Attachment_J.17_General_Requirement_9_CRSS_Training_Hypothetical_Task_vl _04-18-2014.docx

Request for Proposal, Hypothetical Task Order Number 9 DTNH22-14-R-00002 Attachment J 17 General Requirement 9 CRSS Training 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 Task Order will provide for CRSS Training and maintenance of manuals, forms, and edit checks.

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 CRSS Training responsibilities. The activities include administration and development of new analyst and system-wide training, and production and maintenance of coding manuals and edit checks.

C.3 PURPOSE

The purpose of this Hypothetical Task Order is to acquire services to provide training, maintenance of manuals, forms, and edit checks 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.8 - Not used in this hypothetical task

C.4.B.9 - CRSS Training

C.4.B.9.1 FARS / CRSS New Analyst Training

The Contractor shall be responsible for the administration and development of the Fatality Analysis Reporting Systems / Crash Report Sampling System (FARS / CRSS) New Analyst and Coder Training and annual System-Wide training. In administering the new analyst training, the Contractor shall provide a draft training plan four (4) weeks after the start of each contract year. The final training plan shall be submitted two (2) weeks after COR review and approval. The training plan shall be based on the following requirements:

· Training should be scheduled up to two (2) times a year. Analyst and Coder turnover will provide the main body of candidates for New Analyst Training. It is preferred that there are between twelve (12) to twenty (20) students signed up in a given training class. A New Analyst class session is envisioned to require three (3) days.

· Coordinating with the COR, the Contractor shall track the demand for a session in order to make a decision to develop the training content, prepare for training delivery, conduct all logistics, and present training. The Contractor shall notify the COR two (2) months before training class with weekly updates regarding the number of class participants and required training materials. If the demand is less than ten (10) attendees, NHTSA may cancel the training.

· The Contractor shall provide an ongoing basis updated student training materials.

· The Contractor shall consult with the COR prior to beginning substantive work on any course revisions or modifications. Minor changes and individual course specific modifications shall be submitted to the COR sixty (60) days before training class for review and approval by the COR. Any permanent changes in the course objectives, method of presentation or course materials must be documented in writing and submitted to the COR for approval.

· The Contractor shall supply staff to NHTSA for each training session.

· The Contractor shall furnish NHTSA with any updated materials thirty (30) days before training class to allow for reproduction and assembling of course materials.

C.4.B.9.2 FARS / CRSS System-Wide Training Currently, as part of a program of FARS / CRSS Analyst and Coder training, the System-Wide Training (SWT) annually brings together the entire national FARS / CRSS system, invited trainers and observers interested in the technical aspects of FARS / CRSS data acquisition, interpretation, coding, transmittal and file construction. The FARS / CRSS System-Wide Training is essentially an opportunity for delivery of refresher training, topic review, policy updates and modified coding guidance to the entire FARS / CRSS system at one time.

The national FARS system includes FARS Analysts, their Supervisors, NHTSA Regional Office representatives and NHTSA Headquarters personnel. The national CRSS system includes CRSS Data Coders, CISS Zone Center Team Managers, NHTSA COR, and Headquarters personnel. The System-Wide Training is currently conducted annually in early December.

The Contractor shall recommend topics to be presented at the FARS / CRSS System-Wide Training (SWT). The Contractor shall submit a draft FARS / CRSS training and logistic plan two (2) months prior to the SWT to the COR. The draft SWT plan shall include training presentations, study results, and future plans. The COR will review and comment on the SWT draft plan within two (2) weeks of receipt. Final FARS / CRSS SWT plan shall be submitted to the COR six (6) weeks prior to SWT. Upon approval by the COR, the Contractor shall develop and present these topics at the SWT. The Contractor shall also conduct training in various coding topics (to be provided by the COR) as well as present study results and plans for the future. The final SWT presentations shall be submitted to NHTSA four (4) weeks before the training class.

C.4.B.9.2.1 Logistics The Contractor shall be responsible for the logistics of conducting the annual FARS / CRSS System-Wide Training. Coordination of logistics shall include, but is not limited to: the coordination of site and hotel selection; the notification of participants; the production of name tags for attendees; the production of the final program; obtaining audio – visual equipment in support of System-wide Training; and, organizing hotel logistics.

C.4.B.9.3 Development and Maintenance of Automated Lessons The Contractor shall, based on developments, results and observations in other tasks, provide a proposal of recommendations for enhancing or adding training content to the existing automated training modules to include both FARS and CRSS.

C.4.B.9.4 Additional NCSA Training The Contractor shall propose plans for developing and delivering additional NCSA training or respond to requests from the COR for additional training, such as the following:

· Data systems training tailored and directed to management level personnel including researchers and FARS/ CRSS data users; and,

· Training developed for other NCSA data systems or topic areas including systems overviews / introduction presentations.

This additional training may be proposed for live classroom format, computer-based training, web training, printed media, self-contained audio/video presentation or a combination as judged appropriate by the COR and supported in the Contractor’s proposal. A draft and final plan for developing and delivering NCSA training shall be submitted by the Contractor to the COR annually.

Refer to the awarded Task Order for specific due dates.

C.4.B.9.5 Produce and Maintain Content of FARS / CRSS Coding and Validation Manual and Analytical Users’ Manual

C.4.B.9 5.1 FARS / CRSS Coding and Validation Manual A key tool in the NCSA data collection systems is the FARS / CRSS Coding and Validation Manual. This is the chief document for describing the specific data elements and their values in FARS / CRSS and records the major guidelines for coding these elements. Computer system edit checks are also included in this document. Further, this document forms the basis of the annual specification for the FARS / CRSS Microcomputer-based Data Entry (MDE) system. This is the system used by all sites to enter and transmit data to the central file.

