Region_2_-_Solicitation__DTNH2215R00035.pdf

DTNH2215R00035

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.

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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-0007206/24/2015

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DOT/NHTSA

DOT/NHTSA

1200 New Jersey Ave SE Washington DC 20590

1500 ES 07/24/2015

Yvonne Green yvonne.green.ctr@dot.gov

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PAGE(S)

Vincent Lynch

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 3-7

8-16 17-18 20-24 25-28 29-41

42-48

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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

DTNH2215R00035

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

Title: Region 2 Law Enforcement Liaison

The purpose of this solicitation is to provide technical assistance for traffic safety law enforcement for specific regional offices and State partners that they serve, particularly the State highway Safety Offices and their law enforcement partners.

Delivery: 1 Days After Award

Delivery Location Code: DOT/NHTSA

DOT/NHTSA

1200 New Jersey Ave SE

Washington DC 20590 USA

FOB: Destination

00001

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

DTNH22-15-R-00035

Title: Region 2 Law Enforcement Liaison (LEL)

PART I - THE SCHEDULE

SECTION B – SCHEDULE OF PRICES

B.1 SUPPLIES/ SERVICES/ CONTRACT TERM

The contractor shall provide all the necessary qualified personnel, supplies and services under this Contract (other than that identified in this contract as being government-furnished) on a Time and Materials (T&M) basis for the effort entitled “Region 2 Law Enforcement Liaison (LEL)." 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.

B.2 PRICE/COST CEILING AMOUNTS

Initial one -year Base Period (From time of contract award through 12 months thereafter) and two (one-year) Options estimated at: TBD

B.2.1 Base Period (One year) TBD B.2.2 Option Period One (Year 1) TBD B.2.3 Option Period One (Year 2) TBD

The “Maximum Obligation” may be increased at any time by mutual agreement of the parties.

B.3 PRICE SCHEDULE DEFINITIONS

B.3.1 Fixed Loaded Hourly Labor Rates As used in this Contract, “Fixed Loaded Hourly Labor Rates” are composed of the hourly rates paid to an individual (“Base Rate”) 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 Administration (G&A) and Fee or Profit. Those cost elements which apply to Loaded Hourly Labor Rates shall be negotiated and fixed at time of contract award and shall remain fixed for the entire term of the contract.

B.3.2 ODC

As used in this contract, “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.3.3. ODC Indirect Cost Category and Base As used in this contract, “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 Fixed Loaded Hourly Labor Rates.

B.3.4 ODC Indirect Cost Rate As used in this contract, “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 Fixed Loaded Hourly Labor Rates. ODC Indirect Cost Rates are fixed at time of contract award and shall remain fixed for the entire term of the contract.

B.4 DESCRIPTION OF LABOR CATEGORIES

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.

B.4.1 PROJECT MANAGER

A Project Manager has overall responsibility for the conduct and quality of the project. This person develops and monitors the contractor/LEL’s work plan, and organizes and monitors the Law Enforcement Liaison (LEL) to provide optimum support to meet NHTSA’s objectives for the project. The Project Manager oversees the day-to-day administration of the project, including the contractor/LEL’s effort, budget, and achievement of the milestones and deliverables. This person is the main point of contact with the NTHSA COR (Contracting Officer’s Representative).

B.4.2 LAW ENFORCEMENT LIAISON

The Law Enforcement Liaison (LEL) will interact, coordinate with, and support representatives of State highway safety offices and law enforcement agencies at the State and local levels. The LEL is responsible for establishing, reporting, and maintaining regular contact to such agencies and providing information, materials, training (as appropriate), and technical support as necessary regarding NHTSA’s traffic law enforcement programs. The individual performing the work should have executive level experience as a senior law enforcement leader, (e.g. police chief, state police leadership role, sheriff), with extensive command experience in traffic law and enforcement; and been separated from active commissioned service for no more than three (3) years at the time of selection, B.5 PRICE SCHEDULE I

B.5.1 Base Period (From Date of Contract Award through twelve (12) months thereafter.)

