUM/MAXIMUM OBLIGATIONS

2.1 Minimum Obligation of the Government

The minimum Government obligation under this IDIQ contract is the fair and reasonable price (as determined by the Government) for the initial project kick-off meeting in the amount of $TBD at award.

2.2 Maximum Obligation of the Contractor

The Contractor shall be obligated to provide supplies and services up to the maximum contract value amount of *$TBD at award for all Delivery Orders and Task Orders placed against this contract for the entire 60-month period of performance.

The ceiling amounts established for each contract year cover the total value of all

Delivery Orders and Task Orders potentially awarded during that contract year.

The ceiling amounts for each contract year may be increased or decreased upon agreement by both parties consistent with the changes clause in Section I.

The total ceiling amount for this Contract is as follows:

Base Period - Contract Year 1: $TBD at award

Base Period - Contract Year 2: $TBD at award

Base Period - Contract Year 3: $TBD at award

Base Period - Contract Year 4: $TBD at award

Base Period - Contract Year 5: $TBD at award

*The maximum ceiling amount for the Dummy Management Laboratory (DML)

Program is estimated at $TBD. NHTSA intends to allocate this amount among all awardees for the 5-year performance term.

Note:

The Contracting Officer is the only individual who can legally commit or obligate the

Government to the expenditure of public funds. No cost chargeable to a contract delivery order or task order can be incurred before receipt of a fully executed delivery order, task order or specific authorization from the Contracting Officer.

3.0 DELIVERY ORDER PRICES

When requesting a quote, the Contractor may be required to provide evidence of successfully manufacturing items that haven’t previously been accepted by the government. Additionally, the Contractor may be requested to provide the specifications and/or responses that parts were manufactured to, as well as component breakdowns for any assemblies quoted.

Prices for Delivery Orders shall be effective for those periods shown in Section I, Supplies or Services and Prices/Costs, Price Schedule 6.0, as applicable. Prices for

Contract Year 1 shall apply to orders placed from twelve (12) months following the effective date of the contract, regardless of when supplies are delivered, and services are performed. Prices for Contract Years 2-5 shall be effective for those years shown in each of the contracts, in Section I Price Schedules (6.2 through 6.5).

Upon delivery and acceptance of supplies and services described in Section C, Statement of Work (SOW) and each awarded Delivery Order, the Government will pay to the Contractor the prices set forth in Section I, Price Schedule 6.0, as applicable.

4.0 TASK ORDER PRICES

Prices for Task Orders shall be effective for those periods shown in Section I, Price

Schedule 6.0, as applicable.

4.1 Hourly Rates

Hourly rates reflect rates paid for work performed during a normal 2-week pay period cycle (generally 80 workhours every two-week pay period).

4.1.1 FFP Hourly Rates and T&M Hourly Rates

As used in this contract, the term “FFP Hourly Rates” and “T&M Hourly Rates” mean the hourly labor rates applicable to work performed under Firm Fixed Price

(FFP) and Time and Materials (T&M) Task Orders. FFP and T&M Hourly Rates appearing in Section I Price Schedule 6.0 are “fully loaded” (i.e., total of the unloaded labor rate paid to the employees assigned to those labor categories plus applicable indirect costs and fee). Fully loaded FFP and T&M Hourly Rates are negotiated and fixed at time of contract award.

4.1.2 Subcontractor Labor FFP and T&M Hourly Rates

As used in this contract, the term “Subcontractor Labor FFP Hourly Rates” and

“Subcontractor Labor T&M Hourly Rates” means the hourly labor rates applicable to work performed by Subcontractors under Firm Fixed Price (FFP) and Time and Materials (T&M) Task Orders. FFP and T&M Hourly Rates appearing in Section I Price Schedule 6.0 are “fully loaded” (i.e., total of the unloaded labor rate paid to the subcontractor’s employees assigned to those labor categories plus the subcontractor’s applicable indirect costs and fee if applicable).

Fully loaded Subcontractor Labor FFP and T&M Hourly Rates are negotiated and fixed at time of contract award.

Cost of Subcontractor Labor is considered to be an Other Direct Cost and shall be treated in accordance with Section I Paragraph 4.2 below for FFP and T&M Task

Orders.

4.1.3 Overtime Fixed Loaded Labor Rate

The Overtime loaded labor rate reflects the hourly rate paid for “Overtime” work

(i.e., performed Regular Loaded Labor Rate plus any “Overtime Premium.”)

“Normal Work cycle” means a two-week pay period of 80 workhours, unless otherwise mutually agreed to.

“Overtime” means time worked by a contractor’s employee in excess of the employee’s normal work cycle.

“Overtime Premium” means the difference between the contractor’s regular rate of pay to an employee for the shift involved and the higher rate paid for overtime.

Overtime shall be used only when approved in advance by the Contracting

Officer.

