RFP_DTNH2216R00024.pdf

DTNH2216R00024

SOLICITATION, OFFER AND AWARD

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

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

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

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

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

1 80

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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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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G

F

E

D

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B

A

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

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE FACILITY

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

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

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

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

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

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

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

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

OFFER (Must be fully completed by offeror)

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

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

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

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

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

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

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

AWARD (To be completed by government)

CODE

DTNH2216RQ-0005807/06/2016

X

NHTSA NPO-320

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

1200 ES 08/12/2016

SHERONDA JONES

sheronda.jones@dot.gov

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X

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PAGE(S)

JANELLA DAVIS

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

4-16 17-18 20-22 23-29 30-38

39-46

48-58

59-75

76-80

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 80

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

DTNH2216R00024

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

FOB: Destination

00001 Crash Injury Research and Engineering Network

(CIREN)

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

DTNH2216R0024

Crash Injury Research and Engineering Network (CIREN)

PART I – THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 CONTRACT SUMMARY

A. The Contractor shall furnish all materials and personnel necessary to provide the National Highway Traffic Safety Administration (NHTSA) with non-personal technical support for the Crash Injury Research and Engineering Network (CIREN) as described in Section C and all potential Task Orders issued under this Contract.

B. This is a multiple award indefinite-delivery-indefinite-quantity (IDIQ) contract whereby Cost, Cost Plus Fixed Fee (CPFF) or Firm Fixed Price (FFP) Task Orders shall be issued in accordance with FAR 16.5 and Section G.6 of this Contract. It is anticipated that cost reimbursable Task Orders may be incrementally funded.

C. The maximum potential dollar amount for the base level requirement (See Sections

C.6.1 Basic Requirement 1: Kick-Off Meeting and C.6.2 Basic Requirement 2:

Training) and all orders placed against this contract shall not exceed $_TBD_______ (inclusive of all costs) over a 60-month period of performance.

It is anticipated that severable cost reimbursable task orders may be incrementally funded.

The minimum Government obligation under this potential IDIQ contract is the base level requirement under Section C, Base Level Requirement, C.6.1 Basic Requirement 1:

Kick-Off Meeting and C.6.2 Basic Requirement 2: Training (inclusive of all costs) for the entire period of performance.

B.2 ESTIMATED COST FOR THE BASE LEVEL REQUIREMENT

B.2.1 The Firm Fixed Price of the base level requirement under Section C.6 is $______, Note:

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

(End of Section B)

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 INTRODUCTION

The National Highway Traffic Safety Administration’s (NHTSA) mission is to save lives, prevent injuries, and reduce traffic-related health care and other economic costs. The agency develops, promotes, and implements effective educational, engineering, and enforcement programs with the goal of ending vehicle crash tragedies and reducing economic costs associated with vehicle use and highway travel. The Office of Vehicle Safety Research conducts extensive research, development, testing, crash investigation, and data collection and analysis activities to provide the scientific basis needed to support the Agency’s motor vehicle and traffic safety goals. In addition to supporting internal NHTSA efforts, NHTSA-sponsored research provides high-quality publicly-accessible data that serves as the basis for countless other research endeavors.

C.2 BACKGROUND

Motor vehicle traffic crashes are one of the leading causes of death for children and adults in the United States1. In 2014, there were 32,675 fatalities and more than 2.3 million persons who sustained injury in traffic crashes on U.S. roads. Further examination of those fatalities indicates that 21,022 were light vehicle occupants, 4,856 were motorcyclists, and 4,884 were pedestrians2.

NHTSA strives to base its rulemaking and research priorities on findings from field crash data. In the late 1970s, NHTSA’s National Center for Statistics and Analysis (NCSA) devised an approach to provide nationally-representative traffic crash data.

NHTSA’s NCSA operates data programs consisting of records-based systems (crash records recoded for uniformity) which include the Fatality Analysis Reporting System (FARS) and the National Automotive Sampling System General Estimates System (NASS-GES); and the investigation-based National Automotive Sampling System Crashworthiness Data System (NASS-CDS) and Special Crash Investigations (SCI) programs. While the nationally-representative data systems provide crucial data to understand overall trends in motor vehicle safety, more detailed data on injury causation were needed to support NHTSA research efforts. A recommendation from the National Academy of Sciences3 for multidisciplinary injury studies involving medical, engineering, and other research professionals led to the creation of injury-focused hospital-based studies of motor vehicle crash victims. Those efforts led to the creation of the trauma center-based Crash Injury Research and Engineering Network (CIREN) in 1997.

