DTNH22-14-R-00002.pdf

DTNH22-14-R-00002

PR 14-00090

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash Investigation based and Crash Report based Sampling Systems

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

Under this Indefinite Delivery, Indefinite Quantity (IDIQ) Contract, the Contractor shall furnish all materials, information, and personnel necessary to provide the National Highway Traffic Safety Administration (NHTSA) with services for the upgrade and maintenance of the National Automotive Sampling System (NASS) as described in Section C below and any resultant Task Orders issued under this contract on a Cost plus Fixed-Fee or Firm Fixed-Price basis.

B.2 OBLIGATION SUMMARY

The minimum Government obligation under this IDIQ contract is: $2,500.00.

Maximum Obligation of the Contractor – The Contractor shall be obligated to provide services and support up to the ceiling amounts listed in the following table:

Obligation Period Ceiling Amounts

Base Period Year 1 $TBD Base Period Year 2 $TBD Base Period Year 3 $TBD Base Period Year 4

$TBD

Base Period Year 5 $TBD Total $TBD

B.3 TRAVEL

All travel shall be reimbursed at cost in accordance with the Travel and Per Diem clause (reference Section G).

(End of Section B)

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

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) began 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.

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash

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 to the present, NASS-CDS has included 24 data collection sites, also known as primary sampling units (PSU), located in 17 states with two quality control Zone Centers.

NASS-GES has included an additional 36 PSUs located in 9 additional states. All NASS-CDS and NASS-GES PSUs are currently in operation (i.e., 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. These reports 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

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash 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, including both 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 review of passenger vehicle crashes and will be referred to as the Crash Investigation Sampling System (CISS).

CISS and CRSS data collection sites will be selected independent of one another. Independent refers to the fact that the new CISS PSU sites will not be a subsample of the new CRSS PSU sites or vice versa. However, it is possible that through the selection process some of the new CISS sites and new CRSS sites will be located at the same location.

Numerous sites/locations will be used to provide the services under this contract (services include crash research, PAR collection, coding, quality control, training, and technical guidance). NHTSA will select these sites/locations at a later date and identify them specifically in any issued task orders under the contract. .

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash

Glossary of Terms and Abbreviations

Abbreviation Definition AAAM Association for the Advancement of Automotive Medicine AIS Abbreviated Injury Scale AU Analytical User CAP Contractor Acquired Property CDR Crash Data Recorder CID Crash Investigation Division CISS Crash Investigation Sampling System CO Contracting Officer COR Contracting Officer’s Representative COR(TO) Contracting Officer’s Representative, Task Order COTS Commercial off-the-shelf Software CRSS Crash Report Sampling System Day Unless specified otherwise, the term “day” refers to calendar day.

DMV Department of Motor Vehicles DOT Department of Transportation DSL Digital Subscriber Line EMS Emergency Medical Service FAR Federal Acquisition Regulation FARS Fatality Analysis Reporting System GCS Glascow Coma Scale GES General Estimates System GFE Government Furnished Equipment IDIQ Indefinite Delivery, Indefinite Quantity LSV Low Speed Vehicle MDE Microcomputer-based Data Entry MY Model Year NASS National Automotive Sampling System NASS-GES National Automotive Sampling System - General Estimates System NASS-CDS National Automotive Sampling System - Crashworthiness Data System NCSA National Center for Statistics and Analysis NHTSA National Highway Traffic Safety Administration NiTS Not-in-traffic-surveillance PAR Police Accident Report PSU Primary Sampling Unit SCI Special Crash Investigation SMEs Subject Matter Experts SS Special Studies SUV Sport Utility Vehicle SWT System-Wide Training VIN Vehicle Identification Number WBT Web-based Training

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash

C.2 OBJECTIVES

The objective of this Contract is to provide timely, efficient, effective support to NHTSA, and its partners, in the management of NHTSA data collection systems. This section describes the responsibilities associated with each NHTSA data collection system. The associated activities for the records-based and investigation-based data systems include: the establishment and operation of crash research teams; the establishment and operation of a data and performance quality control center; participation in and delivery of training, meetings, and workshops;

development and maintenance of a data collection system; and, timely and thorough reporting.