Base Period Ceiling Amount: $TBD

From: XX/XX/2015 To: XX/XX/2016

LABOR CATEGORIES LEVEL OF

EFFORT (hours)

FIXED LOADED

HOURLY RATE

TOTAL

COST

Project Manager 1820 Law Enforcement Liaison 1820

TOTAL LABOR COST

OTHER DIRECT COSTS

CATEGORIES

ESTIMATED

COST

INDIRECT COST

RATE

TOTAL

COST

Travel Materials ODCs

Total Other Direct Cost

TOTAL BASE PERIOD

NTE CEILING AMOUNT

B.5.2 Option Period I (From end of Base Period through twelve (12) months thereafter.)

Option Period I Ceiling Amount: $TBD

From: XX/XX/2016 To: XX/XX/2017

LABOR CATEGORIES LEVEL OF

EFFORT (hours)

FIXED LOADED

HOURLY RATE

TOTAL

COST

CATEGORIES

ESTIMATED

COST

INDIRECT COST

RATE

TOTAL

COST

Travel

TOTAL OPTION PER. I

B.5.3 Option Period II (From end of Option Period 1 through twelve (12) months thereafter.)

Option Period II Ceiling Amount: $TBD

From: XX/XX/2017 To: XX/XX/2018

LABOR CATEGORIES LEVEL OF

EFFORT (hours)

FIXED LOADED

HOURLY RATE

TOTAL

COST

CATEGORIES

ESTIMATED

COST

INDIRECT COST

RATE

TOTAL

COST

Travel

TOTAL OPTION PER. II

(End of Section B)

SECTION C – DESCRIPTION/ SPECIFICATIONS/ WORK STATEMENT

Statement of Work

(SOW)

Technical Assistance on Law Enforcement for NHTSA’s Regional Offices

C.1 BACKGROUND

The National Highway Traffic Safety Administration’s (NHTSA) mission is to reduce deaths, injuries and economic losses resulting from motor vehicle crashes. Within traffic safety the Agency prioritizes occupant protection (including child restraints), alcohol- and drug-impaired driving, speeding, motorcyclist safety, pedestrian safety, older and novice drivers, distracted driving, fatigued driving, bicyclist safety, and school bus safety.

NHTSA has established national goals to increase seat belt usage to 89 percent and reduce alcohol-impaired fatalities to 39 percent by 2013. To meet these goals, NHTSA headquarters, the 10 Regional Offices, the States, and our partners must be able to coordinate their activities and work together in a consistent and predictable manner. Law enforcement agencies represent one of NHTSA’s strongest and most important partners, and their participation in enforcement efforts to support the agency’s goals is critical to continued success.

The NHTSA Regional Offices require assistance to secure and coordinate State LEL activities and focus attention on NHTSA national priorities to secure the participation of law enforcement agencies within their States. State and local agencies are key to delivering highly visible and effective enforcement of traffic laws. To accomplish our mission, law enforcement agencies need to become familiar with NHTSA’s priorities and programs and have the ability to seek out and obtain technical support. Regional Law Enforcement Liaisons (LELs) will provide this type of support in concert with the National LEL Program and State efforts for the greatest consistency and continuity of effort.

C.2 OBJECTIVE

The objective of this project is to identify and establish a contract with a vendor that can provide a Law Enforcement Liaison to offer technical assistance and support for traffic safety law enforcement outreach through coordination and cooperation with the National Law Enforcement Liaison function and State LEL operations.

The Contractor shall provide a Law Enforcement Liaison who will be responsible for providing the technical assistance necessary to increase and strengthen States’ law enforcement efforts focused on traffic safety. The LELs activities are to be planned, scheduled, and meet the needs of the NHTSA Region and States in a proactive manner. Regular contact with law enforcement agencies as well as highway safety offices, law enforcement training entities, and participating in meetings and conferences within their Region and States are anticipated to be significant activities for the LEL. The Contractor/LELs efforts shall include at a minimum:

• Encouraging law enforcement agencies to implement and/or expand traffic safety enforcement, especially high visibility enforcement, across the year.

• Encouraging agencies to improve their ability to plan and execute enforcement based on a data-driven approach of knowing where and when motor vehicle crashes and fatalities occur.

• Supporting States in organizing and conducting law enforcement-related events related to crackdowns and mobilizations at the State or local level.

• Obtaining, compiling, and organizing data for presentations to NHTSA.

• Regular reporting to the NHTSA Regional office and Headquarters on workload indicators and performance metrics established by the agreement with the Contractor/LEL.

