Solicitation DTNH22-11-R-00215 Side Impact 213 Decel.pdf

NHTSA RFP DTNH22-11-R-00215

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1. SUPPLIES/SERVICES

Under this contract, the contractor shall provide all the necessary supplies and services (other than that identified in this contract as being government-furnished) to perform a Time and Materials (T&M) Labor hour basis with a Firm Fixed Price (FFP) component for testing. Work shall be performed in accordance with this Contract’s Statement of Work, Section C, and other terms and conditions of this Contract.

Equipment / Facility Requirements

The Contractor shall have access to a deceleration sled and the ability to design and construct the deceleration side impact sled buck. The Contractor also shall have the ability to meet all dummy calibration requirements and the ability to conduct on-site instrumentation calibrations. The contractor also shall have access to a CRABI 12-month old anthropomorphic test device (ATD) with full instrumentation. The Government will not provide this ATD to meet testing requirements under the contract.

B.2. DEFINITIONS

B.2.1. Loaded Labor Rates As used in this contract, “Loaded Labor Rates” are composed of the hourly rates paid to an individual within a specific Labor Category (plus merit and/or cost of living increases, if applicable) plus indirect costs such as Fringe Benefits, Overhead, Facilities Capital Cost of Money (FCCM), General and Administrative (G&A), and Fee or Profit. However, see “Treatment of Subcontractor’s Labor Costs” cited in Section G. Indirect Cost Rates as well as percentage of fee shall be negotiated and fixed at time of contract award and shall remain fixed for the entire term of the contract.

B.2.2 ODC

As used in this contract, “ODC” means “Other Direct Costs.” ODCs are costs other than the contractor’s labor costs. Profit or fee may never be applied to ODCs.

B.2.3. ODC Indirect Cost Category and Base As used in this contract, “ODC Indirect Cost Category and Base” means the type of indirect cost (e.g. G&A, F&A, O/H, etc) and the base on which the indirect cost is applied (e.g., travel costs, subcontracting costs, all other direct costs). The application of ODC Indirect Costs is permitted only to the extent that those costs are not already recovered as part of the contractor’s Loaded Labor Rates.

B.2.4 ODC Indirect Cost Rate As used in this contract, “ODC Indirect Cost Rate” means the rate (expressed as a percentage of the Other Direct Cost) the contractor applies to the specified ODC to recover its indirect cost.

The application of this Indirect Cost Rate is permitted only to the extent that those costs are not already recovered as part of the contractor’s Loaded Labor Rates.

B.3 LABOR CATEGORIES AND DESCRIPTIONS

The following paragraphs define the duties each labor category is responsible for performing.

Subject to prior written approval of the Contracting Officer, the Contractor may revise the list and/or labor category descriptions provided.

Program Manager shall have experience in the management of crash testing and a general background in automotive technologies and/or the automotive testing. The position requires a working knowledge of the Federal Motor Vehicle Safety Standards

(FMVSS).

Senior Engineer shall have direct experience in dynamics, vehicle crash testing, instrumentation, test data collection and analysis, dummy certification, and highway accident data. This position requires a working knowledge of occupant crash simulation models and familiarity with Federal Motor Vehicle Safety Standards (FMVSS).

Engineer shall have direct experience in vehicle crash testing, test fixture design, test setup, instrumentation, test data collection and analysis.

Instrument Maker shall have experience in construction and maintenance of electronic instrumentation, sensors, and data collection apparatus; assists with the setup, conduct of testing, and provides laboratory support.

Machinist shall have experience in construction and maintenance of test fixtures, test devices, and data collection apparatus; assists with the setup, conduct of testing, and provides laboratory support.

B.4. PRICE SCHEDULE / LOADED LABOR RATES

B.4.1 Base Period - 12 months from the effective date of contract award

Base Period - Ceiling Amount: $TBD

CLIN

STRUCTURE

LABOR CATEGORIES ESTIMATED

HOURS

LOADED

LABOR

RATES

TOTAL

COST

0001 Project Manager 0002 Senior Engineer 0003 Engineer 0004 Instrument Maker 0005 Machinist

Total Labor Costs ODCs ESTIMATED

COSTS

INDIRECT

COST

RATE

TOTAL

ODC AND

INDIRECT

COST

0006 ODCs 0007 Travel 0008 Materials 0009 Sled-on-Sled Impact Test

Total ODCs

TOTAL ESTIMATED

CEILING AMOUNT

SECTION C - DESCRIPTION, SPECIFICATION, WORK STATEMENT

C.1. BACKGROUND

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

Department of Transportation (DOT). In part, NHTSA’s mission is to save the lives of and prevent injuries to those individuals involved in vehicle crashes. The agency develops, promotes and implements effective educational, engineering and enforcement programs with the goal of reducing vehicle crashes and the overall economic costs associated with vehicle use and highway travel.

In this effort, the National Highway Traffic Safety Administration (NHTSA) seeks to evaluate test parameters and potential methodologies associated with reproducing a representative side impact crash scenario. The agency’s evaluation potentially could be developed into a child restraint dynamic side impact test procedure.