4.2 ODC

As used in this contract, “ODC” means “Other Direct Costs.” ODCs are costs other than the Contractor’s direct labor costs and may include such things as subcontractor costs, travel and materials. Travel costs shall be reimbursed in accordance with FAR 31.205-

46.

4.2.1 ODC Indirect Cost Category, Base, and Rates

As used in this contract, “ODC Indirect Cost Category and Base” means the type of indirect cost (e.g., General and Administrative (G&A) Expenses, Facilities and

Administrative Costs (F&A), Overhead, etc.) and the base on which the indirect cost is applied (e.g., travel costs, subcontracting costs, all other direct costs).

4.2.2 ODC for FFP and T&M Task Orders

ODC Indirect Costs are permitted only to the extent that those costs are not already recovered as part of the Contractor’s FFP and T&M Hourly Rates. These rates are identified in Section I Price Schedule 6.0.

4.3 Profit or Fee

4.3.1 Profit or Fee for FFP Task Orders

Profit or Fee may be applied to all costs from which the total FFP was calculated.

4.3.2 Profit or Fee for T&M Task Orders

Profit or Fee shall apply only to the contractor’s direct labor rates and is included within the Contractor’s T&M Hourly Rate. The contractor’s profit or fee may never be added to any Other Direct Cost (to include subcontractor labor, travel, materials, etc.).

5.0 LABOR CATEGORIES AND DESCRIPTIONS

The types of support labor categories that the Contractor may need to provide upon receipt of Delivery and Task Orders are listed below. This list is not all-inclusive;

rather, it represents a pool of expertise the Contractor may need to draw from in fulfilling this contract’s requirements. Subject to prior written approval of the

Contracting Officer, the Contractor may revise the list and/or labor category descriptions provided.

5.1 Technical Director

Must have technical experience on engineering projects and in conducting tests and studies related to ATDs, and/or transducers, and/or instrumentation and/or data acquisition systems, and/or support equipment. Has in-depth knowledge and experience to ensure that milestones and deliverables are completed on time. Organizes and monitors the contractor staff to provide optimal technical and scientific support to meet task or delivery order objectives. Plans and budgets the contract and orders to meet cost/price and deliverable deadlines. Coordinates with the Contracting Officer’s

Representative (COR); communicates status and research results; and coordinates work with subcontractors (if any).

5.2 Engineering Design Manager

Typically experienced in experimental design, conducting testing and studies related to

ATDs, sensors, data acquisition systems, and support equipment, and is able to communicate status and results through oral and written reports.

5.3 Engineer

Typically experienced in the design, manufacture, and testing of ATDs, sensors, data acquisition systems, and support equipment.

5.4 Molder

Typically experienced in manufacturing of precision parts for ATDs, sensors, and similar critical parts manufacturing. Also, typically experienced with such processes as die castings both ferrous and non-ferrous materials such as dummy skull structures or dummy skin.

5.5 Machinist

Typically experienced in the manufacturing of precision parts for ATDs, sensors, or similar critical parts manufacturing. Also, experienced with the operation of a variety of machining/fabrication equipment and operations such as mills, lathes, drill presses, welding, etc., and possesses both prototype and production part fabrication experience.

5.6 Technician

Typically experienced with ATD laboratory test equipment, data acquisition systems, laboratory test procedures, and sensors.

5.7 Clerical

Typically experienced in performing office administration functions including typing, copying, filing, and other administrative duties as assigned in a timely manner.

6.0 PRICE SCHEDULES

The types of support that the Contractor may need to provide upon receipt of Delivery and Task Orders are listed below. This list is not all-inclusive; rather, it represents the types of products and services that may be needed to fulfill this contract’s requirements.

Price Schedules, Price Lists (Section IX, List of Attachments, Item 5) and any other pricing arrangements accepted by the Government will be incorporated into all Orders.

All items provided in price schedules and lists shall only contain items for which the

Contractor has a history of successfully manufacturing.

6.1

SECTION II - DESCRIPTION / SPECIFICATIONS / STATEMENT OF WORK

1.0 BACKGROUND

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

Department of Transportation (DOT). NHTSA’s mission is to save lives, prevent injuries and reduce economic costs due to road traffic crashes. The agency develops, promotes, and implements effective educational, engineering and enforcement programs with the goal of ending preventable tragedies associated with vehicle use and highway travel.

NHTSA’s Vehicle Research and Test Center (VRTC), Applied Biomechanics Division, manages and operates NHTSA’s Crash Test Dummy Management Laboratory (DML).

The purpose of the DML is to manage the entire NHTSA inventory of ATDs (also referred to as “ATDs,” “crash test dummies”, or “dummies), instrumentation and replacement parts. In addition to managing the DML, VRTC also works closely with dummy manufacturers, and the biomechanics community, to advance the state-of-the-art in ATDs. The re-design of components of existing dummies and the development of new types or sizes of dummies is an on-going mission of the agency.

