Attachment_J.3_RFP_DTNH2215R00013_TO_ODA_Support.pdf

DTNH2215R00013

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

1 24

C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

(Date)(Hour) local timeuntildepository located in copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

I

J

K

L

M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

H

G

F

E

D

C

B

A

SEC. DESCRIPTION PAGE(S) (X) DESCRIPTION SEC. (X)

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the

12. In compliance with the above, the undersigned agrees, if this offer is accepted within ______________ calendar days (60 calendar days unless a different period is inserted

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

CODE 24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

41 U.S.C. 253 (c) ( 10 U.S.C. 2304 (c) (

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

21. ACCOUNTING AND APPROPRIATION20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by government)

CODE

DTNH2215RQ-0002203/18/2015

X

NHTSA NPO-320

Office of Acquisition Management 1200 New Jersey Ave SE Washington DC 20590

1430 ES 04/17/2015

OMARI FENNELL

omari.fennell.ctr@dot.gov

X

X

X

X

X

X

X

PAGE(S)

ROSS JEFFRIES

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

1-2 3-5

6-10

11-13

15-20

21-24

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 24

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

DTNH2215R00013

(A) (B) (C) (D) (E) (F)

TITLE: Statistical & Analytical Support Services for the Office of Data Acquisition (ODA)

FOB: Destination

00001 ODA Support (Base Period)

00002 ODA Support (Option Period 1)

00003 ODA Support (Option Period 2)

00004 ODA Support (Option Period 3)

00005 ODA Support (Option Period 4)

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

Attachment 1: Reference # DTNH2215R00013 Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA)

PART I – THE TASK ORDER SCHEDULE

SECTION B – TASK ORDER SCHEDULE OF PRICES

B.1 SUPPLIES/SERVICES

The Contractor shall furnish all materials and personnel necessary to provide the National Highway Traffic Safety Administration (NHTSA) with technical support for “Statistical & Analytical Support Services for the Office of Data Acquisition (ODA)” The Contractor shall fulfill the work requirements in accordance with the Statement of Work (SOW), Section C, and other terms and conditions of the Task Order. All support provided to the Government shall be performed by Contractor employees or personnel otherwise retained by the Contractor.

B.2 TYPE OF TASK ORDER

The Government anticipates award of a Time and Materials Task Order as a result of this solicitation.

The Task Order Ceiling amount is $ TBD____

The Task Order Obligated amount is $ TBD____

B.3 PRICE/COST SCHEDULE

For proposal purposes, the following is the Government estimated level of effort to complete the Task Order. These estimates are advisory and the Offeror may propose the appropriate hours and labor required to meet the requirements of the SOW.

B.3.1 Base period – Based period prices are effective from the award date through twelve months thereafter.

Labor Categories Estimated

Hours Fixed Loaded

Hourly Labor Rates

Estimated Cost

Statistician II (onsite) 1888 Analysts II 1888 Jr Systems Analyst 1888

Base Period Labor Hours 5,664

TOTAL BASE PERIOD $________________________

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA)

B.3.2 Option Period 1- Option Period 1 prices are effective from the end of the base period through twelve months thereafter.

Fixed Loaded Hourly

Labor Rates

Estimated Cost

Statistician II (onsite) 1888 Analysts II 1888

Option Period 1 5,664

TOTAL OPTION PERIOD 1 $ _____________

B.3.3 Option Period 2- Option Period 2 prices are effective from the end of the base period through twelve months thereafter.

Fixed Loaded Hourly

Labor Rates

Estimated Cost

Statistician II (onsite) 1888 Analysts II 1888

Option Period 2 Labor Hours 5,664

TOTAL OPTION PERIOD 2 $ _____________

B.3.4 Option Period 3- Option Period 3 prices are effective from the end of the base period through twelve months thereafter.

Fixed Loaded Hourly

Labor Rates

Estimated Cost

Statistician II (onsite) 1888 Analysts II 1888

Option Period 3 Labor Hours 5,664

TOTAL OPTION PERIOD 3 $ _____________

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA)

B.3.5 Option Period 4- Option Period 4 prices are effective from the end of the base period through twelve months thereafter.

