RFP_DTNH2216R00057.pdf

DTNH2216R00057

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

06/24/2016 X

NHTSA NPO-320

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

1400 ES 07/25/2016

SETH MOODY

seth.moody@dot.gov

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PAGE(S)

SETH MOODY

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

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4-10 11-12 14-16 17-21 22-29

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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

DTNH2216R00057

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

Solicitation DTNH2216R00057 is placed for services to perform a Community Based Bicyclist and Pedestrian Behavioral Safety Assessment as detailed below.

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

Title: Community Based Bicyclist and Pedestrian Behavioral Safety Assessment

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

The Contractor shall furnish the necessary qualified personnel, facilities, materials, supplies, equipment, and services to execute a Cost Plus Fixed-Fee Contract in accordance with the Statement of Work, Section C, and other terms and conditions of this Contract.

B.2 ESTIMATED TOTAL COST AND FEE AMOUNT

The maximum potential dollar amount for the resultant Contract shall not exceed $To be filled in at time of award consisting of an estimated potential cost of $To be filled in at time of award and a Fixed Fee amount of $To be filled in at time of award.

(End of Section B)

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 BACKGROUND

While overall traffic fatalities have gone down, pedestrian and bicyclists fatalities have been on a steady incline since 2009. In 2013, there were 4,735 pedestrians and 743 bicyclists killed and an estimated combined 114,000 injured in motor vehicle traffic crashes. As a percentage of the total motor vehicle-related deaths in 2013, pedestrian fatalities represented 14 percent and bicyclist fatalities represented 2.3 percent, a combined 16.3 percent of the total. To combat this trend, NHTSA is supporting and encouraging the implementation of numerous efforts and strategies.

NHTSA recognizes that the first step in addressing traffic safety issues is assessing the problem. However, with low fatality numbers across the individual States and limited exposure data on walking and biking, problem identification on a national or State level is difficult. Although the numbers are even much lower in communities, isolating the issues on a community level allows greater success in identifying causes and related solutions that can directly address pedestrian and bicyclist fatalities and injuries from crashes with motor vehicles.

NHTSA offers an assessment and provides tools for identifying pedestrian and bicyclist safety problems. At a State’s request, NHTSA facilitates pedestrian and bicyclist program safety assessments using established uniform program guidelines. The assessment process is designed for an overall State-level review and results primarily in State-level recommendations.

NHTSA and the Federal Highway Administration make available many tools and technical assistance for the public to assess the safety of their community for walking and biking. The Walkability and Bikeability Checklists helps give insight into the walkability and bikeability of a neighborhood. It contains insightful questions, allowing the user to evaluate a neighborhood's walkability. In addition to the questions, the Checklists provide both immediate answers and long-term solutions to a neighborhood's potential problems.

The road safety audits are unbiased examination/evaluation of the walking and biking environment. The general purpose of an audit is to identify concerns for pedestrians and bicyclists related to the safety, access, comfort, and convenience of the environment. In addition to identifying problem areas, an audit can be used to identify potential alternatives or solutions (such as engineering treatments, policy changes, or education and enforcement measures). USDOT conducted a multi-modal effort to document collaborative process to address pedestrian and bicycle safety in Dallas/Fort Worth, Texas, Boston, Massachusetts and Lansing, Michigan. The coalitions of these communities used the above described checklists or audits to identify gaps and problems.

While these tools are useful to communities in identifying the problem, there is not a community-based systematic process and uniformed guidelines for using these tools to develop a corresponding comprehensive, effective, and efficient pedestrian and bicyclist safety plan.

The Institute of Transportation Studies at the University of California, Berkeley offers pedestrian and bicyclists safety assessments for California communities. Traffic safety professionals conduct a visit of the requesting community to evaluate pedestrian safety conditions, programs, and needs, and suggest new strategies to improve pedestrian and bicyclist safety. Communities across the country need a similar systematic process, uniformed guidelines, and technical assistance to implement.

Project Purpose

The purpose of this proposed project is to develop a review process that communities can use to assess their pedestrian and bicyclist safety problems and helps provide recommendations for improvement. The proposed project will make available to communities a systematic process, uniformed guidelines, and technical assistance to address their bicycle and pedestrian behavioral safety problems.