C.3 PURPOSE

The purpose of this Contract is to acquire services to enhance and execute a cohesive program of data collection, data coding, 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 GENERAL REQUIREMENTS

SPECIAL NOTE: NHTSA is sensitive to potential conflicts of interest and the full and candid exchange of information from various sources is essential to perform the investigatory requirement of this contract. In order to ensure information is provided freely and to guard against conflicts of interest, certain restrictions must be placed on the contractor and on contractor personnel. Exclusive of work performed under this contract, neither the contractor nor any of its staff shall perform crash investigation work for compensation, including but not limited to police work and work in support of litigation or insurance claims, and automobile manufacturers, for the entire duration of this contract. The contractor is responsible for ensuring that its staff is bound by this restriction, through the use of appropriate written agreements, and shall provide copies of such agreements to the COR upon request. If evidence is detected that personnel are participating in these activities after contract award, the Government shall require the removal of the responsible individual from the contract and replaced with an equally qualified individual, otherwise, the Government may terminate the contract.

Each of the following six (6) Crash Investigation Sampling System (CISS) and three (3) Crash Reporting Sampling System (CRSS) General Requirements (GR) will be fulfilled under separately awarded Task Orders. Additional requirements and/or special studies may be identified at any time. Once identified, the additional requirements will also be fulfilled under additional Task Orders.

C.4.A General Requirements for Crash Investigation Sampling Systems (CISS)

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash

C.4.A.1 CISS Zone Center C.4.A.1.1 Establish Zone Center Facilities C.4.A.1.2 Establish Zone Center Staff C.4.A.1.3 Gain Cooperation of Local Officials C.4.A.1.4 Team Coordinators C.4.A.1.5 Workshops C.4.A.1.6 Resource Center C.4.A.1.7 Distribution of Resource Materials C.4.A.1.8 Revision of Forms and Manuals C.4.A.1.9 Special Study Development C.4.A.1.10 System Improvements C.4.A.1.11 Reporting Procedures C.4.A.1.12 Site Visitation C.4.A.1.13 Data Coding and Case Review Activities C.4.A.1.14 Reinvestigation Activities C.4.A.1.15 Special Crash Investigation C.4.A.1.16 Quality Control Integration Procedures C.4.A.1.17 Protection of Privacy C.4.A.1.18 Training Requirements

C.4.A.2 - CISS PSU Operation C.4.A.2.1 Establish PSU Facilities C.4.A.2.2 Establish PSU Staff C.4.A.2.3 Data Collection Activities C.4.A.2.4 Special Studies C.4.A.2.5 Personnel Management C.4.A.2.6 Personnel Replacement C.4.A.2.7 Area Documentation C.4.A.2.8 Gain Cooperation of Local Officials C.4.A.2.9 Maintaining Community Cooperation C.4.A.2.10 In-House Quality Control C.4.A.2.11 Non-sample Jurisdiction Counts C.4.A.2.12 Case Presentation C.4.A.2.13 Training Requirements

C.4.A.3 - CISS Training Development

C.4.A.4 - CISS Training Location C.4.A.4.1 Background C.4.A.4.2 Data Modernization C.4.A.4.3 Training Requirements C.4.A.4.4 Facility Requirements

C.4.A.5 - CISS Injury Coding

C.4.A.6 - CISS Crash Reconstruction

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash

C.4.B General Requirements for Crash Report Sampling System (CRSS)

C.4.B.1 thru C.4.B.6 – “Reserved” (Use of these numbers has been reserved)

C.4.B.7 – CRSS Quality Control

C.4.B.7.1 Provide Expert Consultation and Coordination to support NCSA Data Quality Control Hotline and NCSA Data Collection Systems

C.4.B.7.2 Maintain Coding Assistance Program C.4.B.7.3 Maintain Case Recoding Program C.4.B.7.4 Site Visit Validation Check

C.4.B.8 - CRSS PSU and Coding Operations C.4.B.8.1 Establish Records-Based Resource Center C.4.B.8.2 Establish Records-Based Resource Center Staff C.4.B.8.3 Establish CRSS PSU Staff C.4.B.8.4 Area Documentation C.4.B.8.5 Gain Cooperation of Local Officials C.4.B.8.6 Maintaining Community Cooperation C.4.B.8.7 PAR Collection C.4.B.8.8 Site Visits C.4.B.8.9 PAR Processing C.4.B.8.10 PAR Coding C.4.B.8.11 PSU Training C.4.B.8.12 Protection of Privacy

C.4.B.9 - CRSS Training C.4.B.9.1 FARS / CRSS New Analyst Training C.4.B.9.2 FARS / CRSS System-Wide Training C.4.B.9.3 Development and Maintenance of Automated Lessons C.4.B.9.4 Additional NCSA Training C.4.B.9.5 Produce and Maintain Content of FARS / CRSS Coding and Validation

Manual and Analytical Users’ Manual C.4.B.9.6 Produce and Maintain FARS Coding Forms C.4.B.9.7 Develop and Maintain Edit Checks

Note: (See table on next page for diagram of redesign of the old NASS data systems into the new NHTSA modernization model for CISS and CRSS).

