DTNH22-12-R-00525

DTNH22-12-R-00525

SOLICITATION, OFFER AND AWARD

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

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

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

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

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

1 75

C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

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

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

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

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

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M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

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

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE FACILITY

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

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

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

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

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

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

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

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

OFFER (Must be fully completed by offeror)

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

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

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

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

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

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

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

AWARD (To be completed by government)

CODE

11-0102005/30/2012 X

NPO-320

Office Of Acquisition Management

DOT/NHTSA/NPO-320

1200 New Jersey Avenue, SE W51-121 Washington, DC 20590

NHTSA 1400 ET 06/29/2012

Sherese Gray sherese.gray@dot.gov

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PAGE(S)

ROSS JEFFRIES

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

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

1-3 4-10

11-21 22-23 25-30 31-36 37-45

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ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

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CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

DTNH22-12-R-00525

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

TITLE: SPECIAL CRASH INVESTIGATIONS (SCI)

EASTERN, CENTRAL & WESTERN REGION

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

REQUEST FOR PROPOSAL

SPECIAL CRASH INVESTIGATIONS (SCI) EASTERN, CENTRAL & WESTERN REGION

SOLICITATION # DTNH22-12-R-00525

For

SPECIAL CRASH INVESTIGATIONS (SCI)

EASTERN, CENTRAL & WESTERN REGION

IN SUPPORT OF THE

DEPARTMENT OF TRANSPORATION

OFFICE OF CRASH INVESTIGATIONS

OF THE

NATIONAL HIGHWAY TRAFFIC SAFETY ADMINISTRATION

PROPOSALS ARE DUE NO LATER THAN 2:00 PM EASTERN TIME ON FRIDAY JUNE 29, 2012.

NOTE: The proposal may be delivered to the following addresses:

MAILING ADDRESS ONLY FEDEX & UPS DELIVERY ONLY

SHERESE GRAY SHERESE GRAY

DEPARTMENT OF TRANSPORATATION DEPARTMENT OF TRANSPORTATION

OFFICE OF ACQUISITION MANAGEMENT OFFICE OF ACQUISITION ANAGEMENT

1200 NEW JERSEY AVE. SE 1200 NEW JERSEY AVE. SE

NPO-320, W51-121 NPO-320, W51-121

WASHINGTON, DC 20590 WASHINGTON, DC 20590

FOR INQUIRES ON OR ELECTRONIC SUBMISSION OF THIS SOLICITATION PLEASE

E-MAIL MS. SHERESE GRAY AT NHTSAOAM@DOT.GOV.

mailto:NHTSAOAM@DOT.GOV

SOLICITATION # DTNH22-12-R-00525

SECTION B SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES

a. The Contractor shall provide the necessary qualified personnel, facilities, materials, supplies, equipment, and services, except as identified in Section H.7, Government Furnished Property (GFP), to perform this contract entitled “Special Crash Investigations (SCI) Eastern, Central & Western Region.”

b. This is a Time and Material Type Contract.

B.2 PRICE SCHEDULE DEFINITIONS AND SPECIAL PROVISIONS

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 this 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 "Regular" Loaded Labor Rates Regular Loaded Labor Rates reflect rates paid for work performed during a normal workweek (generally 40 hours per workweek).

B.2.3 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.2.4 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.2.5 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.

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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

The Program Manager oversees the entire contract effort. Program Management includes the overall management of financial, material, human resources and addressing technical and contractual problems.

INVESTIGATOR

The Investigator covers the technical aspect of this contract’s performance. In general, this position is responsible to provide: in-depth crash investigation and reporting; medical injury identification and severity scaling; occupant kinematics and injury mechanism determination;

review and determination of human factors precipitating the collision; mechanical and technical analysis of vehicle condition, maintenance and damage; speed reconstruction, vehicle component performance and defects investigations; analysis of highway conditions, traffic control performance and highway safety factors; quality control of data acquisition, analysis, and report submissions

CLERICAL

The Clerical position covers the administrative aspect of this contract. The clerical function would include tasks such as word processing, processing travel requirements, and any desktop publishing efforts that may be required.

B.4. PRICE SCHEDULE

B.4.1 BASE PERIOD (YEAR 1): Prices shall cover the period from the effective date of contract award through twelve (12) months thereafter.

