Rev._Attachment_J.10_General_Requirement_2_CISS_PSU_Operation_Task_05-14-2014.pdf

Task Order Proposal DTNH22-14-R-00002 Attachment J.10 General Requirement 2 CISS PSU Operation Task

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 PRICE/COST CEILING AMOUNTS

The Not-to-Exceed (NTE) ceiling amount for this Task Order is as follows:

$TBD

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

Period Direct Costs Indirect Rate X%

Fixed Fee X%

Total Costs

Year 1 $ $ $ $ Year 2 $ $ $ $ Year 3 $ $ $ $ Year 4 $ $ $ $ Year 5 $ $ $ $

(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 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 included 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. 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)

The Crash Report Sampling System (CRS) and Crash Investigation Sampling System (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 CRS will be referred to as the Crash Data System (CDS).

This procurement 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)

PSU

Site

Number PSU Location

*Engineering Technician III

(Team Leader/Crash Technician)

*Engineering Technician II

(Crash Technician)

*Engineering Technician I

(Research Assistant)

1 Comal County, Texas 1 -- .5

2 Henry and Rock Island Counties, Illinois 1 1 1

3 Carter County, Oklahoma 1 -- .5 4 Monterey County, California 1 1 1 5 Berkshire County, Massachusetts 1 -- .5 6 Atlantic County, New Jersey 1 1 1

7 Gallatin, Hardin, and White Counties, Illinois 1 -- .5

Latah and Nez Perce Counties, Idaho

Asotin and Whitman Counties, Washington

1 1 1

Total Staff (18) 8 4 6 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

CRASH DATA SYSTEM

(Location and Estimated Staff Requirements)

PSU

Site

Number PSU Location

*Engineering Technician III

(Team Leader/Crash Technician)

*Engineering Technician II

(Crash Technician)

*Engineering Technician I

(Research Assistant)

9 Butte County, California 1 1 1 10 Etowah County, Alabama 1 1 1

11 Chippewa and Eau Claire Counties, Wisconsin 1 -- .5

12 Hamilton County, Ohio 1 1 1

13 Cameron, Potter, and Tioga Counties, Pennsylvania 1 -- .5

14 Maricopa County, Arizona 1 1 1 15 Dallas County, Texas 1 1 1 16 Cumberland County, Maine 1 1 1

Total Staff (21) 8 6 7 All CISS staff is full-time unless otherwise noted.

Table 3

Phase 3

CRASH DATA SYSTEM

(Location and Estimated Staff Requirements)

PSU

Site

Number PSU Location

*Engineering Technician III

(Team Leader/Crash Technician)

*Engineering Technician II

(Crash Technician)

*Engineering Technician I

(Research Assistant)

17 San Bernardino County, California 1 1 1

18 Bristol County, Massachusetts Newport County, Rhode Island 1 1 1

19 Delaware and Morrow Counties, Ohio 1 1 1 20 Nassau County, New York 1 1 1

21 Montgomery and Preble Counties, Ohio 1 1 1

22 Tarrant County, Texas 1 1 1 23 Sacramento County, California 1 1 1

24 Chesterfield County, Virginia Hopewell City, Virginia 1 1 1

Total Staff (24) 8 8 8 All CISS staff is full-time unless otherwise noted.

Table 4

Future Phases

CRASH DATA SYSTEM

(Staff Requirements TBD*)