C.2. OBJECTIVE

The objective of this contract is to evaluate and compare kinematic/dynamic responses in side impact sled-on-sled tests in support of the NHTSA’s child restraint test procedure development.

Under this contract, NHTSA also plans to conduct eighteen (18) sled-on-sled side impact tests using the developed test procedure. The tests will be conducted on a deceleration sled system.

Two child restraint system (CRS) configurations are to be conducted – forward facing and rear facing. The Q3 side (Q3s) three-year-old and the Child Restraint/Air Bag Interaction (CRABI) twelve-month-old anthropometric test devices (ATD) shall be used for testing. Tests will be conducted at a given sled buck angle, sliding seat pulse and sled velocity. The anticipated critical parameters are as follows:

Sled pulse – ½ sine with peak~28g

Seat-to-honeycomb spacing to 260-265 mm

Sled velocity ~ 32 kph

Angle 0-20 degrees

The Contracting Officer’s Technical Representative (COTR) will finalize all test parameters prior to testing. The Government will provide the Q3s ATD to the Contractor as Government Furnished Property (GFP). The Contractor shall conduct tests and provide summary test reports to the agency in conjunction with the completion of each test.

C.3 SPECIFIC REQUIREMENTS

C.3.1 – Sled Design and Test Plan Approval

C.3.1.1 – Kick-Off Meeting

A kick-off meeting will be conducted within two (2) weeks after Contract award to discuss the Contract objectives and requirements. The Contractor’s contract proposal will be used for the basis of discussion of project requirements. The contractor shall come prepared to discuss how it intends to meet all contract requirements including building of the required sled buck and conducting the required testing.

The meeting will be held at the Vehicle Research and Test Center (VRTC) in East Liberty, Ohio.

C.3.1.2 – Test Plan Proposal/Approval

Within three (3) week after contract award, the Contractor shall submit a draft Test Plan to the COTR that describes the methods for constructing the sled buck. The Test Plan shall describe the construction of the sled buck, including the ability to address and incorporate modifications requested by NHTSA.

The Test Plan also shall provide instructions for disassembling and reassembling the sled buck. In addition, the Test Plan shall include a schedule for the completion of all sled buck construction and all testing, including instrumentation, measurement, camera/lens identification, camera layout, and camera positioning (approximate x, y and z coordinates). The Contractor shall brief the COTR and other NHTSA staff on the draft test plan. Briefing materials shall be provided to the COTR one day before the briefing.

Within one (1) week after the briefing, the Contractor shall submit a Final Test Plan incorporating any changes into the test plan requested by NHTSA as a result of the briefing. Within three (3) days after receipt of the Final Test Plan, the COTR will provide final approval of the Test Plan. However, if major revisions have been required and incorporated, the COTR will approve the Test Plan no later than seven

(7) days after receipt of the Final Test Plan.

The Contractor shall not make changes to the Final Test Plan without receiving express written approval from the COTR. If additional changes are requested to the Final Test Plan, the changes must be submitted to the COTR for review. The COTR will review the additional changes and provide approval or disapproval of the requested changes within five (5) days after receipt of the requested changes.

The Contractor shall not begin testing until receipt of approval of the Final Test Plan.

C.3.1.3 - Sled Buck Test Fixture Development

The Contractor shall design and assemble a sled buck for a deceleration system in accordance with the drawing specifications provided by the COTR. The drawing specifications will include a baseline drawing package, along with a list of parts and materials to be used in construction. See Figure 1 below for a photo of a sled buck. Design and assembly shall be done in coordination with the NHTSA COTR.

The sled buck design shall be submitted, along with the Final Test Plan, to the COTR for approval within three (3) weeks after contract award.

The required deceleration system shall be such that the sled buck and door acceleration/velocity profiles match the NHTSA baseline sled buck and door acceleration/velocity profiles within ± 3 G’s. The sled’s operation (without the CRS installed) must match baseline kinematics to the NHTSA results. When evaluating the time histories, the timing and peak G’s must be within ± 3G.

C.3.1.4 – Baseline Test Review/Approval

Within five (5) weeks after award, and prior to full sled testing, the contractor shall conduct baseline test runs. The test results shall be provided to the COTR for approval within one (1) week of the completion of the baseline test runs. The results shall demonstrate that the performance measures listed in Section C.3.1.3. have been met. In addition, the contractor shall discuss the results of the baseline test with the COTR via video/web conference.

The results should meet the performance measures and approval of sled performance shall occur no later than six (6) weeks after contract award.

No full sled testing shall begin until the COTR has approved the baseline test review as meeting the required performance measures.

C.3.1.5 – Sled Buck Drawing Files

The Contractor shall submit an electronic drawing file of the sled buck, assembly, camera mounts/layouts, etc. in a format that is compatible to AutoCAD software. The Contractor also shall provide PDFs of these drawing files. The contractor shall submit draft sled buck drawings four (4) weeks after completion of the required testing. The COTR will review and provide comments on the draft drawing files within one (1) week after receipt. Final drawing files shall be submitted within one

(1) week after receipt of comments from the COTR.