Fixed Loaded

Hourly Labor Rates

Estimated Cost

Statistician II (onsite) 1888 Analysts II 1888

Option Period 4 Labor Hours 5,664

TOTAL OPTION PERIOD 4 $ _____________

(End of Section B)

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA)

SECTION C – TASK ORDER DESCRIPTION, SPECIFICATIONS, WORK

STATEMENT

C.1 BACKGROUND

The National Highway Traffic Safety Administration (NHTSA) has the responsibility for reducing injuries and fatalities resulting from motor vehicle crashes on the nation’s roads and highways. The National Center for Statistics and Analysis (NCSA) is responsible for providing data and analyses to support NHTSA’s programs. The Office of Data Acquisitions (ODA) is located within the NCSA. This Office is primarily responsible for the following functional areas within the NCSA:

• Plans, develops, quality controls, and manages a national program to collect data on all fatal motor vehicle traffic crashes in the U.S.

o Fatality Analysis Reporting System (FARS) is the sole source for standardized, State-documented, information on a national census of the police-reported traffic crashes in which at least one fatality occurred.

• Plans, develops, quality controls, and manages a national, multi-level program of motor vehicle crash investigations on a nationally representative sample of motor vehicle traffic crashes in the U.S.

o National Automotive Sampling System (NASS) program consists of the following sub-systems: Crashworthiness Data System (CDS) and General Estimates System (GES). The NASS CDS is the sole source for nationally representative in-depth data on towed passenger vehicles. The NASS GES data is the sole source for trends on the number and severity of crash related non-fatal injuries in the U.S. The data for NASS are collected nationwide at sites called Primary Sampling Units (PSUs).

Quality control efforts for NASS are comprehensively performed at the NASS Zone Centers. Separate contracts are in place to perform the data collection and quality control functions at each of the PSUs and the two NASS Zone Centers.

Note: The NASS is currently under-going a major redesign to improve all aspects of the system from the sample design to case selection to data collection to quality control of the data to data file delivery. The record-based data acquisition process will produce general trends and be referred to as Crash Report Sampling System (CRSS). The investigation-based acquisition process will focus on follow-on passenger vehicle crashes and will be referred to as the Crash Investigation Sampling System (CISS). Both data systems will begin operations in 2016.

• Plans, develops, quality controls, and manages a national program of multi-disciplinary crash data collection on crashes of special interest to the Agency.

o Special Crash Investigations (SCI): The data for SCI are collected at three sites located across the country. The Special Crash Investigations (SCI) program employs highly trained crash reconstructionists to perform in-depth investigations

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA) on specific motor vehicle crashes. The SCI data serve as an early warning system and provide details on crashes of special interest to the Agency.

The timely dissemination of traffic crash data helps to identify potential problems and support data driven decisions in both the private and public sectors. Thus, NCSA strives to make crash data more complete, accurate, timely and accessible.

C.2 OBJECTIVE

The objective of this Task Order is to provide ODA with appropriate technical support f o r :

• Quality assurance/quality control in FARS

• Quality assurance/quality control and data aggregation for the NASS, the CRSS a n d

C IS S programs and maintaining high quality control standards to NASS and SCI.

This also includes any tasks needed for the development and implementation of the CRSS and CISS.

• Support for SCI scheduling, review and support activities

C.3 TASK ORDER SCOPE OF WORK

C.3.1 Kick-off Meeting

The Contractor shall schedule and conduct a two (2) hour kick-off meeting with the COR (TO) via teleconference within one week after Task Order award. The purpose of this meeting is to have an initial discussion about all issues relating to the Task Order and the accomplishment of its objectives. The Contractor shall provide minutes from the meeting as a written record of the discussion within 2 days after the initial meeting.

Within 2 weeks after Task Order award, the Contractor shall submit a draft project management plan (PMP). The PMP documents the overall approach to the management of this effort including, for example, schedule, risk management plans, staff and resource allocation plans, control practices, and interaction with stakeholders of other organizations (if applicable). This document shall be updated as needed to reflect authorized changes to the Task Order within 3 days of receiving the COR (TO) comments.

C.3.2 Quality Assurance/Quality Control Support for FARS and NASS\SCI

The Contractor shall provide on-site personnel to assist in performing quality assurance and quality control tasks related to the highway traffic safety systems. The specific tasks under this support area include, but are not limited to, the following:

C.3.2.1 Statistical Support

The Contractor shall:

• Design, develop, and maintain statistical quality control activities for FARS and NASS\SCI.

• Analyze data to develop computer-based statistical techniques to be used for improving data

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA) acquisition, reducing data entry error rates, and evaluating data elements;

• Provide statistical support for the development and/or improvement of current sample designs;

• Assist in developing statistical procedures for special analyses;

• Provide computerized statistical support to include but not limited to variance computation and missing data imputation methodologies;

• Provide statistical support to analyze data from FARS and NASS\SCI.; and

• Ensure the complete work are submitted by due dates assigned by the Contracting Officer’s

Representative/ Task Order (COR/TO).