CIREN is a sponsor-led multi-center research and data collection program involving a collaboration of clinicians and engineers in academia, industry, and government pursuing in-depth studies of crashes, and the resultant injuries and treatments, to improve processes and outcomes. CIREN centers are based at Level One Trauma

1 CDC WISQARS data for 2013 2 FARS 2014 Quick Facts, http://www-nrd.nhtsa.dot.gov/Pubs/812234.pdf 3 Injury in America: A Continuing Public Health Problem, National Academy of Sciences, 1985.

Centers and biomechanics research laboratories. CIREN’s mission is to improve the prevention, treatment, and rehabilitation of motor vehicle crash injuries to reduce deaths, disabilities, and human and economic costs. The CIREN process combines prospective data collection with professional multi-disciplinary analysis of medical and engineering evidence to determine injury causation in every crash investigation conducted. CIREN is the only publically-available source of detailed, prospective crash-related injury data in the United States. The injury data collected under the CIREN program includes over 500 data elements such as radiological images, operative notes, and pre-existing conditions that may play a role in injury severity and long-term outcome. This data is collected and reviewed by highly-regarded professionals from the medical and engineering fields. The coded biomechanical causation of all serious injuries is an attribute exclusive to CIREN, and serves as a starting point for further injury and vehicle safety research.

Collaboration between the medically- and engineering-oriented participants in CIREN leads to a better understanding of the issues related to injury causation and treatment for the medical side, and enables the engineers to develop better designs for automobiles, restraint systems, and test devices and criteria. Involvement in the system provides a rich learning experience, and the real-world knowledge contributed from involved parties cannot be found in a textbook. CIREN enables constructive discourse among various professionals, including vehicle designers, social workers, and first responders, that leads to a better overall understanding of the injury causation in investigated cases. CIREN brings together many facets of the motor vehicle crash and provides a more comprehensive overview of the effects of motor vehicle trauma.

The CIREN data model and collection system has been based on that used by the NASS-CDS program, and differs primarily in the extent of injury and injury mechanism-related data collected. Injury-focused variables from the medical data are based on a variety of sources including the National Trauma Registry, the Orthopedic Trauma Association, and the Uniform Pre-Hospital EMS Data Elements. The crash-related aspects, including scene and vehicle inspections and documentation, reconstructions of crash dynamics, and review of official records, have been largely identical to those of NASS-CDS.

The CIREN program provides insight into developing trends in motor vehicle crash injury causation. This insight translates into emerging research topics, and CIREN research projects frequently graduate to full research programs. This contract seeks to provide the Office of Vehicle Safety Research with a mechanism to continue to investigate crashes involving seriously injured occupants of modern vehicles, while also extending the reach of the CIREN program which CIREN is scheduled to adopt in summer 2017 to include pedestrians and motorcyclists. NHTSA’s input will be a critical element of the research, and will help guide the specific activities throughout the period of performance.

The findings of this proposed work will broaden the knowledge of a wide range of crash victims, crash modes, and injury mechanisms, and shall ultimately provide a basis for improved vehicle and restraint design. The outcome of this effort will ultimately lead to a reduction in serious injuries and fatalities from motor vehicle crashes. The efforts described in this contract will provide a basis for future safety standards and consumer information metrics.

NHTSA has undertaken a modernization effort to upgrade its field data collection programs by improving the information technology infrastructure, updating the data collection processes, and developing a new set of sample sites for its statistical data systems formerly referred to as NASS-CDS and NASS-GES. The goal of this modernization effort is to develop a new crash data system that meets current and future data needs. The new investigation-based acquisition process, focused on follow-on review of passenger vehicle crashes, will be referred to as the Crash Investigation Sampling System (CISS). Another feature of the modernization effort has been the creation of a new electronic data system – Crash Data Acquisition Network (CDAN) – which CIREN will adopt. Details about the CDAN-based software and database structure will be provided in the Task Orders.