Project Objectives

The objectives of this proposed project is:

1. To create a formal process for local communities to assess their pedestrian or bicyclist behavioral safety problems;

2. To develop a bicyclist and pedestrian behavioral safety assessment manual that provide instructions on the process to assess and identify recommendations for improvements;

3. To create corresponding guidelines that serve as the measurement tool; and

4. To test the assessment process manual and measurement tool in two to three communities.

C.3 SCOPE OF WORK

C.3.1 General Requirements

The Contractor shall furnish the necessary personnel, equipment and facilities to perform the following services which may include but not be limited to:

1. Participating in an kick-off and other regular project meetings with the COR and other relevant stakeholders to discuss the project;

2. Providing a work plan that incorporates any recommendations from the kick-off meeting;

3. Conduct a literature review;

4. Develop an assessment process manual and tool;

5. Completing monthly reports

C.3.1.1 Plain Language

The Contractor shall ensure that all written document conforms to plain language standards by complying to the below guidelines whenever possible:

(1) Uses everyday words that convey meanings clearly and directly;

(2) Uses the present tense and the active voice;

(3) Uses short, simple sentences;

(4) Defines only those words that cannot be properly explained or qualified in the text;

(5) Uses type of a readable size; and

(6) Uses layout and spacing that separate the paragraphs and sections of the document from each other.

C.3.1.2 Quality Assurance

The Contractor shall identify and implement a quality control process to review deliverables of written materials for the following:

(1) Free of grammatical errors,

(2) Appropriate for intended audience,

(3) Reflects a well-defined sequence of steps or logical process,

(4) Examines the adequacy and appropriateness of techniques and methods,

(5) Addresses the objective and intent of this effort, and

(5) Includes relevant citations and references

C.4 Specific Requirements (SR)

SR C.4.1 Project Management Work Plan

The Contractor shall submit a draft project management work plan within three

(3) weeks of award to the Contracting Officer’s Representative (COR) that has specific (step-by-step) details and a timeline to carry out the tasks of the project.

Within two (2) weeks from the Kick-Off Meeting, the Contractor shall revise and submit the revised project management work plan to the COR based upon the results of the Kick-Off Meeting (SR C.4.2 Project Meeting). The Contractor shall further revise and submit the revised project management work plan to the COR as needed thereafter. At a minimum, the Contractor shall submit to the COR a revised work plan that details their approach to develop an assessment manual and corresponding measurement tool that may thoroughly and completely assesses a local jurisdictions pedestrian and bicyclist behavioral safety efforts and identify necessary improvements following the completion of their literature review (SR C.4.3 Literature Review).

Within one (1) week from the time NHTSA receives the Contractor’s Revised Work Plan, the COR will either approve the plan or contact the Contractor for further revisions. If the COR requests further revisions, the Contractor shall revise the Work Plan and resubmit upon receipt of the comments.

SR C.4.2 Project Meetings

Kick-Off Meeting The Contractor shall participate in a kick-off meeting with the COR and other relevant NHTSA staff within six (6) weeks of award to present and discuss the goal, objectives, scope, and anticipated challenges of the effort. The meeting will serve to identify any gaps or potential barriers and solutions to ensure successful completion of project. In preparation for the meeting, the Contractor shall submit their presentation outline within three (3) weeks of award. The meeting will take place at an agreed upon location, time, and method whether in person, phone, or web-based, between the COR and the Contractor no later than one month from contract award.

Regular Project Meetings The Contractor shall participate in monthly project meetings with the COR to discuss the progress of the project. The Contractor shall provide status on deliverables, milestones, any challenges, and plans to address any anticipated issues. These meetings may be conducted via telephone or web-based conference call.

Final Project Meeting The Contractor shall participate in a final project meeting with the COR and other relevant NHTSA staff within seventeen and a half (17 ½) months of award to present the pedestrian and bicyclist behavioral safety assessment manual, guidelines, and project results. The final project meeting will be held at the NHTSA headquarters building in Washington, DC.