PSU

Site

Number PSU Location

PSU

Site

Number PSU Location

25 Carbon and Yellowstone Counties, Montana 50 Tulsa County, Oklahoma

26 Delaware and Greene Counties, New York 51 Dekalb County, Georgia

27 Dade and Lawrence Counties, Missouri 52 Hancock and Marion Counties, Indiana

28 Vermillion and Vigo Counties, Indiana 53 Queens County, New York

29 Box Elder County, Utah 54 Blount County, Alabama 30 Franklin County, Alabama 55 Middlesex County, Massachusetts

31 Piscataquis and Somerset Counties, Maine 56 Contra Costa County, California

Albemarle and Greene Counties, Virginia Charlottesville, Virginia

57 Island and Snohomish Counties, Washington

33 Passaic County, New Jersey 58 Harris County, Texas 34 Mobile County, Alabama 59 Vernon County, Louisiana

35 Collin County, Texas 60 Genesee and Orleans Counties, New York

36 Fairfield County, Connecticut 61 Jefferson and Leavenworth Counties, Kansas

37 Sebastian County, Arkansas 62 Ramsey County, Minnesota

38 Spartanburg County, South Carolina 63 Clark County, Nevada

39 Davidson County, Tennessee 64 Allegany County, Maryland Mineral County, West Virginia

40 Haralson and Polk Counties, Georgia 65 Galveston County, Texas

41 Wayne County, Michigan 66 Bibb and Chilton Counties, Alabama 42 Broward County, Florida 67 Saint Charles County, Missouri

43 Storey and Washoe Counties, Nevada 68 Christian and Macon Counties, Illinois

44 Cuyahoga County, Ohio 69 Clay, Lincoln, Turner, Union, and Yankton Counties, South Dakota

45 Harvey and Sedgwick Counties, Kansas 70 Jefferson and Wheeler Counties, Oregon 46 Los Angeles County, California 71 Lebanon County, Pennsylvania

47 Cook County, Illinois 72 Cowlitz and Lewis Counties, Washington

48 Jefferson County, Alabama 73 Blair County, Pennsylvania 49 Bernalillo County, New Mexico

*TBD – To Be Determined

Glossary of Terms and Abbreviations

Abbreviation Definition AAAM Advancement of Automotive Medicine AIS Abbreviated Injury Scale AU Analytical User CAP Contractor Acquired Property CDS Crash Data System CDR Crash Data Recorder CID Crash Investigation Division CISS Crash Investigation Sampling System CO Contracting Officer COR (TO) Contracting Officer’s Representative Task Order COTS Commercial off-the-shelf Software CRSS Crash Report Sampling System 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 SSR State Specific Report SUV Sport Utility Vehicle SWT System-Wide Training VIN Vehicle Identification Number

WBT Web-based Training ZC Zone Center

C.2 OBJECTIVES

The objective of this Task Order 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 in this task include the operation of Crash Investigation Sampling System Primary Sampling Units.

C.3 PURPOSE

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

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

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

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

C.4 SPECIFIC REQUIREMENTS (SR)

The Specific Requirements listed below expand on 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 – Not used in this task

C.4.A.2 – CISS PSU Operation

C.4.A.2.1 Establish CISS PSU Facilities Within six (6) weeks after contract award, the Contractor shall establish an office centrally located within each specified CISS PSU.

The Contractor shall be responsible for leasing and maintaining each CISS PSU facility.

The Contractor shall be responsible for acquiring new furniture and equipment for establishment of 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.

All computer equipment and software required for work under this contract (whether furnished by the government or purchased by the Contractor using contract funds) will remain government-owned equipment. The Contractor shall be responsible for maintaining and accounting for all equipment acquired under this contract (either as (GFE) or Contractor Acquired Property (CAP)). Within six (6) months of contract award, the Contractor shall prepare a Form HS 324 listing all property it possesses that is valued over $500 and submit that form to the NHTSA COR.

The Contractor shall purchase supplies as necessary to perform this contract. All equipment and supply purchases costing more than $500 per item shall be approved by the COR. The COR shall be consulted before making purchases to ensure the suitability of chosen supplies and to determine the best source for supplies.

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 eight (8) weeks of contract award, the Contractor shall hire qualified personnel to fill positions for the CISS field sites as shown in Table 1. CISS field sites shall consist of crash field technicians.

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 unless otherwise noted.

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

Each CIS PSU shall be staffed as specified by NHTSA. These staff shall perform the principal functions of the CIS 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.

Part-time or full-time clerical support may be required at each CIS PSU site. The activities of the CIS PSU include numerous administrative and record keeping duties, which are the responsibility of the clerical support staff or a designated crash technician.

The clerical staff also may be responsible for sampling, data coding, maintaining inventories of supplies and equipment, acquiring hospital records, updating case status records, and so forth. 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 CISS PSU Contractor, Zone Center Manager, and COR.