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash

NCSA Data Collection IDIQ Contract

C.4.A Crash Investigation Sampling System (CISS)

C.4.B Crash Report Sampling System (CRSS)

C.4.A.1 - GR 1 CISS - Zone Center C.4.B.7 - GR 7 CRSS - Quality Control C.4.A.2 - GR 2 CISS - PSU Operations C.4.B.8 - GR 8 CRSS - PSU Operation & Coding Center

Operations C.4.A.3 - GR 3 CISS - Training Development C.4.B.9 - GR 9 CRSS - Training C.4.A.4 - GR 4 CISS - Training Location C.4.A.5 - GR 5 CISS - Injury Coding C.4.A.6 - GR 6 CISS – Reconstruction

C.4.A Crash Investigation Sampling System (CISS)

C.4.B Crash Report Sampling System (CRSS)

Headquarters

CISS Support Functions

CISS PSU

Operations

CISS

Zone

Center

Headquarters

CRSS

Training

CRSS PSU

Operations

CRSS

Quality

CONTROL

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash

The Requirements listed below expand on this contract’s General Requirements addressed in C.4 above. 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 as a result of an executed Task Order.

C.4.A.1 GR 1 - CISS Zone Center

C.4.A.1.1 Establish CISS Zone Center Facilities Within the timeframe specified in the awarded Task Order, 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 receive as Government Furnished Equipment (GFE) as necessary) and maintain the facilities, equipment, and supplies needed to accomplish this work.

C.4.A.1.2 Establish CISS Zone Center Staff Within the timeframe established in the awarded Task Order, (expected to be four (4) weeks after 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 technical personnel to serve as team coordinators, site visitors, and case review specialists.

The CISS technical personnel shall have extensive experience in analyzing all aspects of the crashworthiness elements of in-depth crash investigation, clinical evaluation, and crash reconstruction. The technical personnel collectively should demonstrate a cross section of expertise in mechanics, damage analysis, Crash Data Retrieval (CDR) tool 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 in

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash

NASS-CDS. Management and technical staff shall have demonstrated capability to technically manage geographically scattered operations and to effectively administer complex crash data collection systems. They also 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 DMV driver record and 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 for the field staff is the establishment and maintenance of community cooperation. The CISS PSU Contractor shall determine which area police agencies report traffic crashes; the tow yards, police impounds 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 PSU office and the authorized Zone Center facility with copies sent to NHTSA. Any cooperation activities shall take into account any state and local requirements that apply that cover safety or privacy. The Contractor shall document these requirements (e.g., state statutes or local ordinances) and any highway safety or privacy issues that may impact cooperation. The CISS PSU cooperation shall be monitored by the Zone Center Contractor.

Within the timeframe established in the awarded Task Order, (expected to be within three (3) weeks after an office and staff have been established within the specified CISS PSU), the CISS Zone Center personnel shall visit each CISS PSU in its region to advise and assist the 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 (if necessary).

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 statutes that relate to highway safety, cooperation or privacy issues shall also be documented.

C.4.A.1.4 CISS Team Coordinators

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash

For each CISS PSU, the Contractor-operated CISS Zone Center shall assign a staff member as a "team coordinator." Multiple PSUs can be assigned to a team coordinator. This coordinator shall work collaboratively with the CISS PSU and serve as the main focal point for CISS PSU technical 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 sample of the submitted electronic cases. The coordinator shall report on CISS PSU status on a monthly, quarterly, and annual basis per reporting procedures.

C.4.A.1.5 CISS Workshops

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.

C.4.A.1.6 CISS Resource Center The Contractor-operated CISS 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.

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash

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 within the time frame specified in the task order to ensure smooth operation of the CISS organization.

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 for distribution to the CISS PSU teams.

The Contractor 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 Contractor shall provide CISS PSUs with items not readily available in published form.

C.4.A.1.8 Revision of Forms and Manuals The technical expertise of the Contractor shall be called upon in the annual selection and development of data elements. The Contractor 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 shall assume responsibility for updating or rewriting specified sections of the 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 calendar 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.

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

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash for the technical support and review of proposed special study data collection forms, protocol, and coding manuals.

