Attachment_J.16_General_Requirement_8_CRSS_PSU_Operations_and_Coding_Center_Hypothetical_Task_vl _04-18-2014.docx

Request for Proposal, Hypothetical Task Order 8 DTNH22-14-R-00002 Attachment J 16 General Requirement 8 CRSS Coding Center and PSU Operations Hypothetical Task

NOTE:

This Hypothetical Task Order is provided for evaluation purposes only and does not represent any currently known nor future requirement. Any actual Task Order Requirement will be communicated to the Contractor as a Task Order Request for Proposal after contract award.

PART I – THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

The Contractor shall furnish the necessary qualified personnel, facilities, materials, supplies, equipment, and services to execute a Cost Plus Fixed-Fee Task Order in accordance with the Statement of Work, Section C, and other terms and conditions of this Task Order.

B.1.1 TASK ORDER TERM

The Task Order Term will be a period of sixty months (60) months from the effective date of award.

B.2 Estimated Total Cost The Estimated Total Cost Not-to-Exceed (NTE) ceiling amount for this Task Order is as follows:

Estimated Cost: $________________ Fixed Fee: $________________ Total Cost Plus Fixed Fee: $________________

Of this amount, $X,XXX,XXX.XX is currently available and is estimated to defray the costs of performance from the effective date of award through XX/XX/XXXX or the end of performance of the Task Order.

The Contracting Officer may increase the current amount of Federal funds at any time, subject to available appropriations, without concurrence from the Contractor. The Contractor shall not incur costs to be charged to NHTSA, nor shall NHTSA be obligated to reimburse the Contractor in excess of the Federal funds available under this Task Order.

B.3 PRICE SCHEDULE

B.3.1 PRICE SCHEDULE

(End of Section B)

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 BACKGROUND

The National Highway Traffic Safety Administration (NHTSA) is charged with the responsibility of reducing the personal and property losses resulting from motor vehicle crashes. Many sources of information are needed to permit researchers to adequately measure the characteristics of the highway safety environment. NHTSA data are essential to reducing the human and economic cost of motor vehicle crashes. NHTSA’s various data systems are the only source of real-world crash data for conducting basic research, identifying problem areas, developing effective countermeasures, identifying program and rulemaking needs, developing and evaluating programs, rules, and standards, evaluating new technologies, and providing information to accurately assess and allocate grants for reducing crashes.

In the late 1970s, NHTSA’s National Center for Statistics and Analysis (NCSA) devised a multidisciplinary approach to meet the data needs of our end users that utilizes an efficient combination of census, sample-based, and existing State files to provide nationally representative traffic crash data on a timely basis. NHTSA's NCSA operates data programs consisting of records-based systems (crash records recoded for uniformity) which include the Fatality Analysis Reporting System (FARS) and the National Automotive Sampling System General Estimates System (NASS-GES); and detailed crash investigation-based systems which include the National Automotive Sampling System Crashworthiness Data System (NASS-CDS) and the Special Crash Investigations (SCI) program.

The Fatality Analysis Reporting System (FARS), established in 1975, is a data collection system that provides a census of all fatal traffic crashes in the United States. FARS data provides support for most of the traffic and highway safety programs aimed at reducing the number of fatalities on the Nation’s highways and are extensively cited in legislative, enforcement, and educational programs. These data are collected on a purely voluntary basis through cooperative agreements between NHTSA and each of the 50 States, the District of Columbia, and Puerto Rico.

The FARS crash data files contain about 140 coded data elements characterizing the crash, vehicles, and people involved. Data on crashes must be compiled separately, by State, from multiple-source documents (police accident reports and medical service reports) and State administrative records (vehicle registrations and drivers’ licenses). NHTSA trains State staff and supervises the coding of the myriad data elements from each State into the common format of standard FARS data collection forms. Training procedures for each State must focus extensively on the detailed content and form of the State systems for compiling police accident reports and other records. These systems often differ between States. Some data items are available from multiple sources within a State, which facilitates cross-checking information for accuracy. The final data set is then entered into the standardized database for uploading to NHTSA.