C.3 SCOPE OF WORK

C.3.1 General Requirements

The Contractor/LEL shall provide technical assistance to the Regional Office to focus attention on NHTSA national priorities within their States, and to increase and strengthen the States’ law enforcement efforts focused on traffic safety. The Contractor/LEL’s staffing plan must include a LEL – a law enforcement liaison. Much of the Contractor/LEL’s activities will require planning, scheduling, and performing work that is proactive in nature by coordinating with law enforcement contacts to engage them in enforcement activity and provide technical assistance in support of NHTSA’s priority programs. Throughout this contract, the Contractor/LEL shall provide coordination and support of NHTSA national priorities and programs with State Highway Safety Offices by:

• Engaging in regular contact with law enforcement agencies within their assigned Region to increase and expand traffic safety enforcement through participation in high visibility enforcement campaigns, principally the seat belt mobilizations and impaired driving crackdowns, and by means of sustained general traffic enforcement throughout the year. 1

• Providing direct assistance to law enforcement agencies within their assigned Region to enhance their ability to plan and execute data-driven enforcement activities based on where and when motor vehicle crashes and fatalities occur.

• Providing direct assistance to State LELs and others in identifying traffic safety concerns, identifying strategies for achieving goals, and determining whether progress is being achieved. The contractor/LEL shall inform the State LELs and others about traffic safety issues, enforcement strategies, and partnering opportunities.

• Supporting States in organizing and conducting law enforcement-related events related to

1 NHTSA has a national seat belt campaigned called Click It Or Ticket (CIOT). This campaign has an enforcement and media mobilization each year around the Memorial Day weekend. For more information, see the NHTSA website at http://www.nhtsa.gov/nhtsa/2012ciot/index.html. NHTSA has a national impaired driving campaign called Driver Sober or Get Pulled Over. This campaign has a national enforcement and media crackdown around the Labor Day weekend and the winter holidays. For more information, see the NHTSA website at http://www.trafficsafetymarketing.gov/CAMPAIGNS/Drunk+Driving/Drive+Sober+or+Get+Pulled+Over/National +Crackdown/Campaign+Materials.

http://www.nhtsa.gov/nhtsa/2012ciot/index.html http://www.trafficsafetymarketing.gov/CAMPAIGNS/Drunk+Driving/Drive+Sober+or+Get+Pulled+Over/National+Crackdown/Campaign+Materials http://www.trafficsafetymarketing.gov/CAMPAIGNS/Drunk+Driving/Drive+Sober+or+Get+Pulled+Over/National+Crackdown/Campaign+Materials crackdowns and mobilizations at the State or local level.

• Regular coordination with the National Law Enforcement Liaison Program Manager and

State LEL functions to ensure continuity and consistency of operations.

• Making presentations within the States or at Regional meetings on traffic safety and priority program issues.

• Obtaining, compiling, organizing, and submitting data for use in NHTSA presentations and outreach.

• Providing regular reporting of workload indicators and established performance metrics to the Regional Office and NHTSA headquarters for their function.

• Participating in meetings with State and local organizations to promote NHTSA national priority programs in support of mobilization and crackdown efforts for seat belt and impaired driving initiatives.

• Traveling (as required) to meetings in their States, and producing written trip reports once travel is completed.

• Providing regular reports through the COR to the NHTSA Regional Administrator on LEL activities, significant activities and operations of law enforcement agencies that they directly supported, and any emerging enforcement-issues.

The Contractor/LEL shall accomplish these efforts by coordinating with NHTSA, and State and local agencies through face-to-face meetings, phone calls, active participation in workshops, training classes, and partner meetings, and regular communication with partners by various means that include but are not limited to electronic mail and exchange of information on list-serves or other appropriate media.

Travel to/from the Regional office on a periodic basis, and throughout the States within the Region is anticipated during the contract. The Contractor/LEL shall prepare an annual travel plan to be presented with the work plan, and update the plan on a monthly basis as a part of their regular reporting. All travel shall be subject to COR approval. No travel or participation in meetings, conferences, committees, or related activities with National-level organizations shall occur without the prior notification of the NHTSA Headquarters Program Office managing established contracts or agreements with the national organization.

C.4 DEFINITIONS AND ACRONYMS

The following is a list of key definitions and acronyms used throughout the Statement of Work (SOW). This list may not be exhaustive.

