Attachment_J.9_General_Requirement_1_CISS_Zone_Center_Operation_Task_vl _04-18-14.docx

Request for Task Order Proposal DTNH22-14-R-00002 Attachment J.9 General Requirement 1 CISS Zone Center Operation

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 (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 crash research, PAR collection, coding, quality control, training, and technical guidance at numerous sites listed in Tables 1, 2, and 3. Tables 1-3 represent the first three phases of the locations to be implemented in the Crash Investigation Sampling System (CISS) process. Table 4 is the list of CISS locations for future phases of this program. This Task Order will award two (2) contracts, one for the operation of twenty-four (24) CISS sites and one for the operation of the CISS Zone Center. The 24 CISS sites will be awarded in three phases as shown in Tables 1-3.

The implementation schedule of the three phases will be specified by NHTSA after award of these Task Orders.

Table 1

Phase 1 CISS Locations

CRASH DATA SYSTEM

(Location and Estimated Staff Requirements)

(Team Leader/Crash Technician) *Engineering Technician II (Crash Technician) *Engineering Technician I (Research Assistant)

Asotin and Whitman Counties, Washington

All CISS staff is full-time unless otherwise noted.

*Labor categories are wage determinations under the Service Contract Act by direction of the U.S. Department of Labor.

Table 2

Phase 2 CISS Locations

CRASH DATA SYSTEM

(Location and Estimated Staff Requirements)

(Team Leader/Crash Technician) *Engineering Technician II (Crash Technician) *Engineering Technician I (Research Assistant)

All CISS staff is full-time unless otherwise noted.

*Labor categories are wage determinations under the Service Contract Act by direction of the U.S. Department of Labor.

Table 3

Phase 3 CISS Locations

CRASH DATA SYSTEM

(Location and Estimated Staff Requirements)

(Team Leader/Crash Technician) *Engineering Technician II (Crash Technician) *Engineering Technician I (Research Assistant)

Newport County, Rhode Island

and Hopewell City, Virginia

All CISS staff is full-time unless otherwise noted.

*Labor categories are wage determinations under the Service Contract Act by direction of the U.S. Department of Labor.

Table 4

Future Phases CISS Locations

CRASH DATA SYSTEM

(Staff Requirements TBD*)

Charlottesville, Virginia

New York

South Carolina

Mineral County, West Virginia

*TBD – To Be Determined

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 Crash Data System of NHTSA. The activities include task for the investigation based data systems which include: the establishment and operation of crash research teams; the establishment and operation of a data and performance quality control centers; participation in and delivery of training, meetings, and workshops; development and maintenance of a data collection systems; and, timely and thorough reporting.

C.3 PURPOSE

The purpose of this Task Order is to acquire services to enhance and execute a cohesive program of training, training resource development and maintenance, quality evaluation, and quality control 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 the General Requirements addressed in the Base Contract and are provided for communication of the Specific Requirements that are required under this Task Order.

C.4.A .1.GR 1 – CISS Zone Center Operation

C.4.A.1.1 Establish CISS Zone Center Facilities Within four (4) weeks of Task Order award, the Contractor shall establish a CISS Zone Center Facility.

The CISS Zone Center office space shall be sufficient to accommodate all staff members as well as provide space for processing and storing of PAR documentation. The office space shall include a climate-controlled area for computers and other environmentally sensitive hardware, which may be used in the future. 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. 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 six (6) months of Task Order award, the Contractor shall prepare a Form HS 324 listing all property valued over $500 acquired for use under this contract and submit 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. Prior to making any major equipment acquisitions (over $500), the Contractor shall request and receive approval from the Contracting Officer (CO) and the COR.

C.4.A,1.2 Establish CISS Zone Center Staff Within four (4) weeks of Task Order award, the Contractor shall hire staff for the CISS Zone Center Facility.