SR C.4.3 Literature Review

The Contractor shall conduct a literature review and gather information and materials to inform their development of an assessment process manual and corresponding measurement tool. The Contractor shall submit a summary of their findings including a compilation and description of existing processes and tools to the COR within ten (10) weeks of award.

SR C.4.4 Develop Assessment Process Manual

The Contractor shall identify and develop a process and document in writing that local jurisdictions may use to help them coordinate, facilitate, and conduct a local assessment of their pedestrian or bicyclist behavioral safety problem. The Contractor shall ensure the process includes but is not limited to information on initiating, coordinating, funding, conducting, and completing the assessment process. This task is not intended to replace but compliment and coordinate with existing bicycle and pedestrian safety assessment processes.

Successful completion of this task will result in a user-friendly manual to initiate, coordinate, conduct, fund, and complete a pedestrian and bicyclist behavioral safety assessment.

Within 3 months of award, the Contractor shall submit to the COR an Assessment Process Manual Outline. The Assessment Process Manual Outline shall at a minimum address and contain the main points and components that are necessary to coordinate, conduct, fund, and complete a pedestrian and bicyclist behavioral safety assessment. Within one (1) week from the time NHTSA receives the Contractor’s Assessment Process Manual Outline, the COR will either approve the outline or contact the Contractor for further revisions. If the COR requests further revisions, the Contractor shall revise the outline and resubmit upon receipt of the comments.

Within 6 months of award, the Contractor shall submit to the COR a draft Assessment Process Manual. The draft Assessment Process Manual shall at a minimum address and contain sufficient information to coordinate, conduct, fund, and complete a pedestrian and bicyclist behavioral safety assessment, including overall procedures, policies, logistics, and roles and responsibilities. Within one

(1) week from the time NHTSA receives the Contractor’s draft Assessment Process Manual, the COR will either approve the draft manual or contact the Contractor for further revisions. If the COR requests further revisions, the Contractor shall revise the draft manual and resubmit upon receipt of the comments. Within 8 months of award, the Contractor shall submit to the COR a final Assessment Process Manual.

SR C.4.5 Develop Assessment Tool

The Contractor shall develop a bicyclist and pedestrian behavioral safety uniform guidelines tool for local jurisdictions to use in their assessment to measure how well they address pedestrian and bicyclist safety and identify areas for improvement. The Contractor shall identify components necessary to a comprehensive pedestrian and bicyclist behavioral safety program such as data collection and analysis, legislation, enforcement, and education. The Contractor shall develop metrics for each identified component area. The Contractor shall submit a document to the COR within nine (9) months of award that explains the rationale, justification, and supporting evidence for the identified metrics. The Contractor shall submit the draft assessment guideline tool to the COR within nine (9) months of award. The draft assessment guideline tool shall at a minimum address and contain the identified components of a comprehensive pedestrian and bicyclist behavioral safety program including but not limited to: program management, policy and regulations, collaboration, communications, education, enforcement, engineering, data and evaluation. Within one (1) week from the time NHTSA receives the Contractor’s draft assessment guideline tool, the COR will either approve the draft assessment guideline tool or contact the Contractor for further revisions. If the COR requests further revisions, the Contractor shall revise the assessment guideline tool and resubmit upon receipt of the comments.

Successful completion of this task is demonstrated by COR’s approval of the contractor’s submitted assessment tool and corresponding metrics justification document.

SR C.4.6 Test and Refine Assessment Process Manual and Tool

The objective of this task is to test whether the assessment process manual and the uniform guidelines tool can help local jurisdictions adequately and efficiently measure and provide recommendations for improving their pedestrian and bicyclist behavioral safety program.

The Contractor shall create and implement an evaluation plan that determines the usefulness of the tool and manual. The Contractor shall submit their evaluation plan to the COR for review and approval prior to testing the manual and tool.