In 1977, the National Automotive Sampling System (NASS) (known then as the National Accident Sampling System) was begun with contract awards to ten Primary Sampling Unit (PSU) research teams and two quality control Zone Centers. The system grew to a complement of 50 PSUs and four Zone Centers in 1981.

In 1986, the program was reviewed by NHTSA and other organizations to assess its usefulness, efficiency, and statistical precision. It was determined that modifications were needed in case selection, data set definition, and PSU strata distribution. As a result, in 1988, NASS was divided into two systems: Crashworthiness Data System (NASS-CDS) and General Estimates System (NASS-GES). NASS-CDS focused on the crashworthiness of passenger cars, light trucks, and vans involved in crashes and damaged enough to be towed. NASS-GES, on the other hand, collected limited data on other highway crashes in order to produce general estimates. From 1991 until 2016, NASS-CDS has and will include 24 data collection sites, also known as primary sampling units (PSU), located in 17 states with two quality control Zone Centers. NASS-GES includes an additional 36 PSUs located in 9 additional states. All NASS-CDS and NASS-GES PSUs are currently established and functioning.

Each PSU team collects certain information from traffic-police accident reports (PARs), which will be used to generate estimates of the nation's highway crash experience. The PARs are the only source of information for the NASS-GES. The NASS-GES is the sole source of national estimates statistics on police-reported injuries other than fatalities. The NASS-CDS obtains police reports that include passenger vehicles that are towed due to the severity of the damage and have a high potential for major injury will generally be selected for full investigation. The investigation of each case includes interviewing drivers and occupants, inspecting scenes and vehicles, reviewing official medical reports, and reconstructing crash dynamics. Crashworthiness information will be entered into electronic data files and subject to review by quality control contractors and NHTSA.

For NASS-CDS, the Contractor enters information from each investigation into an electronic file. Photographs are taken using digital cameras that allow the information to be readily entered into computers for storage and clinical review. After completion and quality review of all cases, NCSA prepares an annual analysis file for public use that includes case weighting factors. All personal identifiers are removed from electronic files to protect the privacy of the individuals involved. These NASS files, in conjunction with other data systems, provide the detailed and reliable information with which NHTSA and other motor vehicle research organizations can identify safety problems, monitor trends, assess proposed standards and countermeasures, and evaluate those already in effect.

Since its design in the 1970’s, NASS has never been fully funded to collect data from the originally planned 75 data collection sites. At the same time, the data needs of the transportation community have increased and significantly changed over the last three decades. For example, the primary focus of the original NASS design was to enhance crashworthiness by providing detailed information about crush damage, restraint system performance and injury mechanisms. In recent years, however, the transportation community has been increasingly more interested in adding data elements related to what happens before a crash and related crash avoidance safety countermeasures. The scope of traffic safety studies has also been expanding. With the substantial reductions in passenger vehicle fatalities, more data is needed for the vehicle types that NASS-CDS currently does not collect detailed data on, such as those involving large trucks, motorcycles, and pedestrians.

Recognizing the importance as well as the limitations of the current NASS system, NHTSA is undertaking a modernization effort to upgrade our data systems by improving the information technology infrastructure, updating the data we collect and reexamining the sample sites. The goal of this overall modernization effort is to develop a new crash data system that meets current and future data needs. This statement of work applies to several data acquisitions systems, record-based data collection and investigation-based data collection. The record-based data acquisition process will produce general trends and be referred to as Crash Report Sampling System (CRSS). The investigation-based acquisition process will focus on follow-on passenger vehicle crashes and will be referred to as the Crash Investigation Sampling System (CISS).

CRSS and CISS data collection sites will be selected independently. Independent means that the new CISS PSU sites will not be a subsample of the new CRSS PSU sites or vice versa. By chance, it is possible that some of the new CISS sites and new CRSS sites will be located at the same location.

CISS and CRSS will be referred to as the Crash Data System (CDS).

This hypothetical Task Order will provide for CRSS Coding Center and PSU Operations for the 51 Crash Report Sampling System (CRSS) sites listed in Table 1. Table 2 is the implementation order of CRSS locations for future phases of this program.