Modern ATDs used in the vehicle research and test environment are sophisticated measuring systems whose design and manufacture involves trade-offs of: (1) the requirements to produce biofidelic kinetic and kinematic responses from which potential injury to vehicle occupants can be assessed, and (2) measurements that are repeatable in response to identical stimuli for each ATD and reproducible within every ATD of a model, and the need for the ATDs to be durable for repeated usage. The ATD responses are measured by transducers installed within the ATD (such as load cells, linear and angular accelerometers, angular tilt sensors, angular rate sensors, rotary potentiometers, and displacement transducers) using a variety of technologies (such as light emitting diodes, infrared light, strain gages, etc.).

Modern ATDs have improved biofidelity and measurement capability over their predecessors. The use of on-board data acquisition systems (DAS) to store measurements within the ATD, in lieu of using external cables to carry signal and power to and from the ATD, creates further improvement. The ATDs are constructed of both rigid and compliant components with instrumentation capable of measuring, and in some cases storing on-board, the inertial and internal forces and kinematic motion that are experienced by the ATD in the vehicle test environment.

The equipment required to be maintained within the laboratory space for personnel performing the maintenance, test and deployment of the ATDs are: machines, test stands, test and calibration fixtures, probes, and DAS. The test equipment must be designed to perform the qualification tests of the ATDs and ATD components; the calibration equipment must be able to perform frequent calibrations and minor repairs of transducers.

The Original Equipment Manufacturers (OEMs) are generally required to calibrate the

DAS and to conduct major repairs to transducers. ATD maintenance requires an inventory of parts on hand to replace damaged components that are not repairable. The requirements of the DML in managing the agency’s inventory include but are not limited to:

• Repairing and refurbishing ATDs;

• Repairing and calibrating transducers;

• Repairing and calibrating data acquisition systems;

• Ordering, preparing, and receiving the agency’ dummies, instruments, and replacement parts provided as government furnished equipment (GFE) to NHTSA test sites; and

• Supporting the inspection, troubleshooting, investigation, testing and analysis of both existing and new dummies, transducers, and data acquisitions systems and associated documentation such as parametric models, 2-D drawings, user manuals and qualification procedures.

In support of this mission, NHTSA requires multiple contracts for supplies and services, with the suppliers of ATDs, parametric models and finite element (FE) models of

ATDs, associated instrumentation and equipment.

2.0 ACRONYMS

The following is a list of acronyms used throughout the contract. This list may not be exhaustive.

ACOR Alternate Contracting Officer’s Representative

ACOR (TO) Alternate Contracting Officer’s Representative (Task Order)

ATD ATD

BioRID Biofidelic Rear Impact Dummy

BioSID Biofidelic Side Impact Dummy

CAD Computer-aided Design

CFR Code of Federal Regulations

CO Contracting Officer

COR Contracting Officer’s Representative

COR (TO) Contracting Officer’s Representative (Task Order)

CRABI Child Restraint/Air Bag Interaction

CS Contract Specialist

DAS Data Acquisition Systems

DML Dummy Management Laboratory

DO Delivery Order

DOT U.S. Department of Transportation

FE Finite Element

FFP Firm Fixed Price

FLEX-PLI Flexible Pedestrian Legform Impactor

FMVSS Federal Motor Vehicle Safety Standards

GFE Government Furnished Equipment

GFP Government Furnished Property

HII Hybrid II Dummy

HIII Hybrid III Dummy

IDIQ Indefinite Delivery Indefinite Quantity

IR-TRACC Infra-Red Telescoping Rod for Assessment of Chest Compression

ISO International Standards Organization

LODC Large Omnidirectional Child

NAAH Nine Accelerometer Array Heads

NIST National Institute of Standards and Technology

OEM Original Equipment Manufacturers

PMHS Postmortem Human Subjects

SAE Society of Automotive Engineers

SID Side Impact Dummy

SOW Statement of Work

THOR Test device for Human Occupant Restraint

THOR-05F THOR 5th Percentile Female

THOR-50M THOR 50th Percentile Male

TO Task Order

T&M Time and Materials

VRTC Vehicle Research and Test Center

WorldSID Worldwide Harmonized Side Impact Dummy

3.0 OBJECTIVE

The objective of this Indefinite Delivery Indefinite Quantity (IDIQ) contract is to provide

NHTSA with the capability to award Delivery Orders and Task Orders for a comprehensive support program of ATDs and corresponding parts, supplies, and services, with the suppliers of ATDs, finite element (FE) models of ATDs, associated instrumentation and equipment, and Data Acquisition Systems.

4.0 MINIMUM OBLIGATION: KICK-OFF MEETING

Within two (2) weeks of the effective date of contract award, key members of the

Contractor’s staff shall participate in a kick-off meeting with the NHTSA Contracting

Officer’s Representative (COR), Contracting Officer, Contract Specialist, and other interested NHTSA staff. The purposes of the Kick-Off meeting shall be to:

• Review contractual matters, including terms and conditions of the contract and the process for issuing Delivery Orders and Task Orders;

• Review the Statement of Work and Milestones and Deliverables to ensure a common understanding of the objectives; and

• Address questions from any party.