C.3.1.7 - Parts pick-ups, miscellaneous project support During the performance of the specific requirements of this contract, the contractor personnel shall be required to perform project support tasks that are within the stated scope of work, but cannot be defined at the time of contract award. When a requirement of this type is identified, a request will be submitted by the Contract Specialist to the Contractor. The contractor, upon receipt of the request, shall notify the Contract Specialist whether Specialist whether the support requested can be performed by available personnel and within the current project budget or if a contract modification will be required.

Figure 1: NHTSA Child Side Impact Sled Buck

C.4 – Child Safety Restraint Systems

C.4.1 – Purchase Child Safety Restraint Systems

The Contractor shall purchase a minimum of eighteen (18) child restraint systems (CRS) for testing purposes. The CRSs to be purchased by the Contractor are listed in Section C.4.2., Test Matrix. The test matrix is a tentative list of the required CRSs. The Contractor shall verify with the COTR immediately prior to purchasing any CRS to ensure that the Contractor obtains the correct CRS.

The CRSs to be tested are identified generally as the following types: Twelve (12) convertible-type CRS that have the same features, for example, harness type, LATCH, etc., and six (6) rear-facing CRS that have the same features, for example, harness type, LATCH, etc. The CRSs also must be of the same construction and/or mold for each respective CRS type.

NHTSA may provide the required CRSs for testing to the Contractor. Should NHTSA provide the CRSs to the Contractor, the required acquisition number of the CRSs shall be adjusted accordingly.

After purchase, the Contractor shall provide documentation of the specified CRS models (See Section J, Attachment 2, Sample Test Report, Section 3, Inspection and Test Data). Also, the Contractor shall provide details confirming that the CRSs are of the specified mold/construction. The CRSs shall be retained as per requirements cited in section H.4.7.

C.4.2 - Test Matrix

A matrix of anticipated tests is shown in table 1. The COTR reserves the right to modify the matrix if required.

Table 1 –Test Matrix for Test Parameter Validation

FMVSS No. 213 Seat Cushion

Type of Door Foam w/armrest

Q3s Cozy Cline – FF (model # 1751929)

Maxi Cosi Priori – FF (model # 22476)

Evenflo Triumph Advance DLX – RF (model # 3801819)

Maxi Cosi Priori – RF (model # 22476)

CRABI 12-mos Graco SnugRide (model # 1756478)

Chicco KeyFit30 (model #

05079031200070)

Numbers in cells represent # of sled tests per configuration

Note: The CRS models listed above may be replaced with similar CRS models only by approval of the COTR.

C.5 – Anthropomorphic Test Devices (ATDs)

C.5.1 - Q3s 3-Year-Old and CRABI 12 Month-Old Child ATDs

The Contractor shall use the Q3s 3-year-old and the CRABI 12 month-old child ATDs (“dummy”) for these tests. The COTR reserves the right to change the proposed dummy types. If a change in dummy selection is required and the Contractor does not possess the newly proposed dummy, NHTSA will provide and calibrate the newly proposed dummy.

C.5.2 - Instrumentation

The Contractor shall use dummy instrumentation as described in Table 3 for the Q3s three-year-old and CRABI twelve-month-old child ATDs. The COTR reserves the right to add or delete data channels based on hardware availability and requirements.

Table 2 - Instrumentation for Q3s/CRABI Child Dummy

Body Region Instrumentation Data

Channels

Head Triaxial Accelerometer (CG) 3

Neck

Upper Neck Load Cell

- Forces, Fx, Fy, Fz

- Moments, Mx, My, Mz

Shoulder (Q3s Only) Displacement Y-axis

Chest (CRABI Only)

Triaxial Accelerometer 3

Chest (Q3s Only)

IR-TRACC Displacement 1

Spine (Q3s Only)

Triaxial Accelerometer 3

Lumbar Spine Load Cell

- Forces, Fx, Fy, Fz

- Moments, Mx, My, Mz

Pubic (Q3s Only)

Force Y-axis 1

Pelvis Triaxial Accelerometer (CG) 3

TOTAL: CRABI

Q3s

C.5.3 – Physical Certification

The dummies used in this Contract shall be certified before commencement of testing. Certification requires physical calibration in accordance with calibration guidelines. NHTSA will provide these calibration guidelines for the dummies.

Additional dummy calibrations shall be performed after a reported failure and at the conclusion of testing, at the direction of the COTR. Also, a particular test dummy shall not be used in more than 30 sled tests without a calibration being performed on that dummy. The COTR reserves the right to change the number of tests before a required calibration.

The results of all dummy certification tests, including physical calibration and notes of any broken parts or dummy component failures and subsequent replacements shall be included in the final report.

C.5.4 – Instrumentation Calibration

The Contractor shall provide accelerometers to be mounted to the sled carriage, bench seat base, bench seat back, and to the child seat. A triaxial accelerometer shall be placed on the sled carriage to confirm pure uniaxial translation.

Note: One (1) seat belt load cell (on top tether) shall be required for each of the forward-facing tests.