Table 1

CRSS PSU Site Number

CRSSState CRSS PSU County

Table 2

CRSS PSU Site Number

CRSSState CRSS PSU County

Glossary of Terms and Abbreviations

C.2 OBJECTIVES

The objective of this Contract is to provide timely, efficient, effective support to NHTSA, and its partners, in the management of the NHTSA Crash Data System. This Statement of Work describes the responsibilities for the CRSS Coding Center and PSU Operations. The activities include coding 50,000 CRSS cases per year and operating 51 CRSS PSUs.

C.3 PURPOSE

The purpose of this Hypothetical Task Order is to acquire services to operate the Coding Center and PSUs for the Crash Report Sampling System to enhance and execute a cohesive program and quality evaluation support:

1. To ensure timeliness, accuracy, consistency, and completeness in coding and data entry among all coding staff,

2. To ensure proficiency in the use of information retrieval tools, and

3. To maintain and continue the work of harmonization of NCSA Data Collection Systems and their adherence to national standards.

C.4 SPECIFIC REQUIREMENTS (SR)

The Specific Requirements listed below expand on this contract’s General Requirements are provided to the Contractor for informational purposes only. For other than the minimum obligation of the government as identified in Section B.2 of this contract, the government is not obligated to fund, nor is the Contractor obligated to perform any work under this contract unless stated so in executed Task Orders.

C.4.A through C.4.B.7 - Not used in this hypothetical task

C.4.B.8 CRSS PSU and Coding Center Operations

This task requires the collection of police-reported traffic crashes and injuries for all motor vehicles. A general estimates data file under the Crash Report Sampling System (CRSS) is produced from PARs selected from police jurisdictions. The sampled police accident reports are submitted by the contractor to a records-based resource center where the PARs are processed and coded into the general estimates data file.

C.4.B.8.1 Establish Records-Based Resource Center Within the timeframe specified in the awarded Task Order, (expected to be four (4) weeks of Task Order award), the Contractor shall establish a facility for the records-based operation.

The office space shall be sufficient to accommodate all staff members as well as provide space for processing and storing PARs. The office space shall include a climate-controlled area for computers and other environmentally sensitive hardware, which may be used in the future. Requirements for computer communications will be specified by NHTSA which may include a dedicated computer line. The Contractor shall be responsible for installation of communication lines to connect to the internet which is used for the electronic data entry system. The Contractor is responsible for the installation of high-speed internet and (backup) mobile connectivity.

The Contractor shall acquire (purchase, rent, lease, or received as Government Furnished Equipment (GFE)) and maintain the facilities, equipment, and supplies needed to accomplish this work. Within the timeframe specified in the awarded Task Order, (expected to be six (6) months after Task Order award) , the Contractor shall prepare a Form HS 324 listing all property valued over $500 acquired for use under this contract and mail that form to NHTSA. The Contracting Officer’s Representative (COR) shall be consulted before major equipment is acquired to ensure its suitability and best source for supplies.

C.4.B.8.2 Establish Records-Based Resource Center Staff Within four (4) weeks of contract award, the Contractor shall hire staff for the resource facility.

The Contractor shall appoint a Resource Center Manager. The Resource Center Manager should have experience in the management of data collection and coding studies and have an educational background in the fields of, behavioral or physical science or business (systems) management. The Contractor shall also obtain personnel to serve as data coders, site visitors, and case review specialists. These individuals should have experience in coding and interpreting complex information from police crash reports.

All proposed Resource Center personnel shall be thoroughly familiar with, but not limited to, CRSS coding conventions, case review processes, CRSS PSU operations, and the management and communications processes within CRSS. The manager and staff shall have demonstrated capability to technically manage geographically scattered operations and to effectively administer crash data collection and coding systems. They shall have experience in various performance evaluation systems for such dispersed operations.

All Resource Center personnel hired for this contract shall pass a local Department of Motor Vehicles (DMV) driver record check as well as a Department of Transportation (DOT) background check because of access to sensitive data. Failure to successfully pass a DMV driver record and DOT background check may affect participation in CRSS. The DOT background check will be performed at no cost to the Contractor.

C.4.B.8.3 Establish CRSS PSU Staff Within the timeframe specified in the first Task Order, (expected to be eight (8) weeks after Task Order award) the Contractor shall hire qualified personnel to fill positions for CRSS field sites.