C.3 GLOSSARY OF TERMS AND ABBREVIATIONS

Abbreviation Definition AAAM Association for the Advancement of Automotive Medicine AIS Abbreviated Injury Scale CDAN Crash Data Acquisition Network CDR Crash Data Retrieval CDS Crashworthiness Data System CID Crash Investigation Division CIREN Crash Injury Research and Engineering Network CISS Crash Investigation Sampling System CO Contracting Officer COR Contracting Officer’s Representative COR(TO) Contracting Officer’s Representative, Task Order COTS Commercial Off-the-shelf Software CRSS Crash Report Sampling System CT Computed Tomography DICOM Digital imaging and Communications in Medicine DOT Department of Transportation EC Engineering Center EDR Event Data Recorder EMS Emergency Medical Service FAR Federal Acquisition Regulation FARS Fatality Analysis Reporting System GCS Glasgow Coma Scale GES General Estimates System GFE Government Furnished Equipment IDIQ Indefinite Delivery, Indefinite Quantity MC Medical Center MRI Magnetic Resonance Imaging MY Model Year

NASS National Automotive Sampling System NCSA National Center for Statistics and Analysis NHTSA National Highway Traffic Safety Administration PAR Police Accident Report QC Quality Control RFP Request for Proposal SAS SAS Institute Inc., Cary, NC (software) SCI Special Crash Investigations XML Extended Markup Language

C.4 CONTRACT OBJECTIVES

The objectives of this contract are to expand NHTSA’s, and the public’s, understanding of human injury causation in motor vehicle crashes by conducting in-depth investigations and performing multi-disciplinary reviews of case subjects’ outcomes. The data generated in these studies will provide the impact biomechanics and automobile safety community with highly-detailed field-based data that can support trend analysis and research related to advanced dummies and models, injury criteria, restraint performance, and vehicle design. Results of work conducted under this contract will facilitate the reduction of motor vehicle crash-related injuries and fatalities.

The objective of this Indefinite Delivery, Indefinite Quantity (IDIQ) contract is to provide NHTSA with the capability to award Task Orders that require a range of skills and abilities, which could be called into use to conduct studies of real-world motor vehicle crash-related injuries. The CIREN program will be comprised of one or more Medical Centers and one or more Engineering Centers, each with distinct roles, to meet case enrollment and analysis needs:

1. Medical Center:

a. A CIREN Medical Center enrolls and collects required data for injured occupants who have been involved in crashes of newer model year motor vehicles (generally less than six years old, although exceptions exist and are outlined in Attachment J.6:

Provisional 2016 CIREN Inclusion Criteria). The objective is to identify eligible patients, perform in-depth investigations of the vehicle and scene, and collect relevant patient data including digital radiology to support the determination of injury causation.

b. A CIREN Medical Center may be called upon to enroll and collect data for injured pedestrians who have been struck by motor vehicles, motorcycle riders/operators who have been involved in crashes, or pedal cyclists who have been involved in crashes with motor vehicles. The objective is to identify eligible patients, perform in-depth investigations of the involved vehicle(s) and scene, and collect relevant patient data including digital radiology to support the determination of injury causation.

c. A CIREN Medical Center cooperates with CIREN Engineering Centers to support establishment of injury causation scenarios for all crash-related injuries. This cooperation includes delivery of relevant case-related materials to the Engineering Center and participation in web-based meetings to discuss injury causation.

d. A CIREN Medical Center participates in outreach endeavors to promote traffic safety within its community and maintain cooperation with community safety organizations.

e. A CIREN Medical Center may propose research ideas based on findings and experience in the CIREN program. NHTSA may elect to provide additional funding for such projects depending on availability of funding and relevance to NHTSA and CIREN missions.

f. A CIREN Medical Center ensures all employees performing work on the CIREN project obtain the requisite CIREN-specific training as prescribed by NHTSA and participate in periodic CIREN team meetings.

g. A CIREN Medical Center may also be tasked to support NHTSA development of investigation and data collection protocols specific to vulnerable road users such as pedestrians, motorcyclists, and pedal cyclists.

2. Engineering Center:

a. A CIREN Engineering Center reviews the vehicle, scene, and patient injury evidence to establish injury causation scenarios for all crash-related injuries according to NHTSA biomechanical coding guidelines. The objective is to collectively assess available data from the Medical Center(s) and build a comprehensive dataset of injury causation scenarios based on sound interpretation of case evidence, engineering knowledge, and relevant literature findings for each enrolled case subject.

b. A CIREN Engineering Center cooperates with CIREN Medical Centers to establish injury causation scenarios for all crash-related injuries. This cooperation includes receipt and review of relevant case-related materials and participation in web-based meetings to discuss cases.

c. A CIREN Engineering Center may propose research ideas based on findings and experience in the CIREN program. NHTSA may elect to provide additional funding for such projects depending on availability of funding and relevance to NHTSA and CIREN missions.

d. A CIREN Engineering Center ensures all employees performing work on the CIREN project obtain the requisite CIREN-specific training as prescribed by NHTSA and participate in periodic CIREN team meetings.

e. A CIREN Engineering Center may also be tasked to support NHTSA development of investigation and data collection protocols specific to vulnerable road users such as pedestrians, motorcyclists, and pedal cyclists.