Unless otherwise agreed to by the Government, the kick-off meeting will take place via teleconference or via video conferencing methods. The kick-off meeting is estimated to be two (2) hours in duration.

5.0 POTENTIAL DELIVERY ORDERS AND TASK ORDERS

The Contractor shall perform some, or all, of the requirements specified in Section II, Description / Specifications / Statement of Work, Paragraphs 5.1 through 5.10 through issuance of Delivery Orders and Task Orders in accordance with FAR 16.5 and Section

VI, Contract Administration Data, Paragraph 4.0, Method of Ordering.

In performing the work required, the Contractor shall provide the necessary personnel, facilities, materials, equipment, data acquisition systems and services to perform the activities and supply the products and services as described by the Orders. When requesting a quote, the Contractor may be required to provide evidence of successfully manufacturing items that haven’t previously been accepted by the government.

Additionally, the Contractor may be requested to provide the specifications and/or responses that parts were manufactured to, as well as component breakdowns for any assemblies quoted. Orders may include but are not limited to the following activities:

5.1 Provide production ATDs, replacement parts, test fixtures, and instrumentation that are currently available, and specified in 49 CFR Part 572, ATDs

49 CFR Part 572 provides design specifications for a number of specific ATDs and test fixtures that are used as test devices in various Federal Motor Vehicle Safety Standards

(FMVSS) or NHTSA test programs. Unless otherwise specified, all complete ATDs, replacement parts and instrumentation furnished to NHTSA shall meet the latest specifications contained in the Code of Federal Regulations (CFR) at the time of Delivery

Order or Task Order award.

5.2 Provide production ATDs, replacement parts, test fixtures, and instrumentation that are currently available, but are not specified in 49 CFR

Part 572

VRTC maintains existing test ATDs, test fixtures, and parts which may be used for the

New Car Assessment Program (NCAP), and Vehicle Safety Research test programs, but which are not yet specified in 49 CFR Part 572. At the time of Delivery Order or Task

Order award, the Contractor shall have the ability to produce some, or all, of the following current production versions or any previous versions of the following ATDs, or components/accessories thereof to include, but not limited to, the following:

• 6-month/18-month-old child restraint/air bag interaction (CRABI)

• Large Male Hybrid III

• THOR-50M or THOR-05F

• BIORID

• WorldSID 50th male or 5th female

• Q3s Series

• SID IIS

• ES-2RE

• Large Omni-Directional Child, P or other Q series

• 10-year-old child Hybrid III

• Pedestrian adult and child head forms

• Pedestrian Flexible Pedestrian Legform Impactor (FLEX-PLI), aPLI and TRL Upper

Leg form

• Nine Accelerometer Array Heads with Redundant Accelerometers

• Angular Rate Heads Configured with Redundant accelerometers.

5.3 Provide prototype ATDs, test fixtures, and or parts, and or instrumentation that are under development, including replacements or modifications to 49

CFR Part 572, Specified Parts

The Contractor shall provide products such as ATDs, test fixtures, and ATD components which are under development by NHTSA and ATD manufacturers. In a research and development environment, and as a test device to assure safety standards are met, new enhancements to the ATDs are common and must be available for purchase and testing, often before their incorporation into the CFR. Product lines under development may include but are not limited to the following:

• WorldSID-50M

• WorldSID-05F

• THOR-50M

• THOR-05F

• BIORID-II

• Rear Impact female

• Large Omni-Directional Child

• Other ATDs not listed

5.4 Provide Engineering and Technical Services for the Design and Development of New or Modified ATDs and Instrumentation

The Contractor shall provide NHTSA with design services, computer modeling and simulation services, computer-aided design (CAD) drawing services, prototype parts fabrication, basic research, and general labor in the development of advanced ATDs.

5.5 Provide Calibration and Testing Equipment Manufactured Specifically for

Use on ATDs and Instrumentation

NHTSA requires continuous qualification of ATDs and calibration of instrumentation that are owned and controlled by the DML. For ATDs, the equipment required may include test fixtures needed to perform ATD qualification tests such as, but not limited to, drop pendulums, linear impactors, head drop stands, head/neck pendulums, center of gravity (c.g.) fixtures, and other qualification test equipment such as hip flexion or torso flexion machines. For instrumentation, the equipment may include, but is not limited to, devices for calibration of linear and rotary potentiometers, Scissor Track (S-Track), Infrared Telescoping Rod for Assessment of Chest Compression (IR-TRACCs), RibEyeTM Multi-Point Deflection Measurement System, rate sensors, and the unique calibration fixtures associated with each load cell. (Ribeye is a trademark name by

Boxboro Systems, LLC).