C.4.1 Acronyms

ACOR Alternate Contracting Officer’s Representative CO Contracting Officer COR Contracting Officer’s Representative CS Contract Specialist DOT U.S. Department of Transportation LEL Law Enforcement Liaison NHTSA National Highway Traffic Safety Administration

C.5 SPECIFIC REQUIREMENTS

C.5.1 Participate in Initial Meeting with NHTSA

Within 10 days of the contract award, the Contractor/LEL shall meet with the COR, representatives from the NHTSA Regional Office, a NHTSA Headquarters representative, and representative from the Office of Acquisition Management to discuss the procurement’s overall goals, and each task. The Contractor’s Law Enforcement Liaison is expected to attend this meeting. The meeting shall take place at the Regional Office, and may include participation by headquarters personnel thru teleconferencing.

The contractor and NHTSA will discuss all aspects of the procurement, including specific tasks, milestones and deliverables, time lines, expected travel, and the contractor’s staffing plan.

The COR will provide preliminary information on upcoming NHTSA activities and events (see the following tasks) in which the contractor shall have a role.

C.5.2 Submission of a Draft Work Plan

Within 15 days of award, the Contractor shall submit a draft Work Plan, describing in detail how the Law Enforcement Liaison will meet the requirements outlines in the contract. The Contractor shall incorporate requirements from the SOW, all revisions based on contractual negotiations, and discussions from the initial meeting with NHTSA.

The Work Plan shall include a calendar of NHTSA activities and events in which the LEL shall play a role. The Work Plan shall provide evidence that the contractor is aware of the activities and events, as well as an assessment of the time commitments required for each activity, including lead-up and reporting activities. (e.g., initial contact with State law enforcement agency leadership and line supervisors, comments on enforcement agency products such as a press release, follow-up contacts, review of State agencies’ plans, assisting the agency analyze data and plan the enforcement deployment, consult on data collection and reporting, etc.).

The Work Plan shall include a comprehensive Travel Plan for the subsequent 12 months. The travel plan shall include, but not be limited to:

• The specific activity or work to be performed during travel

• Estimated date(s) associated with the travel

• Estimated costs association with the travel

No travel will be authorized or reimbursed without the prior approval of the COR. At the conclusion of all travel, the LEL shall submit a trip report within 10 days describing the purpose of the travel, outcomes, or other relevant workload indicators.

The COR will review the Work Plan and Travel Plan, and will provide the contractor with any comments/revisions within 5 days of receipt.

C.5.3 Engaging Law Enforcement in Support of Traffic Safety Efforts

The Contractor/LEL shall engage in regular contact with State LELs, State Highway Safety Office representatives, and law enforcement agencies within their Region to increase and/or expand traffic safety enforcement through participation in high visibility enforcement campaigns, notably the seat belt mobilizations and impaired driving crackdowns, and by means of sustained general traffic enforcement throughout the year. The Contractor shall engage law enforcement agencies through direct contact and/or appropriate communications to proactively support NHTSA’s programs, particularly high visibility and sustained enforcement efforts.

Specific tasks related to engaging law enforcement by the Contractor/LEL shall include but not be limited to:

• Contact with law enforcement executives to actively encourage an agency to increase sobriety checkpoints

• Advising State LELs of new enforcement strategies for occupant protection, impaired driving, speed, distraction, pedestrian, and other programs

• Actively encouraging State LELs to promote law enforcement agency participation in the Data Driven Approaches to Crime and Traffic Safety (DDACTS) and the National Law Enforcement Challenge

• Providing State LELs with NHTSA data, NHTSA training curricula, and NHTSA communications materials for priority programs and other traffic safety issues in areas where they have not previously focused (e.g., distracted driving, pedestrian enforcement, etc.)

• Providing direct support to law enforcement agencies where there is no State LEL

• Making presentations within the States or at Regional meetings on traffic safety and

NHTSA priority programs

The Contractor/LEL shall write and submit for publication, a minimum of two articles during the 12 month period of performance related to traffic safety, NHTSA priority programs, and encouraging participation in traffic issues. Articles shall be submitted to appropriate organizations and/or publications with an interest in traffic safety. Copies of articles, published items, and records of submission for publication shall be provided to the COR and noted in monthly reports.

Contact shall be defined as in-person visits, telephone calls, and directed-written correspondence.