TOTAL NOT TO EXCEED CEILING AMOUNT: $TBD AT CONTRACT AWARD

CLIN

STRUCTURE

LABOR CATEGORIES LEVEL OF

EFFORT

(EST. HOURS)

FIXED

LOADED

LABOR

RATES

TOTAL

COST

CLIN 0001 Program Manager CLIN 0002 Investigator CLIN 0003 Clerical Total Labor Cost ODCs

ESTIMATED

QTY

INDIRECT

COST

RATE

TOTAL

INDIRECT

COST

CLIN 0004 Materials and Supplies CLIN 0005 Travel CLIN 0006 Equipment Subtotal Other Direct Costs

Total ODCs $

TOTAL ESTIMATED

AMOUNT

SOLICITATION # DTNH22-12-R-00525

B.4.2 BASE PERIOD (YEAR 2): Year two (2) prices shall be in effect from the end of the “Base Period (Year 1)” through twelve (12) months thereafter.

TOTAL NOT TO EXCEED CEILING AMOUNT: $ TBD AT CONTRACT AWARD

CLIN

STRUCTURE

LABOR CATEGORIES LEVEL OF

LABOR

RATES

TOTAL

COST

CLIN 1001 Program Manager CLIN 1002 Investigator CLIN 1003 Clerical

INDIRECT

COST

RATE

TOTAL

INDIRECT

COST

CLIN 1004 Materials and Supplies CLIN 1005 Travel CLIN 1006 Equipment

SOLICITATION # DTNH22-12-R-00525

B.4.3 BASE PERIOD (YEAR 3): Year three (3) prices shall be in effect from the end of the “Base Period (Year 2)” through twelve (12) months thereafter.

LABOR CATEGORIES LEVEL OF

LABOR

RATES

TOTAL

COST

CLIN 2001 Program Manager CLIN 2002 Investigator CLIN 2003 Clerical

INDIRECT

COST

RATE

TOTAL

INDIRECT

COST

CLIN 2004 Materials and Supplies CLIN 2005 Travel CLIN 2006 Equipment

SOLICITATION # DTNH22-12-R-00525

B.4.4 OPTION YEAR 1: Prices shall be in effect from the end of the “Base Period (Year 3)” through twelve (12) months thereafter.

LABOR CATEGORIES LEVEL OF

LABOR

RATES

TOTAL

COST

CLIN 3001 Program Manager CLIN 3002 Investigator CLIN 3003 Clerical

INDIRECT

COST

RATE

TOTAL

INDIRECT

COST

CLIN 3004 Materials and Supplies CLIN 3005 Travel CLIN 3006 Equipment

SOLICITATION # DTNH22-12-R-00525

B.4.5 OPTION YEAR 2: Prices shall be in effect from the end of the “Option Year 1” through twelve

(12) months thereafter.

LABOR CATEGORIES LEVEL OF

LABOR

RATES

TOTAL

COST

CLIN 4001 Program Manager CLIN 4002 Investigator CLIN 4003 Clerical

INDIRECT

COST

RATE

TOTAL

INDIRECT

COST

CLIN 4004 Materials and Supplies CLIN 4005 Travel CLIN 4006 Equipment

SOLICITATION # DTNH22-12-R-00525

SECTION C DESCRIPTION/SPECS./WORK STATEMENT

C.1 BACKGROUND

NHTSA performs research and develops safety programs and standards in an effort to reduce the toll of deaths, injuries, and property damage from traffic crashes. Motor vehicle crash investigations play a vital role in that effort by providing support data concerning real world events to aid in the development and subsequent evaluation of these programs and standards.

The basic objectives of crash investigation and analysis include:

The determination of crash causation and rates of occurrences under all anticipated driving conditions;

The identification of injury causation and rates of occurrences under all anticipated driving conditions;

The evaluation of effectiveness of safety countermeasures, and;

The early detection of design and functional problems of the vehicle and the highway.

In order to meet its data requirements, NHTSA has been collecting and analyzing crash and related data on various levels. Collected data ranges from population data and the basic data contained in routine police traffic crash reports, to the comprehensive in-depth data contained in special reports by professional crash investigation teams. At a base level, a small number of data elements are collected on the population at large covering a large number of crashes. At a more in-depth level, hundreds of data elements are collected on a small selected number of crashes that are identified for further study. In between these approaches various other data elements, not routinely collected at the base level, are collected in order to study some specific aspect of highway safety covering a sample of crashes.

As part of the multi-level data collection and analysis system described above, NHTSA has maintained a network of three regional Special Crash Investigations (SCI) teams (Eastern, Central, Western) located around the country to provide clinical, in-depth study of selected crashes and to provide detailed investigative reports and data as a result of the studies.

