RFP_DTNH2215R00022.pdf

DTNH2215R00022

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

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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

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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-0007606/25/2015

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1400 ES 07/27/2015

Sherese Gray sherese.gray@dot.gov

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PAGE(S)

Sherese Gray

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 3-11

12-19 20-21 23-25 26-30 31-35

36-40

42-48

49-54

55-58

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

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CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

DTNH2215R00022

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

Title: Fatigue in Emergency Medical Serivces

(EMS) Systems

FOB: Destination

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

REQUEST FOR PROPOSAL

FATIGUE IN EMERGENCY MEDICAL (EMS) SYSTEMS

SOLICITATION # DTNH2215R00022

SECTION B SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SERVICES

a. The contractor shall furnish all the necessary facilities, materials and personnel, and shall render all non-personal services necessary to perform the project entitled, “Fatigue in Emergency Medical (EMS) Systems.” The Contractor shall fulfill the work requirements in accordance with the Statement of Work (SOW), Section C, and other terms and conditions of the contract. All support provided to the Government shall be performed by Contractor employees or personnel otherwise retained by the Contractor.

b. The Government anticipates award of a Time and Material Type Contract.

B.2 PRICE SCHEDULE DEFINITIONS AND SPECIAL PROVISIONS

B.2.1 Fixed Loaded Labor Rates As used in this solicitation, “Fixed Loaded Labor Rates” are composed of the hourly rates paid to an individual within a specific Labor Category (plus merit and/or cost of living increases, if applicable) plus indirect costs such as Fringe Benefits, Overhead, Facilities Capital Cost of Money (FCCM), General and Administrative (G&A), and Fee or Profit. Indirect Cost Rates as well as percentage of fee shall be negotiated and fixed at time of contract award and shall remain fixed for the entire term of the contract.

B.2.2 ODC

As used in this solicitation, “ODC” means “Other Direct Costs.” ODCs are costs other than the contractor’s labor costs. Profit or fee may never be applied to ODCs.

B.2.3 ODC Indirect Cost Category and Base As used in this solicitation, “ODC Indirect Cost Category and Base” means the type of indirect cost (e.g. G&A, F&A, O/H, etc) and the base on which the indirect cost is applied (e.g. travel costs, subcontracting costs, all other direct costs). The application of ODC Indirect Costs is permitted only to the extent that those costs are not already recovered as part of the contractor’s Loaded Labor Rates.

B.2.4 ODC Indirect Cost Rate As used in this solicitation, “ODC Indirect Cost Rate” means the rate (expressed as a percentage of the Other Direct Cost) the contractor applies to the specified ODC to recover its indirect cost. The application of this Indirect Cost Rate is permitted only to the extent that those costs are not already recovered as part of the contractor’s Loaded Labor Rates.

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B.2.5 Materials, Subcontracts, and All Other Non-Labor Costs

a. Materials Handling Costs

Materials required for performance under the resultant contract shall be reimbursed at cost. Reasonable and allocable material handling costs may be included in the charge for material only to the extent they are clearly excluded from the hourly rate. Material handling costs are comprised of indirect costs, including, when appropriate, general and administrative expense allocated to direct materials in accordance with the Contractor’s usual accounting practices consistent with Subpart 31 of the FAR.

b. Subcontracts

The costs of subcontracts that are authorized under the subcontracts clause of the resultant contract shall be reimbursable costs under this clause. Reimbursable costs shall not include any costs arising from the administration or supervision of performance of the subcontracts, if the costs are included in the hourly labor rates payable under this contract.

c. All Other Non-Labor Costs

Any and all other non-labor costs incurred during the performance of the resultant contract shall be reimbursed at cost only. Indirect costs include only those costs clearly excluded from the labor-hour rate and allocated in accordance with the Contractor’s usual accounting practices consistent with FAR Part 31.

d. Profit or Fee

No fee or profit shall be applied to materials, supplies, subcontracts, or other non-labor items furnished under the resultant contract.

B.2.6 Travel Costs

Travel costs shall be reimbursed in accordance with FAR Part 31.205-46.

B.3 LABOR CATEGORIES AND DESCRIPTIONS

The following paragraphs define the duties each labor category is responsible for performing.

Subject to prior written approval of the Contracting Officer, the Contractor may revise the list and/or labor category descriptions provided.