C.3.2.2 Quality Control Support

The Contractor shall:

• Provide assistance on current quality control processes and other statistical tasks related to ODA’s programs;

• Create SAS edit checks from the current consistency checks in the FARS, NASS and new

NASS;

• Develop quality control techniques for monitoring and evaluating data;

• Provide support for data entry, quality control and analyses for special studies conducted within the ODA;

• Assist in the computation and application of the weights for the current NASS and new

NASS;

• Focus on validation of early data, delivered prior to processing using the DataFlux Data

Management Studio software or similar software;

• Assist in monitoring the current NASS listed and selected case counts by PSU and Zone

Center; and notify the QC Team of any shifts; and

• Assist in monitoring the new NASS listed and selected case counts by PSU and Zone Center;

and notify the QC Team of any shifts.

Within two (2) weeks, the COR (TO) will provide comments on the output provided by the Contractor.

C.3.3 NASS/SCI Support

The Contractor shall provide Crash Investigation Division (CID) suppor t fo r :

• Data processing,

• SCI case review,

• Data distribution, and

• NASS/SCI headquarters operations.

The Contractor shall work with the COR (TO) and the Volpe Center who currently have primary responsibility for the NASS equipment and software. The Contractor shall have

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA) secondary responsibility for this equipment and software. The tasks under this support area include, but are not limited to, the following:

C.3.3.1 NASS Database and Investigator Support

• Maintain automated quality control and tracking reports for NHTSA headquarters and zone center use.

• Coordinate with Department help desk to install and update Electronic Data System (EDS) desktop based software on user machines.

• Troubleshoot any issues involving EDS desktop applications or network connectivity experienced by in-house staff. Escalate to NASS Hotline any unresolved issues.

• Assist with the planning, organizing and evaluation of NASS\SCI special studies.

• Maintain a b a s i c understanding of NASS variable and attribute definitions.

C.3.3.2 EDS Hardware Tracking

• Track and maintain an inventory of EDS hardware assigned to on-site NHTSA HQ staff.

• Perform periodic inventory of on-site EDS hardware, and report results to the EDS IT

Manager and EDS hardware staff.

• Coordinate with EDS hardware staff with the inventory, and shipment of hardware between COR (TO) and the EDS hardware staff.

• Coordinate with the NHTSA Property Custodian with the inventory of EDS IT hardware on-site at NHTSA as well as other IT hardware assigned.

C.3.3.3 Electronic PAR Support

• Under the direction of the COR (TO) and NASS (current and future) headquarters staff, the Contractor shall support the NASS PSUs with processing police crash reports (PARs) for those sites obtaining PARs electronically.

• Assist in storing, processing or disseminating PARs that are received from FARS, NASS (current and future), SCI, and internal and external sources.

C.3.4 SCI Operations Support

The Contractor shall provide operations, database, and analytic support to the SCI program. While this support is primarily for SCI, it may include support for other NCSA data systems as needed. Subject to the direction of the COR (TO), these subtasks shall include, but are not limited to:

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA)

• Track SCI field equipment. This includes shipping, surplusing, and coordinating the transferring of the equipment between the field sites and NHTSA headquarters.

• Enter initial contact information including crash reports into CMS system

• Track cases within the SCIMIS, SODS and CDIS databases. Coordinate with field teams to insure cases are completed in a timely manner. Coordinate with COR (TO) to ensure that cases are reviewed in a timely manner and forwarded to the COR (TO).

• Enter and update case data in different SCI case tracking software (SCIMIS, SODS, CDIS and CMS).

• Enter and update CDR data in SCI case database, CDR Tracker

• Complete the final processing of SCI cases within the SCIMIS application so that the case is ready for publication to the NHTSA website.

• Work with the EDS software development team to correct problems.

• Review submitted police crash reports from various sources to determine relevance to the SCI program. Relevant reports are then forwarded to the SCI program lead.

• Design and maintain ad hoc automated quality control and tracking reports for NHTSA headquarters.

C.3.4.1 SCI Project Assistance and Investigator Support

• Complete processing of field Contractor identification media.

• Enter and update case data tracking in various SCI case tracking software (SCIMIS, SODS, CDIS).