Within 7 months of award, the Contractor shall submit to the COR a draft evaluation plan. The draft evaluation plan shall at a minimum address and contain how the Contractor will determine the usefulness and effectiveness of the manual and tool, including but not limited to the evaluation indicators and performance measures, and analysis and interpretation procedures. Within one

(1) week from the time NHTSA receives the Contractor’s final Assessment Process Manual, the COR will either approve the draft evaluation plan or contact the Contractor for further revisions. If the COR requests further revisions, the Contractor shall revise the evaluation manual and resubmit upon receipt of the comments. Within 9 months of award, the Contractor shall submit to the COR a final evaluation plan.

The Contractor shall work with the COR to identify and select local jurisdiction(s) to test use of the manual and tool within nine (9) months of award. The Contractor shall work with the selected local jurisdictions to implement the assessment process using the manual and tool within eleven (11) months of award. Upon completion of their evaluation and within fifteen (15) months of award, the Contractor shall submit to the COR a summary of their findings and proposed edits to refine the manual and tool. The Contractor shall submit the revised process manual and tool to the COR within seventeen (17) months of award.

SR C.4.7 Monthly Reports

The Contractor shall furnish the Monthly Report electronically to the COR by the 15th of each month following the month being reported. The Contractor shall submit with reports any necessary documents to show evidence of progress. At a minimum, the progress report shall include a narrative description of the following items:

1. Accomplishments made during the reporting period;

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

3. Plans for accomplishments in next reporting period;

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

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

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

(End of Section C)

SECTION D - 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).

Except as specifically exempted by the Contracting Officer or Contracting Officer’s Representative (COR), all deliverables under this Contract shall be sent in electronic format, as specified in Section F. For those items that must be ready for printing, the following NHTSA guidelines shall be used:

D.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, D.3, and D.4 below.)

D.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.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.1 and D.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 Publishing Office (e.g. Adobe Illustrator.)

b. Photographs – When photos are used in NHTSA 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, 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 shall be 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.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 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: https://www.acquisition.gov/far/

Federal Acquisition Regulation (FAR) Clauses:

52.246-5 INSPECTION OF SERVICES—COST REIMBURSEMENT (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 administration; inspecting of all services rendered under this contract; and recommending acceptance or replacement/correction of services or materials that fail to meet the requirements to the NHTSA Contracting Officer (CO).

Responsibilities of the COR are detailed in Section G.6.

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

SECTION F - DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

All work required hereunder, including preparation, submission, review of any and all reports, shall be completed within the eighteen (18) months after the effective date of the resultant Contract.

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 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: https://www.acquisition.gov/far/

Federal Acquisition Regulation (FAR) Clauses:

52.242-15 STOP-WORK ORDER (AUG 1989) ALT I (APR 1984)

F.3 PLACE OF PERFORMANCE

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

F.4 DELIVERABLES/MILESTONES

The Contractor must submit all deliverables and meet all milestones on their respective due dates which are considered to be significant in the performance of this Contract in accordance with the following:

Item No. Task No. Deliverables (D)/Milestones (M) Due Date After Award 1 C.4.1 Draft Project Management Work Plan (D) 3 weeks 2 C.4.2 Presentation Outline (D) 3 weeks 3 C.4.2 Kick-Off Meeting (M) 1 month

4 C.4.1 Revised Project Management Work Plan (D) 2 weeks after Item #3 and as needed thereafter

5 C.4.1 COR to provide comments or approve Project Management Work Plan (M) 1 week after Item #4

6 C.4.2 Regular Project Meetings (M) TBD 7 C.4.3 Summary of Literature Review Findings (D) 10 weeks 8 C.4.4 Assessment Process Manual Outline (D) 3 months

9 C.4.4 COR to provide comments or approve Assessment Process Manual Outline (M) 1 week after Item #8

10 C.4.4 Draft Assessment Process Manual (D) 6 months

11 C.4.4 COR to provide comments or approve Draft Assessment Process Manual (M) 2 weeks after Item #10

12 C.4.4 Final Assessment Process Manual (D) 8 months https://www.acquisition.gov/far/

13 C.4.5 Draft Assessment Guideline Tool (D) 9 months

14 C.4.4 COR to provide comments or approve Draft Assessment Guideline Tool (M) 1 week after Item #13

15 C.4.5 Assessment Guideline Tool Rationale Document (D) 9 months

16 C.4.6 Draft Evaluation Plan to test Process Manual and Tool (D) 7 months

17 C.4.6 COR to provide comments or approve Draft Evaluation Plan to test Process Manual and Tool (M) 1 week after Item #16