The Contractor shall appoint a CISS Zone Center Manager. The Zone Center Manager shall have experience in the management of in-depth crash studies and have an educational background in the fields of engineering, behavioral or physical science or business (systems) management. The Contractor shall also obtain CISS technical personnel to serve as team coordinators, site visitors, and case review specialists. These individuals should have experience in in-depth crash reconstruction.

The CISS technical staff shall have extensive experience in analyzing all aspects of the crashworthiness elements of in-depth crash investigation, clinical evaluation, and crash reconstruction. They collectively should demonstrate a cross section of expertise in mechanics, damage analysis, CDR retrieval and interpretation, mechanisms of injury, injury coding, vehicle dynamics, and occupant kinematics. Additionally, they should collectively demonstrate comprehensive experience in vehicle structures, human anatomy, and the mechanics of physics as applied to determining delta V results, and the application of the latest computer algorithms for delta V determination as well as the theory behind calculations.

All proposed management and technical personnel shall be thoroughly familiar with coding conventions, case review processes, field procedures, PSU operations, researcher performance measures, computer applications and the management and communications processes used within NASS-CDS. The manager and technical staff shall have demonstrated capability to technically manage geographically scattered operations and to effectively administer complex crash data collection systems. They shall have experience in various performance evaluation systems for such dispersed operations.

All CISS Zone 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 DOT background check may affect participation in the CISS program. The DOT background check will be performed at no cost to the Contractor.

C.4.A.1.3 Gain CISS Cooperation of Local Officials One of the most important responsibilities is the establishment and maintenance of community cooperation. The Contractor shall determine which area police agencies report traffic crashes; the tow yards, police pounds or private towing services and garages that are authorized to receive vehicles; the hospitals and clinics that treat emergency cases; and any boards or associations that may be helpful in fostering community support. The information shall be maintained at the CISS Zone 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 an office and staff have been established within the specified CISS PSU, the Zone Center personnel shall visit each CISS PSU in its region to advise and assist the CISS PSU staff in gaining the cooperation of local police agencies, hospitals, tow yard operators, and other pertinent officials. Of particular importance are detailed instructions on the privacy policy and various methods that can be used to obtain medical data such as report templates and coding schemes to sanitize hospital records.

In order to properly operate within a CISS PSU, the field staff for the CISS program shall have permission to: obtain electronic traffic crash reports; scan (review) all traffic crash reports; and photocopy selected reports for further investigation, paying a fee if necessary. Field staff shall obtain emergency room and discharge summaries from hospitals and clinics and/or treatment records from physicians, and obtain autopsy reports of fatally injured victims from the Office of the Coroner or Medical Examiner, paying a fee if necessary. If at all possible, agreements with medical facilities shall make medical records available without patient releases. Any changes to these formal agreements shall be documented so that accurate records are always available describing the contact person and the type of working agreement in effect. The Contractor is responsible for informing the COR of any changes in medical or police jurisdiction responsibilities that may affect data collection. Changes in local statutes that relate to highway safety, cooperation or privacy issues shall also be documented.

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

C.4.A.1.4 CISS Team Coordinators For each CISS PSU, the Contractor-operated CISS Zone Center shall assign a staff member as a "team coordinator." This coordinator shall work collaboratively with the CISS PSU and serve as the main focal point for CISS PSU interaction, and shall hold primary responsibility for monitoring current activity and trends in performance. The CISS team coordinator shall conduct most routine site visits to the CISS PSU and shall review a portion of the submitted electronic cases. The coordinator shall generally report on CISS PSU status monthly, quarterly, and annually per reporting procedures.

C.4.A.1.5 CISS Workshops and Meetings

C.4.A.1.5.1 CISS Zone Center Workshop The CISS Zone Center staff is responsible for performing technical guidance and quality assurance of all data submitted by the CISS PSU The Contractor shall plan to attend an annual training workshop at a location to be determined by NHTSA. The training will focus on new data elements, changes in field procedures, investigation techniques, case review, quality control, and problematic areas. The CISS Zone Center Manager shall submit topics for an agenda to the COR four (4) months prior to the workshop. This five-day workshop will be conducted by NHTSA.