C.2 PURPOSE

The purpose of this contract is to establish one of three (3) in-depth crash investigation teams in one of the three (3) geographic regions of the country for continuous in-depth study of crashes that are of special interest to NHTSA. The geographic regions are defined to include NHTSA region and states that cover the following jurisdictions:

EAST: NHTSA Region 1 - Maine, New Hampshire, Vermont, Massachusetts, Rhode Island, Connecticut.

NHTSA Region 2 - New York, New Jersey, Pennsylvania, Puerto Rico, Virgin Islands.

NHTSA Region 3 - Delaware, Maryland, District of Columbia, West

Virginia, Kentucky, Virginia, North Carolina

NHTSA Region 4 Tennessee, Alabama, Georgia, South Carolina, Florida.

CENTRAL: NHTSA Region 5 – Minnesota, Wisconsin, Michigan, Ohio, Indiana, Illinois.

NHTSA Region 6 - Oklahoma, New Mexico, Texas, Louisiana, Mississippi.

NHTSA Region 7 – Iowa, Nebraska, Kansas, Missouri, Arkansas.

WEST: NHTSA Region 8 –North Dakota, South Dakota, Wyoming, Nevada, Utah, and Colorado.

NHTSA Region 9 –California, Arizona, and Hawaii.

NHTSA Region 10 – Montana, Idaho, Washington, Oregon, Alaska.

NHTSA reserves the right to require the contractor to handle a crash investigation outside of the noted areas when the need arises.

In 1997, the SCI began utilizing the National Automotive Sampling System's (NASS) Electronic Data System (EDS) as the structure for field data collection, storage and dissemination of cases. The system was implemented to meet NHTSA’s paperless data collection efforts. SCI investigators typically collect data using notebook computers.

The EDS operates over wide area network (WAN) linked by high-speed T1 data communication lines. The WAN connects small local area networks (LAN), which are to be located at the SCI regions office, NHTSA headquarters and the Volpe Center (a DOT-operated facility located in Cambridge, Massachusetts). Frame relay lines transfer data between the LANs in the EDS.

These lines are part of the Networx network operated by the federal government. These lines are secure lines for the purpose of handling confidential SCI data and reports, before they are

SOLICITATION # DTNH22-12-R-00525

released to the public. For this reason, only one site per SCI Region may be established by the contractor under this contract.

C.3 OBJECTIVE

The objective of this contract is to provide NHTSA with timely services associated with investigating, documenting and evaluating a variety of crashes occurring in the SCI Regions listed above. These crash investigations typically involve school buses, motorcoaches, child restraint systems, new or emerging technologies in automatic restraint equipped vehicles, alternative fuel and hybrid vehicles, safety defects, adaptive control equipped vehicles, fires, crashes involving air bag deployment related fatalities and serious injuries, vehicles equipped with crash avoidance technologies, and other special interest crashes as they arise. Under this contract, the contractor shall be responsible for collecting and assessing data pertaining to these crashes. The contractor shall also be responsible for the quality control of data it submits to NHTSA’s Electronic Data System (EDS).

Specific objectives are as follows:

The contractor shall document pre-crash, at-crash and post crash circumstances and determine and describe the combination of vehicular, occupant, and environmental conditions associated with the identified crashes;

The contractor shall identify and report on all injuries resulting from the crash and associate each injury to the corresponding vehicle component or other object struck during the collision sequence;

The contractor shall determine and report on school bus or motorcoach crash configurations which produce injuries, the impact speeds involved, the positions of the occupants in the school buses/motorcoach (seated, standing, etc.), and the crashworthiness of the school buses/motorcoach involved;

The contractor shall examine and report on vehicles equipped with new or emerging technology in safety equipment to provide NHTSA with information on the effectiveness of this rapidly changing technology, and;

As needed, the contractor shall provide input on the effectiveness of the case vehicle’s performance to existing Federal Motor Vehicle Safety Standards (FMVSS) and Highway Safety Program Standards (HSPS) and /or any safety related defect.

C.4 GENERAL REQUIREMENTS

The contractor shall establish and maintain a crash investigation team capable of performing in-depth investigations of NHTSA designated crashes within the contractor’s region of responsibility (as defined in paragraph C.2). Due to the EDS and data security requirements, all proposed staff shall be located at the designated field office.