Principal Investigator/Program Manager A Principal Investigator/Program Manager has overall responsibility for the conduct of the project and develops and monitors the contractor’s work plan, organizes and monitors staff to provide optimum scientific integrity and project support to meet NHTSA’s objectives for the

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project. The Principal Investigator/Program Manager plans and budgets the contract and/or task order effort, and serves as main point of contact with the NHTSA COR (Contracting Officer’s Representative). The Principal Investigator/Program Manager will typically be a behavioral scientist, social scientist, medical doctor, engineer, or neuroscientist, and will organize scientific meetings, develop project methodology, including any research design, determination of appropriate variables, choice of appropriate participants, choice or development of appropriate algorithms, directing statistical analysis, and determining appropriate conclusions.

Research Associate A Research Associate assists the principal investigator in conduct of scientific meetings or research studies, for example in obtaining and reviewing literature, programming algorithms, obtaining archival documents or data, making phone calls and other contacts, recruiting participants, working with participants or collecting data, compiling data, analyzing data, and writing of the various reports.

Research Assistant A Research Assistant assists the research associate(s) and principal investigator in conduct of scientific meetings or research studies. For example, in obtaining and reviewing literature, obtaining archival documents, collecting data, making phone calls and other contacts, recruiting participants, working with participants or collecting data, compiling data, analyzing data, and writing of the various reports.

Support Staff Support Staff assists the Research Associate and Principal Investigator in the management and conduct on the study including, coordinating participant recruiting, entering data collected from the field or lab into a database(s), performing office administration functions including typing, copying, filing and making travel arrangements.

Statistician/Data Analyst A Statistician/Data Analyst oversees the statistical analysis of the project as well as appropriately interpreting the results. This includes determining the appropriate overall data analysis methodology, specifying the particular statistical tests to be used, determining the appropriate statistical software package for the analyses, programming and running the data analysis, and describing any methodological limitations.

Technical Writer/Editor A Technical Writer/Editor assists the Principal Investigator/Program Manager and the Research Associate in the writing, review, and editing of written products during the course of the project (e.g., a survey) and also deliverables such as draft final, final report, and journal article to ensure clarity, adherence to NHTSA publication standards, grammatical correctness, and readability.

Subject Matter Expert A Subject Matter Expert provides scientific, engineering, technical, managerial and/or administrative direction for problem definition, analysis, requirements development, and implementation for complex to extremely complex topics related to Emergency Medical

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Services, traffic safety research, Evidence Based Guideline (EBG) development methodology, or sleep research.

Graphic Designer A Graphic Designer produces graphic art and visual materials for promotions, advertisements, films, packaging, and informative and instructional material through a variety of media outlets such as print, websites, and CD-ROMs. The Graphic Designer also generates and manipulates graphic images, animations, sound, text and video into consolidated and seamless multimedia programs.

Website/Software Developer A Website/Software Developer designs, develops, troubleshoots, debugs, and implements software code (such as HTML, CGI, and JavaScript) for the development and maintenance of a website. They Work with graphic designers and other members of a project team to develop the site concept, interface design, and architecture of the website. In addition, they research, test, build, and coordinate the integration of new products per client requirements.

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B.4. PRICE SCHEDULE

B.4.1 BASE PERIOD (YEAR 1): Prices shall cover the period from the effective date of contract award through twelve (12) months thereafter.

TOTAL NOT TO EXCEED CEILING AMOUNT: $TBD AT CONTRACT AWARD

LABOR CATEGORIES LEVEL OF

EFFORT

(EST. HOURS)

FIXED

LOADED

LABOR

RATES

TOTAL

COST

Principal Investigator/Program Manager

Research Associate $ Research Assistant Support Staff Statistician/Data Analyst Technical Writer/Editor Subject Matter Expert Graphic Designer Website/Software Developer Total Labor Cost $ ODCs

ESTIMATED

COST (NTE)

INDIRECT

COST

RATE (%)

TOTAL

INDIRECT

COST ($)

Materials and Supplies $ Travel $ Equipment $ Subtotal Other Direct Costs

Total ODCs $

TOTAL ESTIMATED

AMOUNT

SOLICITATION # DTNH2215R00022

B.4.2 BASE PERIOD (YEAR 2): Year two (2) prices shall be in effect from the end of the “Base Period (Year 1)” through fourteen (14) months thereafter.