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 approaches in data collection techniques, CISS Zone Center staff shall continually review field operations and document methods for improvements in the CISS program. 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 Quality CISS PSU Performance The Contractor shall maintain a system for CISS PSU quality performance assessment. The CISS 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 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 PSU site. For 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 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 by NHTSA. 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 by NHTSA. If fifty (50) percent of all trained

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash

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.

C.4.A.1.12 CISS 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.

If additional problems are discovered in CISS PSU performance, 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.1.13 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 staff shall be thoroughly familiar with NASS-CDS 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 by the Zone Center 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.

2. CISS Data Review - When electronic cases are initiated at the CISS PSUs, data coded into the system for PSU quality performance assessment shall be monitored and the formal review process begun by the Zone Center.

3. CISS Data Coding - The technical responsibility for the final determination of the CISS PSU case coding shall be handled at the Zone Center level.

The entire review and coding process shall be completed within the timeframe specified in the executed Task Order (expected to be within four (4) weeks of the date that the case was released to the Zone Center.) Upon completion of the review, the

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash

Zone Center staff shall send copies of the case review notes to the PSUs where appropriate, and prepare the cases for approval 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. Procedures for Special Study review will be similar to those used in CISS cases. Additional quality review requirements may be specified by NHTSA.

C.4.A.1.14 Reinvestigation Activities Any need for reinvestigation activities will be defined in a Task Order awarded under the contract.

C.4.A.1.15 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 required by the COR. The Zone Center staff will be responsible for collaborating with NHTSA’s SCI contractor and collecting crash data adhering to CISS and SCI data collection protocols.

C.4.A.1.16 Quality Control Integration Procedures Any need for quality control integration procedures will be defined in a Task Order awarded under the contract.

C.4.A.1.17 Protection of Privacy General privacy requirements are specified in Section H of the contract (with additional clauses incorporated by reference in Section I). NHTSA may specify additional privacy requirements in a Task Order awarded under the contract.

C.4.A.1.18 CISS Training Requirements

C.4.A.1.18.1 CISS Basic Training Basic training for new or replacement crash field technicians will be provided by NHTSA.

This training shall consist of self-paced, computer-based lessons at the PSU and three (3) one-week classroom sessions at a location to be specified by NHTSA. Three (3) one-week classroom sessions is called a “training cycle.”

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash

The Contractor shall provide one instructor from the CISS Zone Center for each basic training cycle held each year. The number of training cycles to be scheduled each year will be determined by NHTSA. The proposed instructors shall have demonstrated experience in teaching the basic and advanced subjects included in the CISS training curricula. Before basic training, proposed instructors shall be approved by the COR(TO).

NHTSA will be responsible for coordinating training assignments and schedules with the Zone Center Manager. The Zone Center Manager shall be responsible for notifying the COR(TO) of training needs.

C.4.A.1.18.2 CISS Advanced Training NHTSA may require the Contractor to attend advanced training that focuses on special skills needed for data collection activities.

C.4.A.1.18.3 Special Studies Training In addition to collecting routine crash data, NHTSA may require that the Contractor conduct or attend special studies of limited duration. These studies will include the collection of additional data on certain types of crashes or the investigation of a large number of specific kinds of crashes. In support of these data collection efforts, special studies training may be required.

C.4.A.1.18.4 Monitor CISS Trainee Performance Following basic training for new crash field technicians, the Zone Center Manager shall be responsible for reviewing the competency of performance during the six-month training probationary period. Based on site visits conducted by Zone Center staff following the second and third week of basic training, the Zone Center Manager shall monitor the performance of the new CISS PSU staff and shall observe and evaluate the new CISS PSU staff in specific basic competencies. Based on this observation, the Zone Center Manager shall either suggest retaining or removing the trainee from the CISS program. The Zone Center Manager shall provide the COR(TO) and PSU contractor with the results of its decision and applicable justification. The COR(TO) will discuss the results with the PSU contractor to determine the course of action for removal or retention.

C.4.A.1.18.5 CISS Update Training At the end of each calendar year, an update or refresher training course may be required (typically five (5) days in duration.) The Contractor shall provide two (2) instructors from the CISS Zone Center for the five-day period. Update training will offer training on new data elements, changes in field procedures, investigation techniques, or other NHTSA-designated problematic areas. All technical CISS Zone Center staff shall attend the update training at a specified location to be determined by NHTSA.

C.4.A.2 GR 2 – CISS PSU Operation

C.4.A.2.1 Establish CISS PSU Facilities Within the timeframe established in the awarded Task Order, (expected to be six (6) weeks after Task Order award), the Contractor shall establish an office centrally located within each specified

CISS PSU.