SOLICITATION # DTNH22-12-R-00525

The occurrence of such crashes and NHTSA's initiation of investigations are subject to much variability. As such, the workload is expected to vary appreciably as specific crash types are experienced and identified from the population. Using historical data and anticipating future requirements, an estimate of the total number of on-site crash investigations to be conducted, per year, for the following regions:

Eastern Region - 80 cases Central Region – 65 cases Western Region – 65 cases

The contractor shall conduct both on-site and remote investigations (as defined in Sections C.5.4.1 and C.5.4.2) on crashes as assigned by the COTR or the Alternate COTR identified in section G.7. The contractor shall be fully prepared to conduct crash investigations within 4 weeks of contract award.

C.5 SPECIFIC REQUIREMENTS

C.5.1 “Kick-off” Meeting Within two (2) weeks of contract award, NHTSA and the contractor shall participate in a “Kick-off” meeting to be held at the contractor’s office. During this meeting, the contractor shall present an oral briefing which shall include an overview of the contract’s requirements, a discussion of how the contractor will fulfill those requirements, and any other information relevant to this contract’s performance. The kick-off meeting will also be used by NHTSA personnel to discuss contract administration issues (e.g., invoice submission process, contract funding, contract modifications, etc.).

One week prior to the kick-off meeting, the contractor shall provide the COTR with a copy of any briefing material it intends to use. It is anticipated that this kick-off meeting will last no more than one day.

C.5.2 Phase-In Transition

The contractor shall implement all operational systems and subsystems at their facilities, and will make staff available to assist the Volpe Center staff with a remote setup of the computer equipment that will be shipped to them.

Each investigator involved in this Special Crash Investigation Team effort must be trained on the NASS Electronic Data System (EDS).

C.5.3 Required Capabilities

The Contractor shall have the following capabilities and areas of expertise listed below when conducting crash investigations:

SOLICITATION # DTNH22-12-R-00525

C.5.3.1 Ability to fully utilize the Microsoft Windows version of Simulating Motor Vehicle Accident Speeds on the Highway (WINSMASH) software, and prepare crash and speed reconstructions. Ability to download, analyze and assimilate the crash data output from an event data recorder into a structured report. Ability to analyze the performance of a motor vehicle component to screen for potential component defects.

C.5.3.2 Comprehensive understanding of occupant protection systems and advanced crashworthiness and crash avoidance systems and their components. Some examples are child safety seats, frontal, side and rollover protection features, active head restraints, electronic stability control, roll stability control, crash avoidance technologies, and many other advanced technologies. Air bag investigations will include researching advanced occupant protection features, occurrences of alleged inadvertent deployments, improper deployments, failures to deploy, and allegations of injury.

C.5.3.3 Medical injury identification and severity scaling.

C.5.3.4 Ability to initiate, document, and ascertain the occupant kinematics, restraint usage; Locate and substantiate the injury mechanisms

C.5.3.5 Determination of human factors precipitating the collision; Collecting witness accounts of collision.

C.5.3.6 Mechanical/Technical knowledge to determine vehicle condition, maintenance, and damage;

C.5.3.7 Technical expertise necessary to determine environmental and highway conditions, traffic control performance, and general highway safety;

C.5.3.8 Ability to fully utilize the Electronic Data System (EDS) associated with the National Automotive Sampling System (NASS) including scene documentation, vehicle damage, occupant data coding, injury coding and case quality control.

C.5.3.9 Ability to perform investigations of alleged FMVSS noncompliance and safety related defects. These may or may not be crash related.

C.5.3.10 Working knowledge and understanding of automobile, light truck, van, sport utility, and heavy truck major subsystems (i.e., hydraulic, air, and antilock brakes; steering and suspension; drive line and engine control;

seating.) Additional cases to be investigated could include vehicle fires, child safety seat performance and other issues as identified.

C.5.3.11 Familiarity with the FMVSS School Bus and Motorcoach Standards as well as issues relating to occupant protection. Ability to perform

SOLICITATION # DTNH22-12-R-00525

investigations of school bus and motorcoach crashes which may include either a crashworthiness or egress issue.

C.5.3.12 Ability to assimilate crash data into a structured case report and to prepare and submit accurate case reports in a timely manner.

C.5.3.13 NHTSA has established a widespread network for SCI crash notifications. Most cases may be identified to the contractor by the COTR. However, to assist NHTSA with fulfilling the goals of its mission, the contractor must have the ability to monitor and review media sources within its geographic region, as well as establish points of contact to be used as possible sources for identifying special interest crashes.

C.5.3.14 Ability to obtain and maintain cooperation from law enforcement agencies, insurance companies, state highway departments, motor vehicle departments, motor vehicle manufacturers, school bus operating agencies, schools, hospitals, medical examiners, and other agencies responsible for the collection of crash and related data.