C.3.4.2 SCI Case Sanitization and Distribution

The Contractor shall provide support for the sanitization and distribution of SCI (and NASS (current and future)) cases as needed. This shall normally be done as a result of a public request for information. The duties include:

• Case retrieval from the National Archives and Records Administration (NARA) facility.

• Necessary sanitization of the case so that it conforms to the standards set in the "Agency

Procedures for Release and Security of Researcher Data Collected under the National Automotive Sampling System" document.

• Scan case information into a Portable Document Format (PDF) file.

• Distribution of the completed document as necessary. Coordination with personnel at the

Volpe facility may be required.

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA)

SECTION F- TASK ORDER DELIVERIES OR PERFORMANCE

F.l TASK ORDER PERIOD OF PERFORMANCE

The Period of Performance for this Task Order shall be 60 calendar months (1 Base Period and 4, one year Option Periods) from the date of the Task Order award.

F.2 FAR 52.252-2 CONTRACT CLAUSES INCORPORATED BY REFERENCE (FEB

1998)

This Task Order 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 the following address:

https://acquisition.gov/far/

Federal Acquisition Regulation (FAR) Clauses:

FAR 52.242-15 STOP-WORK ORDER (AUG 1989) Alt I (APR 1984)

FAR 52.247-34 F.O.B. DESTINATION (NOV 1991)

F.3 TASK ORDER PERFORMANCE MILESTONES AND DELIVERABLES

The following performance milestones and deliverables apply to this Task Order and are considered important to the successful completion of the project.

Item Task Number

Deliverable (D) or Milestone (M) Due Date After Award

1 C.3.1 Kick-Off Meeting (M) 1 week after award

2 C.3.1 Minutes from Kick-Off Teleconference (D)

2 days after deliverable from item 1

3 C.3.1 Draft Project Management Plan (D) 2 weeks after award

4 C.3.1 Final Project Management Plan (D) 3 days after COR (TO) comments

5 C.3.2.1 Statistical support for NCSA data systems On-going 6 C.3.2.2 Quality control support for NCSA data systems On-going

7 C.3.2.2 COR (TO) will provide comments 2 weeks after deliverables from item 6.

https://acquisition.gov/far/

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA)

8 C.3.3 NASS\SCI Support On-going 9 C.3.4 SCI Operations Support On-going 10 F.6 Status Telephone Meetings and Minutes Monthly 11 F.7 Monthly Progress Reports 10th of each Month

F.4 TASK ORDER PLACE OF DELIVERY

Unless otherwise specified, all deliverables shall be delivered electronically, under transmittal letter, to the assigned COR (TO) at the following address:

To be filled in at time of award

A copy of the transmittal letters for all deliverables and the monthly progress report shall be delivered to the Contract Specialist at the following address:

To be filled in at time of award

F.5 COMPLIANCE WITH REHABILITATION ACT

The Contractor may be required to ensure that electronic documents it prepares will meet the requirements of Section 508 of the Rehabilitation Act. The Rehabilitation Act requires that all electronic products prepared for the Federal Government be accessible to persons with disabilities, including those with vision, hearing, cognitive, and mobility impairments. When an electronic document developed under this effort have been identified by NHTSA as necessary and required to meet the requirements of Section 508, it is understood that all reasonable costs incurred by the Contractor that are associated with meeting the requirements for Section 508 compliance with be fully reimbursed by the Government.

The Contractor should review Section 508 of the Rehabilitation Act (http://www.accessboard.gov/508.htm) and the Federal IT Accessibility Initiative (Home Page) (http://section508.gov/) further information on these requirements.

F.6 STATUS TELEPHONE MEETINGS AND MINUTES

The Contractor shall schedule monthly telephone meetings with NHTSA. The Contractor can schedule additional meetings with NHTSA COR (TO) as needed. The principal investigator shall be responsible for scheduling the meeting and establishing the agenda. Meeting topics can include but are not limited to technical progress, project schedule, issues requiring resolution, and upcoming tasks. The Contractor shall provide an agenda 24 hours in advance of the call. Minutes shall include, but are not limited to the following: current status, issues and actions items for the Contractor and for NHTSA. In some instances, the principal investigator may request an e-mail update in lieu of the telephone meetings; these requests should be sent to the NHTSA COR (TO) http://www.accessboard.gov/508.htm http://section508.gov/

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA) for approval. The Contractor shall provide minutes as described above within three days for all meetings with NHTSA, scheduled or unscheduled, and in person or by telephone.