Note: Data collected by the CIREN Medical Center(s) and the analysis generated by the CIREN Engineering Center(s) undergo review by NHTSA’s third-party independent quality control (QC) contractor. NHTSA’s third-party QC contractor is not a subject of this request for proposal.

The general function of the entire CIREN program is shown in the figure below.

Gray-shaded shapes represent responsibilities of a CIREN Medical Center, black-shaded shapes represent the responsibilities of a CIREN Engineering Center, the textured box is the joint case review with NHTSA participation, and the un-shaded shapes represent other parts of the CIREN process.

Chart 1 - CIREN program

C.5 GENERAL REQUIREMENTS

The CIREN program structure covered by this contract will incorporate two different types of teams designed to work in conjunction with one another (see Chart 1 above).

Medical Centers will be primarily responsible for prospective high-volume enrollment of CIREN case subjects (injured motor vehicle occupants or vulnerable road users), conducting vehicle- and scene-based crash data collection, and providing medical and research expertise to the entire network. Engineering Centers will provide the analysis of case evidence acquired by the Medical Centers to assign injury causation for all case subject injuries. The intended outcome of this arrangement is a balanced multidisciplinary network that produces timely, high-quality crash injury data through a cooperative effort that leverages access to eligible case subjects and biomechanical expertise at the two types of CIREN Centers. The networked nature of CIREN will continue to support cross-pollination of knowledge and encourage development of new research areas well-suited to the participants’ skills.

C.5.1 CIREN MEDICAL CENTER

a. Patient enrollment: A CIREN Medical Center Contractor shall regularly enroll patients and enter, and complete medical/crash case information as reflected in the CIREN computer applications provided by the NHTSA COR.

The Contractor shall collect detailed crash and injury information in individual Task Orders (when issued) on eligible crash victims sustaining injury and treated at their participating trauma facility(s) (see Attachment J.6:

Provisional 2016 CIREN Inclusion Criteria for a description of motor vehicle occupant case inclusion criteria). Annual case count requirements, which will be established in individual Task Orders (when issued), will be based on a formula where crash type and evidence collection are used to determine an effective case count. Higher-quality case data collection will be encouraged and cases with less research value will be discouraged. A Medical Center may be made up of more than one enrollment site – the lead, or primary, enrollment site and secondary enrollment sites with which enrollment agreements are established prior to Task Order award. Fatally-injured crash victims are eligible for enrollment subject to availability of complete autopsy records – establishment and maintenance of a strong relationship with local medical examiners is an important factor for enrollment of victims killed on-scene (see section H.1.5.d Consent and Dissemination). Historically, access to at least 700 annual motor vehicle crash occupant admissions at an enrollment site (or partnership of sites) sustaining moderate injury (Maximum Abbreviated Injury Scale 2 or higher) has been necessary to provide an adequate number of eligible cases for enrollment.

b. Injury data collection and coding: For each enrolled individual, the CIREN Medical Center Contractor shall collect and review the case subject’s medical documentation to develop a comprehensive list of injuries in accordance with established procedures (see Attachment J.7: CIREN Coding Manual RFP draft version for examples of injury coding guidelines). All injuries shall be well-documented through the use of radiological reports, including but not limited to Computed Tomography (CT) scans, X-rays, and Magnetic Resonance Images (MRIs). Participation by medical doctors is expected. The case subject’s injury list and all supporting documentation shall be provided to the assigned Engineering Center in advance of the joint case review session as specified in each individual Task Order (when issued).