C.4.A.1.5.2 CISS Crash Field Technicians Meetings A two-day "reverse site visit" for all CISS crash field technicians shall be conducted by the Contractor each year at their Zone Center facility. The meeting shall involve, but not be limited to, a review of Zone Center operations and CISS PSU performance expectations. Details of the meeting time and agenda shall be approved by the COR.

C.4.A.1.5.3 CISS Project “Kick-Off” Meeting A two-day meeting for senior Contractor personnel shall be held within four (4) weeks after contract award at NHTSA in Washington, DC at 1200 New Jersey Avenue, SE. The Contractor shall present an overview of their management plan, program objectives, and quality control procedures to NHTSA personnel.

C.4.A.1.6 CISS Resource Center The Contractor-operated Zone Center shall provide guidance to field teams on every phase of their activities. This guidance includes how to:

1. Establish internal office procedures for case control, in-house quality review, and effective communications;

2. Acquire and maintain the proper equipment for both field investigations and case reduction and submission;

3. Define and interpret all data elements for electronic case reports using the reference materials;

4. Sample police reports, obtain medical records, document scene evidence, inspect vehicles, obtain interviews, interpret kinematics, conduct and investigate Special Studies, complete case reports, enter data via the computer, and transmit electronic cases; and,

5. Establish, maintain, and enhance local agency cooperation required to acquire PARs and other case related data.

The CISS Zone Center Contractor shall maintain a current resource library of crash investigation related materials such as but not limited to: vehicle specifications, investigation manuals, coding manuals, pertinent background materials, CISS PSU area documentation, CISS PSU progress reports, sampling materials, computer printouts, computer message system correspondence, federal motor vehicle and highway safety standards, etc. This resource library shall be located at the CISS Zone Center facility.

As a resource center, the Contractor-operated CISS Zone Center is responsible for addressing numerous inquiries from the CISS PSUs. These inquiries shall be handled expeditiously to ensure smooth operation of the CISS organization.

NOTE: Any recommended changes in CISS PSU procedures or clarifications of data items shall be brought to the attention of other CISS Zone Center contractor(s) and NHTSA. Upon NHTSA’s approval, changes to data elements, policies or procedures will then be distributed by NHTSA. Any changes in sampling procedures or data element definitions shall be approved by NHTSA.

C.4.A.1.7 Distribution of CISS Resource Materials The Contractor shall be responsible for distributing to each CISS PSU team an adequate number of coding manuals and other reference documents as provided by NHTSA. The manuals and reference documents will be electronically supplied by NHTSA to each CISS Zone Center. The Contractor shall monitor the resource documents available at each CISS PSU and provide required documents when necessary. Addenda, supporting materials, and updates will be supplied periodically by NHTSA to the Contractor /Zone Center for distribution to the teams.

The Contractor /Zone Center shall provide CISS PSUs with technical materials such as vehicle specifications to perform field investigations. Since the Zone Center is expected to maintain an extensive library of resource materials, the Zone Center shall provide PSUs with items not readily available in published form.

C.4.A.1.8 Revision of CISS Forms and Manuals The technical expertise of the Contractor /Zone Center shall be called upon in the annual selection and development of data elements. The CISS Zone Center shall be asked to suggest additions, deletions, or revisions to the CISS data elements and participate in the design of the electronic and paper forms. The Contractor shall also be asked to review changes proposed by NHTSA.

The Contractor /Zone Center shall assume responsibility for updating or rewriting specified sections of the CDS-CISS Data Collection, Coding and Editing Manual. In conjunction with updating the specific data elements for specified sections of the coding manual, the Zone Center staff shall review and revise current edit checks and develop new edit checks used by the computer data entry program.