F.7 MONTHLY PROGRESS REPORTS

The Contractor shall furnish a monthly report electronically in Microsoft Word form to NHTSA by the 10th of the month following the month being reported. The report shall be a narrative- type status/performance indicators report (indicating contract number, title and time period) which shall include concise statements covering activities relevant to the effort and shall include, as a minimum, the following:

• The report should include a listing of work performed, by labor category, and other activities performed during the reporting period. This report should highlight accomplishments and significant occurrences performed under this contract.

• Discussion of work planned for the following month.

• Identification of any problems encountered that would affect the completion of the contract within the money constraints set forth in the contract, together with recommended solutions to such problems.

• A financial summary covering the reported month. The summary should include a listing of labor categories, labor hours for the reported month as well as cumulative to date and a comparison of these hours to scheduled hours. The report shall also include expenses incurred for the reported month as well as cumulative to date and a comparison of those expenses to those budgeted.

(End of Section F)

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA)

SECTION J: LIST OF ATTACHMENTS

Exhibits

None

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA)

SECTION L: INSTRUCTIONS, CONDITIONS, AND NOTICES TO THE OFFERORS

OF QUOTERS

L.1 FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE (Feb 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make the full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision 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.

FAR 52.204-7 System for Award Management (Jul 2013) FAR 52.215-1 Instructions to Offerors - Competitive Acquisition (Jan 2004) FAR 52.215-16 Facilities Capital Cost of Money (Jun 2003)

FAR 52.215-22 Limitations on Pass-Through Charges – Identification of Subcontract Effort (Oct 2009)

L.2 FAR 52.216-1 TYPE OF CONTRACT (APR 1984)

The Government anticipates a Time and Materials Task Order as a result of this solicitation.

Offerors may proposal contract types other than Time and Materials for Task Orders.

L.3 Refer to Base RFP DTNH2215R00016

L.4 Refer to Base RFP DTNH2215R00016

L.5 PROPOSAL DELIVERY

1. Questions: All questions concerning the RFP shall be submitted electronically to

Omari Fennell via email at nhtsaoam@dot.gov, Contract Specialist, no later than 2:30 PM EST, April 1, 2015 in order for responses to questions to be conveyed in a timely manner. No telephone requests will be entertained. Responses to questions will be provided via email as an amendment to the solicitation. Offerors shall include RFP Number DTNH2215R00013- in the subject line. Offerors shall submit questions in the form of an electronic file attachment in Microsoft Word format and shall include at a minimum, company name, address, point of contact, phone number and a reference point for where the question originated.

For example:

http://www.acquisition.gov/far mailto:nhtsaoam@dot.gov

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA)

SOW Section C.3.2, “entitled…”

2. Question: (State the Question)

3. Offerors shall acknowledge receipt of all amendments, if any, to the Solicitation.

Amendment or Cancellation of Solicitation: NHTSA reserves the right to amend or cancel this solicitation as necessary to meet NHTSA requirements.

Communication: Until a formal notice of award is issued, no communication by the Government either written or oral shall be interpreted as a promise that an award will be made.

When/Where/How Many to Submit: Each Offeror shall submit their technical and business proposals electronically to Omari Fennell via email at NHTSAOAM@dot.gov, Contract Specialist. The Business Cost Proposal spreadsheets should be interactive so that the Contract Specialist can verify the calculations used to obtain the final cost. The Proposals are due no later than 2:30 PM EST, April 17, 2015.

L.6 PROPOSAL CONTENT

RESERVED

L.7 PROPOSAL SUBMISSION

The Offeror shall submit/present the Technical and Business Proposals as two (2) separate volumes:

VOLUME I – TECHNICAL PROPOSAL

Part I: Technical Capability Part II: Proposed Staff Qualifications and Experience Part III: Contractor’s Corporate Experience and Past Performance

• The Technical Proposal should contain a cover sheet that clearly identifies the Offeror’s name, RFP number [DTNH2215R00013]

• Page Limit: 25 (Resumes are limited to 3 pages each and are not included in the Technical Proposal Page Limit).

• No cost/price data shall be included in Volume I: Technical Proposal.

VOLUME II – COST/BUSINESS PROPOSAL

• The Business Proposal should contain a cover sheet that clearly identifies mailto:NHTSAOAM@dot.gov

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA) the Offeror’s name, RFP number [DTNH2215R00013].

• The electronic submission(s) of the Business Proposals shall be submitted in a format compatible with Microsoft Office.

• The electronic submission(s) of the Business Proposals shall allow the Government to interact with the data.