c. Crash-related investigation, data collection, and coding: A CIREN Medical Center Contractor shall perform inspections of the scene and involved vehicles according to NHTSA protocols and complete coding related to the crash (see Attachment J.7: CIREN Coding Manual RFP draft version and Attachment J.8: NASS-CDS 2014 Coding and Editing Manual for examples of motor vehicle crash coding guidelines). All data shall be documented according to NHTSA protocols and include photographs of the scene and vehicle damage. The crash-related data and supporting documentation shall be provided to the assigned Engineering Center in advance of the joint case review session within the time frame established in each individual Task Order (when issued). Successful acquisition of crash-related data requires cooperation of police agencies, vehicle towing/storage/impound sites, and insurance companies – a CIREN Medical Center shall establish and maintain strong relationships with these entities. A typical CIREN Medical Center site should expect to perform one vehicle and scene inspection per week, on average, though fluctuations in eligible admissions and case vehicle disposition will require flexibility in planning logistics of scene and vehicle inspections. While there are no geographic restrictions regarding crash scene and vehicle location relative to the CIREN Medical center’s site, practical limitations associated with crash investigator travel suggest limiting crash locations to those within a 200 mile radius of the CIREN Medical center’s site.

d. Interaction with CIREN Engineering Center Contractors: A CIREN Medical Center Contractor shall actively support the collaborative nature of the CIREN program by providing timely and accurate case-related data to the CIREN Engineering Center, as directed in the CIREN process documentation, for analysis 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. The CIREN Engineering Center’s analysis partially serves as quality control of data collected by the CIREN Medical Center contractor, so the CIREN Medical Center contractor may be required to make changes in injury or crash coding based upon the CIREN Engineering Center contractor’s review

e. Web-based case review: A CIREN Medical Center Contractor shall participate in monthly electronic case review sessions via web-based meeting with the NHTSA COR (and other NHTSA stakeholders), the NHTSA’s third-party independent quality control contractor, and an assigned (by NHTSA) CIREN Engineering Center. A typical case review meeting will last two hours. These reviews shall include presentation and discussion of typically four to five CIREN cases, including presentation of medical and crash-related data by the CIREN Medical Center contractor. The CIREN Medical Center shall coordinate scheduling of case review meetings in cooperation with the NHTSA COR and the assigned CIREN Engineering Center. Guidelines for case reviews are in Attachment J.7 CIREN Coding Manual RFP draft version.

These reviews shall take place before cases are submitted to NHTSA’s third-party CIREN independent quality control contractor.

f. Case quality control: The CIREN Medical Center Contractor shall accurately and fully complete cases as defined by the CIREN Coding Manual (Attachment J.7 provides an example of the Coding Manual similar to that which will be used in the performance of this Contract). The CIREN Medical Center Contractor shall cross-check data entry and take corrective action when necessary to address shortcomings. Following review of case coding by the NHTSA’s third-party independent quality control contractor, the CIREN Medical Center contractor shall respond to the case review notes and make changes to the coded data elements where necessary. NHTSA recognizes that extraordinary circumstances may arise in the collection of field data, and the CIREN Medical Center Contractor shall contact the NHTSA COR 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 – NHTSA review may require modifications of case elements by the CIREN Medical Center Contractor.

g. Establish site and infrastructure: Within the time frame established in the awarded Task Orders, a CIREN Medical Center Contractor shall establish an office at or near the primary enrollment site (Trauma Center) to house its CIREN Medical 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 access as well as access to the digital medical records and radiology systems of the CIREN Medical Center Contractor’s enrollment site(s). The CIREN Medical Center Contractor shall be responsible for traveling to crash scenes and vehicle inspection facilities in support of CIREN requirements. The vehicle shall facilitate secure transportation of the vehicle and scene inspection hardware.

NHTSA will provide funding for vehicle leasing. NHTSA will not provide vehicles or funds for direct vehicle purchase.

h. Establish core staff: Within the time frame established in the awarded Task Orders, the CIREN Medical Center Contractor shall ensure the core staff members are available to begin work on the Task Order. Core staff positions for a CIREN Medical Center include a site coordinator and crash investigator, which are expected to be full-time positions for a primary enrollment site.

i. Community outreach: The CIREN Medical Center contractor shall engage in outreach efforts to promote passenger vehicle safety in its local community or provide education to law enforcement or emergency medical service providers. The purpose of these outreach efforts are two-fold: to educate the public and to help maintain relationships with entities (i.e. salvage/tow yards, law enforcement, EMS, insurance companies, etc.) whose cooperation enables the CIREN process.