Two (2) lower anchor belt load cells shall be required for both the forward-facing and rear-facing CRS seats. No top load cells shall be required for the rear-facing seats.

For the CRABI dummy, the Contractor shall provide ATD accelerometers and load cells as specified in Table 3. It is not required that contractor use its own facility to calibrate the CRABI dummy. However, the Contractor is responsible to ensure that any transportation or handling procedures used between its facility and any off-site location where calibration is carried out shall not, in any way, compromise the calibration of the dummy (ies) or delay testing.

The Contractor shall conduct calibration of the load cells as specified in accordance with Section J, Attachment 1, Reference A. See also Section J, Attachment 2, under Appendix C: Instrumentation Calibration.

For the Q3s dummy, NHTSA will provide a fully instrumented dummy. The Q3s will be calibrated by NHTSA before shipping to the Contractor. A final calibration will be conducted by the Government upon return of the ATD. A copy of the Q3s User’s Manual with applicable updates, specifying measurement procedures, shall be provided to the Contractor.

The Contractor shall notify the COTR of any instrumentation that is out of calibration (i.e., if any injury criterion in an individual test exceeds its Injury Assessment Reference Value (IARV) by more than 15%), or is due to be calibrated within the testing time frame. All instrumentation must be certified as being in calibration before any testing is conducted.

C. 5.5 – ATD Test Set-up

The Contractor shall prepare each ATD in accordance with Section J, Attachment 1, Reference A, TP213-09. Additionally, the Contractor shall paint/chalk the ATD on the near-side segments of the body in contrasting colors per applicable body segments. Colors should contrast to allow distinction of applicable physical contacts during testing. See Section J, Attachment 4 (Initial Setup). The Contractor shall place clothing on the dummy as specified in Section J, Attachment 1, Reference A, TP 213-09.

NHTSA will provide to the Contractor the seating procedures for all the dummies before testing.

Pre- and post-test photos shall be taken per specifications in Section J, Reference A, TP213-09. Also see Section J, Attachment 2 (Sample Test Report).

C.6 – Test Procedures

The Contractor shall follow the specified NHTSA Test Procedures in conducting testing under the contract. The specified NHTSA Test Procedures are listed in Section J and attached to this contract.

Any difference between the test procedures and contract terms noted by the contractor shall be brought to the attention of the COTR for discussion prior to testing. The COTR will resolve any noted differences in specific written directions to the contractor.

C.6.1 - Pre- and Post-Test Static Measurements

Seating measurements are listed in Section J, Attachment 4 (Initial Setup) and shall be obtained for each test. All measurements shall be taken with a Coordinate Measuring Machine (e.g. a FARO Arm). All linear measurements shall be in millimeters. See Section J, Attachment 5 (Pre/Post Test Measurements) for additional anticipated measurements to be collected. NHTSA reserves the right to update these requirements with modified and/or additional measurements.

A sample test report is shown in Section J, Attachment 2 (Sample Test Report).

C.6.2 - Test Impact Angle and Speed

The Contractor shall measure the actual impact angle and speed compared to the desired target parameters. The required tests shall be conducted at speeds up to 20 mph (32 kph). For each test, the test speed and angle shall be controlled as closely as possible. The test speed requirement is up to 20 mph/32.19kph and shall have a maximum tolerance of ± 0.8 kph. The angle tolerance for the sled shall be within ± 1 degree. The Contractor shall measure the actual test speed and actual sled angle for each test. These measurements shall be included in the test report. The COTR will approve the test procedure used to obtain these measurements 48 hours prior to the test being conducted.

Tests shall be conducted using specified door padding materials as specified in Section J, Attachment 3 (Armrest and Door Pad Design). A simulated armrest will also be evaluated during the sled tests as specified in Section J, Attachment 3 (Armrest and Door Pad Design). The TP213-09 seat cushion foam will be used as the “vehicle seat” foam for this series of tests. The COTR will provide the test speed and armrest characteristics three (3) days before testing.

NHTSA reserves the right to make modifications to the test parameters and material specifications noted above.

Note: Prior to conducting sled test series, up to three (3) consecutively, repeatable test pulse trials shall be required to verify test speed. Information on these test pulse trials shall be made available to the

COTR.

C.6.3 – Objective Rating Method (ORM)

The Contractor shall apply the Objective Rating Method (ORM) to the side impact sled tests to assess repeatability and reproducibility of test conditions and dummy responses. The ORM compares crash/sled tests in terms of correlations between criteria, peak values, peak values occurrence times, and curve shapes. Correlations are calculated for all dummy readings and criteria, and for the complete dummy.

C.6.4 - Deviations from NHTSA Test Procedures

The Contractor shall conduct testing only in accordance with NHTSA Test Procedures and shall notify the COTR if any deviations from the NHTSA Test Procedure are required. Any problems or questions regarding the technical portion of this contact shall be referred to the COTR.

The COTR may require that minor deviations from the NHTSA Test Procedure be made as the COTR deems necessary.