C.5.4 Support Data-Driven Approaches for Traffic Enforcement

The Contractor/LEL shall provide direct assistance to law enforcement agencies in the Region to enhance their ability to plan and execute data-driven enforcement activities. The Contractor/LEL shall encourage and actively provide technical assistance to jurisdictions within the Region to improve their knowledge and understanding of crash data, to more efficiently and effectively plan and execute traffic safety enforcement to decrease crashes and fatalities.

The Contractor/LEL shall work with States and local agencies and provide technical assistance in support of data driven enforcement approaches by:

• Reviewing State-level crash data;

• Reviewing Fatality Analysis Reporting System (FARS) data, and assisting law enforcement agencies with understanding how to use the information contained therein;

• Reviewing available enforcement data, such as number of contacts with drivers, the number of citations, the number of arrests related to traffic safety;

• Reviewing States’ traffic safety activity performance measures (as indicated in each State’s annual highway safety plan);

• Compiling data and examining trends, and reporting to the COR any areas of concern;

• Preparing briefings, presentations, or summaries based on NHTSA data; and

• Maintaining a regular flow of information between Regional office staff and law enforcement officials.

The Contractor/LEL shall accomplish tasks through face-to-face meetings, written reports, phone calls, email, and attendance at workshops, training classes, partner meetings, and webinars.

C.5.5 Promoting and Supporting Law Enforcement Events

The Contractor/LEL shall provide support at the Regional and State level to assist State law enforcement agencies, and/or local law enforcement agencies with planning, organizing, and promoting law enforcement events, mobilizations, or crackdowns.

The Contractor/LEL shall emphasize “highly visible” enforcement efforts to help reinforce public awareness and understanding that increased enforcement is underway to help reduce unsafe driving behaviors. The Regional office, and State and local agencies, may have events during the course of the contract, e.g. Mobilization press events/kick-off events. The Contractor/LEL shall support such events through communication with law enforcement, soliciting participation of law enforcement agencies, providing program information, or other activities designed to increase interest and obtain commitments of participation. This may include participating in program related enforcement meetings, workshops, or training.

C.5.6 Compiling, Organizing, and Reporting of Enforcement Data

The Contractor/LEL shall provide assistance to States within the Region for the effective and consistent compilation of enforcement data. Additionally, the LEL shall create reports containing enforcement data collected from State and local law enforcement agencies to measure activity related to NHTSA crackdowns and mobilizations. Data will be submitted to the COR/Regional Office within 30 days of the end enforcement activity for the mobilization period.

At times information may be needed for either the Regional office, NHTSA Headquarters, or both. The LEL shall use appropriate electronic data collection and word processing systems (or use provided electronic formats) to compile and report enforcement data. Reports will be submitted to the COR upon completion, and according to timelines and scheduled established by the Regional Office or NHTSA Headquarters. These reports may include, but shall not be limited to:

• Enforcement data

• Arrests

• Citations

• Contacts

C.5.7 Provide Support to State LELs

The Contractor/LEL shall provide direct assistance to State LELs and others in identifying traffic safety concerns, identifying strategies for achieving goals, and determining whether progress is being achieved. The Contractor/LEL shall inform the State LELs and others about traffic safety issues, enforcement strategies, and partnering opportunities. This will be accomplished through:

• Facilitating the formation of traffic enforcement networks within each of the States, between the regional States, and with the National Law Enforcement Liaison Program Coordinator

• Actively encouraging the expansion of State-level LEL activities through contact with State Highway safety organizations, State law enforcement associations, and aligned groups.

• Assisting in the development of communication strategies, and encourage exchanges of information.

• Collecting, organizing, and preparing data for dissemination to State LEL programs

The Contractor/LEL shall seek new partners who can play a role in increasing and expanding law enforcement efforts, directly or indirectly. The LEL shall seek opportunities to meet with new coalitions, advocacy groups, and associations

C.5.8 Briefings, Trainings, and Meetings

The Contractor/LEL shall provide quarterly briefings (every 90 days) for the COR and Regional Office personnel on their activity, and planned events. Scheduling of such briefings shall occur in coordination with the COR. Additionally, the LEL may be asked to develop and present briefing material related to their efforts and NHTSA programs at the request of the Regional office on a periodic basis to address on-going or emerging issues requiring law enforcement perspective.

• The briefing may be conducted in person, or by video/teleconferencing

The Contractor/LEL shall be responsible for providing support to State LELs and law enforcement by assessing training needs and making recommendations to the COR for review and coordination. The Contractor/LEL may also participate in the promotion, scheduling, and delivery (as appropriate) of training programs related to traffic safety in coordination with the NHTSA Regional Office. Contractor/LEL participation in training programs shall be limited to those occurring within the Region or its States.