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash

The Contractor shall be responsible for leasing and maintaining each CISS PSU facility. If a facility other than an existing CISS PSU office is utilized, the Contractor shall be responsible for the shipment of all furniture and equipment from the existing site to the new CISS site.

The office shall be situated within the CISS PSU and within a reasonable commuting distance from the major police agencies and hospitals. The CISS PSU office space shall be sufficient to accommodate all staff members. The office space shall be secure and 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 shall ensure CISS PSU personnel are provided with local transportation while on the job. NHTSA will not provide vehicles or funds for direct vehicle purchase. NHTSA will, however, provide funding for vehicle leasing. Transportation charges will be reimbursed in accordance with the Federal Acquisition Regulation (FAR) 48 CFR Part 31. The Contractor is not responsible, nor will the government reimburse, for transportation of CISS PSU personnel to and from homes and their respective CISS PSU work sites.

C.4.A.2.2 Establish CISS PSU Staff Within the timeframe established in the awarded Task Order, (expected to be eight (8) weeks after Task Order award) the Contractor shall hire qualified personnel to fill positions for the CISS field sites. CISS field sites shall consist of crash field technicians and clerical support. The exact number and type of positions at a CISS PSU will be specified at a later date 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.

All CISS crash field technician positions are full-time.

The Contractor shall seek personnel with related experience and training that closely approximates CISS investigative work. Related experience for CISS investigative work would include police or insurance investigation and automotive design, maintenance or repair.

Additionally, experience in related fields such as civil or mechanical engineering, physical science, automotive technology or one of the behavioral sciences is desirable.

All CISS 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 the CISS program. The DOT background check will be performed at no cost to the Contractor.

Each CISS PSU shall be staffed as specified by NHTSA. These staff shall perform the principal functions of the CISS PSU which include sampling, crash investigation, case preparation, and computer data entry. Crash investigation requires vehicle and scene measurements, vehicle and scene photography, conducting interviews, and obtaining medical records.

Title: Upgrade and Maintenance of the current National Automotive Sampling System to the new Crash

Part-time or full-time clerical support is required at each CISS PSU site. The activities of the CISS PSU include numerous administrative and record keeping duties, which are the responsibility of the clerical support staff.

The clerical staff also may be responsible for sampling, data coding, maintaining inventories of supplies and equipment, acquiring hospital records, and updating case status records.

Clerical staff, also, shall be proficient in the automated case selection system and the electronic data collection system. If clerical support staff is used during periods of high workload or personnel shortages to maintain full operations, then formal training shall be required. Clerical staff is not expected to conduct scene or vehicle inspections alone, but shall do so with the approval of the Contractor, Zone Center Manager, and COR(TO).

C.4.A.2.3 CISS Data Collection Activities The NASS Crashworthiness Data System provides detailed information concerning the crashworthiness of vehicles involved in relatively severe crashes. All data collection activities shall conform to the provisions set forth in the "Agency Procedures for the Release and Security of Data" (Section J) and any specific agreements between NHTSA, State, local, and contracting officials.

The primary activity of CISS crash field technicians shall be to create the crash data electronic data file. The crash cases, selected by the NHTSA-developed sampling algorithm, will include data collected from police reports, interviews, medical records, scene inspections, and vehicle inspections. The workload for the CISS PSU team will average about two (2) cases per crash field technician per week. This will include the crashworthiness cases and special study cases.

Falsification of data during collecting and coding processes will not be tolerated by NHTSA and is considered a breach of contract requirements.

The Contractor shall follow sampling procedures as specified by NHTSA. The Contractor shall visit police jurisdictions on a routine basis. Police jurisdictions will be specified by NHTSA at the time of award. The Contractor shall maintain the sampling procedures on a continuous basis.

In order to maintain the sampling strategy, the Contractor shall provide local transportation, as required, for each CISS PSU.

The crashes to be investigated are selected according to a detailed sampling plan specified by NHTSA. The CISS PSU team shall review police accident reports (PARs) from selected police jurisdictions on a regular basis and, a computerized sample algorithm selects the cases to be investigated. Sampling accuracy for CISS PSU staff shall be maintained at the 95% level. CISS PSU staff will be tested annually by NHTSA and, if the results fall below 95%, then the team member must stop performance under this contract and be retrained by NHTSA.

The Contractor will not be reimbursed for labor costs from the time the individual performs at less than…