The manual shall be updated by the Contractor annually and distributed to NHTSA Headquarters, CRSS personnel. Additional copies are retained by Headquarters for public distribution. Updates are required for revised coding instructions, revised system edit checks, changes to data elements, and changes to manual format, all of the above.

The manual is intricate in that any edit check must appear under every element to which its text refers as well as in the index of edit checks. There is also an element locator code displayed in the upper right of each page as well as regular consecutive page numbers alternating in the lower right and left of the pages. The Contractor shall ensure the systems of locator codes accommodate both FARS and CRSS whose data sets are not identical.

The Contractor shall maintain a compilation of all changes to the current year coding manual as submitted by the COR, through the CODING ASSISTANCE PROGRAM, or through other channels. These proposals shall be considered for inclusion in the following year’s manual.

Experience has shown that, in general, it is too ambitious to expect that major changes be incorporated into the following year’s manual and data collection system. Major changes include the addition of new elements and overhauls of existing ones. The Contractor shall consider these major changes for inclusion no earlier than two editions after the current manual.

The Contractor shall review all proposed changes with the COR by August 1st of each year. The COR will approve or reject proposed changes by August 31st of the same year.

The Contractor shall incorporate all approved changes into a draft of next year’s manual and deliver this draft manual to the COR by no later than November 18th of each year. The COR will review the draft and supply comments to the Contractor by November 23rd of each year.

The Contractor shall incorporate the COR's comments and deliver a photo-ready copy to the COR by December 5th of each year.

C.4.B.9.5.2 FARS / CRSS FARS Analytical Users’ Manual and CRSS Analytical Users’ Manual The Analytical Users’ (AU) Manuals are maintained for the end-users of the SAS files created from the raw master file data entered by FARS Analysts and CRSS Coders. The AU Manuals contain the major guidelines for using the specific SAS data elements and their values. The Contractor shall perform the following tasks at a minimum:

· Review and study the current year’s AU manual and the corresponding year’s coding manual for FARS to gain understanding of the database. Make notes and recommendations if applicable and produce the FARS AU Manual. The format will be comparable to the CRSS AU Manual.

· Review and study the current year’s AU manual and the corresponding year’s coding manual for CRSS to gain the understanding of the database, including the ‘translation rules’ developed for SAS tables. Make notes and recommendations if applicable. Produce the CRSS AU Manual.

· Review the structure and changes of FARS and CRSS to gain familiarity with the variable names, definitions, attribute numbering, and mappings between FARS and CRSS variables; report to COR or Task Manager on any anomalies, discrepancies, or disturbances detected.

· Document the changes by variable and data system (FARS and CRSS).

· File exercises and test runs as determined in consultation with COR or Task Manager during the quality control process on the data files, using the SAS specifications as the guidelines.

· Submit draft FARS and CRSS AU Manuals for Headquarters review;

· Produce as separate documents with similar format, showing variables and attribute definitions from past years and to current.

· Review comments from Task Manager on drafts and incorporate as needed.

· Produce the final documents in Microsoft Word and PDF.

C.4.B.9.6 Produce and Maintain FARS Coding Forms NHTSA provides standard coding forms to FARS analysts. These forms are needed to manage and record data on cases to be entered into the FARS files via the MDE system. Currently, there are six (6) types of forms; the Crash Level, the Vehicle Level, the Driver Level, the Pre-Crash Level, the Motor Vehicle Occupant Person Level, and the Not A Motor Vehicle Occupant Person Level. Only one (1) Crash Level form is filled in for each case. The number of the other forms per case varies as the number of properly included vehicles, drivers and persons varies per case. These forms shall be kept current by the Contractor to accommodate changes in the data collection system. As a minimum, elements with preprinted dates and the date of the forms themselves must be updated annually.

Each of the six (6) forms is currently designed to fit an 8½” x 11" sheet of paper. A reduced facsimile of each form appears in the FARS Coding and Validation Manual as an exhibit.

C.4.B.9.7 Develop and Maintain Edit Checks The Contractor shall maintain the FARS / CRSS MDE edit checks.

On an annual basis, the Contractor shall develop a compilation of all changes and additions to the then current edit checks necessitated by the annual changes to the Coding Manual and MDE system. These new and changed edit checks shall be considered for inclusion in the following year’s manual and an approved final compilation developed. This final compilation forms a major component of the annual specification for the FARS / CRSS MDE system. Final approval on all such changes and additions will be provided by the COR.

On an on-going basis, the Contractor shall maintain and monitor the MDE system edit checks throughout the year to respond to data entry anomalies reported from the field, remedy discovered weaknesses “loopholes” in error checking, and accommodate unanticipated late adjustments to the Vehicle Table.

These issues and proposed remedies shall be discussed with the COR. The Contractor shall devise new or revised edit checks to address the issues and provide them to the COR for review and approval.

The Contractor shall prepare MDE Specification Modification Requests for each involved edit check and shall submit them to the COR for review and approval.

The Contractor shall compile these new and revised edit checks for inclusion in the next year’s Coding Manual and MDE system.

C.4.B.9.8 CRSS Training Reporting Procedures

C.4.B.9.8.1 CRSS Training Monthly Progress Report For the active Task Order, the Contractor shall submit a monthly progress report to the 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 NHTSA; and, any significant cost-savings measures taken by the Contractor during the reporting month.

C.4.B.9.8.2 CRSS Training Financial Report Labor distribution by task, labor summary, and details of expenditures shall follow the format to be specified later by NHTSA for training development activities. Financial reporting for Contractor expenditures shall be separate from other financial reports. 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.

(End of Section C)