C.5.3.15 Maintain up to date library of related reference materials. Some NASS materials may be available in electronic format. Ensure team has all materials and equipment necessary to perform in-depth crash investigations.

C.5.4 Investigation Performance - In-depth On-Site and Remote Investigations

The contractor is required to collect crash data utilizing the Electronic Data System (EDS). The EDS was implemented in NASS and SCI in the 1997 data collection year, and since then all data collection and storage is performed in a paperless environment. The government will provide field equipment, office computer equipment, and data communications lines at each of the SCI Region offices.

C.5.4.1 Performance of On-Site, In-Depth Investigations

C.5.4.1.1 General Information:

The contractor shall conduct On-Site, In-Depth investigations of crashes of special interest to the Agency. The COTR will designate and assign the specific cases. On-Site investigations require that the appropriate contractor personnel travel to the scene of the crash and commence their investigation at that location. An on-site, in-depth crash investigation includes gathering the appropriate field data into the Electronic Data System. The investigation may also require that additional information be gathered to determine factors that contributed to the crash. Damage severity measurement, descriptions of restraint usage by occupants and further occupant kinematics are important to these investigations. The contractor may be required to collect detailed documentation of the vehicles, the occupants, the

SOLICITATION # DTNH22-12-R-00525

roadways, traffic control devices among other information during an investigation as a result.

The field data shall be synthesized into a detailed electronic report.

The variables and attributes of the Electronic Data System are supplemented by a written report which incorporate the detailed information relevant to the crash events, speed reconstruction, restraint usage, occupant kinematics and clearly establish a link between the injury and injury mechanism.

In the investigation of these crashes, certain areas of expertise are required in each case. The level of investigation need not be the same in each case, but the expertise must be utilized to ensure thorough coverage of each area. For example, the contractor may examine the vehicle and analyze a minimal amount of data in each case to ensure that no design, engineering, or manufacturing safety defects exist. If safety defects do exist, the contractor shall delve further into the specific problems. The same holds true for the medical, human factors, vehicle, and transportation engineering areas.

Up-to-date crash investigation technology shall be utilized on a per-case-basis as determined by the COTR. This includes the use of EDS and other computer aided crash modeling and similar techniques. On-site examinations and interviews shall be followed up with autopsy reports on fatalities, and special vehicle diagnoses at engineering laboratories, as authorized by the COTR. In the investigation of each crash, particular emphasis shall be placed on the functioning of equipment components related to current and proposed Federal Motor Vehicle Safety Standards. The COTR shall be notified immediately of any evidence relating to the failure or success of such standards in the investigation of crashes and/or injuries. Potential non-compliance with the FMVSS as well as potential safety related defects shall also be immediately brought to the attention of the COTR. Highway safety standards directly related to the particular collision shall also be evaluated as to their effectiveness, non-effectiveness, or potential effectiveness (if the State has not adopted the Standard).

C.5.4.1.2 Contractor Response Time

The contractor shall initiate its investigation within 24 hours of case assignment. Within this time period, the contractor shall arrange to examine the crash scene, vehicles, and interview persons involved (e.g., occupants, pedestrians, police, fire, rescue, and hospital personnel). An Initial Contact Summary (ICS) is to be completed and transmitted to NHTSA headquarters within 24 hours of case assignment via the secure email network. The ICS shall provide a timeline of when the contractor plans to examine the crash scene and

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vehicles and interview persons involved. The report must be formatted as a secure Adobe .pdf document. Any delay shall be reported to the COTR.

C.5.4.1.3 Documentation of Scene and Environmental Data The contractor shall document environmental data and evidence associated with the crash scene into the NASS EDS. In addition, each crash scene shall be photographed and a scene diagram shall be prepared. The NASS EDS system administrator will provide image and other system specifications. The scene diagram shall be completed in an electronic format using software provided in the EDS. The Preliminary Case Summary (PCS) and Final Case Report narratives (see Section F of this contract) shall include scene and environmental information that is pertinent to the events of the crash.

The PCS is due within seven (7) days after the completion of the on-site investigation, or due within two weeks of receiving relevant information (i.e., pictures, medical information) on remote-investigations. Any delay shall be reported to the COTR.