• Page Limit: None

Note: NHTSA will not be liable for the failure to read and/or evaluate a business proposal that contains a virus and/or similar problem.

L.8 TECHNICAL PROPOSAL INSTRUCTIONS

A written technical proposal is required for this RFP. The technical proposal shall not exceed 25 pages and shall be bound separately from the business proposal. The Technical Proposal, Volume I, will be evaluated in accordance with Section M.2. Volume I: Technical Proposal shall be submitted in three (3) parts:

Part I: Technical Capability Part II: Proposed Staff Qualifications and Experience Part III: Contractor’s Corporate Experience and Past Performance

Cost information shall not be provided in the forwarding letter or in any part of the technical proposal.

PART I: TECHNICAL CAPABILITY

The offeror shall demonstrate understanding of NHTSA’s requirements and technical environment. The offeror shall demonstrate uniqueness and creativity in its technical proposal submission. The proposal shall demonstrate ability in monitoring performance to meet quality goals. The Contractor shall identify and understand potential problems that could arise in carrying out the work. The offeror shall also be evaluated on the ability to provide solutions which are feasible, effective and efficient at addressing the task requirements. The offeror shall also provide a reasonable approach to provide all required deliverables.

PART II: PROPOSED STAFF QUALIFICATIONS AND EXPERIENCE

The Contractor shall provide resumes of proposed personnel (including subcontractors or consultants) shall document experience, educational background, and training. The Contractor shall also provide the availability of proposed staff and their designated responsibility on the project also will be evaluated. Additionally, the offeror shall be able to show that its personnel have extensive experience with the work required in the solicitation.

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA)

PART III: CONTRACTOR’S CORPORATE EXPERIENCE AND PAST

PERFORMANCE

The offeror shall detail their experience with work similar to that required under the solicitation. The Contractor shall also demonstrate relevant corporate experience and expertise in providing analytical support services. Practical experience of several years is particularly is critical and the offeror shall be evaluated on past performance in how well statistical services were provided to customers. The offeror shall be rated on timeliness, adequacy and completeness of scheduling and reporting, particularly within the past 24 months. Additionally, the offeror’s record of providing quality services in accordance with contract terms and conditions will also be reviewed. This includes the offeror’s ability to meet performance deadlines and milestones under previous contracts.

L.9 COST/BUSINESS PROPOSAL INSTRUCTIONS

This volume shall be separate from Volume I.

a. Cost/Price Information Assumptions:

An Offeror shall support its total cost for the task(s) outlined in Statement of Work (SOW) incorporated in Section C, Descriptions/Specifications/Work Statement and, shall contain the Offeror’s best terms from a cost standpoint with applicable discounts for consideration of the total effort. The cost proposal shall be prepared in accordance with the Offeror’s accounting system and practices and the format of the Cost Proposal template provided as attachment J.7 of the Base RFP DTNH2215R00016. The Business Cost Proposal shall illustrate cost data by cost element (material, labor, indirect costs, etc.) used to develop Loaded Fixed Rate. Further, the proposed cost shall be summarized by task and by year.

b. Cost/Price Information Breakdown:

Cost Proposals shall include, at a minimum, all costs by task under Section C for the following categories:

1. Labor Rates/Categories: Provide labor rates/categories for all proposed staff.

Please include the number of hours needed to complete each task. Proposal should also include yearly escalation rates. Anticipated promotions for any personnel shall be included with the escalation calculation.

Proposed labor categories should relate to the Government labor categories discussed herein.

2. Other Direct Costs (ODCs): (If applicable) This category includes materials, equipment, etc. The Offeror shall consolidate ODCs into one line item.

However, a separate schedule shall be provided to breakdown ODCs. The schedule shall provide a detailed itemization of each ODC proposed, and shall

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA) also provide rationale for the need of each item. Offerors shall propose $0 in ODCs for this effort for the entire period of performance.

3. Travel: (If applicable) All travel cost proposed shall be in accordance with the Federal Travel Regulations (FTR). The Offeror shall consolidate travel costs into one line item. Offerors shall propose $0 in travel costs for this effort.

4. Right of Examination: By submitting a proposal, an Offeror, if selected for negotiation, shall grant the CO or an Authorized Representative the right to examine any books, records, documents or other supporting data that will permit adequate evaluation of the proposed cost. This right may be exercised any time before award. The NHTSA may use an independent Contractor to conduct the cost analysis.