C.4.A.2.3 CISS Data Collection Activities For rulemaking support, the Crash Investigation Sampling 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 reviews 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 95% until the time the individual is retrained and re-tests to a level of 95% or greater. If, after receiving remedial training, the individual fails to maintain a level of at least 95%, then that individual shall be removed from the contract.

For each case selected, the crash field technicians shall locate and document the crash scene within four (4) days of selection date, measure and photograph the damaged vehicles within two (2) days of the selection date, interview involved drivers and occupants within six (6) days of the selection date, and obtain hospital records for documentation of injuries when available. The CISS PSU team shall conduct an in-house quality review of the coded data with their computer via the electronic data collection system. The electronic case shall be transmitted by the CISS PSU crash field technician to the Zone Center facility thirty-five (35) days after selection for a thorough quality control review.

The Contractor shall provide in their monthly reports a description of performance, timeliness, and data quality for crash field technicians and CISS 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 CISS PSU staff, Zone Center Manager, 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 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 CISS PSU staff and management. 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.

The Zone Center Manager is responsible for monitoring the timeliness of all data transmitted by the teams. 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.

C.4.A.2.4 Special Studies In addition to CISS data collection, NHTSA may design and implement special study data collection programs at various times. These special studies will involve additional data collection activities for a limited period of time, potential safety-related defects in vehicles, on-scene passenger crash investigation, on-scene motorcycle investigation, on-scene pedestrian investigation, on-scene large truck investigation, follow-on motorcycle investigation, follow-on pedestrian investigation, automotive equipment, or special crash investigation.

The CISS PSUs may be required to gather more detailed information on a specific aspect (such as steering column performance) of regularly sampled crashes. They may also investigate additional crashes of a certain type, e.g., automatic restraint involvements. Any required training shall be performed prior to the start of the data collection. Special studies will be designed within the workload and capabilities of the PSU crash field technicians. The work involved will be in addition to the crashworthiness activities and may involve initiating new cases or new field techniques. The Contractor shall anticipate that approximately one such study may be conducted annually. All CISS PSU staff shall report any potential vehicle safety problems that they encounter. These safety problems are reported to the Zone Center technical staff according to guidelines provided by NHTSA. Vehicle component retrieval for NHTSA analysis and photographic documentation of damaged vehicle may be required as the need arises. The COR shall direct the Contractor when retrieval of such vehicle components and equipment is necessary.

C.4.A.2.5 CISS Personnel Management The Contractor shall be responsible for the management and support of CISS PSU personnel. Every effort shall be made to hire and retain the best-qualified individuals since CISS PSU team stability is the cornerstone of data collection success. The Contractor shall provide continuous CISS PSU support.

C.4.A.2.6 Personnel Replacement Replacement personnel for a CISS PSU shall be hired and start work at least six (6) weeks before the next scheduled CISS basic training. If possible, an experienced individual shall be hired to fill the vacancy. When no experienced individuals are available, an inexperienced candidate may be hired.

Every inexperienced person hired for the crash field technician position shall be on probation until the successful completion of all basic training activities and apprentice field work (approximately six (6) months). The Contractor is responsible for ensuring that all inexperienced crash field technicians complete the following:

(1) Completion of the NHTSA basic training modules review along with pre-tests and post-tests at the Contractor's PSU facility;

(2) Completion of three (3) separate one-week field training courses at a location specified by NHTSA;

(3) Other homework and field exercises as required;

(4) Successful completion of the CISS basic competency evaluation; and,

(5) Satisfactory completion of casework during probationary period.

As appropriate, newly hired crash technicians may, also, require computer familiarization courses. They shall also review applicable manuals for the office computer and associated computer programs. Review of the NHTSA CISS basic training modules is recommended for newly hired research assistants.

C.4.A.2.7 CISS Area Documentation During the first six (6) weeks of the contract, the Contractor shall document area characteristics with particular emphasis on those police jurisdictions that have been selected for CISS sampling. The required information shall include, but is not limited to, those items listed in Section J. Detailed road maps and other supporting materials shall be available at the CISS PSU office and the Zone Center facility to aid in quality review.