C.5.4.1.4 Documentation of Vehicle Data

Utilizing the NASS EDS software and hardware, the contractor shall enter vehicle data into the appropriate electronic data collection forms. The contractor shall document the general vehicle information along with the specific exterior and interior vehicle data that is collected upon the vehicle inspection and evidence associated with the crash event. Utilizing the WINSMASH computer reconstruction model, perform a speed reconstruction to determine the crash severity. When applicable, download, analyze and assimilate the crash data output from an event data recorder into the report. When applicable, analyze the performance of a specific motor vehicle component to screen for potential component defects. Vehicle, WINSMASH, and speed reconstruction information shall be included into the PCS and Final Case Report narratives. The PCS is due within seven (7) days after the completion of the on-site investigation, or due within two weeks of receiving relevant information (i.e., pictures, medical information) on remote-investigations.

C.5.4.1.5 Documentation of Occupant Data Utilizing the NASS EDS software and hardware, the contractor shall enter occupant data into the appropriate electronic data collection forms for the subject occupant(s). The PCS and Final Case Report narratives must clearly describe the link between the injury and the injury mechanism, describe the restraint usage and contain a detailed description of the occupant kinematics. The PCS is due within seven

(7) days after the completion of the on-site investigation, or due

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within two (2) weeks of receiving relevant information (i.e., pictures, medical information) on remote-investigations.

C.5.4.1.6 Preliminary Case Summary Upon completion of scene, vehicle, and occupant data documentation, a Preliminary Case Summary (PCS) must be completed and transmitted to NHTSA headquarters via the secure email network.

The PCS is due seven days after the completion of the on-site investigation, or due within two weeks of receiving relevant information (i.e., pictures, medical information) on remote-investigation and must be formatted as a secure Adobe .pdf document. Any delay in transmitting the PCS after seven (7) days after completion of the on-site investigation or receiving relevant information for remote-investigations shall be reported to the COTR.

For specific report requirements, see Section F.4.

C.5.4.1.7 Documentation of Injury Data Utilizing the Injury Coding Program used for the NASS EDS, the contractor shall extract injury data from appropriate medical data and/or interview data, code the data using AIS 2005 (2008 Update) or any other NHTSA designated injury coding program/scale, and then enter the data into the appropriate electronic data collection forms for the subject occupant(s). Injury descriptions may be annotated on program mannequins as necessary to enhance the quality of the AIS 2005 injury description. The written PCS and Final Case Report narratives must clearly describe the link between the injury and injury mechanism, describe the available passive restraints and active restraint usage, and contain a detailed description of the occupant kinematics. As injury data are to be included into the PCS and Final Report narratives, due dates for PCS and Final Case narratives apply.

C.5.4.1.8 Performance of Safety Features

The contractor shall document data and evidence concerning the performance of any and all safety features (advanced occupant protection features, advanced crash avoidance features, school bus and motorcoach safety devices, child seats, etc.) associated with the crash event.

C.5.4.1.9 Final Case Report The Final Case Report is required for all cases that are not terminated early by NHTSA. * This report is due within 30 days after receipt of all documentation; this is approximately three-to-six months from the time of the case assignment. The report should include the factual findings of the PCS and any additional information obtained from official documents, medical records, and interviews. To avoid delays, medical records should be requested when the case is initially

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assigned. The contractor shall not request medical records for occupants of non-case vehicles. For specific report requirements, see Section F.4.

*The NHTSA COTR will provide notice to the contractor for cases that are required to be terminated early.

C.5.4.1.10 Digital Photographic Documentation Requirements

Note: NHTSA will provide the necessary photographic equipment.

IMAGES: Digital images (photographs) are required for all cases and must include: objects impacted during the crash sequence;

photographs of exterior vehicle damage pattern(s); documentation of any component failure; interior occupant contacts and restraint systems; and intrusions and integrity losses. Images must include, but not be limited to pre-crash trajectories, points of impact, and final rest locations; front, right, left, and rear photos of the involved vehicles;

and interior points of contact. The NASS CDS Digital Photography Guideline shall be followed (A copy of the document shall be provided upon award.)

OFFICIAL PHOTOGRAPHS: When required, the contractor shall obtain photographs or videotapes, produced by law enforcement, insurance companies, medical examiners, or media personnel that are pertinent to the investigation. Hard copy photographs from these sources shall be scanned into the electronic system to become part of the official record.

C.5.4.1.11 Briefings Requirements The contractor shall be prepared to present at least two crash investigation briefings annually to NHTSA, industry, or other interested parties, as requested by the COTR. The briefings may be in the form of Microsoft Power Point presentation and include details of the crash investigations such as scene and environmental data, exterior and interior vehicle data, occupant and injury data, and any other data requested by the COTR. The briefings will be held at NHTSA, industry offices or location determined by the COTR and communicated to the contractor.