The Contractor/LEL shall be expected to attend meetings, conferences, or other activities within the Region and its States as directed by the COR in support of NHTSA program areas. The role of the LEL is to provide information on NHTSA programs, encourage participation in enforcement efforts, and to assist law enforcement agencies in developing communications strategies, for example to increase high visibility enforcement, such as earned media before, during, and after enforcement.

Participation in training activity being coordinated or funded through NHTSA Headquarters shall be subject to approval of the COR, with a notification of the Regional Administrator. The affected NHTSA Program Office will be consulted prior to approvals being given for the Regional LEL to participate, and ensure that appropriate coordination is undertaken. All coordination activity will occur a minimum of 10 days prior to the event or activity.

C.5.9 Interaction with NHTSA Headquarters and National Programs

The Contractor/LEL shall be expected to interact with NHTSA headquarters personnel, primarily in the Enforcement and Justice Services Division and/or the National LEL Program Coordinator for the purpose of understanding National priorities, coordinating activities, preparing for meetings at the national level that include but are not limited to; The International Association of Chiefs of Police, the National Sheriffs’ Association, the IACP Annual Impaired Driving Conference, and the National Law Enforcement Officers’ Memorial Fund.

Because these organizations, and others, receive funding from NHTSA Headquarters for projects and programs at the national level, any contact or participation in meetings, conferences, seminars, or committee activity will require the prior notification of, and coordination with the Program Office managing the agreement with the organization involved.

Regional LELs may be requested or invited to participate in meetings with National organizations. When such events occur, prior coordination and notification of the affected Program Office Director, as well as the approval of the COR and concurrence of the Regional Administrator shall be required. All coordination activity will occur a minimum of 10 days prior to the event or activity.

The Contractor/LEL shall conduct themselves appropriately at all times during interactions with national partners, and shall coordinate with the affected program office in advance of such meetings. The purpose of this coordination is to ensure the contractor/LEL is aware of any issues that may arise, and to understand how to respond appropriately given the specific nature of the meeting or conference being attended.

The Contractor/LEL shall also engage in regular communication with the National Law Enforcement Liaison Program manager to share information, coordinate efforts, and ensure the continuity and consistency of operations. Regular communication includes direct contact with the NLELP manager, participation in scheduled conference calls, participation in group webinars with other Regional LELs, or other scheduled activities that share information or directly impact the LEL program. The frequency of “regular” communication shall be defined as at least every 60 days.

C.5.10 LEL Work Space

The Contractor shall provide the necessary facilities, materials, supplies, equipment and workspace for the Regional LEL/contractor outside of NHTSA’s Regional Office. The

Contractor/LEL must have an established telephone number, computer/email accounts, mailing address, and other resources necessary to perform all work associated with the contract. Other than meeting with their COR or Regional Staff as described in the Statement of work and contract instrument, the contractor/LEL shall conduct all business from outside of the Regional Office and will not have established workspace therein.

(End of Section C)

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

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 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.).

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

D.2.4 Web-based Images

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

(End of Section D)

SECTION E - INSPECTION AND ACCEPTANCE

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

The contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this 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-Hour (MAY 2001)

E.2 INSPECTION AND/OR ACCEPTANCE

The COR shall also be responsible to the Contracting Officer for recommending acceptance or replacement/correction of nonconforming supplies or services that fail to meet the Contract requirements. Rejection of a final report will delay final payment of costs due under the Contract. The most common causes for rejecting final reports are:

• Incomplete description of the work objective and its relationship to other work performed in the area,

• Inadequate description of methodology,

• Insufficient or inconsistent technical information to support the findings or conclusions,

• Poorly conceived graphs, charts, and displays

• Incorrect spelling and grammar.

E.3 AGENCY PERSONNEL RESPONSIBLE FOR INSPECTION

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

(End of Section E)

SECTION F - DELIVERIES OR PERFORMANCE

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

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

www.acquisition.gov/far.

[X] 52.242-15 Stop Work Order (AUG 1989) [X] Alt I (Aug 1984)

F.2 PERIOD OF PERFORMANCE

F.2.1 Base Period

All work required hereunder including preparation, submission, review, and acceptance of final deliverables shall be completed within the Base Period of twelve (12) months after the effective date of the Contract award.