C.6.5 - Test Support

a. Project Status The contractor shall participate in a bi-weekly status meeting with COTR (which may include other Government staff). Any events or occurrences that may potentially cause a delay or yield unacceptable/erroneous data to the Contract shall be reported promptly to the COTR within twenty four (24) hours of discovery. This may require an impromptu/unscheduled meeting. Discussions of these issues shall not be held off until the scheduled bi-weekly meeting.

b. Dummy All measurements shall be taken with a Coordinate Measuring Machine (CMM) (i.e. FARO Arm).

All linear measurements shall be in millimeters. The Contractor shall inspect the child ATDs for loose joints, bent and/broken parts, particularly the Q3s, after every test. After each test the Contractor must take the ATDs skin off and look at the ribs and chest pot for any damage. The Contractor must report status of each ATD if any change or damage occurs to the ATD.

c. Sled The Contractor shall inspect camera and sled buck attachment mounts and any other critical attachments between tests. After each test, the Contractor shall inspect the cushions and confirm that the vinyl is not ripping/tearing. The seat cushion foam should be allowed to “rest/recover” for a minimum of four (4) hours between tests. Having multiple sets (2-3) of seat cushion foam is recommended. After each test, the Contractor shall inspect all accelerometers on the sliding seat.

The data from these accelerometers should be overlaid and/or compared to each other and to each test.

d. Instrumentation (Accelerometers and Load Cells) The Contractor shall record the location of the instrumentation as well as the output versus time into the event and include this information in the test report. All instrumentation (load cells and accelerometers) shall be confirmed and operable prior to testing.

e. Photos Photos shall be taken of any failures, anomalies, etc. Photos shall be taken in accordance with Reference A, TP213-09, Attachment 1, Section J. The COTR reserves the right to include additional photographs so long as they are within scope and cost of this Contract.

C. 6.6 - Data Plots

Within two (2) hours of the sled test event, the Contractor shall make all test data available to the COTR. Under no circumstances shall this data be furnished to non-NHTSA personnel. The Contractor shall analyze the preliminary test results as directed by the COTR.

Plots of all data channels and tables showing the maximum value, minimum value, and times that these values occurred for each channel shall be included in the test report. The plot shall also indicate the Channel Filter Class (CFC) filter used.

C.6.7 - Reporting Data Anomalies

Within four (4) hours after each test, the Contractor shall review the data from each channel recorded.

The Contractor shall note any anomalies in the data or the behavior of the instrumentation and shall report it to the COTR. Anomalies include, but are not limited to:

1. A transducer that transmits no signal or stops transmitting during the test

2. A recorded signal in which the peak (at 1650 Hz) is greater than the capacity of the instrumentation

3. A recorded signal which contains more than one “spike” unexplainable by the physics of the impact

4. Bias errors

5. Zero drifts

If an anomaly is noted, no further tests shall be conducted until the Contractor has resolved the issue such that the quality of the data transmitted by the instrumentation and the procedure for the next test will not be impacted.

The Contractor shall insert a table in the test report on the applicable test data sheet which lists each noted anomaly, the channel number, the instrumentation involved and its location on the dummy or sled including mounting axis (if applicable) and the known or suspected cause of the problem. These anomalies shall also be noted in the introduction/summary section.

C.6.8 – Photo / Video Coverage

For photographic documentation (photos and film), the Contractor shall follow the procedures in Section J, Attachment 4 (Initial Setup). Placards and any other information that references the title of the test should include details as noted in Section J, Attachments 4 and 6.

Any digital high-speed video view having greater than 1500 mm in the horizontal plane shall be high resolution with a lens of 50 mm or longer. High resolution is defined as having a minimum of 1536 CMOS sensors per every two rows of pixels, with 80% of the horizontal distance of the two rows covered by effective light sensors. There shall be a minimum of 1024 rows of sensors.

Any digital high-speed video view having less than 1500 mm in the horizontal plane, shall be at least medium resolution, having a minimum actual pixel resolution of 512 x 512 and a lens of 25 mm or greater. Medium resolution is defined as having a minimum of 512 sensors per every row of pixels, with 80% of the horizontal distance of the row covered by effective light sensors.

Close-up digital video views are allowed with low resolution (less than 512 x 512) or medium resolution video cameras with any lens combination, if approved by the COTR. These close-up digital cameras are typically reserved for visual observation and timing only, but not for film analysis purposes.

C.7. – Sled Test Deliverables

C.7.1 – Electronic Test Data

The Contractor shall submit data CDs/DVDs in the NHTSA EV5 and data format as specified in the Version 5 - Test Reference Guide, Volume 1: Vehicle Tests (VTRG), which may be downloaded, along with supporting data entry software, Entree for Windows, Version 5, from:

http://www.nhtsa.gov/portal/site/nhtsa/menuitem.8027fe7cfb6e727568d07a30343c44cc/ (Under NVS Software Applications)

The initial electronic data submission post-test will contain specification and measurement data in this EV5 format. Subsequent submission of the digital photographs (JPEG), AVI files, and the PDF copies of the final report shall also be prepared in accordance with the specifications for submission of these deliverables as defined in the Guide (VTRG).