C.5.4.2 Performance of In-Depth Remote Investigations The In-Depth Remote Investigation case report content will be a subset (based on the information available) of that required for the in-depth on-site case reports specified in section F.4.C of the contract. As the name implies, the Remote In-Depth investigations shall be conducted from the contractor’s Regional SCI offices and will not require travel to the site of the crash.

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The contractor shall gather the appropriate source documents required to provide a measure of damage severity and describe restraint usage.

The contractor shall provide a detailed description of the occupant kinematics.

The source document data shall be synthesized into a detailed electronic report. The variables and attributes of the NASS EDS are to be supplemented by a written report which incorporate the detailed information relevant to the crash events, speed reconstruction, restraint usage, occupant kinematics and clearly describes the link between the injury and injury mechanism.

Utilizing the source documents, the contractor shall determine the factors related to the crash. The level of investigation need not be the same in each case; however, certain areas of expertise are required in each case. For example, the contractor may examine the photographs of the vehicle to determine the crash events and speed change. If an estimate of the crash severity cannot be determined, the contractor shall delve further into the data to make an estimate of the damage severity.

An ICS and Final Case Report are required for In-Depth Remote Investigation following the same guidelines outlined above for In- Depth, On-Site investigations. Unless requested by the NHTSA COTR, a PCS is not required for In-Depth Remote Investigations.

C.5.5 Phase-Out Transition

At the expiration of the contract, NHTSA has the option of establishing a phase-out transition period for up to six (6) months. During this phase, no new cases shall be assigned. Efforts shall be directed to completing and submitting all remaining outstanding cases. The labor rates and other direct costs in effect at the time of the contract’s expiration will remain in effect during the phase-out transition period.

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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 2010 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 2010 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

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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.

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SECTION E INSPECTION AND ACCEPTANCE

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

This solicitation 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 address: www.acquisition.gov/far

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

X 52.246-6 Inspection - Time and Material and Labor Hours (MAY 2001)

E.2 INSPECTION AND/OR ACCEPTANCE

The COTR as designated in this contract shall be responsible for performing the inspection of all services rendered under this contract and for recommending acceptance of replacement/correction of services or materials that fail to meet the contract requirements to the Contracting Officer.

http://www.acquisition.gov/far

SECTION F DELIVERIES OR PERFORMANCE

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

This solicitation 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 address: www.acquisition.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

The period of performance of this contract shall be for a base period of thirty-six (36) months from the effective date of contract award. This contract also includes a provision whereby the Government has the right to exercise up to two (2), one-year option periods, making the total possible period of performance five (5) years. In addition, at the expiration of the contract, NHTSA has the option of establishing a phase-out period for up to six (6) months to complete and submit all outstanding cases. [See Section H.4 “Option to Extend the Term of the Contract.”]

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F.3 DELIVERABLES / MILESTONES

F.3.1 Deliverables/Milestones Schedule:

The following milestones and deliverables listed below are considered critical to the successful completion of this Contract.

ITEM

NO.

TASK NO. DELIVERABLE (D) /MILESTONE (M) DUE DATE

AFTER CONTRACT AWARD

(ACA)

1 C.5.1

Kick-off Meeting (M) Within 2 weeks after contract award

2 F.4.A Monthly Summary Progress Reports (D) 15th day of each month following the month being reported.

3 F.4.B Monthly Summary Spreadsheet (D) 15th day of each month following the month being reported.

4 F.4.C.1 (C.5.4.1.2)

Initial Contact Summary Requirements (D) Within 24 hours of case assignment.

5 F.4.C.2 (C.5.4.1.6;

C.5.4.2)

Preliminary Case Summary Requirements (D)

Within 7 days after completing the on-site investigation or within 2weeks of receiving relevant information for a remote investigation.

6 F.4.C.3 (C.5.4.1.6)

Final Case Report Requirements (D) Within 30 days after receipt of all documentation.

7 F.4.C.4 (C.5.4.1.9)

Case Summary Requirements for terminated cases (D)

Within 72 hours of termination notification from COTR.

F.3.2 Place of Delivery:

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

Item No.

Address

2 - 7

Department of Transportation National Highway Traffic Safety Administration (NVS-XXX) Attention: TBD at Contract Award 1200 New Jersey Avenue, S.E., Rm. W53-XXX Washington, DC 20590 Telephone: (202) 366-XXX E-mail: TBD@dot.gov

Department of Transportation National Highway Traffic Safety Administration Office of Acquisition Management Attention: Sherese Gray, Contract Specialist 1200 New Jersey Avenue, S.E., W51-121 mailto:TBD@dot.gov

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Washington, DC 20590 Telephone: (202) 366-3998 E-mail: sherese.gray@dot.gov

F.4 REPORTING REQUIREMENTS

A. Monthly Summary Progress Reports The contractor shall furnish a monthly narrative-type progress report (indicating contract number, title and time period) which shall include concise statements covering activities relevant to the effort and shall include, as a minimum, the following:

1. Accomplishments and significant occurrences. The report should include a listing of current investigations and other activities performed during the reporting period (i.e.

case report submissions, problems encountered).