C.5.2 CIREN ENGINEERING CENTER

a. Injury biomechanics assignment and coding: Each CIREN Engineering Center 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 procedures (see Attachment J.7: CIREN Coding Manual RFP draft version for an example of the injury causation assignment guidelines). The injury causation scenarios shall be coded as reflected in the CIREN computer applications provided by the NHTSA COR. The number of case subjects that must be analyzed and coded will be established in each Task Order (when issued).

b. Interaction with CIREN Medical Center Contractors: 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 CIREN Medical Center, and feedback to the enrolling CIREN Medical Center is a required element of the CIREN process.

c. Web-based case review: Each CIREN Engineering Center Contractor shall participate in electronic case review sessions via web-based meeting with the NHTSA COR (and other NHTSA stakeholders), the NHTSA third-party CIREN independent quality control contractor, and the enrolling CIREN Medical Center. A typical case review meeting will last two hours, and each 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, including presentation of the proposed injury causation scenarios by each Engineering Center Contractor. Scheduling of case review meetings will be done with cooperation from NHTSA and each CIREN Medical Center that enrolled the cases. Guidelines for case reviews are in Attachment J.7 CIREN Coding Manual RFP draft version. These reviews shall take place before cases are submitted to NHTSA’s third-party CIREN independent quality control contractor.

d. Case quality control: Each Engineering Center Contractor shall accurately and fully complete injury causation data as defined by the CIREN Coding Manual (Attachment J.7 provides an example of the Coding Manual similar to that which will be used in the performance of this Contract). Each CIREN Engineering Center Contractor shall cross-check data entry and take corrective action when necessary to address shortcomings. Following review of case coding by the NHTSA third-party CIREN independent quality control contractor, each Engineering Center contractor shall respond to the case review notes and make changes to the coded data elements where necessary.

Each CIREN Engineering Center shall also consider changes made to the

CIREN Medical Center’s data entry elements if those changes affect the injury causation scenarios. NHTSA recognizes that extraordinary circumstances may arise in the analysis of field data, and each CIREN Engineering Center Contractor shall contact the NHTSA COR 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 NHTSA – NHTSA review may require modifications of case elements by each CIREN Engineering Center Contractor.

e. Establish site and infrastructure: Within the time frame established in the awarded Task Orders, each CIREN Engineering Center Contractor shall establish a secure and climate-controlled office space to house its staff and hardware. The office site shall include high-speed Internet access.

f. Establish core staff: Within the time frame established in the awarded Task Orders, each CIREN Engineering Center Contractor shall ensure the core staff members are available to begin work on the Task Order. Core staff positions for a CIREN Engineering Center include a data coordinator and a biomechanical engineer.

C.5.3 ALL CIREN CENTERS

a. Develop CIREN-related research projects: Each CIREN Contractor will have the opportunity to develop traffic injury-related research ideas based on findings and experience from the CIREN program. The project ideas shall be relevant to the NHTSA and CIREN mission and shall include analysis of CIREN data. Should NHTSA elect to provide funding for a Center’s project idea, the Contractor shall submit a proposal and budget for consideration in response to the relevant Task Order request for proposal. Completed projects shall be presented to all CIREN network participants.

b. Staff training: NHTSA will specify training requirements for core CIREN staff and offer training on a periodic basis to meet CIREN program needs.

Each CIREN Contractor shall ensure that CIREN staff attends required training courses. Basic training for new crash investigators, which may be condensed for experienced NASS-trained investigators, shall consist of self-paced, computer-based lessons and up to three (3) one-week classroom sessions at a location to be specified by NHTSA. Training requirements for coordinators, biomechanical engineers, and principal investigators are less intensive than those for the crash investigators, and will likely consist of no more than three days at a location to be determined.

c. Security requirements:

1) Contractor employees shall be required to sign a NHTSA Electronic

Data System (EDS), Information Technology (IT) Systems Rules of Behavior Form (or equivalent) before being granted access to the CIREN data system. This form will be provided by NHTSA’s COR within thirty (30) calendar days after contract award. All users shall agree not to discuss or divulge the source of any data to third parties (i.e., anyone outside the CIREN Network).

2) CIREN deals with highly sensitive material that shall be protected against intentional or unintentional disclosure to unauthorized individuals or entities. Personal and location data identifiers shall not be accessible outside the Contractor originally acquiring the data.