LABOR CATEGORIES LEVEL OF

LABOR

RATES

TOTAL

COST

Principal Investigator/Program Manager

Research Associate $ Research Assistant Support Staff Statistician/Data Analyst Technical Writer/Editor Subject Matter Expert Graphic Designer Website/Software Developer

INDIRECT

COST

RATE (%)

TOTAL

INDIRECT

COST ($)

Materials and Supplies $ Travel $

SOLICITATION # DTNH2215R00022

B.4.3 OPTIONAL TASK C.3.13: Prices shall be in effect from date of execution through twenty four

(24) months thereafter.

LABOR

RATES

TOTAL

COST

Principal Investigator/Program Manager

Research Associate $ Research Assistant Support Staff Statistician/Data Analyst Technical Writer/Editor Subject Matter Expert Graphic Designer Website/Software Developer

INDIRECT

COST

RATE (%)

TOTAL

INDIRECT

COST ($)

Materials and Supplies $ Travel $

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B.4.4 OPTIONAL TASK C.3.14: Prices shall be in effect from date of execution through twenty four

LABOR

RATES

TOTAL

COST

Principal Investigator/Program Manager

Research Associate $ Research Assistant Support Staff Statistician/Data Analyst Technical Writer/Editor Subject Matter Expert Graphic Designer Website/Software Developer

INDIRECT

COST

RATE (%)

TOTAL

INDIRECT

COST ($)

Materials and Supplies $ Travel $

B.4.5 OPTIONAL TASK C.3.15: Prices shall be in effect from date of execution through twenty four

LABOR

RATES

TOTAL

COST

Principal Investigator/Program Manager

Research Associate $ Research Assistant Support Staff Statistician/Data Analyst Technical Writer/Editor Subject Matter Expert Graphic Designer Website/Software Developer

INDIRECT

COST

RATE (%)

TOTAL

INDIRECT

COST ($)

Materials and Supplies $ Travel $

(End of Section B)

SECTION C DESCRIPTION/SPECS./WORK STATEMENT

C.1 BACKGROUND

The National Highway Traffic Safety Administration (NHTSA) is an integral part of the United States Department of Transportation (DOT) and its mission is to save lives, prevent injuries, and reduce traffic-related health care and other economic costs. Pursuant to its authority under 23 U.S.C. 401, et. Seq., The agency develops, promotes and implements effective educational, engineering and enforcement programs with the goal of ending preventable tragedies and reducing economic costs associated with vehicle use and highway travel.

The availability of medical care provided by EMS workers is necessary at all times, day or night. This requirement has led to circumstances where EMS workers across the entire industry are working in sleep deprived and fatigued states – a very dangerous situation. A number of recently published scientific articles have demonstrated that not only is severe fatigue present in around 50% of EMS providers surveyed (Patterson et al., 2011; Pirrallo, Loomis, Levine, & Woodson, 2012), but that drowsy or fatigued EMS providers are substantially more likely to be injured on the job (1.9 odds ratio), commit a medical error (2.2 OR), or perform a safety-compromising behavior (3.6 OR) (Patterson et al., 2011). These findings are echoed across many other types of job categories including medical personnel (nurses, residents, etc.), truck drivers, pilots, and other types of shift work.

In 2013, the National EMS Advisory Council (NEMSAC) issued an advisory proposing that NHTSA explore the issue of fatigue in EMS systems (http://ems.gov/pdf/nemsac/2013/NEMSAC-AdvisoryFatigueJan2013.pdf). The following three recommendations were submitted to NHTSA:

1. The NHTSA Office of EMS (OEMS) should cross-validate findings from studies and reports of fatigue in other professions with that of fatigue in EMS. This effort should involve a convening of subject matter experts, individual providers of EMS services, and representatives from local, state, and federal organizations, national organizations (e.g., NAEMT, NAEMSP, NASEMSO) that play a role in EMS oversight or care delivery. The effort should clarify the evidence linking EMS provider fatigue and safety and health outcomes of patients, providers, and the public. The effort should include an analysis of regulatory requirements of the employer and employee and legal framework with respect to the threat of fatigue on safety.

2. The NHTSA Office of EMS (OEMS) should work through its federal and non-federal partners to address the lack of a standardized method for investigating the role of fatigue in ground and air-medical crashes, clinical errors, and provider injuries. This effort may include developing a valid and reliable measurement tool and check list for investigators.

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3. The NHTSA Office of EMS (OEMS) should disseminate (evidence-based) information to the EMS community to aid development of fatigue management programs / interventions to fit local needs.