F.2.2 Option Period

The Government reserves the right to exercise options to extend the term of the Contract, on a twelve (12) month basis for two (2) option periods, subject to the provisions of Section I.1, OPTION TO EXTEND THE TERM OF THE CONTRACT. The total possible period of performance (to include option periods) is thirty-six (36) months.

F.3 DELIVERABLES

Specific Deliverable and Milestone requirements are addressed below: All written deliverables shall be submitted electronically in Microsoft Word format, via e-mail. Paper copies shall be submitted only upon request of the government.

F.3.1 Deliverables/Milestone Schedule:

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

Item

Task #

M or

D

Deliverables and/or Milestones

Due Date

1 C.5.1 M Contractor holds initial meeting with NHTSA Within 10 days of award

2 C.5.2 D Contractor Submits Draft Work Plan Within 15

3 C.5.2 M COR Reviews Work Plan-returns comments/edits to contractor

Within 20

C.5.3 M/D LEL Engages law enforcement through direct contact On-going

5 C.5.4

M LEL supports DDACTS efforts throughout the Region

On-going

6 C.5.5 M Promotion of law enforcement events On-going As occurs

7 C.5.6 D Collect, compile, submit enforcement data related to crackdowns and mobilizations

Within 30 days of end of enf. period

C.5.7 M Providing support to State LEL networks On-going

9 C.5.8 M/D Providing activity briefing to Regional Office

Every 90 days

10 C.5.8 M/D Supporting Regional or State training programs On-going As occurs

11 C.5.9 M Coordinate with HQ Program Office and obtain approvals for participation in national-level or nationally managed training programs

At least 10 days prior to event 12 C.5.9 M Coordinate with HQ Program Office for participation in meetings with National Organizations At least 10 days prior to event

13 C.5.9 M Regular contact/coordination with the National LEL Program Coordinator

Every 60 days

C.5.10

M

Maintenance of LEL Work for performance of Regional LEL Business Activities

Within 5 days of award and

On-going

F.3.2 Place of Delivery:

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

Item Number Address 2, 4, 7, 9, 10, & 11 Department of Transportation

National Highway Traffic Safety Administration Region 2 Attention: XXXXXXX, COR 222 Mamaroneck Ave White Plains, NY 10605 E-Mail: XXXXXXXX

7 Department of Transportation National Highway Traffic Safety Administration Office of Acquisition Management Attention: Yvonne Green, Contract Specialist 1200 New Jersey Avenue, S.E., W44-127 Washington, DC 20590 Email: NHTSAOAM.ctr@dot.gov

F.4 STANDARD REPORTING FORMATS

F.4.1 Specification for Electronic Files

Electronic files containing final reports required under the resultant contract shall be provided in accordance with the following:

Specifications:

a. Electronic Master File: An electronic version of the final report shall be used as the “Master” report final copy. All hard-copy reports shall be generated from this electronic master file. A copy of the electronic master file shall be provided to NHTSA.

b. Report Format:

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).

System Compatibility:

All electronic files submitted must be compatible with the Microsoft Office Suite.

For the base period of this contract, and any option periods unless otherwise specified, the following requirements apply:

1. Software Application: The software application used to store the electronic file version of the final report (the Master File) shall be compatible with Microsoft Word 2010, currently in use at NHTSA, i.e., the file must be able to be opened and viewed in Microsoft Word 2010.

3. Storage Medium: All report copies shall be submitted electronically as an e-mail attachment or posted on a secure website for downloading. Reports can be zipped, i.e.

compressed, to save memory space as required. The discs or e-mail attachments may contain a single report or multiple reports.

4. Image Formats: All images (photographs, charts, graphs, etc.) contained within a report shall be imbedded in the report in a JPEG, TIFF, or a compatible Microsoft Office program (Excel, PowerPoint, and Outlook) file format. See D.2.3 for additional information.

For any of the option years exercised under the resultant Contract, NHTSA reserves the right to change the requirements stated above.

F.4.2 Specifications for Digital Video

Any digital video required under this Contract shall be provided in accordance with the following:

Specifications: Each video segment shall be labeled with the project title, date and time filmed, and location.