18 C.4.6 Final Evaluation plan to test Process Manual and Tool (D) 9 months

19 C.4.6 Select test site(s) (M) 9 months 20 C.4.6 Launch Test (M) 11 months 21 C.4.6 Test outcomes summary (D) 15 months 22 C.4.6 Revised Process Manual and Tool (D) 17 months

23 C.4.7 Monthly Reports (D)

15th of each month following the month being reported

24 C.4.2 Final Project Meeting (M) 17 ½ months

F.5 PLACE OF DELIVERY

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

Item No.

Address

1-2, 4, 7-8, 10, 12-13, 15-16, 18, 21-23

COR Name and email address to be provided at time of contract award

Contract Specialist’s name, mailing address, and email address to be provided at time of contract award

F.6 COMPLIANCE WITH REHABILITATION ACT

The Contractor may be required to ensure that electronic documents it prepares will meet the requirements of Section 508 of the Rehabilitation Act. The Rehabilitation Act requires that all electronic products prepared for the Federal Government be accessible to persons with disabilities, including those with vision, hearing, cognitive, and mobility impairments. When an electronic document developed under this effort have been identified by NHTSA as necessary and required to meet the requirements of Section 508, it is understood that all reasonable costs incurred by the Contractor that are associated with meeting the requirements for Section 508 compliance with be fully reimbursed by the Government.

The Contractor should review Section 508 of the Rehabilitation Act (http://www.accessboard.gov/508.htm) and the Federal IT Accessibility Initiative (Home Page) (http://section508.gov/) further information on these requirements.

(End of Section F) http://www.accessboard.gov/508.htm http://section508.gov/

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 PAYMENT/COST REIMBURSEMENT

The Contractor may request interim payments for costs incurred during the performance of the contract. A statement of costs incurred by the Contractor in the performance of tasks under this contract and claimed to constitute allowable costs shall support each interim payment request.

The Contractor is encouraged to submit Monthly Requests for Reimbursement. Requests for reimbursement must correspond to the Contractor’s submission of a progress report for the period of performance being invoiced.

Any request for reimbursement that does not correspond to a progress report detailing contract activity for the period of time being invoiced is cause for rejection by the NHTSA COR. If a request for reimbursement is rejected by the NHTSA COR, the Contractor must resubmit the invoice after it has submitted the corresponding progress report to the NHTSA COR.

G.2 INDIRECT COST RATES

Pending the establishment of final indirect cost rates which shall be negotiated based on audit of actual costs as provided in FAR Subpart 42.7, Indirect Cost Rates, the Contractor shall be reimbursed for allowable indirect costs hereunder at the rates established below.

a. Fringe Benefit

The fringe benefit rate(s) applicable to this contract is/are as follows:

RATE TYPE RATE BASE EFFECTIVE PERIOD

b. Overhead

The overhead rate(s) applicable to this contract is/are as follows:

c. General and Administrative (G&A)

The G&A rates applicable to this contract are as follows:

NOTE:

a. applied to:

b. applied to:

c. applied to:

To prevent substantial over or under payment, and to apply either retroactively or prospectively, provisional rates may, at the request of either party, be revised by mutual agreement on an annual basis.

This Indirect Cost provision does not operate to waive the LIMITATION OF FUNDS Clause (incorporated by reference in Section I). The Contractor's audited final indirect costs are allowable only insofar as they do not cause the Contractor to exceed the total estimated costs for performance of the contract listed in Section B.

G.3 BILLING RATES

The direct labor rates and the provisional indirect rates negotiated under this contract for billing purposes shall remain in effect until revised rates have been approved in writing by the Contracting Officer. The Contractor shall request new provisional billing rates in writing. Such requests shall delineate the current and proposed rates to be used, along with the effective rate of escalation.