5.6 Provide Qualification and Repair Services for ATDs, Including

Instrumentation Calibration and Repair

NHTSA requires qualification services for ATDs and calibration services for instrumentation on an as needed basis. The Contractor shall provide services that may include but are not limited to: (1) those required for any type of instrumentation used in

ATDs, (e.g., deflection, displacement, angular rate, acceleration, load cells, and data acquisitions systems); (2) ATD qualification tests; (3) ATD component tests (e.g., face inserts, pelvis plugs, dampers, rubber parts such as necks and lumbars); and (4) devices for measurement of center of gravity of ATD components and other measurement devices.

All qualification tests for ATDs specified in 49 CFR Part 572 shall comply with the applicable NHTSA procedures and corridor specifications in effect at the time of qualifying the ATD and/or calibrating instrumentation as included in 49 CFR Part 572.

For ATDs not specified in 49 CFR Part 572, the qualification procedures and corridor specifications shall be identified by the Contractor in response to NHTSA’s

Delivery/Task Order Request for Proposal and in accordance with the incorporated price list in Attachment J.TBD. Specifications for these ATDs may include the Society of

Automotive Engineers (SAE) or International Standards Organization (ISO), or those specifications established by the Contractor or Contracting Officer’s Representative

(COR). The standards shall be verifiable with an organization such as the National

Institute of Standards and Technology (NIST), Morehouse Instrument Company Report

No. 22770 for load cell calibration equipment and reference load cells, or other appropriate standards, as applicable.

If the standards used by the Contractor are changed or modified at any time during the contract period of performance, the Contractor shall notify the Contracting Officer and the COR of the new standard, in writing, prior to shipping any items to the Government which may be affected by the changes or modifications.

5.7 Provide the Data Acquisition equipment that is Associated with the Systems

Installed in the ATDs

ATD manufacturers are currently installing state-of-the-art data acquisition equipment directly into ATDs. NHTSA requires the ability to purchase the necessary on-board data acquisition equipment for ATDs and the associated laboratory-based data acquisition equipment, needed to test, calibrate, and develop ATDs.

5.8 Provide Training for the Use of ATDs, Calibration and Testing Equipment, Instrumentation, and Data Acquisition Equipment

The Contractor shall provide services that may include training/orientation services on the technical aspects of new ATDs, calibration/qualification equipment, and instrumentation and associated data acquisition systems during the period of performance of the Contract.

5.9 Provide Refurbishment / Repair Services for ATD

The Contractor shall provide refurbishment/repair services for ATDs on an as needed basis. These services may include but are not limited to the replacement of multiple components of the ATD (e.g., soft flesh parts, composite, or metal structural parts).

ATDs that may require this service include but are not limited to regulated, non-regulated, and prototype ATDs.

6.0 OTHER POTENTIAL REQUIREMENTS

6.1 Non-Standard / Prototype Dissemination of Research and Development

During the course of this contract, the Government or the Contractor may determine that an existent ATD, component thereof, or instrumentation does not meet government specifications. If an item is discovered by the Contractor in the course of development work under this contract which could meet the government specifications, and that the part or assembly could provide equivalent or better biofidelity, durability, usability, and repeatability/reproducibility of the ATD while maintaining the total mass, segment masses, center of gravity locations, and segment dimensions, the Contractor shall propose such a change for the government’s consideration.

The Contractor may initiate this design change request by submitting a document in a

COR pre-approved format (e.g. Microsoft Word document, Microsoft Excel spreadsheet, email template, or web-based form/database) that provides the following information to the COR:

• A description of the change being requested

• 2D drawings and/or 3D parametric models, or sufficient technical detail for the government to recreate the change

• The reason for implementing the change

• An assessment of the influence of the change on the biofidelity, durability, usability, repeatability/reproducibility, geometry, and inertial properties of the ATD

• An assessment as to whether any of the designs, drawings, databases and/or documents included in the design change request are considered proprietary and/or subject to a patent or patent application. Any information that the Contractor considers to be proprietary shall require the Contractor to file a request for confidential treatment under the agency’s confidential business information regulation, 49 CFR Part 512.

Design changes must be approved by the COR prior to incorporation. The COR or an assigned representative will respond to each request in the same format. If said change is determined to be in the interest of the Government, the details of the design change will be disseminated by the Government to all DML Contractors to enable incorporation of such changes into Contractor manufactured parts.

6.2 Conformance Report

The Contractor shall deliver a conformance list of critical dimensions and weights, and other characteristics at the time of delivery, for every ATD purchased or leased under this contract. This covers those ATDs that are identified in 49 CFR Part 572 and other ATDs that are not regulated but are required to meet NHTSA’s program requirements.

Upon delivery of any item ordered, whether it is for a complete ATD or ATD part and regardless of whether the ATD or ATD part has specifications listed in 49 CFR Part 572, the Contractor shall provide the following unless otherwise approved by NHTSA:

• A written conformance report indicating the critical dimensions, mass and mass moment of inertia, and other characteristics that have been validated by measurement or other means to meet the NHTSA specifications.

• The Contractor’s measurement or validation method of those dimensions, weights and other characteristics shall be included in the report.