The Injury Summary Table shall be submitted to the COTR within two (2) days after the completion of each test. The Contractor shall submit the CDs/DVDs within one (1) week after each test. The high-speed video shall be submitted to the COTR within two (2) weeks after each test.

C.7.2 – Individual Test Reports

Reports shall be submitted by the Contractor to the COTR as specified in section D.2 of the Contract.

Metric units are required with English units in parenthesis where appropriate. The Contractor shall submit a Draft Individual Test Report to the COTR within two (2) weeks after each test.

The Contractor shall provide the Final Individual Test Report to the COTR one (1) week after receiving comments on the draft report. The Contractor shall deliver one (1) MS Word (2007 compatible), one PDF formatted copy, and one (1) hardcopy of the draft individual test report and the final individual test report.

C.7.3 –Final Report The Contractor shall submit a draft Final Report within eight (8) weeks after completion of the test series. The draft test report shall in no event be submitted later than eight (8) weeks prior to the end of the contract period of performance. The draft Final report shall contain at minimum, but not be limited to, the following:

A. Detail and design method/documentation of the sled-on-sled system;

B. Documentation of test setup, pre-positioning, photos, etc.;

C. Discussion of trends, repeatability, and reproducibility;

http://www.nhtsa.gov/portal/site/nhtsa/menuitem.8027fe7cfb6e727568d07a30343c44cc/

D. Discussion of results, including plots to describe comparisons, trends, etc.;

E. Discussion of lessons learned, experiences, and pros/cons of performance;

F. Inclusion of errors, anomalies and highlights of events/elements as noted in this Contract.

Reports shall be submitted by the Contractor to the COTR as specified in sections D.2.

of the Contract. Metric units are required with English units in parenthesis where appropriate. The Contractor shall provide the Final Report to the COTR one (1) week after receiving compiled comments on the draft final report. The Contractor shall deliver one MS Word (2007 compatible), one PDF formatted copy and one hardcopy of the draft final report and the final report.

C.7.4 – Monthly Progress Report Monthly Progress and shall be submitted to the COTR on the 10th of the month following the month being reported. The report shall be a detailed, concise discussion of activities related to the project undertaken during the previous month of activity and shall be the basis for approving or not approving submitted invoices. The COTR may reject a Monthly Progress Report that does not provide sufficient detail. An electronic copy of the above shall be provided to the COTR in an agreed upon format as outlined below in Section F.

C.7.5 –Agency Briefings The Contractor shall submit and present an interim briefing via video/web conferencing. The timing of this briefing will be after testing has been initiated. The COTR will provide a minimum of one (1) week notice to the Contractor.

The Contractor shall present a final Agency briefing in Washington, DC. The final briefing shall occur within ten (10) weeks after completion of the test series. The final briefing shall in no event occur later than six (6) weeks prior to the Contract performance end date.

SECTION D - PACKAGING AND MARKING

D.1. 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.

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

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

D.2.1 Text Text files shall be delivered in Microsoft WORD 2007 format. 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 D.2.2, D.2.3, and D.2.4 below.)

D.2.2 Charts and Graphs The contractor shall develop charts or graphs using Microsoft EXCEL 2007 and shall insert these in the appropriate places within the text document. The contractor shall also provide the Microsoft EXCEL source file from which charts or graphs were developed.

D.2.3 Illustrations NHTSA’s Office of Communication Services is responsible for developing or acquiring most illustrations found in NHTSA publications. These illustrations can take two forms:

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

b. Photographs – When photos are used in Agency publications, the Office of Communication Services typically uses existing photos or photos purchased through royalty-free sources. In the event the Contractor must supply photos for use in a publication, the photos must be high resolution images at least 300 dpi at the size used in the publication. Photos shall be supplied on a CD or DVD in either .tif format (for scanned images) or .jpg (for images downloaded to the CD or DVD directly from the digital camera.). NOTE: If a photograph is supplied by an outside source (contractor, grantee, national organization, etc.), a release form must accompany the photo indicating that the human subjects in the photo authorize NHTSA to use the photo in its publications and on its Internet site. The contractor 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.

D.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.

SECTION E - INSPECTION AND ACCEPTANCE

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

The 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.arnet.gov/far.

NOTE: Those clauses marked with an “X” are hereby incorporated by reference.

[X] 52.246-4 Inspection of Services– Fixed Price (AUG 1996)

[X] 52.246-6 Inspection – Time-and-Material and Labor-Hour (MAY 2001)

[X] 52.246-16 Responsibility for Supplies (APR 1984)

E.2. INSPECTION AND/OR ACCEPTANCE

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

The COTR shall also be responsible to the Contracting Officer for recommending acceptance or replacement/correction of nonconforming supplies or services that fail to meet the contract requirements.

Rejection of a deliverable will delay payment due and may be grounds for termination or for default.

SECTION F - DELIVERIES OR PERFORMANCE

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

The 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.arnet.gov/far

NOTE: Those clauses marked with an “X” are hereby incorporated by reference.