G.4 TRAVEL AND PER DIEM RATES

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

G.5 SUBCONTRACTS - ADVANCE NOTIFICATION AND CONSENT

Under this contract, the requirements of FAR 44.2, CONSENT TO SUBCONTRACTS, have been fulfilled for the following subcontracts:

TBD

Any future change or revision to the Statement of Work or other applicable aspects of this contract shall include the subcontract(s) only to the extent that performance of the subcontract(s) is directly affected by the change or revision.

G.6 CONTRACTING OFFICER REPRESENTATIVE (COR)

The performance of the work required under the contract shall be subject to the technical review of the NHTSA COR.

The following individual has been designated as the NHTSA COR:

TBD

Department of Transportation National Highway Traffic Safety Administration TBD 1200 New Jersey Avenue, S.E., Rm. Wxx-xxx Washington, DC 20590 Telephone: (202) xxx-xxxx E-mail: TBD

a. The Contracting Officer will designate a technical representative to assist in monitoring the work under the resultant contract. The COR serves as the technical liaison with the Contractor. The COR is not authorized to change the scope of work or specifications as stated in the contract, to make any commitments or otherwise obligate the Government, or to authorize any changes which affect the contract price, delivery schedule, period of performance or other terms or conditions.

b. In the event any technical direction offered by the COR is interpreted by the Contractor to be outside of this contract, the Contractor shall not implement such direction, but shall notify the Contracting Officer in writing of such interpretation within five (5) calendar days after the Contractor’s receipt of such direction. Such notice shall include (1) the reasons upon which the Contractor bases its belief that the technical direction falls within the purview of the “Changes” clause, and (2) the Contractor’s draft revisions to the terms of the contract that it thinks are necessary to implement the technical direction.

c. The Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds. The technical administration of the resultant contract shall not be construed to authorize the revision of the terms and conditions of this contract. Any such revision shall be authorized only in writing by the Contracting Officer.

G.6.1 ALTERNATE COR

Designation of “Alternate” ACOR. In the event that the NHTSA COR of record (identified in G.6 above) is unavailable for a period of time during which the Contractor requires technical guidance or during which other COR duties must be fulfilled, then the person identified below has been designated by the NHTSA Contracting Officer to perform those duties as the Alternate COR.

G.7 INVOICES

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

1) Name and address of the Contractor.

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

3) Timeframe covered by the invoice.

4) NHTSA Contract Title and Contract Number:

5) NHTSA Contracting Officer’s Name:

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

7) Itemization of costs to include:

• Direct Labor Categories;

• Number of hours worked for each Labor Category billed;

• Associated Labor Rate for each Labor Category billed;

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

• Total reimbursement requested for that specific invoice;

• Cumulative Total of reimbursements to date.

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

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

9) Taxpayer Identification Number (TIN)

10) Contactor’s DUNS Number

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

Submit all invoices to one of the following invoice addresses, as appropriate:

All invoices and required supporting documents shall be sent via e-mail to the following e-mail address: 9-AMC-AMZ-NHTSA-Invoices@faa.gov.

(a) Include the invoice as an attached PDF document

(b) Include in the e-mail subject line the following:

(i) Invoice Number

(ii) Contract/Agreement Number

(iii) Name of your Company/Organization

(iv) Attention:

Example: Invoice No. 1 – DTNH22-16-C-XXXX – ABC Company – Attention: Seth Moody

Alternatively if electronic submission is not possible, the Contractor shall submit one

(1) original copy to the following address:

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

Note:

The final invoice is not subject to interest payment under the Prompt Payment Act. The Contracting Officer will process the final invoice as a routine part of the closeout process. When requested by the CO, the Contractor shall submit the final invoice to the Oklahoma City address provided above with a copy to the CO along with the final closeout documents.

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

G.8 CONTRACTOR PERSONNEL

G.8.1 Program Manager

(a) The Contractor shall appoint a Program Manager who will be the Contractor’s authorized supervisor for technical and administrative work performed under the resultant Contract. The Program Manager shall act as the single Point of Contact between the Contractor and the NHTSA COR or other duly authorized of the Government representative under the Contract.