Many police jurisdictions are concerned about access to their PARs and the potential for disruption of their normal police activities. Special emphasis should be placed on problems that are unique to each CISS PSU. Problems related to collecting PARs, collecting data, obtaining and maintaining cooperation, the size and accessibility of the geographic area, the safety of team in high crime areas, and interaction with various ethnic and socio-economic groups shall be documented in detail.

C.4.A.2.8 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 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 PSU office and the authorized 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 establishing an office within the specified PSU and hiring staff, the appropriate Zone Center personnel shall visit each CISS PSU 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 privacy policy and various methods that can be used to obtain medical data such as report templates and coding schemes to sanitize hospital records.

The Contractor shall be responsible for negotiating and documenting cooperation agreements with each police agency and with pertinent hospitals and tow yards. Copies of these agreements shall be kept on file at the CISS PSU office and the authorized Zone Center facility. In order to properly operate within the PSU, the CISS PSU staff shall have permission to: obtain electronic traffic crash reports; scan all traffic crash reports;

and photocopy selected reports for further investigation, paying a fee if necessary. PSU 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 that 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.

If deemed necessary and appropriate, the team shall also seek exposure in local newspapers, radio and/or television to enlist general community support for the NHTSA data collection program. It is vital that this sensitive task be performed in close coordination and with the prior approval of the COR. The COR shall be informed immediately of negative replies to requests for cooperation.

C.4.A.2.9 Maintaining Community Cooperation Throughout the duration of the contract, the Contractor shall maintain cooperation with all local officials in each CISS PSU. The Contractor shall expand upon and improve formal agreements with a goal of achieving 100% cooperation. The Contractor shall provide guidance to their CISS PSU teams as to methods of gaining or improving the recognition and support of the local community.

The Contractor shall become thoroughly familiar with the character and local circumstances of each CISS PSU. The Contractor shall obtain a copy of all area documentation, pertinent maps, and state laws that may affect data collection activities.

The Contractor shall be familiar with the local emergency medical service facilities and procedures, police and tow yard operations, and local organizations such as hospital boards and trucking associations that may be of assistance. The Contractor shall notify the COR immediately of any problems that may affect cooperation.

If deemed necessary and appropriate, the team shall also seek exposure in local newspapers, radio and/or television to enlist general community support for the NHTSA data collection program. It is vital that this sensitive task be performed in close coordination and with the prior approval of the COR. The COR shall be informed immediately of negative replies to requests for cooperation.

C.4.A.2.10 In House CISS Quality Control Following the collection of all field data, hospital and other records, the CISS PSU team shall perform an in-house quality review of all electronic case materials. Within four (4) weeks of contract award, a draft of an in-house quality control procedure plan shall be developed and submitted to the COR. Within two (2) weeks after review and approval by the COR, the final plan shall be submitted to NHTSA.

In general, the team members at a CISS PSU shall review each other's work. The CISS PSU staff shall examine each case for completeness and accuracy. All paper references to a case or an update to that case shall be destroyed as soon as the case has been officially approved by the Zone Center technical staff. When trends in errors or missing data are noticed at the CISS PSU level, the Contractor in consultation with their Zone Center team coordinator shall take corrective action such as providing some additional training for a team member deficient in a certain skill. The team is encouraged to make recommendations as to ways data elements, electronic screens, and field procedures could be improved. These recommendations should generally be included in the monthly progress report submitted to their respective Zone Center Manager and COR.

C.4.A.2.11 CISS Non-sample Jurisdiction Counts Many CISS PSUs will cover large geographic areas and/or include numerous police jurisdictions. It is not feasible to include every police jurisdiction in the weekly case selection activities because of the amount of time that would be devoted to reviewing and listing a large number of PARs. In order to account for the crashes that are reported by police jurisdictions not regularly included in the sample, “non-sample jurisdiction counts” are required. On a quarterly basis, PSU staff members shall visit all non-sample police jurisdictions which report traffic crashes within the PSU and list every police crash report by strata which has been filed since the previous visit. NHTSA will use these listings to improve the accuracy of the estimates made from the automated data files for periodic updates of the jurisdiction sample. A submission schedule for non-sample counts will be developed by NHTSA.

C.4.A.2.12 CISS Case Presentation Occasionally during the contractual period, crash field technicians may be requested to conduct a one-day presentation on cases of special interest that they have investigated.