ESTIMATED LEVEL OF EFFORT

For proposal purposes, the following is the Government estimated level of effort to complete the Task Order. These estimates are advisory and Offerors may propose the appropriate house and labor required to meet the requirements of the SOW.

Analyst II 1888 Jr. Systems Analyst 1888 Statistician II 1888 Base Year Total Labor hours 5,664

Analyst II 1888 Jr. Systems Analyst 1888

Option Period1 Total Labor hours 5,664

Analyst II 1888 Jr. Systems Analyst 1888

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA)

Option Period 2 Total Labor hours 5,664

Analyst II 1888 Jr. Systems Analyst 1888

Option Period 3 Total Labor hours 5,664

Analyst II 1888 Jr. Systems Analyst 1888

Option Period 4 Total Labor hours 5,664

(End of Section L)

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA)

SECTION M: EVALUATION FACTORS FOR AWARD

M.1 GENERAL PROCEDURES FOR AWARD

General: The Government intends to award a Time and Materials task order as a result of this solicitation.

An award will be based on technical acceptability. The Offeror will be evaluated on its overall cost to perform the work herein.

Source Selection: Source selection will be made in accordance with the guidelines of the Federal Acquisition Regulation (FAR), the Department of Transportation Acquisition Regulation and this solicitation. Award of contract under this solicitation shall be made to an Offeror whose proposal represents the best value to the Government.

The Contracting Officer is the only individual who can legally commit or obligate the Government to the expenditure of public funds. No cost chargeable to the proposed contract can be incurred before receipt of a fully executed Task Order or specific written authorization from the Contracting Officer.

M.2 EVALUATION, NEGOTIATIONS AND AWARD PROCESS

1. The evaluation process consists of two separate phases:

PHASE ONE –TECHNICAL ACCEPTABILITY

The Offeror’s technical proposal will be evaluated for technical merit according to the criteria set forth in M.2, EVALUATION CRITERIA.

PHASE TWO – EVALUATION OF BUSINESS MANAGEMENT

The Offeror’s proposed prices as reflected in Section B, will be considered. The review of the Offeror’s prices will be made independently of the technical review.

2. In accordance with FAR 15.306, the Government will conduct negotiations with the Offeror based on a technically acceptable technical proposal, combined with their cost proposal. However, negotiations will be conducted at the discretion of the Government. Accordingly, THE OFFEROR SHALL SUBMIT PROPOSALS THAT

PLACES THE OFFEROR IN THE MOST FAVORABLE POSITION BECAUSE

THE GOVERNMENT RESERVES THE RIGHT TO MAKE AN AWARD

WITHOUT FURTHER NEGOTIATION OR DISCUSSION, PURSUANT TO FAR

52.215-1,“Instructions to Offerors – Competitive Acquisition”.

3. The Evaluation Factors set forth in M.2 will be used in evaluating technical proposals. Further guidance on requirements and criteria is provided in Section L -

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA)

Instructions, Conditions and Notices to Offerors or Respondents. Technical considerations are more important than price. Prices will not be accorded any specific numerical rating. If there are no significant technical proposal differences, price may be the determining factor for source selection.

4. The award will be based on the Offeror’s technical acceptability and costs that are deemed most advantageous to the Government, price and other factors considered.

Evaluation and selection for award under this procurement will be in accordance with

FAR 15.605.

5. Evaluation of the Base Period and Option Period prices (as applicable) will be performed in accordance with FAR 52.217-5 “Evaluation of Offers” see M.4.

M.3 EVALUATION CRITERIA

The Technical Evaluation Panel (TEP) will evaluate and score the proposal in accordance with L.8 above and the elements discussed below. All factors are of equal importance.

A. TECHNICAL CAPABILITY (APPROACH AND UNDERSTANDING)

The offeror will be evaluated on:

• The degree to which the offeror’s technical plan provides a complete and reasonable response to meeting all work requirements;

• The degree to which the offeror has provided a reasonable approach to provide all required deliverables;

• The degree to which the offeror identifies and understands potential problems that could arise in carrying out the work;

• The feasibility, effectiveness and efficiency of solutions proposed to address these problem areas;

• Overall cohesiveness and integration of proposed planning.

Additionally, the soundness, uniqueness, completeness, clarity, and feasibility of the plan for overall project management will be evaluated. The degree to which the offeror identifies scheduling risks and the feasibility and effectiveness of approaches to resolve or minimize such risks will also be evaluated. The degree to which the offeror’s proposed organizational structure will support the Statement of Work requirements will be evaluated. Offeror’s demonstrated creativity and innovation towards staff management will be evaluated. The Offeror’s demonstration of efficiency of operations in terms of application of resources per task will be evaluated.