F.4.3 Monthly Progress Reports

The Contractor/LEL shall submit a Monthly Progress Report electronically to the NHTSA COR by the 10th of each month. At a minimum, the progress report shall include a narrative description of the following items:

• Meetings/conferences attended.

• Technical assistance provided:

o With agencies or State o Nature of the technical assistance o Results of the efforts

• Training activity:

o Promotion/support for training o Instruction provided and the subject o Number of participants

• Accomplishments made during the reporting period, including but not limited to:

o Contact with State LELs and local law enforcement agencies o Coordination with the National Law Enforcement Liaison Program Coordinator o Technical assistance requests and status of the Contractor LELs response o Information or materials distributed, through trainings or outreach efforts

• Trip information (location, purpose for travel, specific work performed, cost).

• Budget.

• Plans for accomplishments in the next reporting period.

• Problems or delays that the Contractor has experienced in the conduct of their services.

• Specific action that the Contractor would like NHTSA to undertake to alleviate a problem.

• Remaining milestones and deliverables, and their status.

• Funds status by major cost element, month’s obligations, cumulative obligations, estimated cost to complete, and percent of cost expended versus percent of completion.

The Contractor shall review this written report during a monthly meeting with the NHTSA COR, conducted in person or by conference call. The meeting will be agreed upon during the kick-off meeting. The COTR will review each monthly report and shall notify the contractor/LEL within five (5) days if there are questions, concerns, or clarification is needed.

F.5 SECTION 508 COMPLIANCE

All electronic and information technology procured, developed, or delivered under this contract shall meet applicable accessibility standards, as specified in 36 CFR Part 1194. 36 CFR Part 1194 implements Section 508 of the Rehabilitation Act of 1973, as amended, and is viewable at http://www.section508.gov.

All contract deliverables covered by Section 508 shall be accessible to people with disabilities.

Reports and other deliverables provided in electronic media, including web-based intranet and internet format shall conform to applicable accessibility standards, including at a minimum, the following provisions:

1194.21, Software Applications and Operating Systems 1194.22, Web-Based Intranet and Internet Information and Applications 1194.24, Video and Multimedia Products 1194.31, Functional Performance Criteria 1194.41, Information, Documentation, and Support

This standard is available for viewing at the Access Board web site at http://www.access-board.gov/sec508/standards.htm and guides for specific sections are available at http://www.access-board.gov/sec508/guide/.

(End of Section F) http://www.section508.gov/ http://www.access-board.gov/sec508/standards.htm http://www.access-board.gov/sec508/standards.htm http://www.access-board.gov/sec508/guide/1194.22.htm

SECTION G – CONTRACT ADMINISTRATION

G.1 TREATMENT OF SUBCONTRACTOR’S LABOR COSTS

For Labor Costs incurred by Subcontractors (if applicable), the Contractor shall be reimbursed at cost for such labor including appropriate indirect costs. Indirect costs include only those costs clearly excluded from the Contractor’s Loaded Hourly Labor Rates and allocated in accordance with the Contractor's usual accounting practices consistent with FAR Part 31. The Contractor is not permitted to apply fee or profit to the cost of Subcontractor Labor.

G.2 MATERIALS, SUBCONTRACTS, AND ALL OTHER NONLABOR COSTS

For all materials supplies and subcontracts used in the performance of this Contract, the Contractor shall be reimbursed at cost for such materials, supplies, or subcontracts including appropriate indirect costs. Indirect costs include only those costs clearly excluded from the Loaded Labor Rate and allocated in accordance with the Contractor’s usual accounting practices consistent with FAR Part 31. No fee or profit shall be applied to materials, supplies, subcontracts, or other non-labor items ordered and furnished under this Contract.

If the offeror elects to apply indirect costs to Other Direct Cost (ODC), then it must identify the indirect cost rate (or multiplier) applicable to the ODCs for the Period of Performance in Section B, Price Schedules. These rates will also remain fixed for the life of the Contract.

G.3 TRAVEL COSTS

Travel costs will be reimbursed in accordance with FAR Part 31.

G.4 SUBMISSION OF INVOICES

G.4.1 Designated Billing Office The contractor shall submit one (1) original invoice 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

Or

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 (Preferred Method)

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.4.2 Receipt of Proper Invoice mailto:9-AMC-AMZ-NHTSA-Invoices@faa.gov

Invoices shall be submitted in accordance with section G.5 Required Invoice Information to be considered proper for payment.

G.5…