The current proposal seeks to substantially address NEMSAC recommendations 1 & 3 – while recommendation 2 will be partially addressed. Through an Evidence Based Guidelines (EBG) development process NHTSA will generate and disseminate evidence-based information and tools to the EMS community. These findings and tools will empower the EMS community to develop fatigue management programs at the local level in order to improve ambulance safety on the road as well as for more effective and safer patient care.

C.2 OBJECTIVE

The objective of this procurement is to bring together fatigue experts and EMS stakeholders across the United States in order to guide the EMS community in improving their fatigue related policies, scheduling, and reporting.

C.3 GENERAL REQUIREMENTS

The Contractor shall be responsible for accomplishing four (4) basic goals (and potentially three optional ones) during this project:

1. Develop Questions and Expected Outcomes: The Contractor shall work in collaboration with a national EMS stakeholder organization to bring together a panel of experts to define the specific clinical questions to be investigated. It is recommended that the panel include fatigue experts, physicians with expertise in sleep physiology and/or emergency medicine, EMS medical directors, EMS administrators and field personnel, a guideline development methodologist, a medical librarian, a consumer representative, and the NHTSA Contracting Officers Representative (COR). The expert panel will receive training on EBG development, define the specific fatigue related clinical questions and outcomes to be addressed (including questions addressing both ambulance driver safety and delivery of pre-hospital medical care), define inclusion criteria for the literature search.

2. Literature Review and Evidence Table Creation. After the panel of experts defines the questions, the Contractor, in consultation with the medical librarian will find, review, and prepare evidence tables about the appropriate research literature involving fatigue and hours of operation across related industries and modes of transportation. In addition the Contractor shall also find and evaluate any state laws or regulations that pertain to fatigue management in the public safety community. The Contractor will present the results of the literature review and the evidence tables back to the expert panel.

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3. Guideline and Performance Measure Development: The expert panel will meet after reviewing the literature synthesis to vet and endorse the final evidence report and draft recommendations that synthesize the research on fatigue.

These recommendations will provide specific guidance for EMS agencies that will enable them to improve the safety of both their ambulance operations on the road as well as their patient care. The Contractor shall also develop performance measures for agencies to use to monitor system effectiveness, adoption, and adherence to fatigue management EBGs.

4. Final Reporting. Report the results of the project in collaboration with the

NHTSA COR. This will be accomplished through a number of outlets including a comprehensive final report, an easily understood and disseminated publication for the EMS Community highlighting the resulting EBGs, a final briefing at NHTSA, an article describing the EBGs for submission to a peer reviewed journal. In addition the Contractor shall submit an abstract/paper to at least one stakeholder conference with relevant stakeholders and if accepted, presenting the results of the Guideline and Performance Measure Development.

5. Optional Task 1: Dissemination: The Contractor in collaboration with the National EMS stakeholder organization shall identify audiences that are most likely to benefit from fatigue management education, or who can similarly disseminate the fatigue management EBGs. These can include, but should not be limited to, State EMS offices, local EMS systems, other stakeholder organizations, hospitals, medical directors, individual agencies, etc. The Offeror shall distribute the EMS Community publication (developed in Goal

4) to the identified organizations, present at a minimum of two additional national conferences, present a minimum of four webinar’s, and submit an article(s) to at least one additional industry journal/magazine highlighting the fatigue management EBGs. The Offeror shall also create an easily distributed pamphlet that can be distributed both digitally and through the mail to individual EMS agencies

6. Optional Task 2: Experimental study on the effect of a fatigue management program on an EMS agency and its personnel: The Contractor shall perform experimental research exploring the effects of an agency (or agencies) instituting a fatigue management plan informed by the final results of the guideline and performance measure development task. The study shall use appropriate experimental design (considering participant selection, control and treatment groups, statistical power, etc.) and will evaluate the performance measures previously defined as well as any other additional measures that help demonstrate the success/failure of the fatigue management program.

7. Optional Task 3: Develop a biomathematical model of fatigue for EMS personnel: The Contractor shall develop and validate a biomathematical model of fatigue that applies to typical shift configurations/lengths that EMS

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personnel experience. The Contractor shall create a publically and freely available tool (website or software application) based on a fatigue model for the EMS community that will help agencies create and evaluate work schedules that can help minimize the effects of fatigue.

C.3 SPECIFIC REQUIREMENTS

C.3.1 Kick-off Meeting

Within three (3) weeks of award, the Contractor shall meet with the COR, CO, and other interested National Highway Traffic Safety Administration (NHTSA) personnel in Washington, DC. The purpose of this meeting is to 1) discuss the administration of the contract, and 2) to discuss the project’s objectives, planned course of action, milestones and deliverables, and any other issues the Contractor or Government identifies. The Contractor shall prepare slides for a short briefing (30 minute) describing their approach to the project.