The presentations shall be made in Washington, DC and will involve travel for one crash field technician from each CISS PSU to and from the presentation site. Prior to presentation of the special interest case, it may be necessary for the crash field technician to travel to a designated Zone Center facility in order to receive guidance from the Zone Center team coordinator. The Contractor should plan on one (1) case presentation during each contract year.

C.4.A.2.13 Protection of Privacy In the course of collecting, reviewing, and processing data, Contractor personnel will have access to sensitive information concerning people connected with the cases under research. It is essential that the privacy of this information be maintained. Only Contractor personnel and individuals authorized by NHTSA shall be permitted access to case information. Police crash reports, medical records, and other sensitive information shall not be left out where they may be viewed by unauthorized personnel. Sensitive information shall be stored in locked filing cabinets or a secure portion of the CISS PSU facility when not in use. After receipt of a case has been confirmed by the Zone Center Manager, all CISS PSU files for that case shall be destroyed within thirty (30) days. All requests for case information from outside your authorized Zone Center shall be referred to NHTSA.

C.4.A.2.14 CISS Training Requirements

C.4.A.2.14.1 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 CISS 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. The number of training cycles to be scheduled each year will be determined by NHTSA.

The CISS PSU Contractor shall be responsible for notifying their Zone Center Manager and COR of vacancies and training needs.

C.4.A.2.14.2 CISS Advanced Training Advance training may be necessary to offer special skills training. Two (2) advanced training courses may be conducted during the contract performance period. All crash field technicians shall attend both of the NHTSA advanced training courses.

Webinar courses may be offered by NHTSA from time to time for CISS PSU personnel. Workloads may be adjusted to accommodate training requirements.

Travel is not required for this type of training.

C.4.A.2.14.3 Special Studies Training In addition to collecting routine crash data, NHTSA will require that the Contractor conduct 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. The Contractor shall plan to send all crash field technicians to a training facility specified by NHTSA for an one-week period each year in support of this activity. Occasionally, training for the field team may be conducted by Zone Center staff during the course of a site visit.

C.4.A.2.14.4 Monitor CISS Trainee Performance Following basic training for new crash field technicians, Zone Center staff 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, Zone Center staff shall monitor the performance of the new PSU staff and shall observe and evaluate the new PSU staff in specific basic competencies. Based on this observation, Zone Center staff shall either suggest retaining or removing the trainee from the project.

The Zone Center Manager shall provide the COR, the NHTSA Training Coordinator, and PSU Contractor with the results of its decision and applicable justification. The COR and the NHTSA Training Coordinator will discuss the results with the CISS PSU Contractor to determine the course of action for removal or retention.

C.4.A.2.14.5 CISS Update Training At the end of each calendar year, an update or refresher training course may be conducted for five (5) days. Update training will offer training on new data elements, changes in field procedures, investigation techniques, or other NHTSA-designated problematic areas. All crash field technicians shall attend the update training at a specified location to be determined by NHTSA.

C.4.A.2.14.6 Crash Field Technicians Meetings An annual two-day "reverse site visit" for all crash field technicians within each respective zone shall be conducted by Zone Center staff at their Zone Center facility.

The meeting shall involve, but not be limited to, a review of Zone Center operations and PSU performance expectations. Details of the meeting time and agenda shall be approved by the COR.

C.5 “KICK-OFF MEETING”

C.5.1 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.

(End of Section C)

SECTION D - PACKAGING AND MARKING

D.1 PACKAGING AND MARKING

Preservation and packaging of all shipments or mailing of all work delivered under this contract shall be done in accordance with good commercial practices and to insure acceptance by common carrier (if applicable) and safe transportation at the most economical rate(s).

Any deliverables required by this contract shall be submitted to the applicable personnel identified in Section F of this contract. Due to security concerns, deliverables transmitted via regular U.S. Mail experience significant delay in reaching an intended destination and, as part of the screening process, may be damaged. For these reasons, the U.S. Mail should not be used to transmit deliverables. Rather, the Contractor is encouraged to use electronic mail to the maximum extent possible.