Changes to data elements, coding instructions, and the computer data entry program are implemented annually at the beginning of each data collection year. In general, there are two types of annual changes, minor and major. Minor changes are corrections, updates and improvements to the current data set and are implemented at the beginning of each new data collection calendar year. Major changes are modifications, deletions, or additions to the data set that would require: (1) a significant redesign of variable structures; (2) a significant rewrite of definitions, data gathering procedures, and professional methodologies; and, (3) a significant redesign and programming of the computer data entry software. Major changes are implemented every 3 to 5 years.

During a minor change year, two (2) Zone Center representatives shall participate in two (2) meetings to discuss potential changes in data elements and form design, review data collection protocols, and assist in electronic data collection development. A schedule will be provided by the COR.

During a major change year, two (2) CISS Zone Center representatives shall participate in four (4) meetings to discuss potential changes in data elements and form design, review data collection procedures and professional methodologies, to review new and revised edit checks, and assist in electronic data collection development. A schedule will be provided by the COR.

C.4.A.1.9 Special Study Development The data modernization concept includes data collection on a specific subset of data for a limited period of time. This activity is known as Special Studies. Previous special studies have focused on heavy truck underride, side intrusion, motorcycle accidents, rollovers, center high mounted stop lamps, anti-lacerative windshields, poles, crash cushions, longitudinal barriers, tire pressure, large truck crashes, crash avoidance, and severe injury crashes at trauma centers. The Contractor shall anticipate that special studies will be conducted throughout this contract period. The number and duration will be based on the complexity of each special study, the size of the sample needed, and the system capacity at the time. The Zone Center staff shall be responsible for the technical support and review of proposed special study data collection forms, protocol, and coding manuals. The Zone Center Manager shall plan for two (2) persons to attend a twoday meeting each year for the development and review of data collection activities for special studies.

C.4.A.1.10 CISS System Improvements Through close contact with CISS PSU team operations and by being aware of the latest state-of-the-art in data collection techniques, CISS Zone Center staff shall continually review field operations and document methods for improvements in the CISS program. The Zone Center Manager shall recommend revised methods for photographic techniques; scene and component measurements; discovery and documentation of physical evidence; and, more timely operations, e.g., sampling notification and tracking of vehicles and drivers. These improvements may suggest immediate implementation or may require research and development. In such event, NHTSA may develop research contracts or training programs to act on the Zone Center suggestions. CISS Zone Center staff shall participate in an annual review and revision of all field procedures manuals and recommend changes to the COR to reflect current practices.

C.4.A. 1.11 CISS Reporting Procedures

C.4.A.1.11.1 CISS Site Visit Reports The CISS Zone Center Manager shall prepare and submit a report to the COR and the CISS PSU within one (1) week after each site visit. This requirement applies to routine site visits and audits conducted under the reinvestigation program. The report shall list the agenda followed during the visit, problems noted, instructions left with the team, Zone Center site visitor assessments, and recommendations. The report shall be thorough and objective providing commentary on both strengths and weaknesses with specific recommendations. Detailed plans to resolve any issue with special attention to milestones and schedules shall be included in the site visit report. The Zone Center Manager shall recommend corrective actions where appropriate and implement these actions in consultation with the COR. In the event that serious performance problems are identified at a CISS PSU site, the Zone Center Manager shall document these problems in a separate letter to the COR.

C.4.A.1.11.2 CISS Quarterly Performance Reports The CISS Zone Center Manager shall continually monitor the CISS PSU team performance through site visits, case review, communication with the team, and detailed knowledge of CISS PSU characteristics. The Zone Center Manager shall summarize this information in a quarterly statistical report to the CISS PSUs and the COR. The report shall cover major team successes and failures, the status of submissions, modifications procedures, personnel status, and any other items requested by the COR. It is important that case statistics are supported by sufficient narrative and graphics to allow the reader to assess the CISS PSU performance in terms of pertinent circumstances without reading the statistics. Where appropriate, the Zone Center Manager shall recommend corrective actions and implement these actions in consultation with the COR.