[X] 52.242-15 Stop Work Order (AUG 1989)

[X] 52.247-35 F.O.B. Destination, Within Consignee’s Premises (APR 1984)

F.2. PERIOD OF PERFORMANCE

All work required hereunder, including preparation, submission, review of any and all reports, shall be completed within the twelve (12) months after the effective date of the resultant Contract.

F.3. DELIVERABLES / MILESTONES

F.3.1. Deliverables/Milestone Schedule:

All deliverables shall be delivered in accordance with Section C. Statement of Work identified under this solicitation.

Item Section Milestones (M)/Deliverables(D) Due Date

1 C.3.1.1 Kick-off Meeting (M) Two (2) weeks after contract award

2 C.3.1.2 Contractor submits Draft Test Plan (D) Three (3) weeks after contract award

3 C.3.1.2 Contractor presents briefing on Draft Test Plan via web or video conferencing

(M)

Three (3) weeks after contract award

(Briefing materials shall be provided to the COTR one

(1) day before briefing.)

4 C.3.1.2 Contractor shall submit Final Test Plan (D)

One (1) week after briefing

5 C.3.1.3 Contractor submits Sled Buck Design (D)

One (1) week after kick-off meeting

6 C.3.1.4 Contractor shall conduct baseline test Five (5) weeks after contract runs (D) award

7 C.3.1.4 Contractor submits baseline test runs for approval (D)

No later than six (6) weeks after contract award

8 C.3.1.4 Sled Performance Acceptance (M) No later than six (6) weeks after contract award

9 C.3.1.5 Contractor submits draft sled test buck drawings (D)

Four (4) weeks after completion of conducting the sled test series

10 C.3.1.5 COTR review and comments on draft sled test buck drawings (M)

Within one (1) week after receipt of drawings

11 C.3.1.5 Contractor submits final sled test buck drawings (D)

One (1) week after receipt of comments from COTR

12 C.7.1 Contractor submits Injury Summary Table and High Speed Video (D)

Two (2) days after the completion of each test

13 C.7.1 Contractor submits Data CD/DVD (D) One (1) week after the completion of each test

14 C.7.2 Contractor submits a draft individual test report (D)

Two (2) weeks after the completion of each test

15 C.7.2 Contractor submits a final individual test report (D)

One (1) week after receiving comments on the draft individual test report.

16 C.7.3 Contractor submits draft final report(D) Within eight (8) weeks after completion of the test series

17 C.7.3 Contractor submits final report (D) One (1) week after receiving comments on the draft final report

18 C.7.4 Monthly Progress Reports (D) Submitted on the 10th of the month following the month being reported

19 C.7.5 Interim Briefing (M) Video or web conferencing at or near completion of test series; COTR to provide one

(1) week notice of request

20 C.7.5 Final Agency Briefing

Washington, DC (M)

Within ten (10) weeks after completion of the test series

F.3.2 Place of Delivery

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

Item No. Address

2,4-7,9,11-18 COTR Name and Address to be provided at time of Contract Award

U.S. DOT

National Highway Traffic Safety Administration 1200 New Jersey Avenue, S.E., W51-117 Washington, D.C. 20590 Office of Acquisition Management (OAM) Attention: Reba Dyer, Contract Specialist E-mail: reba.dyer@dot.gov

F.4.1. Specification for Electronic Files

Electronic files containing final test reports required under the resultant contract shall be provided in accordance with the following:

Specifications:

a. 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.

b. Report Format:

1. Font: 12 point Arial font shall be used throughout the report.

2. Page Margins: Top, Right, and Bottom shall be ½ inch. Left margin shall be 1 inch.

To insure correct formatting of the report regardless of which Hewlett-Packard LaserJet printer model is used (see printer specifications below), it is suggested that two blank spaces, followed by a “hard page” [CNTRL-ENTER] be used at the bottom of each page of the report.

3. Page Numbering: Upper right hand corner, using bold Arial 12 point font.

System Compatibility:

All electronic files submitted must be compatible with the Windows XP Personal Computer (PC) system. For the base period of this contract, and any option periods 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 2007, currently in use at NHTSA, i.e., the file must be able to be opened and viewed in Microsoft Word 2007.

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 ZIP disc, 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.

For any of the option years exercised under the resultant Contract, NHTSA reserves the right to change the hardware and software requirements stated above.

F.4.2. Specifications for Digital Video

Any digital video required under this Contract shall be provided in accordance with the following:

Specifications: At the very beginning of the film, and for each separate segment, include an identification placard or slate covering the following description of the film:

project title test number where appropriate date filmed type of test, vehicle or product being filmed conditions of test or product being filmed

Film Preservation and Identification: The film actually shot in the camera (the original) should never be screened. After the original is developed, add an identifying leader to the beginning of the film (the head) with the following on it:

project title inclusive test numbers where appropriate the name, of the filming organization contract number date the word “original”

Film Editing: Edit the work-print to remove extraneous material.

Films for Circulation: Reproduce prints for distribution (release prints) from the original film based on the final edited work-print.