It is preferred that PSU staff at the CRSS locations have sufficient background and/or training to perform the PAR listing and sampling procedures and be able to deal effectively with police officials. If not, training will be provided by NHTSA. The Contractor shall be responsible for ensuring that the sampling process is not interrupted during the replacement of departing employees or training of new employees.

Depending on the CRSS location, some PSU staff positions at the 51 PSUs may be part-time.

Separate offices are not required for CRSS PSUs. A dedicated computer line shall be established for computer communications. The Contractor is responsible for installation of communication lines to connect to the wide area network used for the electronic data collection system. At a minimum, each CRSS site shall have broadband or DSL access.

The staff at CRSS PSUs shall provide their own local transportation for sampling. Staff shall be reimbursed for “on-the-job travel” in accordance with the Federal Travel Regulations (FAR) 48 CFR Part 31.

All CRSS PSU personnel hired for this contract shall pass a local Department of Motor Vehicles (DMV) driver record check as well as a Department of Transportation (DOT) background check because of access to sensitive data. Failure to successfully pass a DMV driver record and DOT background check may affect participation in CRSS. The DOT background check will be performed at no cost to the Contractor.

C.4.B.8.4 Area Documentation Within the timeframe specified in the first Task Order, (expected to be six (6) weeks after Task Order award the Contractor shall document area characteristics with particular emphasis on those police jurisdictions that have been selected for CRSS sampling. The required information shall include, but is not limited to, those items listed in Attachment 2 of Section J. Area documentation shall be available at the CRSS Resource Center facility and a copy provided to the COR.

Many police jurisdictions are concerned about access to their PARs and the potential for disruption of their normal police activities. Special emphasis should be placed on problems that are unique to each PSU. Problems related to collecting PARs, obtaining, and maintaining cooperation shall be documented in detail. Special attention shall be required regarding electronic PARs.

C.4.B.8.5 Gain Cooperation of Local Officials One of the most important responsibilities for the field staff is the establishment and maintenance of community cooperation. The Contractor shall determine which area police agencies report traffic crashes. The information shall be maintained at the CRSS Resource Center facility with copies sent to NHTSA. State and local statutes shall also be documented when they relate to highway safety or privacy issues.

Within three (3) weeks after hiring staff, the appropriate CRSS Resource Center personnel shall visit, if necessary, each CRSS PSU to advise and assist their PSU staff in gaining the cooperation of local police agencies.

The Contractor shall be responsible for negotiating and documenting cooperation agreements with each police agency. Copies of these agreements shall be kept on file at the CRSS Resource Center facility and copies made available to the COR. In order to properly operate within the PSU, the field staff shall have permission to: obtain electronic traffic crash reports; scan all traffic crash reports; and photocopy selected reports for further investigation, paying a fee if necessary. The Contractor is responsible for documenting any changes in police jurisdiction responsibilities that may affect PAR collection and submitting those changes to the COR. Changes in local statutes that relate to highway safety, cooperation or privacy issues shall also be documented and submitted to NHTSA.

The Contractor should recognize that periodic modifications to sampling protocol might require substitutions in the specific agencies that are included in PAR collection activities. New agreements, therefore, shall be negotiated within ninety (90) days after such changes and submitted to the COR.

C.4.B.8.6 Maintaining Community Cooperation Throughout the duration of the contract, the Contractor shall solicit continued cooperation with all local police officials in each CRSS PSU. The Contractor shall expand upon and improve formal agreements with a goal of achieving 100% cooperation.

The Contractor shall become thoroughly familiar with the character and local circumstances of each PSU. The Contractor shall obtain a copy of all area documentation, pertinent maps, and state laws that may affect PAR collection activities. The Contractor shall document and notify the COR immediately of any problems that may affect cooperation.

C.4.B.8.7 PAR Collection The CRSS sampling is a simple process that is completed for each NHTSA-designated police jurisdiction. With the local police jurisdiction’s approval, this sampling process permits CRSS PARs to be collected at the time of sampling. If PARs cannot be obtained immediately, they are obtained on the next regular sampling visit to the jurisdiction. It usually is not necessary to make a special visit to any jurisdiction to obtain CRSS PARs.