• The report shall be signed by an authorized representative from the manufacturer certifying that this unit meets the specification.

6.3 Quality Assurance/Quality Control (QA/QC) Program

The Contractor shall provide a quality assurance/quality control (QA/QC) plan at the kick-off meeting and have a QA/QC program in place throughout the life of the contract.

To ensure quality while completing work under the Delivery Orders and Task Orders, the

Contractor shall, at a minimum:

• Establish a committee or internal team for serious problems, consisting of the

Contractor’s internal management and other representatives with relevant technical expertise. The committee shall work to develop solutions for identified problems, disseminating the information to users in a timely manner.

• For each Order issued under the contract, the Contractor shall identify in its proposal the person responsible for the Quality Assurance/Quality Control program.

• The findings and recommendations of the QA/QC team shall be specified in the final report for each work product, as applicable.

[End of Section II]

SECTION III - PACKAGING AND MARKING

1.0 GENERAL INSTRUCTIONS

Preservation and packaging of all shipments or mailing of all work delivered under this Contract shall be done in accordance with good commercial practices and to insure 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.

2.0 FORMATTING TEXT AND IMAGE DELIVERABLES

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

2.1 Text

Text files shall be delivered in a format compatible with the latest version of Microsoft

WORD. 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

(e.g., avoid use of columns; avoid using any design/layout elements (however, see

Section III Paragraphs 2.2, 2.3, and 2.4 below)).

2.2 Charts and Graphs

The Contractor shall develop charts or graphs using a format compatible with the latest version of Microsoft EXCEL 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.

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. The Contractor shall provide text, graphs, and charts following the guidelines stipulated in Section III

Paragraphs 2.1 and 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.)

• 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 USB drive or electronically

(email large file transfer) in either .tif format (for scanned images) or .jpg (for images downloaded directly from the digital camera.).

• NOTE: If a photograph is supplied by an outside source (Contractor, grantee, national organization, etc.) containing human subjects, 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 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 the photos.

2.4 Web-Based Images

Occasionally, web-based images may be used in NHTSA publications. The Contractor is cautioned that copyright laws restrict use of many of these images even if this 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 should not be used.

[End of Section III]

SECTION IV - INSPECTION AND ACCEPTANCE

1.0 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): www.acquisition.gov/far

• 52.212-4 Contract Terms and Conditions-Commercial Items (OCT 2018) o Paragraph (a): Inspection/Acceptance o Alternate I (JAN 2017) (Applies to T&M Orders)

• 52.246-15 Certificate of Conformance (APR 1984)

• 52.246-16 Responsibility for Supplies (APR 1984)

2.0 INSPECTION AND/OR ACCEPTANCE

The Contracting Officer’s Representative (COR), as designated in this contract, will be the Federal employee responsible for the overall administration of this contract. Each

Delivery Order and Task Order under this contract will name a Contracting Officer’s

Representative-Task Order (COR (TO)). The COR (TO) will be responsible for performing the inspection of all supplies or services rendered under the Order. This includes recommending acceptance or replacement/correction of services or materials that fail to meet the contract, delivery order or task order requirements to the contracting officer.

2.1 Conditional Acceptance

Due to the complexity of the ATDs, inspection of high cost orders consisting of many items can take considerable time. Technical inspection to assure compliance with the applicable specification(s) will commence as soon as practical after receipt of the items and payment will be approved upon completion of the technical inspection and after the

Government has accepted the item(s). In order to protect the interests of the Government and compensate the Contractor for the items provided, the following conditional acceptance terms shall be incorporated and observed under this contract.

2.1.1 Orders less than $10,000

http://www.acquisition.gov/far

Upon receipt of materials and/or services ordered under an Order valued at less than $10,000, a final inspection/acceptance will be performed in accordance with

FAR 52.212-4 (Oct 2018) and payment authorized for the invoice total.

2.1.2 Orders valued between $10,000 and $20,000

Upon receipt of the materials ordered with a cumulative price between $10,000 and $20,000, payment of 50% of the invoice can be authorized by the COR if the items were delivered as ordered. Payment of the balance will be made upon completion of the technical inspection and the Government acceptance of the item(s). Inspection will be performed as practical after delivery, to the maximum extent possible.

2.1.3 Orders Over $20,000

A specific inspection/payment schedule will be included in the Orders for the materials. Partial payment may be made upon delivery, per the schedule included in the Orders. Full payment will not be authorized until the completion of inspection and the Government’s acceptance the item(s).

2.1.4 Non-Compliance of Items Received

Upon inspection of all parts received, any non-compliance identified shall be documented and forwarded to the Contractor(s), in writing by the Contracting

Officer. Final payment shall not be authorized until the Item(s) have been replaced by the Contractor(s) or inspected and accepted by the Government.