3) Each Contractor shall follow established sanitization procedures for personally identifiable information as outlined in Section H.1.5, Protection of Privacy, of this contract. Information released to the general public shall not include any “personal and/or location identifiers” or any “sensitive medical information” as defined in Section H.1.5, Protection of Privacy, of this contract and shall not be traceable back to the CIREN Medical Center that collected the data.

4) All Contractor staff assigned to the project will be required to pass the standard Public Trust security clearance process used by DOT, and will be issued DOT email addresses. At a minimum, some of the Contractor’s staff will also be required to establish MAX.gov Authentication as a Service accounts, and may be required to obtain Personal Identity Verification (PIV) cards from NHTSA.

Each Contractor shall be responsible for data center systems security, including:

1. Security and access privileges to data and/or currently available reports to specified users and user groups;

2. Running and submitting vulnerabilities scan reports;

3. Running security control testing, continuous monitoring, and

Continuity of Operations Planning (COOP);

4. Coordinate and perform activities needed for Certification and

Accreditation of the system every three years

5. Providing patch management service; to ensure system security protection, and continuity of the data collection operations.

The Contractor shall take immediate actions to mitigate any vulnerabilities, intrusions, or other security breaches and shall notify the COR on issues and/or incidents that affect the security of the systems operations center within one business hour of discovery.

5) Physical security requirements: Each CIREN site will be required to provide a location for CIREN equipment that is both access-controlled and climate-controlled. Additional, each CIREN site is responsible to ensuring only authorized CIREN or local site staff has access to CIREN equipment.

C.6 BASE LEVEL REQUIREMENT

C.6.1 BASIC REQUIREMENT 1: KICK-OFF MEETING

Within two (2) weeks of the contract award, the Contractor shall coordinate with the Contracting Officer’s Representative (COR) to schedule a teleconference for no more than two (2) hours. The purpose of this meeting is to discuss the contract objectives, the contract administration, the ordering procedures for issuing future Task Orders, and the coordination among the Contractors to conduct CIREN operations.

C.6.2 BASIC REQUIREMENT 2: TRAINING

Within three (3) months of contract award, or later as dictated by availability of training resources (and scheduling limitations for the crash investigator training), the Contractor staff shall attend the required training sessions specific to their roles.

Initial, base-level, training requirements shall include:

Center Type Role Days Potential Location Medical Principal Investigator 1 Washington, DC

Site Coordinator 2 Washington, DC Crash Investigator 2 Washington, DC

3x(5-day sessions)* Oklahoma City, OK

Engineering Principal Investigator 1 Washington, DC Data Coordinator 2 Washington, DC Biomechanical Engineer 3 Washington, DC

* Required training for crash investigator may be reduced depending on experience conducting NHTSA crash investigations, but will be no less than one (1) five-day session in Oklahoma City, OK and the two-day session in Washington, DC.

Upon award, NHTSA will finalize the dates and locations of the required training sessions. The Contractor staff shall make travel arrangements such that ample transit time is permitted to attend the specified number of eight-hour training days.

All training listed is for a one-time occurrence. In the event additional training is required, a bi-lateral modification will be issued between the two parties. Within the modification NHTSA will state the center type, role, days, and potential location for training.

C.7 POTENTIAL TASK ORDERS

If, during the performance of this contract, the Government decides to issue Task Orders, they will be based on the Objectives stated in C.4 and General Requirements as described in C.5. At contract award, however, the Contractor shall not perform work associated with said objectives as part of the base requirements above (C.6.1 Basic Requirement 1: Kick-Off Meeting and C.6.2 Basic Requirement 2: Training).

The Contractor will only be required to perform additional tasks if the government issues Task Orders in accordance with Section G.5, Task Order Procedures.

(End of Section C)

SECTION D - PACKAGING AND MARKING

D.1 PACKAGING AND MARKING

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

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

D.2 FORMATTING TEXT AND IMAGE DELIVERABLES

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

D.2.1 TEXT

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

D.2.2 CHARTS AND GRAPHS

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

D.2.3 ILLUSTRATIONS

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

a. Graphics – In the majority of cases, the Office of Communication Services will develop any needed graphics in collaboration with the COR. The Contractor shall provide text, graphs, and charts following the guidelines stipulated in D.2.1 and D.2.2 above. In some cases, the Contractor may be required to develop graphics.

In these cases, the Contractor shall use only software approved by the U.S.

Government Printing Office (e.g. Adobe Illustrator.)