Quarterly reports shall be provided to the CISS PSUs and the COR according to the schedules established each year by NHTSA.

C.4.A.1.11.2.1 Quality PSU Performance The Contractor shall maintain a system for PSU quality performance assessment. The CDS electronic data collection system shall be used to document case activities, data quality, and crash field technician performance.

The Contractor shall use computer systems as specified by NHTSA. This includes any hardware and software that may be required to support the quality review process. The file structure shall be specified by NHTSA.

The Contractor shall provide information in the monthly progress reports that describe performance, timeliness, and data quality for crash field technicians and PSUs. Data completion rates for vehicle inspections, occupant interviews, medical records, timeliness of submitted cases, and data quality constitute the components for performance standards. Minimum performance standards for crash field technicians as well as performance goals for each CISS PSU shall be established annually in consultation with the PSU staff and COR based on unique characteristics and, if available, historical data collection experience at the CISS PSU site. For CISS PSUs, performance goals for data completion rates shall not be below fifty (50) percent and the performance goal for data quality shall not be below ninety (90) percent. NHTSA will use performance standards to assess weak performance among crash field technicians and Zone Center staff so that retraining or probationary procedures can be applied, and difficulties in data element design and definition can be corrected.

At the CISS PSU level, if crash field technician performance is below their minimum performance standard for two (2) consecutive calendar quarters then probation shall be warranted and the Zone Center Manager shall provide a written plan for correction of the problem to the COR with a copy to the respective PSU staff and management within thirty (30) days of the quarterly statistical report. If crash field technician performance, in more than two (2) of the same components, is below the minimum performance standard for four (4) consecutive calendar quarters, the crash field technician shall be removed from the CISS program.

At the Zone Center level, if twenty-five (25) percent of all trained CISS PSU crash field technicians are below their minimum performance standard for two (2) consecutive calendar quarters, a written plan to correct the problem shall be provided to the COR within thirty (30) days of the quarterly statistical report. If fifty (50) percent of all trained CISS PSU crash field technicians are below their minimum performance standards for two (2) consecutive calendar quarters, probation shall be warranted for the Zone Center coordinator(s). Within thirty (30) days of the quarterly statistical report, the Zone Center Manager shall also submit, to the COR, a written plan to correct the problem. Continued below-standard performance is grounds for terminating this contract for default.

C.4.A.1.11.3 CISS Annual Performance Reports The Contractor shall be responsible for an annual evaluation of CISS Zone Center and CISS PSU performance. The report shall both summarize the information in the quarterly reports and provide a detailed evaluation of CISS PSU operations and ZC operations. This includes a discussion of the crashworthiness and special studies data for their zone and synopsis of Zone Center activities for the year.

Annual reports shall be provided to the CISS PSUs and the COR according to the schedules established each year by NHTSA.

C.4.A.1.11 Site Visitation The CISS Zone Center staff shall conduct quarterly field visits to all CISS PSUs within their zone. The scheduling of site visits and duration are generally left to the discretion of the Zone Center Manager in consultation with the COR. The team coordinator shall conduct most routine visits to the site. When necessary, a subject matter expert may assist with whatever current problems the CISS PSU is experiencing. The site visit staff shall be thoroughly familiar with all aspects of past and present team activities. They shall review past field visit reports, quality control reviews, and confer with other staff members prior to their visits. An agenda shall be sent prior to the visitation stating the objectives of the trip and soliciting additional topics from the CISS PSUs.

The emphasis on site visits is to diagnose and correct problems in CISS PSU performance and to teach better data gathering, interpretation, and reconstruction skills. A site visit report shall be submitted within one (1) week of the completed trip to the COR and PSU.

Site visit protocol may be modified at the direction of NHTSA.