These briefing materials shall be submitted to the COR no later than one (1) week before the briefing. The total length of the meeting can be expected to be 4 hours.

C.3.2 Revised Work Plan

The Contractor shall submit a Revised Work Plan, based on the Contractor’s original proposal, discussions and agreements reached during the Kick-Off meeting with the NHTSA COR and other NHTSA personnel. This plan shall include a description of all project tasks and how they shall be conducted, and include a complete revised list of project milestones and deliverables.

The Revised Work Plan shall be submitted to the NHTSA COR within five (5) weeks of award. Within two (2) weeks from the time NHTSA receives the Contractor’s Revised Work Plan, the NHTSA COR will either approve or contact the Contractor for revisions.

The Contractor shall not perform any work on subsequent tasks without the approval of the Revised Work Plan by the NHTSA COR.

C.3.3 Initial Evidence Based Guidelines (EBG) Panel

The Contractor shall work in collaboration with a national EMS stakeholder organization to bring together a panel of experts to define the specific questions to be investigated. It is recommended that the panel include fatigue experts, physicians with expertise in sleep physiology and/or emergency medicine, State and local EMS medical directors, EMS administrators and field personnel, a guideline development methodologist, a medical librarian, a consumer representative, and the NHTSA Contracting Officers Representative (COR). The Initial EBG Panel can either be held at the U.S. Department of Transportation Headquarters (preferred), another facility in Washington, D.C. (Federal preferred), or by teleconference. It is the preference of NHTSA that in-person meetings be held unless scheduling restrictions, budget constraints, or time conflicts among the panel’s members make this impossible.

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The Contractor shall provide training to the expert panel on EBG development. The training shall be carried out by an experienced EGB guideline development methodologist.

Once the training is complete the panel will define the specific fatigue related clinical questions and outcomes to be addressed (including questions addressing both ambulance driver safety and delivery of pre-hospital medical care), and define inclusion criteria for the literature search. The EBG development methodologist shall be available for the entire time the panel is in session for consultation. Only the background overview part of the meeting is required to be open to guests not directly involved in the EBG creation process.

Within 6 months of award, the Contractor, in conjunction with a national-EMS stakeholder organization, will coordinate and hold the Initial EBG Panel.

Within 8 months of award, the Contractor shall submit a letter report to the COR summarizing the results of the Initial EBG Panel. The letter report shall include any substantive outcomes from the panel including, but not limited to, the specific fatigue related clinical questions and outcomes to be addressed (including questions addressing both ambulance driver safety and delivery of pre-hospital medical care) and inclusion criteria for the literature search.

C.3.4 Literature Review and Evidence Table Creation

After the panel of experts defines the clinical questions, the Contractor, in consultation with the medical librarian shall find and review literature, and prepare evidence tables about the appropriate research literature involving fatigue and hours of operation across related industries and modes of transportation. The Contractor shall present the results of the literature review and the evidence tables back to the expert panel.

In addition to evaluating the research literature and creating evidence tables the Offeror shall find and document state laws and regulations that are related to fatigue in EMS. These findings shall be reported in the final evidence report – but not necessarily included in the evidence tables provided to the expert panel.

Within 12 months of award, the Contractor shall submit copies of the evaluated research (in PDF format), an annotated bibliography, a final evidence report, and evidence tables to the COR and members of the expert panel.

C.3.5 Guidelines Development Panel

The expert panel will meet after reviewing the literature synthesis to vet and endorse the final evidence report and draft recommendations that synthesize the research on fatigue.

These recommendations will provide specific guidance for EMS agencies that will enable them to improve the safety of both their ambulance operations on the road as well as their patient care.

As in the Initial EBG Panel, the Guidelines Development Panel can either be held at the U.S. Department of Transportation Headquarters (preferred), another facility in

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Washington, D.C. (Federal if possible), or by teleconference. It is the preference of NHTSA that in-person meetings be held unless scheduling restrictions, budget constraints, or time conflicts among the panel’s members make this impossible.

Within 14 months of award, the Contractor, in conjunction with a national-EMS stakeholder organization, will coordinate and hold the Guidelines Development Panel.

Within 16 months of award, the Contractor shall submit a letter report to the COR summarizing the results of the Guidelines Development Panel. The letter report shall include any substantive outcomes and recommendations from the panel.

