JOTFOC_Polk_FBO.pdf

U.S. Department of Transportation

National Highway Traffic Safety Administration

Justification for Other than Full and Open Competition (JOTFOC)

Requisition No. DTNH2216RQ-00080 with The National Highway Traffic Safety Administration (NHTSA)

For “National Level Vehicle Data/Statistics to Support NHTSA Database and Analysis”

1. Identification of Agency:

National Highway Traffic Safety Administration (NHTSA) Office of Acquisition Management (OAM) 1200 New Jersey Avenue, SE Washington, DC 20590

2. Description of Action:

Background:

The National Highway Traffic Safety Administration (NHTSA) is an agency of the U.S. Department of Transportation (DOT). NHTSA’s mission is to save lives, prevent injuries and reduce traffic-related health care and other economic costs. In support of its mission, the agency maintains a comprehensive portfolio of motor vehicle crash data, associated statistics, and related research efforts.

To supplement the data contained in agency databases and the analysis of the data, the agency requires national-level motor vehicle statistical data.

NHTSA uses crash data in conjunction with vehicle statistical data to:

• Assess emerging vehicle safety issues for specific vehicle makes and models;

• Monitor normalized fatality and injury rates by vehicle categories;

• Provide input for the assessment of fatalities each year for vehicle size and crash rate correlations;

• Assist in identifying the spatial distribution of the affected vehicles with issues, i.e., the number of vehicles in each state;

• Support the examination of emerging issues in vehicles claims and complaints investigations;

• Conduct evaluation and regulatory impact analysis of NHTSA rulemaking by providing exposure data for vehicles with or without a safety feature; and

• Support analysis for both crash-avoidance and crash-worthiness rules.

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3. Description of Services to Meet Agency Needs:

The objective of this Contract is to provide NHTSA with motor vehicle statistical data to support the agency’s mission.

4. Identification of the Statutory Authority Permitting Other Than Full and Open Competition:

This action is being made pursuant to 41 U.S.C. 3304(a)(1), as implemented by FAR 6.302-1 (a)(2):

(2) “When the supplies or services required by the agency are available from only one responsible source… and no other type of supplies or services will satisfy agency requirements, full and open competition need not be provided for.”

5. Demonstration that the Proposed Contractor’s Unique Qualifications or the

Nature of the Acquisition Requires Use of the Authority Cited:

The Information Handling Services Automotive Company (IHS) is the only known source for data that includes critical State vehicle registration data. NHTSA uses this data to identify affected vehicle populations for important motor vehicle and traffic safety analyses. For more than 30 years, the agency has contracted with R. L. Polk & Company (Polk) for this data and now with IHS (as a result of Polk’s acquisition).

Currently, based on the agency’s market research, the agency has identified no other firm that has established the critical State relationships necessary to obtain and provide the required registration data.

As to the individual datasets required, IHS’ national vehicle population profile is the single most reliable source of registration data for every vehicle model registered in the United States. NHTSA has used crash data in conjunction with the registration data to assess and review significant vehicle safety issues that included investigations into Ford Explorer rollovers, Firestone tires, and Airbag-related issues. The data is also used to monitor normalized fatality and injury rates by vehicle categories - used in annual assessment of fatalities each year and vehicle size and crash rate correlations. The data is used to analyze emerging safety issues. For example, the registration data helps in identifying the spatial distribution of the affected vehicles, i.e., the number of vehicles in each state. NHTSA also uses this data to analyze claims information for specific vehicle models to determine safety issues. The IHS data has also been used to conduct evaluation and regulatory impact analysis of NHTSA rulemakings. These actions included providing exposure data for vehicles with or without a safety feature, monitor crash rates of electronic stability control equipped vehicles and ABS (Anti-lock Brake System)/CBS (combined Braking System) equipped motorcycles.

Due to the important actions that the agency takes to increase safety, agency data systems must be compatible and consistent with any data provided by a third party.

This compatibility/consistency requirement is critical in performing statistical analysis of high quality. Based on the agency’s market research, NHTSA has not identified any alternative sources for the data or related software that are compatible with agency systems.

Specifically, NHTSA can meet the data needs for this contract by making award to IHS for the following products:

• National Vehicle Population Profile (NVPP)

• New Vehicle Population Data (NCRLT)

• Trucking Industry Profile (TIP)

• Motorcycle NVPP Census Data

6. Efforts Made To Obtain Competition, and Whether a Notice Was or Will

Be Publicized as Required by FAR Subpart 5.2 and, If Not, Which Exception Under FAR 5.202 Applies:

The previous Task/Delivery Order Contract was awarded on August 26, 2011. In preparation for this award, a Sources Sought Notice was posted to the Government-wide point of entry (https://www.fbo.gov/) on December 22, 2015; resulting in no Corporate Capability Statements being received from interested companies.

A synopsis of the proposed contract was also published on February 23, 2016 on http://www.fbo.gov, in accordance with FAR Part 5.201. The synopsis stated the agency’s intent to award a sole source contract to R.L. Polk & Company but sought additional information from any offeror that could provide the required data. No companies other than Polk responded to the announcement.

7. A Determination by the Contracting Officer That the Anticipated Cost to the Government Will Be Fair and Reasonable:

The Contract Officer used the Independent Government Contract Estimate as well as historical pricing to determine if prices were fair and reasonable. All items to be procured under the proposed action are consistent to prices paid and approved by the Department of Transportation over the past thirty years. Therefore, the prices negotiated in this Contact are considered to be Fair and Reasonable.

8. A Description of the Market Research Conducted and the Results or a Statement of the Reason That Market Research Was Not Conducted:

A small business review of the requirements produced no contractors that could satisfy the requirements.

A formal procurement announcement at the Federal Business Opportunities site produced no contractors with any interest in the requirement.

9. Any Other Facts Supporting the Use of Other Than Full and Open Competition:

N/A.

10. A Statement of the Actions if any, the Agency May Take To Remove or Overcome Any Barriers to Competition Before Any Subsequent Acquisition For These Services:

None at this time.

11. Contracting Officer Certification That the Justification Is Accurate and

Complete To the Best of the Contracting Officer’s Knowledge and Belief:

As confirmed by the signature below, the Contracting Officer hereby certifies that the facts and representations included in this justification are accurate and complete to the best of her knowledge and belief.

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