[End of Section IV]

SECTION V - DELIVERABLES OR PERFORMANCE

1.0 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): www.acquisition.gov/far

• 52.212-4 Contract Terms and Conditions-Commercial Items (OCT 2018) o Paragraph (f): Excusable delays

• 52.242-15 Stop Work Order (AUG 1989)

• 52.247-35 F.O.B. Destination, Within Consignees Premises (APR 1984)

2.0 PERIOD OF PERFORMANCE

All work and services required hereunder shall not exceed 60 months from the effective date of the contract.

TBD through TBD

Any Delivery Order or Task Order issued prior to the expiration date of the contract, and not completed within that time, shall be completed by the Contractor(s) within the time specified under the order provided it does not exceed the performance period under

Section VIII, Contract Clauses, Paragraph 1.5, FAR 52.216-22, Indefinite Quantity (OCT

1995).

The Contractor is required to abide by the terms and conditions of the contract until the conclusion of the order performance period.

The performance period for each Order will be specified within the associated award document.

3.0 PLACE OF PERFORMANCE

Delivery of ordered part(s) will be specified in each individual Delivery Order or Task

Order. Services ordered will normally be performed at the Contractor’s facility. If on-site work is required, it will normally be performed at the NHTSA, Vehicle Research and

Test Center, East Liberty Ohio, between the hours of 6:00 AM to 6:00 PM.

4.0 DELIVERABLES / MILESTONES

The Contractor shall furnish the following deliverables under the contract. Additional deliverables and milestones will be specified for each individual Delivery Order or Task http://www.acquisition.gov/far

Order. All written deliverables shall be submitted electronically in Microsoft Word format, via e-mail. Paper copies shall be submitted only upon request of the

Government.

Item

No.

Section

Paragraph

Deliverables / Milestones

Due Date

Section II

4.0

Kick-Off Meeting

Within two (2) weeks after the effective date of contract award

Section II

6.3

Quality Assurance/Quality

Control Plan

Within two (2) weeks after the effective date of contract award

Section V

6.0

Consolidated Status

Report

No later than the 15th of the month following the month being reported

Section V

7.0

Order Report

Refer to individual Orders for specific requirements

5.0 PLACE OF DELIVERY

Unless otherwise specified, deliverables shall be furnished, electronically, to the following addresses:

6.0 CONSOLIDATED STATUS REPORT DESCRIPTION (Contract-level Summary)

On or before the 15th of each month following the month being reported, the Contractor shall submit a letter-type Consolidated Status Report that provides a listing of all Orders issued with the following information.

• A listing of all Orders issued under the IDIQ contract;

• Status of each issued Order (i.e. “Active” or “Completed”);

Item

No.

Address

ALL

Contracting Officer’s Representative (COR)

(Name and Address to be provided at time of Contract Award)

ALL

Contract Specialist

(Name and Address to be provided at time of Contract Award)

ALL

Contracting Officer’s Representative (Task Order)

Refer to individual Orders for specific requirements

• If “Completed”, the date on which the Order was completed;

• The total awarded value of the Order (i.e., the cost ceiling amount established for the Order and any modifications issued during the period of performance of the

Order);

• Amount of federal funds obligated to the Order (to include the original amount obligated and any modifications);

• Costs incurred during the reporting period;

• Total Costs incurred during the previous month by Order;

• Accomplishments made during the preceding month by Order;

• Work to be accomplished during the next month by Order;

• Actions the Contractor(s) requires of NHTSA;

• Problems or delays that the Contractor(s) has experienced and specific actions that the Contractor(s) proposes to undertake to alleviate the problems or delays.

7.0 ORDER REPORTS (Order Summary)

The Contractor may be required to submit progress reports to the COR (TO) and the

Contract Specialist for individual Orders. All reports shall be prepared as specified in the

Order. Each progress report, if required, shall contain concise statements covering the activities relevant to the Order, including:

• A clear account of the work performed under each order during the reporting period.

• An outline of the work to be accomplished during the next reporting period.

• A description of any problem encountered or anticipated that will affect the completion of any work within the time and fiscal constraints set, together with recommended solutions to such problems; or, a statement that no problems were encountered.

• A tabulation of the planned, actual and cumulative percent of effort expended by the personnel.

• A chart showing current and cumulative expenditures versus planned expenditures.

[End of Section V]

SECTION VI - CONTRACT ADMINISTRATION DATA

1.0 PAYMENT AND INVOICING INSTRUCTIONS

1.1 Required Invoice Information – Firm Fixed Price Orders

The following data shall be included in invoices to be considered proper for payment:

• Name and address of the Contractor.

• Contractor DUNS Number

• Contract Number: TBD

• Order Number: TBD at Order Award

• Invoice Date and Invoice Number. The Contractor(s) should date invoices as close as possible to the date of the mailing or transmission.

• Amount claimed on the invoice

• NHTSA Contracting Officer’s Name: TBD

• NHTSA Contract Specialist’s Name: TBD

• NHTSA Contracting Officer’s Representative, name: TBD

• NHTSA Contracting Officer’s Representative, Task Order name: TBD at Order

Award

• Contract Line Item Number (CLIN) (if applicable):

• Name and address of Contractor(s) official to whom questions regarding payment should be referred.