The Offeror will be evaluated on their proposal’s identification of program management risks and the feasibility and effectiveness of approaches to resolve or minimize such risks. The Offeror’s proposal will be evaluated on the degree to which the offeror’s

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA) personnel system ensures that qualified and effective employees are retained on the contract.

B. PROPOSED STAFF QUALIFICATIONS AND EXPERIENCE

The offeror will be evaluated on the quality and experience level of its proposed professional and technical personnel (including any proposed subcontractor or consultant personnel) to meet the Statement of Work requirements. This includes identifying qualified staff under the contract which indicates a level of expertise that ensures the ability to successfully complete the work. The government will review the qualifications of the proposed staff to ensure that technical background is relevant to the effort.

Resumes should include information on education, background, and recent work experience.

C. CORPORATE EXPERIENCE/PAST PERFORMANCE.

The offeror’s past performance will be evaluated on its performance under similar efforts, including whether it has demonstrated a history of meeting schedule and deliverable deadlines as well as cost constraints. Specifically, whether schedules under other contracts were met as indicated by the actual and required start and completion dates; and if problems were noted, whether or not the offeror has indicated an ability to find solutions and improve overall contract performance. In addition, the offeror will be evaluated on whether it has received reports indicating a high level of satisfaction from its past clients.

Offeror’s with no relevant past performance information will be rated neutral for Past Performance for this evaluation factor. Offeror’s who have a record of past performance, but whose past performance is evaluated as poor, will receive an overall poor score for this factor.

M.4 EVALUATION PRICE CALCULATIONS

Technical Factors are more important than cost or price. Selection of the firm to perform this task order will be based on the Government’s assessment of the best overall value.

Offerors will be evaluated based upon cost/price completeness and accuracy to determine the validity of the price, cost/price realism, cost/price reasonableness, and cost/price risk.

Total estimated ceiling price to accomplish the requirement and all of its options will be utilized as a basis for evaluating price. The factors below will be used to assess whether the Offerors' proposal is complete, accurate, and realistic to minimize cost or performance risk.

Cost/Price Completeness and Accuracy: The Government will review the cost/ price schedules for completeness and accuracy. A determination will be made as to whether the offeror has properly understood the business proposal instructions and properly

Task Order No. TBD for Statistical & Analytical Support Services for the Office of Data Acquisition (ODA) completed the cost/price schedules. Changes to the evaluation quantities, blanks or zeros in the pricing columns, and/or mathematical mistakes are subject to clarification for confirmation of the offeror’s intent. The offeror's proposal will be checked for mathematical correctness to include the following:

1. Checking arithmetic in all computations.

2. Making sure that all prices/costs are summarized correctly.

3. Comparing electronic submittals with hard copies; if applicable.

A determination will be made regarding whether the cost/price appears unbalanced, either for the total cost/price of the proposal or separately priced line items. An analysis will be made by item, quantity, and year to identify any irregular or unusual pricing patterns. An unbalanced proposal is one that incorporates prices that are less than cost for some items and/or prices that are overstated for other items.

Cost/Price Realism: The Offerors are placed on notice that any proposals that are unrealistic in terms of technical commitment or unrealistically low in cost(s) and/or price will be deemed reflective of an inherent lack of technical competence or indicative of failure to comprehend the complexity and risk of contract requirements, and may be grounds for rejection of the proposal.

Cost/Price Reasonableness: The Offerors are expected to establish a reasonable price relationship between all cost/price elements. An evaluation of the Offerors’ price proposals will be made to determine if they are realistic for the work to be performed, reflect a clear understanding of the requirements, and are consistent with the Technical Proposal. Reasonableness determinations will be made by determining if competition exists, by comparing proposed cost/price with established commercial prices, other contract vehicles, and/or by comparing proposed cost/price with the Independent Government Cost Estimate (IGCE). The IGCE is not releasable to the public.

Cost/Price Risk: Risk refers to any aspect of the Offerors’ proposals that could have significant negative cost consequences for the Government. Proposals will be assessed to identify potential risks. Where cost/price risk is assessed, it may be described in quantitative terms or used as a best-value discriminator.

M.5 FAR 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

Except when it is determined in accordance with FAR 17.206(b) not to be in the Government’s best interest, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement.

Evaluation of options will not obligate the Government to exercise the options.

(End of Section M)