G.9 1252.237-73 KEY PERSONNEL (APR 2005)

a. The personnel as specified below are considered essential to the work being performed under this contract and may, with the consent of the contracting parties, be changed from time to time during the course of the contract by adding or deleting personnel, as appropriate.

b. Before removing, replacing, or diverting any of the specified individuals, the Contractor shall notify the contracting officer, in writing, before the change becomes effective. The Contractor shall submit information to support the proposed action to enable the contracting officer to evaluate the potential impact of the change on the contract. The Contractor shall not remove or replace personnel under this contract until the Contracting Officer approves the change.

The Key Personnel under this Contract are:

(End of Section G)

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 SPECIAL DATA RIGHTS PROVISIONS

H.1.1 Confidentiality of Reports and Other Data

Neither the Contractor, nor any affiliate, subsidiary, consultant, Subcontractor, or personnel thereof, shall divulge to any third party any information concerning deliverables produced, work performed, results obtained, or any information provided by the Government in connection with this Contract without the prior written approval of the Contracting Officer. The provisions of this clause shall survive the expiration of the Contract.

H.1.2 NHTSA Review of Announcements or Publishing

Neither the Contractor, nor any affiliate, subsidiary, consultant, Subcontractor, or personnel thereof, shall make public releases of information or any matter pertaining to this Contract, including, but not limited to, advertising in any medium, or presentation before technical, scientific, or industry groups, without the prior written approval of the Contracting Officer. The provisions of this clause shall survive the expiration of the Contract.

H.1.3 Proprietary Rights in Reports

All proprietary rights, including publication rights, in any report produced by the Contractor in connection with the work provided for in this Contract shall vest in the Government. The Contractor shall not publish any of the results of the work provided for in the Contract without the prior written approval of the Contracting Officer.

H.1.4 Computer Programs/Databases/Printer Layouts and Logic Tables

a. General

All computer programs, data files, tables and associated documentation developed under the Contract are the property of the Federal Government and shall be delivered by the Contractor, as mutually agreed upon with the NHTSA COR before the due date, in accordance with the following paragraphs. All computer programs and data bases developed without Federal funds, and used in performance of the Contract remain the property of the Contractor. If any programs or data bases are modified, however, and used in performance of the Contract, title to the modified portion shall vest in the Government.

b. Computer Programs

For each computer program developed or modified under the Contract, the following items and/or information shall be provided:

1. A general or "overview" flowchart which references the main program and each called subprogram and operation of the system.

2. Detailed flowcharts for each section or subroutine of the system. These shall include reference to labels or addresses actually used in the program.

3. A brief narrative description of each flowchart.

4. A listing of all program source code. Sufficient comments to identify important procedures shall be included in the listing.

5. The source code itself on tape or disk, as appropriate.

6. Running instructions for the computer operator, including an explanation of all possible messages other than those provided by the computer manufacturer.

7. Running instructions for the user, including a full description of user "prompting" by the replies to the executive or command module in the case of a user-friendly program.

Data Bases

For data developed or modified under this Contract, the following items and/or information shall be provided:

1. A copy of the data base.

2. Each data element (field) shall be defined as to format content, length, type of characters or numbers, and what must be present in the full case.

3. Each record and its format shall be defined completely, including all control symbols and fields.

4. Blocking shall be specified unambiguously.

5. Labels, sentinels, headers, tape marks and similar structures shall be specified.

6. Density, number of tracks, character codes and any special symbols shall be defined.

d. Printer Layouts and Logic Tables

Copies of the forms actually used shall be provided. These forms may be reproduced, if necessary, for clarity.

H.1.5 PROTECTION OF PRIVACY

In the course of collecting, reviewing, and processing data, Contractor personnel will have access to sensitive information concerning people connected with the cases under research. It is essential that the privacy of this information be maintained. Only Contractor personnel and individuals authorized by NHTSA shall be permitted access to case information. Police crash reports, medical records, and other sensitive information shall not be left out where they may be viewed by unauthorized personnel. Sensitive information shall be stored in locked filing cabinets or a secure portion of the Contractor’s facility when not in use. The NHTSA COR will provide the Contractor with procedures for handling and disposing of sensitive information.