Film Abstract: Prepare an abstract with catalog data of the film's content to accompany the print forwarded to the Technical Information Services, NPO-200, 1200 New Jersey Avenue, SE, Washington, DC 20590.

Disposition of Films: On or before the date specified, the Contractor shall deliver to the Technical Information Services:

The original film The B-wind master All other prints required by the contract A copy of the abstract.

F.4.3. Submission of Electronic Data Files Electronic data files shall be provided on CD ROM or DVD formatted in accordance with the NHTSA EV5 data format as specified in the Version 5 Test Reference Guides.

Copies of the guides may be downloaded from the web site. The data entry program, Entrée, which may be used to generate the NHTSA specification files in the EV5 format defined in the guides, may be downloaded from http://www-nrd.nhtsa.dot.gov/software

F.4.4. Section 508 Compliance

All electronic and information technology procured, developed or delivered under this contract shall meet applicable accessibility standards, as specified in 36 CFR Part 1194. 36 CFR Part 1194 implements Section 508 of the Rehabilitation Act of 1973, as amended, and is viewable at http://www.section508.gov.

All contract deliverables covered by Section 508 shall be accessible to people with disabilities. Reports and other deliverables provided in electronic media, including web-based intranet and internet format shall conform to applicable accessibility standards, including at a minimum, the following provisions:

1194.21, Software Applications and Operating Systems 1194.22, Web-Based Intranet and Internet Information and Applications 1194.24, Video and Multimedia Products 1194.31, Functional Performance Criteria 1194.41, Information, Documentation, and Support

This standard is available for viewing at the Access Board web site at http://www.access-board.gov/sec508/standards.htm and guides for specific sections are available at http://www.access-board.gov/sec508/guide/.

http://www-nrd.nhtsa.dot.gov/software http://www.section508.gov/ http://www.access-board.gov/sec508/standards.htm http://www.access-board.gov/sec508/standards.htm http://www.access-board.gov/sec508/guide/1194.22.htm http://www.access-board.gov/sec508/guide/1194.22.htm

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 TREATMENT OF SUBCONTRACTOR’S LABOR COSTS

For Labor Costs incurred by Subcontractors (if applicable), the Contractor shall be reimbursed at cost for such labor including appropriate indirect costs. Indirect costs include only those costs clearly excluded from the Contractor’s Loaded Hourly Labor Rates and allocated in accordance with the Contractor's usual accounting practices consistent with FAR Part 31. The Contractor is not permitted to apply fee or profit to the cost of Subcontractor Labor.

G.2 MATERIALS, SUBCONTRACTS, AND ALL OTHER NON-LABOR COSTS

For all materials supplies and subcontracts used in the performance of this contract, the Contractor shall be reimbursed at cost for such materials, supplies or subcontracts including appropriate indirect costs.

Indirect costs include only those costs clearly excluded from the Loaded Labor Rate and allocated in accordance with the Contractor’s usual accounting practices consistent with FAR Part 31. No fee or profit shall be applied to materials, supplies, subcontracts, or other non-labor items ordered by task orders and furnished under this contract.

If the offeror elects to apply indirect costs to Other Direct Cost (ODC), then it must identify the indirect cost rate (or multiplier) applicable to the ODCs for the Base Period and Option Periods in Section B, Price Schedules. These rates will also remain fixed for the life of the Contract.

G.3 TRAVEL COSTS

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

G.4. SUBMISSION OF INVOICES

G.4.1 Designated Billing Office

The contractor shall submit one (1) original 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

Alternatively, invoices can be transmitted, via e-mail to the following address:

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

G.5. REQUIRED INVOICE INFORMATION

a. In order to be considered a “proper invoice,” the following information must be included:

1. Name and address of the contractor.

2. Invoice date and invoice number.

3. Timeframe covered by the invoice.

4. NHTSA Contract number.

5. NHTSA Contracting Officer’s Name.

6. NHTSA Contracting Officer’s Technical Representative’s name.

7. Itemization of costs to include:

Contract Line Item Number (CLIN);

Number of hours worked for each Labor Category billed (as applicable);

Associated Labor Rate for each Labor Category y billed;

Total reimbursement requested for that specific invoice;

Cumulative Total of reimbursements to date;

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

9. The contractor shall certify that the invoice accurately reflects costs incurred.

G.6. GOVERNMENT PERSONNEL

G.6.1. Contracting Officer’s Technical Representative (COTR) The performance of the work required under the contract shall be subject to the technical review of the NHTSA COTR.

The following individual has been designated as the NHTSA COTR:

[To Be Provided At time of Contract Award]

a. The Contracting Officer will designate a technical representative to assist in monitoring the work under the resultant contract. The COTR serves as the technical liaison with the contractor.

The COTR is not authorized to change the scope of work or specifications as stated in the contract, to make any commitments or otherwise obligate the Government, or to authorize any changes which affect the contract price, delivery schedule, period of performance or other terms or conditions.

b. In the event any technical direction offered by the COTR is interpreted by the contractor to be outside of this contract, the…