D.2 FORMATTING TEXT AND IMAGE DELIVERABLES

For those deliverables submitted electronically as text or image files, the following specifications apply.

D.2.1 TEXT

Text files shall be delivered in Microsoft WORD 2010 format. Font type of Times New Roman with a font size of 12 shall be used throughout the document. The Contractor shall minimize additional formatting as much as possible e.g., avoid use of columns) Avoid using any design/layout elements (however, see D.2.2, D.2.3, and D.2.4 below.)

D.2.2 CHARTS AND GRAPHS

The Contractor shall develop charts or graphs using Microsoft EXCEL 2010 or similar format and shall insert these in the appropriate places within the text document. The Contractor shall also provide the Microsoft EXCEL source file from which charts or graphs were developed.

D.2.3 ILLUSTRATIONS

NHTSA’s Office of Communication Services is responsible for developing or acquiring most illustrations found in NHTSA publications. These illustrations can take two forms:

a. Graphics – In the majority of cases, the Office of Communication Services will develop any needed graphics in collaboration with the COR. The Contractor shall provide text, graphs, and charts following the guidelines stipulated in D.2.1 and D.2.2 above. In some cases, the Contractor may be required to develop graphics. In these cases, the Contractor shall use only software approved by the U.S. Government Printing Office (e.g. Adobe Illustrator.)

b. Photographs – When photos are used in Agency publications, the Office of

Communication Services typically uses existing photos or photos purchased through royalty-free sources. In the event the Contractor must supply photos for use in a publication, the photos must be high resolution images at least 300 dpi at the size used in the publication. Photos shall be supplied on a CD or DVD in either .tif format (for scanned images) or .jpg (for images downloaded to the CD or DVD directly from the digital camera.).

NOTE: If a photograph is supplied by an outside source (Contractor, grantee, national organization, etc.), a release form must accompany the photo indicating that the human subjects in the photo authorize NHTSA to use the photo in its publications and on its Internet site. The Contractor is responsible for ensuring that the necessary arrangements have been made with the photographer and the subjects in the photo to ensure that NHTSA has unlimited rights to use the images in print and on the web. The Contractor shall obtain, and provide to NHTSA, a written statement indicating that NHTSA has unlimited, unrestricted rights to the use of the photos.

D.2.4 WEB-BASED IMAGES

Occasionally, web-based images may be used in NHTSA publications. The Contractor is cautioned that copyright laws restrict use of many of these images even if this is not expressly indicated at the website. Additionally, the resolution of most web-based images is not high enough to provide a clear image when published. For these reasons, web-based images should not be used.

(End of Section D)

SECTION E INSPECTION AND ACCEPTANCE

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

This incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: https://www.acquisition.gov/far/

Federal Acquisition Regulation (FAR) Clauses:

52.246-5 INSPECTION OF SERVICES – COST-REIMBURSEMENT (APR 1984)

E.2 INSPECTION AND/OR ACCEPTANCE

The COR (TO) as designated in this Task Order will be responsible for performing the inspection of all services rendered under this Task Order and for recommending acceptance of replacement/correction of services or materials that fail to meet the Task Order requirements to the Contracting Officer.

The COR (TO) will also be responsible to the Contracting Officer for recommending acceptance or replacement/correction of nonconforming supplies or services that fail to meet the Task Order requirements.

Rejection of a final report will delay final payment of costs due under the Task Order.

The most common causes for rejecting final reports are:

a. Incomplete description of the work objective and its relationship to other work performed in the area.

b. Inadequate description of methodology.

c. Insufficient or inconsistent technical information to support the findings or conclusions.

d. Poorly conceived graphs, charts and displays.

e. Incorrect spelling and grammar.

(End of Section E) https://www.acquisition.gov/far/

SECTION F – DELIVERIES OR PERFORMANCE

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

The contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

www.acquisition.gov/FAR/

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

[X] 52.242-15 Stop Work Order (AUG 1989)

[X] 52.247-35 F.O.B. Destination, Within Consignee’s Premises (APR 1984)

F.2 PERIOD OF PERFORMANCE

The Task Order Term will be a period of sixty (60) months from the effective date of award comprised of one (1) three (3) year base period and two (2) one (1) year option periods.