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

“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 Order.”

NOTE: Payment Schedules for FFP Task Orders will be developed at the Task Order level.

1.2 Required Invoice Information – Time and Materials (T&M) Task Orders

The following data shall be included in invoices to be considered proper for payment:

• Name and address of the Contractor.

• Contractor DUNS Number

• Contract Number: TBD

• Task Order Number: TBD at Order Award

• Invoice Date and Invoice Number. The Contractor should date invoices as close as possible to the date of the mailing or transmission.

• Timeframe covered by the invoice.

• NHTSA Contracting Officer’s Name: TBD

• NHTSA Contract Specialist’s Name: TBD

• NHTSA Contracting Officer’s Representative, name: TBD

• NHTSA Contracting Officer’s Representative, Task Order name: TBD at Task

Order Award

• Itemization of costs to include:

o Contract Line Item Number (CLIN), if applicable o Labor Category Title o Number of hours worked for each Labor Category billed (as applicable) o Associated Labor Rate for each Labor Category billed o Identification of Other Direct Costs o Total reimbursement requested for that specific invoice o Cumulative Total of reimbursements to date

• Labor charges are to be substantiated by individual daily job time cards or a record of time worked showing personnel used, hours worked, and amounts charged, with such 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 to whom questions regarding payment should be referred.

• The contractor shall certify that the hours worked and individuals being charged to the

Government are correct, and that the dollar amounts invoiced were incurred for the work billed.

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

“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.”

1.3 Payments

Payments under Orders will be made in accordance with:

• FAR 52.212-4, Contract Terms and Conditions-Commercial Items (Oct 2018), o Paragraph (i) Payment.

• Section IV, Paragraphs 2.1-2.4

2.0 TRAVEL AND PER DIEM RATES

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

The Contractor shall obtain COR (TO) approval before scheduling any travel. Travel and Per Diem authorized under this contract shall be reimbursed in accordance with the

Government Travel Regulations currently in effect.

Travel requirements under this contract 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.

3.0 SUBMISSION OF INVOICES/ DESIGNATED BILLING OFFICE

The Contractor shall submit invoices by email to:

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

Alternatively, the Contractor may submit invoices to the following address:

DOT/NHTSA

Mike Monroney Aero Center mailto:9-AMC-AMZ-NHTSA-Invoices@faa.gov

Accounts Payable Branch, AMZ-150

P.O. Box 268911

Oklahoma City, OK 73126

The Contractor is responsible for ensuring the legibility of the invoices that are e-mailed.

Illegible copies may be returned to the Contractor and may result in payment delays.

Invoices shall be submitted in accordance with Section 1.0, Payment and Invoicing

Instructions, to be considered proper for payment. Each Order shall be invoiced separately.

4.0 METHOD OF ORDERING

In accordance with FAR 52.216-18 “Ordering,” the government reserves the right to issue Delivery Orders and Task Orders by U.S. Mail, orally, by facsimile, or by electronic commerce methods (i.e., e-mail).

The government will issue Firm Fixed Price (FFP) Delivery Orders for supplies and services, and FFP or Time and Materials (T&M) Task Orders for services, identified in

Section II, Statement of Work, of this contract. The policies identified in FAR Part

16.505 will be followed when processing orders. The government will provide each contract awardee “fair opportunity” (as described in FAR 16.505(b)(1)). The following specific procedures apply:

4.1 Delivery Orders

• The government will identify a specific need for parts and/or services.

• Delivery Order award will be based upon:

o Price Competition where those firm-fixed prices established in Section I, Paragraph 6.0, of the contract will be used for price comparison.

o The government’s evaluation of contractors’ ability to provide acceptable and timely parts and/or services based upon previous contract experience.

o In addition to the above, the government reserves the right to issue a Delivery

Order to a contractor whose prices are higher if the government determines that the current contractual commitments (e.g., workload) of the lower priced contractors may impact their ability to support the Delivery Order requirement.

o The government also reserves the right to award multiple delivery orders originating from a single requirement if doing so is determined to be in the best interest of the government. This approach would typical occur, but not necessarily exclusively, when the number of parts and/or services being ordered would be too large for one contractor to perform within the required timeframe.

4.2 Task Orders

• The Government intends to issue Task Orders for services performed under this contract. When requirements are identified, Task Order Requests for Proposals

(RFP) will be sent to the Contractor(s).

• The evaluation criteria and method will be Task Order specific and contained in the

Task Order RFP.

• Each RFP will provide specific information on the work to be performed, the objectives or results desired, a period of performance, deliverables, and other terms specific to the individual Task Order.

• Each RFP will state the due date for proposal submission. In response, the

Contractor(s) shall submit a proposal to the Contract Specialist electronically at the following address: TBD

• Each proposal must clearly state the contract number and request for proposal number on the transmittal document.

• The proposal shall outline the Contractor’s overall approach for completing the task…