Engineering_Center_Sample_Task_Order.pdf

SECTION C: DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

Sample Task Order – Engineering Center

This is a sample Task Order for a CIREN Engineering Center. The purpose of this sample Task Order is to obtain a detailed cost proposal to determine the reasonableness of the cost for future Task Orders with motor vehicle occupant case analysis quotas.

C.5.1 Specific Requirements – CIREN Engineering Center

C.5.1.a INJURY BIOMECHANICS ASSIGNMENTS AND CODING

As described in C.5.2.a of the base-level Request for Proposal (RFP), the Contractor shall review coded patient and crash data supplied by a CIREN Medical Center and establish injury causation scenarios for all injuries sustained as a result of the crash in accordance with established BioTab guidelines described in the CIREN Process and Coding Manual Draft RFP Version (Attachment J.7 CIREN Process and Coding Manual RFP Draft Version). The Contractor shall provide analysis and completion of BioTab elements for 100 Standard CIREN cases per year (Standard cases as defined in Attachment J.6 Provisional 2016 CIREN Inclusion Criteria). The Contractor shall take into consideration that the number of injuries and complexity of the enrolled cases will vary. The first and last year of the five-year period of performance will have a reduced enrollment quota to accommodate start-up and shut-down activities, and will therefore require analysis and completion of only 60 cases per year.

C.5.1.b INTERACTION WITH CIREN MEDICAL CENTER CONTRACTOR(S)

The collaborative nature of the CIREN Program requires interaction between CIREN Medical Centers and CIREN Engineering Centers as described in C.5.2.b of the base-level RFP. Each CIREN Engineering Center shall actively support the collaborative nature of the CIREN program by providing timely analysis, as directed in the CIREN process documentation, prior to a web-based case review meeting. Relevant data shall be exchanged electronically via the secure CIREN data system, and communication via e-mail will also be required. Each CIREN Engineering Center Contractor’s analysis partially serves as quality control of data collected by the Medical Center, and feedback to the enrolling Medical Center is a required element of the CIREN process.

C.5.1.c WEB-BASED JOINT CASE REVIEW SESSION

The CIREN Engineering Center Contractor shall participate in monthly Internet-based case review sessions with the NHTSA COR (TO), the third-party CIREN quality control Contractor, and the enrolling CIREN Medical Center. Other participants, from other CIREN centers or from outside the CIREN network may be invited at NHTSA’s discretion. A typical case review meeting will last two hours, and an Engineering Center may be required to participate in up to three per month. These reviews shall include presentation and discussion of typically four to five CIREN cases. Each case review shall include a presentation of the crash-related materials and the patient’s injuries delivered by the CIREN Medical Center according to a NHTSA-specified template provided upon award. The involved CIREN Engineering Center shall present the injury causation scenarios according to a NHTSA-specified template. Following a discussion of the case and injury causation scenarios, the CIREN Engineering Center shall make any required changes to the BioTab coding in the electronic data system. The CIREN Medical Center shall coordinate scheduling of case review meetings in cooperation with the NHTSA COR (TO) and the CIREN Engineering Center Contractor. Case review presentations may be delivered in one of three formats – Full, Expedited, or In-system – as determined by the NHTSA COR (TO) and explained in Attachment J.7:

CIREN Process and Coding Manual RFP Draft Version.

Each case review shall include a presentation of the crash-related materials and the patient’s injuries delivered by the CIREN Medical Center according to a NHTSA-specified template. The involved CIREN Engineering Center shall present the injury causation scenarios according to a NHTSA-specified template. Following a discussion of the case, the CIREN Medical Center shall make any required changes to the case data in the electronic data system. The CIREN Medical Center shall coordinate scheduling of case review meetings in cooperation with the NHTSA COR (TO) and the involved CIREN Engineering Center. Case review presentations may be delivered in one of three formats – Full, Expedited, or In-system – as determined by NHTSA and explained in Attachment J.7: CIREN Process and Coding Manual RFP Draft Version.

C.5.1.d QUALITY CONTROL OF CASE DATA

The CIREN Engineering Center shall accurately and fully complete cases as defined by the CIREN Process and Coding Manual (Attachment J.7 provides an example of the coding manual similar to that which will be used in the performance of Task Orders under the base-level RFP). The Engineering Center Contractor shall cross-check data entry and take corrective action when necessary to address shortcomings identified by the quality control Contractor’s review or otherwise in the CIREN process.

Following review of case coding by the third-party CIREN quality control Contractor, the Engineering Center Contractor shall respond to the case review notes to indicate where changes were made and provide justification if changes were not made. NHTSA recognizes that extraordinary circumstances may arise in the collection and analysis of field data, and the CIREN Engineering Center Contractor shall contact the NHTSA COR (TO) to determine the proper course of action when unable to meet requirements stated in the CIREN process documents. Final case approval prior to public release is granted by the NHTSA COR (TO). NHTSA review may require further modifications of case elements by the Engineering Center Contractor in order to qualify as a completed case.

C.5.1.e ESTABLISH SITE AND INFRASTRUCTURE

Within one month, the Contractor shall establish and maintain suitable office space to house its CIREN Engineering Center staff and hardware. The office space shall be secure and include climate control for computers and other environmentally-sensitive hardware. The office site shall include high-speed Internet.

C.5.1.f ESTABLISH CORE STAFF

Within one month, the Contractor shall ensure the core staff members are available to begin work.

C.5.1.g QUARTERLY REPORT: CASE PRODUCTION REPORTING

The Contractor shall provide quarterly reports of case production progress with details on cases reviewed, cases presented in case review sessions, and cases completed. The quarterly report shall also include details on problems encountered and what was done to overcome them. This report shall be due by the 15th day after the end of the reporting period.

SECTION F: DELIVERIES OR PERFORMANCE

F.1 Period of Performance

The period of performance of this hypothetical Task Order shall be 60 months from the effective date of issuance.

F.2 Milestones and Deliverables

Item Section Milestone (M)/Deliverable (D) Due Date 1 C.5.1.a Completion* of injury causation coding (BioTab) for 60

Standard CIREN cases (D) 18 months after award

2 C.5.1.a Completion of injury causation coding (BioTab) for 160 Standard CIREN cases (D)

30 months after award

3 C.5.1.a Completion of injury causation coding (BioTab) for 260 Standard CIREN cases (D)

42 months after award

4 C.5.1.a Completion of injury causation coding (BioTab) for 360 Standard CIREN cases (D)

54 months after award

5 C.5.1.a Completion of injury causation coding (BioTab) for 420 Standard CIREN cases (D)

60 months after award

6 C.5.1.c Monthly case review sessions (M/D) ** Starting 4th month after award, scheduled in coordination with NHTSA and CIREN Medical Center

7 C.5.1.g Quarterly case progress report (D) 15 days after reporting period

* The timing difference for enrollment versus completion assumes a lag of approximately six months from date of enrollment to the case being marked Complete in the data system. This lag is shortened in the last year of the period of performance for close-out of final cases, though a reduced enrollment burden should facilitate shorter case production times.

**A CIREN Engineering Center shall generally participate in two to three case review sessions per month. The monthly case review sessions shall generally include presentations of four or five occupant cases, though scheduling limitations and data availability may require periodic fluctuations in the number of cases per review session and sessions per month.