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

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

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

The Contractor shall obtain, and provide to NHTSA, a written statement indicating that NHTSA has unlimited, unrestricted rights to the use of the photos.

D.2.4 WEB-BASED IMAGES

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

(End of Section D)

SECTION E - INSPECTION AND ACCEPTANCE

All work hereunder shall be subject to review by the Government.

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

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

https://www.acquisition.gov/?q=/browse/far/52

Federal Acquisition Regulation (FAR) Clauses:

52.246-4 INSPECTION OF SERVICES- FIXED PRICE (AUG 1996)

52.246-5 INSPECTION OF SERVICES - COST-REIMBURSEMENT (APR

1984)

52.246-16 RESPONSIBILITY FOR SUPPLIES (APR 1984)

E.2 INSPECTION AND/OR ACCEPTANCE

The NHTSA Contracting Officer’s Representative (COR), as designated in this Contract, shall be responsible for performing the overall administration of this contract.

The COR Task Order, COR (TO), will be identified in each awarded Task Order.

That individual will be responsible for the inspection of all services rendered under that specific Task Order and for recommending acceptance or replacement/correction of services or materials that fail to meet the Task Order requirements to the NHTSA Contracting Officer (CO).

(End of Section E) https://www.acquisition.gov/?q=/browse/far/52

SECTION F - DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

All work and services required hereunder shall not exceed 60 months from the effective date of the contract.

Any Task Order issued prior to the expiration date of the contract, and not completed within that time, shall be completed by the Contractor within the time specified under the task order provided it does not exceed the performance period under Section I.2.3, FAR 52.216-22, Indefinite Quantity (OCT 1995).

The Contractor is required to abide by the terms and conditions of the contract until the conclusion of the task order performance period.

The period of performance for each Task Order will be specified within the Task Order document.

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

(FEB 1998)

This contract incorporates one or more clauses by reference with the same force and make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es):

Federal Acquisition Regulation (FAR) Clauses:

52.242-15 STOP-WORK ORDER (AUG 1989)

Alt I (APR 1984) (Applies to Cost Task Orders Only)

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

F.3 PLACE OF PERFORMANCE

The work performed under this contract shall be accomplished at the Contractor’s facility.

F.4 DELIVERABLES /MILESTONES

Item Section Milestone (M)/Deliverable (D) Due Date

1 C.6.1 Kick-Off Meeting (M) 2 weeks after contract award

2 C.6.2 Training (M) 3 months after contract award

3 C.6.2 Ad Hoc Training (M) By mutual agreement of the parties

4 *Task Order Specific milestones and deliverables (D)

To be specified in each individual Task Order.

5 **Monthly or Quarterly Progress Reports (D)

15th day of the month following the month or quarter being reported.

*Task Order specific milestones and deliverables will be specified in each individual Task Order.

**Monthly or quarterly progress reports shall be submitted for each Task Order and shall be delivered to both the Contracting Officer's Representative Task Order and the Contract Specialist on or before the 15th of the month following the month or quarter being reported. These reports shall be delivered in accordance with Section F.5 below.

F.5 PLACE OF DELIVERY

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

To be filled in at time of award

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

To be filled in at time of award

F.6 QUARTERLY (OR MONTHLY) PROGRESS REPORTS

The Contractor shall submit progress reports to the COR and the Contract Specialist.

These reports shall be prepared on a quarterly basis and submitted by the 15th of each quarter (month) following the period of reporting as specified in each Task Order.

Each progress report shall contain concise statements covering the activities relevant to the contract, including:

(a) A clear account of the work performed under each task order during the reporting period.

(b) An outline of the work to be accomplished during the next reporting period.

(c) A description of any problem encountered or anticipated that will affect the completion of any work within the time and fiscal constraints set, together with recommended solutions to such problems; or, a statement that no problems were encountered.

(d) A tabulation of the planned, actual and cumulative percent of effort expended by the personnel.

(e) A chart showing current and cumulative expenditures versus planned expenditures

(End of Section F)

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 SUBMISSION OF INVOICES

1. Contractors shall submit one (1) Invoice by email to:

9-AMC-AMZ-NHTSA-Invoices@faa.gov or by mail to:

DOT/NHTSA

Mike Monroney Aero Center Accounts Payable Branch, AMZ-150 P.O. Box 268911 Oklahoma City, OK 73126

2. Each Task Order shall be invoiced separately and accompany the monthly or quarterly report stated in each Task Order.