The CISS Zone Center staff shall conduct four (4) field visits during the first six (6) months of operations of any newly established CISS PSU or when all crash field technicians are novices. A novice crash technician has less than one (1) year experience at the CISS PSU. During site visits, the Zone Center staff shall exercise quality control procedures, specific special study review, or directives from the COR. Zone Center personnel shall accompany crash field technicians in all phases of their work as deemed necessary by NHTSA to offer guidance, answer questions, and to continually evaluate the performance capabilities of the team. It is crucial that investigative procedures within the team be not only correct, but also uniform with those used by each CISS team Because the circumstances of each crash are unique, it is important for the Zone Center staff to assist the teams in learning how to interpret them. The teams shall understand the concepts behind gathering specific kinds of data so that valid interpretations can be made in a consistent manner.

As problems are discovered in team skills and/or interpretation, the Zone Center Manager, with the approval of the COR, shall plan an additional visit in order to provide specialized training to the team. If the problem appears to be common to several teams, the Zone Center Manager shall recommend specific topics for refresher training or changes in operating protocol to the COR.

C.4.A.1.12 CISS Data Coding and Case Review Activities The success of quality data coding, case review and team performance is strongly dependent upon proper interpretation of data and establishing a formal case review and performance analysis process. The Zone Center quality control staff shall be thoroughly familiar with CISS coding procedures and protocol, execution of the computer program to reconstruct crash circumstances, case review process, and reinvestigation. The data coding, case review activities, and responsibilities include but are not limited to the following:

1. CISS Sampling review Process shall begin with tracking the automated case selection at the teams. Zone Center staff shall review stratification and case listings from the electronic PAR program for consistency and accuracy.

Sampling accuracy at all sites shall be maintained at the 95% level. All sampling related materials for each calendar year shall be stored at the Zone Center facility for one year.

2. CISS Data Review When electronic cases are initiated at the CISS PSUs, data coded into the system for CISS PSU quality performance assessment shall be monitored and the formal review process begun. Initially, the sampling selection shall be checked, the case structure shall be examined to determine if the appropriate electronic screens have been completed, damage sketches included, scene diagrams drawn, reconstruction performed, images scanned and categorized, and if updates are expected.

An all-variable review by CISS Zone Center staff shall be performed on all cases submitted during the first six (6) weeks following substantial changes to data collection variables or coding manuals. In addition, an all-variable review shall be performed on the first twenty (20) cases for novice crash field technicians. Also, an all-variable review shall be performed on all cases of crash field technicians on probation. For all other crash field technicians, a random sample (25 percent) of their cases shall receive an all-variable review. On all-variable reviewed cases, written feedback notes or critiques shall be prepared and returned to the crash field technician responsible for that case.

Selected Zone Center case review personnel shall conduct the next stage of review. These personnel shall be trained according to crash reconstruction protocol and approved by the COR. The scene diagram shall be examined and compared with the photographic images and coded vehicle deformation. Photographic images will be reviewed along with their indices to ascertain that damage to the vehicle can be assessed, vehicles can be positioned at the scene, contact points can be determined in the interior, and the quality of all images is acceptable. A case reviewer shall not review more than fifty (50) percent of the cases from the same CISS PSU.

3. CISS Data Coding The technical responsibility for the final determination of crash severity shall be handled at the Zone Center level.

The entire review and coding process shall be completed within four (4) weeks of the date that the case was released to the Zone Center. Upon completion of the review, the Zone Center staff shall send copies of the case review notes to the CISS PSUs where appropriate, and prepare the cases for approval for submission to the data file.

On a quarterly basis, NHTSA may conduct statistical checks on the automated file. These checks may require the Zone Center staff to re-examine specific cases to verify or correct questionable coding.

When case updates are received from the PSU, they shall be reviewed and coded in concert with the entire case and then either returned to the PSU for clarification or approved for submission to the data file.

4. CISS General Sanitization Requirements As part of the quality review of case materials, Zone Center staff shall remove all personal identifiers from all investigation based cases and special study cases as directed by the COR. These sanitization procedures shall be executed at both the PSU and Zone Center levels. This activity includes, but is not limited to, the review of photographic and scanned digital images for personal identifiers and the separation of source documents from cases according to the exemplar forms provided by NHTSA.