One copy of each selected PAR, together with sampling materials, shall be sent on a predetermined schedule approved by the COR to the CRSS Resource Center facility for registration, verification, review, and approval. The CRSS PSU staff shall require no additional data collection or variable coding. There will be additional mailing and record keeping costs and, if local conditions require, some additional PAR copying charges. The PARs selected for CRSS will report on all types of crashes and all severities. NHTSA will provide detailed instructions on listing, stratifying, sampling, copying, mailing, and record keeping.

C.4.B.8.8 Site Visits The CRSS Resource Center staff shall monitor the operation of all the CRSS sites. The appropriate CRSS Resource Center staff shall conduct one (1) site visit each year to all CRSS PSUs to observe, diagnose, and correct sampling problems. If problems are discovered such as incorrect sampling, late submissions, or police cooperation difficulties, an additional visit may be required with approval of the COR.

C.4.B.8.9 PAR Processing

It shall be the responsibility of the CRSS Resource Center staff to process and code CRSS PARs. This processing shall include, but not be limited to: PAR registration, PAR inventory, sampling verification and, PAR approval.

C.4.B.8.10 PAR Coding The CRSS Resource Center shall be responsible for the data coding of 120 elements on 50,000 selected CRSS PARs from the specified locations by NHTSA. All staff responsible for coding CRSS PARs shall attend new analyst training, participate in scheduled system-wide trainings, and any periodic webinars specified by NHTSA. The location and dates for these trainings will be specified by NHTSA.

Hard copies and/or electronic copies of the selected CRSS PARs will be sent to the CRSS Resource Center by a method to be determined by NHTSA. The list of NASS-CRSS elements can be reviewed from the GES users and data coding manuals (available on the Internet at: http://www.nhtsa.gov or http://www-nrd.nhtsa.dot.gov/cats).

An electronic data entry system will be furnished by NHTSA for coding of the CRSS data variables. A schedule for disposal of PARs will be determined by NHTSA.

C.4.B.8.11 PSU Training The CRSS Resource Center shall provide training when replacement personnel are hired at CRSS PSUs. As the need arises, a two-day training session shall be conducted at the Resource Center facility or a facility nearest to the CRSS PSU with approval by the COR. The training curriculum shall be developed by the Contractor in consultation with the COR prior to conducting the actual training.

C.4.B.8.12 Reporting Procedures

C.4.B.8.12.1 Monthly Progress Report The Contractor shall submit a monthly progress report to their respective COR, and NHTSA Contracting Officer within fifteen (15) days following the month being reported. The monthly progress report shall include, but not limited to; actions occurring during the reporting month; actions anticipated for the coming month; any problems (either programmatic or contractual) encountered during the reporting month and corrective actions taken; any actions requested of the Resource Center and NHTSA; and, any significant cost-savings measures taken by the Contractor during the reporting month.

C.4.B.8.12.2 Financial Report Labor distribution by task, labor summary, and details of expenditures shall follow the format specified by NHTSA for all PSUs. A separate report of contract financial expenditures for reimbursement shall be prepared and submitted for each PSU. Invoice payments may be delayed if the Contractor submits late or unacceptable monthly progress reports. Some reasons for rejecting these reports include: incomplete description of work performed during the reporting period; incorrect spelling and grammar; failure to address problems encountered during the reporting period and corrective actions taken; and, failure to provide complete and accurate financial reporting information.

C.4.B.8.13 Protection of Privacy In the course of collecting, reviewing, and processing data, Contractor personnel will have access to sensitive information concerning people connected with the cases under research. It is essential that the privacy of this information be maintained. Only Contractor personnel and individuals authorized by NHTSA shall be permitted access to case information. Police crash reports and other sensitive information shall not be left out where they may be viewed by unauthorized personnel. Sensitive information shall be stored in locked filing cabinets or a secure portion of the PSU facility when not in use. After receipt of a case has been confirmed by the Resource Center Manager, all PSU files for that case shall be destroyed within thirty (30) days. All requests for case information from outside your authorized Zone Center shall be referred to NHTSA.

(End of Section C)