2. Identification of any problems encountered that would affect the completion of the contract within the budget requirements set forth in the contract, together with recommended solutions to such problems.

3. Identification of any delays in submitting, in a timely manner, the ICS, PCS and Final

Case Report of current investigations. Refer to Deliverables/Milestones Schedule table in section F.3. for submission requirements.

4. Specific action that the contractor would like to undertake to alleviate a problem(s) identified in the progress report.

5. What is planned for accomplishment during the next reporting period?

6. A graphical display clearly and accurately showing the level of effort performed to date (by contract year) and funds expended against the contract year’s totals as stipulated in Section B of the contract.

7. Identify any steps taken or procedures enacted to ensure efficient utilizations of funds.

B. Monthly Summary Spreadsheet Each monthly progress report shall be accompanied with a Microsoft Excel spreadsheet, updating the total expenditure by case or other authorized expenditures, as well as other information outlined in the tables below. The required spreadsheet shall follow the format example as shown below. An electronic version of the spreadsheet is available upon request and will be provided upon contract award.

mailto:sherese.gray@dot.gov

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A B C D E F G H I J K L

1 DTNH22-12-C-xxxxx 2 Special Crash Investigations M onthly Report Graphic Base Period ( Year 1)

3 Case Number

Type of Case

Investigation Level

Date Assigned

Submission Dates Labor Hours

Extended Amount (Labor Costs) 4 ICS PCS Final Edits

Program Mgr Investigator Clerical

M N O P Q R S T

2 Base Period ( Year 2) Base Period ( Year 3)

3 Labor Hours Extended Amount (Labor Costs)

Labor Hours Extended Amount (Labor Costs) 4

Program Mgr Investigator Clerical

Program Mgr Investigator Clerical

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U V W X Y Z AA AB

2 Option Year 1 Option Year 2

3 Labor Hours Extended Amount (Labor Costs)

Labor Hours Extended Amount (Labor Costs) 4

Program Mgr Investigator Clerical

Program Mgr Investigator Clerical

AC AD AE AF AG AH

2 Other Direct Costs - All years Total Cost

Extended Costs

Labor and Direct Cost 4 Travel Materials Training Other

5 $0.00 6 $0.00 7 $0.00 8 $0.00 9 $0.00 10 $0.00

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C. SCI Specific Reports A summary of the reporting requirements for the SCI program is as follows.

1. Initial Contact Summary (ICS)

For on-site and remote investigations, an ICS is to be completed and transmitted to NHTSA headquarters within 24 hours of case assignment via the secure email network. The report must be formatted as a secure Adobe .pdf document. The report serves to inform NHTSA employees of case initiation and specifics of the crash being investigated. Report requirements are contained in the SCI Procedures Manual (A copy of the manual shall be provided by the COTR upon award.)

2. The Preliminary Case Summary (PCS) The Preliminary Case Summary is to be completed and transmitted to NHTSA headquarters within seven (7) days after completing an on-site investigation, or due within two (2) weeks of receiving relevant information (i.e., pictures, medical information, etc.) on remote investigations via the secure email network. The report must be formatted as a secure Adobe .pdf document. Report requirements are contained in the SCI Procedures Manual (A copy of the manual shall be provided by the COTR upon award.)

3. The Final Case Report

For on-site and remote investigations, a draft of the completed final case report shall be completed within thirty (30) days after receipt of all documentation (e.g. medical records.) NHTSA headquarters is to be notified via the secure email network that the case has been completed and the final report is attached Special Crash Investigations Management Information Systems (SCIMIS). The report must be formatted as a secure Adobe .pdf document. The final case report includes the variables and attributes of the (EDS) and a detailed written report. The final written case report must include the crash events, speed reconstruction, restraint usage, and occupant kinematics and clearly describe a link between the injury and injury mechanism. The final report is reviewed by several NHTSA offices prior to publication. Only the final report will be made available to the public by NHTSA on the NHTSA web page.

Report requirements are contained in the SCI Procedures Manual (A copy of the manual shall be provided the COTR upon award.)

4. Case…