C.3.6 Develop Performance Measures

The Contractor shall develop performance measures for agencies to use to monitor effectiveness, implementation, and adherence to fatigue management EBGs. These performance measures should be multidimensional and include measures related to each of the EBG’s that the expert panel formulated. The Contractor shall also determine what data, present in the National EMS Information System (NEMSIS), can be used to evaluate the effectiveness of changing fatigue policies in EMS systems. If sufficient data does not exist within NEMSIS that is appropriate for evaluation of fatigue EBGs, then the contractor shall determine what type of data could be added to NEMSIS that would be adequate for evaluating the effectiveness of fatigue EBG’s.

Within 16 months of award, the Contractor shall submit the Performance Measures to the

COR.

C.3.7 Draft Final Report

Within 17 months of award, the Contractor shall submit a Draft Final Report that includes a brief 2 page executive summary of the project’s key findings. The report shall include, but not be limited to, the following sections:

• Introduction;

• Methods;

• The Resulting EBGs;

• Discussion of EBG creation process and expected outcomes;

• Conclusions;

• References; and

• Appendices.

All final report materials shall be provided to the COR in the proper NHTSA report format provided by the COR.

The COR will provide the Contractor with comments within two weeks of receipt.

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Within 19 months of award, the Contractor shall resubmit the Draft Final Report after making the necessary edits. The COR will circulate the Draft Final Report for agency review and shall provide the Contractor with reviewers’ comments. The Contractor, in collaboration with the COR, shall address comments from the agency review.

C.3.8 Final Briefing

Within 20 months of award, the Contractor shall participate in a final briefing with the COR at NHTSA HQ in Washington, D.C. The Contractor shall create a 45-minute presentation that shall include the background on the project, a description of the specific tasks conducted, the results of the EBG Process, and a general discussion.

PowerPoint slides shall be delivered to the COR at least 48 hours prior to the Final Briefing.

C.3.9 Final Report

Within 21 months of contract award the Contractor shall submit a Final Report incorporating comments from the agency review and from the final briefing.

C.3.10 Manuscript and Submission to a Peer-Reviewed Journal

Within 22 months of award, the Contractor shall submit a draft journal article to the COR. The COR and Contractor shall collaborate on the manuscript as co-authors. After agency review, needed revisions, and discussions with the COR, the Contractor shall submit the manuscript for peer-review to an agreed upon industry or scientific journal.

C.3.11 Publication for EMS Systems and Personnel

Within 23 months of award, in collaboration with the COR and the National EMS Stakeholder Organization the Contractor shall submit an easily understood and disseminated publication for the EMS Community highlighting the resulting EBGs. The publication will not only provide guidance on what the EBG’s are, but also suggestions on how to implement them and what kind of outcomes can be expected after implementation. The publication shall be easily disseminated through electronic means (a pdf that is small enough in size to be attached to emails), as well as being visually attractive and laid out in a way that can be printed. The pamphlet and/or publication shall be made available on the National EMS Stakeholder Organization’s website.

C.3.12 Stakeholder Conference Presentation

Within 26 months of award, the Offeror, in collaboration with the COR and the National EMS Stakeholder Organization shall submit an abstract/paper to at least one national conference with relevant stakeholders and if accepted, present the results (in a poster or talk) of the Guideline and Performance Measure Development.

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C.3.13 Optional Task 1: Dissemination

If the optional task is executed, the Contractor, in collaboration with the National EMS stakeholder organization, shall identify audiences that are most likely to benefit from fatigue management education, or who can similarly disseminate the fatigue management EBGs. These can include, but should not be limited to, State EMS offices, local EMS systems, other stakeholder organizations, hospitals, medical directors, individual agencies, etc. The Offeror shall distribute the EMS Community publication (developed in Goal 4) to the identified organizations, present at a minimum of two additional national conferences, present a minimum of four webinar’s, and submit an article(s) to at least one additional industry journal/magazine highlighting the fatigue management EBGs. The Offeror shall also create an easily distributed pamphlet that can be distributed both digitally and through the mail to individual EMS agencies. The Dissemination task shall be completed within 36 months of execution.

C.3.14 Optional Task 2: Experimental study on the effect of a fatigue management program on an EMS agency and its personnel:

If the optional task is executed, the Contractor, shall perform experimental research exploring the effects of an agency (or agencies) instituting a fatigue management plan informed by the final results of the guideline and performance measure development task. The study shall use appropriate experimental design (considering participant selection, control and treatment groups, statistical power, etc.) and will evaluate the performance measures previously defined as well as any other additional measures that help demonstrate the success/failure of the fatigue management program. A letter report shall be completed and submitted to the COR within 36 months of execution.