5. Special Studies – The CISS Zone Center may be required to review special study cases as specified by NHTSA. Case submissions for special studies shall conform to those of the investigation-based case protocol. Specific quality review requirements may be specified by NHTSA. Procedures for Special Study review will be similar to those used in CISS cases.

6. CISS Schedule of Submissions The CISS Zone Center Manager is responsible for monitoring the timeliness of all data transmitted by the teams. CISS Zone Center staff shall monitor the rates at which the sampling materials, case reports, updates, and special items are received at the Zone Center. Zone Center staff shall also monitor the rates at which the teams are entering cases into the automated data file and shall send reminders to the teams as to which cases, reports, etc., are overdue as defined by the submission dates established each year by NHTSA.

7. CISS Data Entry - All variables identified by an edit check in the automated data entry system shall be given a thorough review. Zone Center staff shall assist the automated quality assurance process by suggesting additional edit checks and reviewing proposed edit checks to the system.

C.4.A.1.13 CISS Reinvestigation Activities A major component of the field quality review system is the evaluation and observation of measurement skills. The quality of case documentation is critical, but an accurate assessment of field performance can only be conducted through a reinvestigation program. At least once each year, CISS Zone Center staff shall make an unannounced visit to each CISS PSU in its zone. Each unannounced visit shall last three (3) days in duration. During these visits, Zone Center staff shall independently locate and measure scenes and vehicles, and interview crash victims involved in the most recently selected activities of the past eight (8) weeks for accuracy and completeness. A site visit report shall be submitted in conformance with C.4.1.11.

C.4.A.1.14 Special Crash Investigation The Special Crash Investigation (SCI) program is responsible for conducting detailed investigations on specific types of crashes to support agency missions. CISS Zone Center staff may conduct or assist in four (4) to six (6) on-site special crash investigations per year as directed by the COR. The Zone Center staff will be responsible for collaborating with the SCI contractor and collecting data on the scene, vehicle, and occupants adhering to CISS and SCI data collection protocols.

As each PAR is reviewed for inclusion in theCISS, crashes of interest that qualify for SCI may include but not limited to: (1) Low speed vehicles (LSV); (2) inflatable seat belts deployed in the rear seat; (3) “Quiet Car” crashes in which a pedestrian/pedal cyclist is struck by a hybrid vehicle and the pedestrian/pedal cyclist claimed they did not hear the vehicle; (4) any current model year (MY) vehicle; (5) electric vehicles; (6) side air bag deployments; (7) rollover crashes of late MY SUVs (MY ≥ 2008); (8) any crash where the air bag deployed and there was a serious injury or fatality from the air bag or the air bag deployed inadvertently or there was some type of air bag malfunction; (9) crashes involving a child restrained in a child safety seat and the child received a serious injury; (10) frontal crashes involving serious injuries and fatalities for rear seated occupants; however, the front seat occupant(s) sustained minor or no injuries; (11) high-speed crashes involving newer vehicles with minor or no injuries; (12) back over crashes; (13) front over crashes; and, (14) not-in-traffic-surveillance (NiTS) crashes which include hypothermia, trunk entrapments, power window injury or death, etc.

C.4.A.1.15 CISS Quality Control Integration Procedures In order to adequately evaluate CISS PSU performance, it is vital that principal CISS Zone Center staff members working in each quality review area be kept informed of all phases of CISS PSU performance. When consistent errors are noted during field visits, the inhouse Zone Center case review staff shall be notified so that errors in those specific data items can be monitored. Likewise, when error trends become apparent during case checking and case listing review, the team coordinators shall be informed so that they can concentrate on specific skills during the next visit.

The Zone Center Manager shall develop a quality integration plan twelve (12) weeks after contract award and submit to the COR.