C.3.15 Optional Task 3: Develop a scheduling tool based on a biomathematical model of fatigue for EMS personnel

If the optional task the Contractor shall develop and validate a biomathematical model of fatigue that applies to typical shift configurations/lengths that EMS personnel experience. The Contractor shall create a publically and freely available tool (website or software application) based on a fatigue model for the EMS community that will help agencies create and evaluate work schedules that can help minimize the effects of fatigue. This scheduling tool shall be completed and delivered to the COR within 36 months of execution.

(End of Section C)

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SECTION D PACKAGING AND MARKING

D.1 GENERAL INSTRUCTIONS

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 (JUN 2009)

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 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

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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)

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SECTION E INSPECTION AND ACCEPTANCE

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

This solicitation 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: www.acquisition.gov/far

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

X 52.246-6 Inspection - Time and Material and Labor Hours (MAY 2001)

E.2 INSPECTION AND/OR ACCEPTANCE

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

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

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SECTION F DELIVERIES OR PERFORMANCE

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

This solicitation 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: 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

F.2.1 Period of Performance

All work required hereunder including preparation, submission, review, and acceptance of final deliverables shall be completed within the twenty six (26) months after the Contract award.

F.2.2 OPTIONAL TASK C.3.13. Period of Performance

If the Government elects to exercise Optional Task C.3.13, then all work performed shall be completed within twenty-four (24) months.

F.2.3 OPTIONAL TASK C.3.14. Period of Performance

If the Government elects to exercise Optional Task C.3.14, then all work performed shall be completed within thirty-two (24) months.

F.2.4 OPTIONAL TASK C.3.15. Period of Performance If the Government elects to exercise Optional Task C.3.15, then all work performed shall be completed within thirty-two (24) months.

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F.3 DELIVERABLES / MILESTONES

F.3.1 Deliverables/Milestones Schedule:

The following milestones and deliverables listed below are considered critical to the successful completion of this Contract.

ITEM

NO.

TASK NO. DELIVERABLE (D) /MILESTONE (M) DUE DATE

AFTER CONTRACT AWARD

(ACA)

1 C.3.1

Kick-off Meeting in Washington, DC (M) Within 3 weeks

2 C.3.2 Submit Revised Work Plan (D) Within 5 weeks

3 C.3.3 Initial Evidence Based Guidelines (EBG) Panel in Washington, DC (M)

Within 6 months

4 C.3.3 Initial Evidence Based Guidelines (EBG) Panel – Letter Report (D)

Within 8 months

5 C.3.4 Literature Review and Evidence Table Creation (D)

Within 12 months

6 C.3.5 Guidelines Development Panel in Washington, DC (M)

Within 14 months

7 C.3.5 Guidelines Development Panel – Letter Report (D)

Within 16 months

8 C.3.6 Develop Performance Measures (D) Within 16 months

9 C.3.7 Draft Final Report (D) Within 17 months

10 C.3.7 COR Comments (D) 2 weeks from receipt

11 C.3.7 Draft Final Report – Resubmission (D) Within 19 months

12 C.3.8 Final Briefing in Washington, DC (M) 2 weeks from receipt

13 C 3.9 Final Report (D) Within 21 months

14 C.3.10 Manuscript and Submission to a Peer- Reviewed Journal (D)

Within 22 months

15 C.3.11 Publication for EMS Systems and Personnel (D)

Within 23 months

16 C.3.12 Stakeholder Conference Presentation (M) Within 26 months

17 C.3.13 Optional Task 1: Dissemination (M)(D) Within 24 months of execution

18 C.3.14 Optional Task 2: Experimental study on the effect of a fatigue management program on an EMS agency and its personnel (D)

Within 24 months of execution

19 C.3.15 Optional Task: Develop a scheduling tool based on a biomathematical model of fatigue for EMS personnel (D)

Within 24 months of execution

20 F.4.1 Monthly Reports 10th day

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F.3.2 Place of Delivery:

Unless otherwise specified, deliverables shall be furnished, electronically, to the following addresses:

Item No.

Address

2,4,5,7- 15,17-20

Department of Transportation National Highway Traffic Safety Administration (NTI-XXX) Attention: TBD at Contract Award 1200 New Jersey Avenue, S.E., Rm. W53-XXX Washington, DC 20590 Telephone: (202) 366-XXX E-mail: TBD@dot.gov

13 & 20

Department of Transportation National Highway Traffic Safety Administration Office of Acquisition Management 1200 New Jersey Avenue, S.E., W53-405 Washington, DC 20590 E-mail: NHTSAOAM@dot.gov

F.4 REPORTING REQUIREMENTS

F.4.1 Monthly Reports

The contractor shall furnish the report electronically to the COR by the 10th of each month following the month being reported. At a minimum, the progress report shall include a narrative description of the following items:

1. Accomplishments made during the reporting period.

2. Funds status by Specific Requirement, month’s obligations, cumulative obligations, estimated cost to complete, and percent of cost expended versus percent of completion.

3. Plans for accomplishments in next reporting period.

4. Preliminary or interim results, conclusions, trends or other items of information that the contractor believes are of interest to NHTSA.

5. Problems or delays that the contractor has experienced in the conduct of his/her services and suggestions to remedy the problems.

6. Specific action that the contractor would like NHTSA to undertake to alleviate a problem.

7. Due dates for remaining deliverables.

(End of Section F) mailto:TBD@dot.gov mailto:NHTSAOAM@dot.gov

SECTION G CONTRACT ADMINISTRATION DATA

G.1. SUBMISSION OF INVOICES

G.1.1 Designated Billing Office

The contractor shall submit one (1) original copy to the following address:

DOT/National Highway Traffic Safety Administration Mike Monroney Aero Center Accounts Payable Branch, AMZ-150 P.O. Box 268911 Oklahoma City, OK 73126

The Contractor may scan its invoice into PDF format and transmit it electronically via e-mail to the following address:

9-AMC-AMZ-NHTSA-Invoices@faa.gov

The contractor is responsible for ensuring the legibility of the PDF image.

Illegible copies may be returned to the contractor for re-scanning and may result in payment delays.

G.2 REQUIRED INVOICE INFORMATION

a. In order to be considered a “proper invoice,” the following information must be included:

1). Name and address of the contractor.

2). Invoice date and invoice number. The contractor should date invoices as close as possible to the date of the mailing or transmission.

3). Timeframe covered by the invoice.

4). NHTSA Contract number.

5). NHTSA Contracting Officer’s Name.

6). NHTSA Contracting Officer’s Representative’s name.

7). Itemization of costs to include:

Contract Line Item Number (CLIN);

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Number of hours worked for each Labor Category billed;

Associated Labor Rate for each Labor Category billed;

Other Direct Costs incurred for that invoice period and associated indirect costs (if applicable.)

Total reimbursement requested for that specific invoice;

Cumulative Total of reimbursements to date.

Labor charges are to be substantiated by individual daily job time cards or a record of time worked showing personnel used, hours worked, and amounts charged, with such records to be retained by the contractor and made available for the Government’s inspection on an “as-required” basis.

8). Name and address of contractor official to whom questions regarding payment should be referred.

9). The contractor shall certify that the hours worked and individuals being charged to the Government are correct, and that the dollar amounts invoiced were incurred for the work billed.

G.3 LIMITATIONOF FUNDS

a. The amount presently available for payment by the Government and allotted to this contract is $ TBD. It is estimated the allotted amount will cover the period _____________through______________. The parties contemplate that the Government will allot additional funds incrementally up to the ceiling specified in Section B.4 of this contract. The Contractor agrees to perform, or have performed, work up to the point at which the total amount paid and payable by the Government under the contract approximates but does not exceed the total amount actually allotted by the Government.

b. The Contractor shall notify the Contracting Officer in writing whenever it has reason to believe that the costs it expects to incur under this contract in the next 60 days, when added to all costs previously incurred, will exceed 75 percent of the total amount so far allotted to the contract by the Government. The notice shall state the estimated amount of additional funds required to continue performance for the period specified in Section F.2.

c. Sixty days before the end of the period specified in the F.2., the Contractor shall notify the Contracting Officer in writing of the estimated amount of additional funds, if any, required to continue timely performance under this contract or for any further

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period specified in Section F.2. or otherwise agreed upon, and when the funds will be required.

d. If, after notification, additional funds are not allotted by the end of the period specified in Section F.2. or another agreed-upon date, upon the Contractor's written request the Contracting Officer will terminate the contract on that date in accordance with the provisions of the Termination clause of this contract.