All requests for information, including case information, from an outside organization (other than NHTSA or a NHTSA contractor) shall be referred to the COR.

H.2 INFORMATION TECHNOLOGY

H.2.1 SECURITY AND PRIVACY PROTECTION

All deliverables and services rendered under this contract/agreement must comply with Federal and DOT security and privacy protection policies and requirements. The policies will be made available upon request to the Contract Specialist detailed in Section F.5.

NHTSA reserves the right to monitor network activity apart from and independent of the services under the SOW and may require access and rights to install and operate Government-furnished monitoring equipment at any Contractor location operating NHTSA equipment or with access to NHTSA systems.

H.2.2 ACQUISITION OF INFORMATION TECHNOLOGY

Any acquisition of information technology in support of this contract/agreement, including but not limited to hardware, software, and telecommunications, must be reviewed and approved by the Office of the Chief Information Officer prior to the acquisition. NHTSA reserves the right to require that existing Federal or Federally-acquired resources be utilized in lieu of a proposed IT acquisition.

H.2.3 IPv6 COMPLIANCE

Any IT solution, including but not limited to hardware, software, firmware, and telecommunications, proposed to meet the requirements must support both IPv4 and IPv6, in accordance with the October 2005 DOT memorandum, “DOT’s Transition Planning for Internet Protocol Version 6” and OMB Memorandum M-05-22, “Transition Planning for Internet Protocol Version 6 (IPv6),” dated August 2, 2005.

H.2.4 PROTECTION OF INFORMATION

Any IT solution, including but not limited to hardware, software, firmware, and telecommunications, and all IT services proposed to meet the requirements must comply with the requirements of OMB Memorandum M-06-16, “Protection of Sensitive Agency Information” and “DOT Information Technology and Information Assurance Policy Number 2006-22: Implementation of DOT’s Protection of Personally Identifiable Information (PII).”

H.2.5 FDCC COMPLIANCE

telecommunications, proposed to meet the requirements must be accessible and usable from desktops compliant with OMB Memorandum M-07-11, “Implementation of Commonly Accepted Security Configurations for Windows Operating Systems” (Federal Desktop Core Configuration – FDCC).

H.2.6 HSPD-12 COMPLIANCE

telecommunications, proposed to meet the requirements must be compliant with Homeland Security Presidential Directive/HSPD-12, “Policy for a Common Identification Standard for Federal Employees and Contractors,” OMB Memorandum M- 05-24, “Implementation of Homeland Security Presidential Directive 12,” OMB Memorandum M-06-18, “Acquisition of Products and Services for Implementation of HSPD-12,” and the HSPD-12 implementation at the Department of Transportation.

H.3 ETHICS AND STANDARDS OF CONDUCT

H.3.1 Disclosure of Conflicts of Interest

a. It is the National Highway Traffic Safety Administration’s (NHTSA) policy not to allow companies to continue contract performance whose objectivity may be impaired because of any related past, present, or currently planned interest, financial or otherwise, in organizations regulated by NHTSA or in organizations whose interests may be substantially affected by NHTSA activities. Based on this policy:

b. The Contractor shall disclose as soon as reasonably possible any conflict of interest with respect to this contract; making an immediate and full disclosure in writing to the Contracting Officer. The disclosure shall include a description of the action which the Contractor has taken or proposes to take, to avoid or mitigate such conflict.

c. The Contracting Officer will review the disclosure and may require additional relevant information from the Contractor. If a conflict of interest is found to exist, the Contracting Officer may (a) terminate the award, or (b) determine that it is otherwise in the best interest of the Government to continue the contract performance and include appropriate provisions in the contract to mitigate or avoid such conflict.

d. Conflicts of interest that require disclosure include all past, present or currently planned organizational, financial, contractual or other interest(s) with an organization regulated by NHTSA or with an organization whose interests may be substantially affected by NHTSA activities, and which is related to the contract. The interest(s) that require disclosure include those of any offeror, affiliate, proposed consultant, proposed subcontractor and key personnel of any of the above. Past interest shall be limited to within one year of the date of contract award. Affected organizations shall include, but are not limited to, the insurance industry. Key personnel shall include any person owning more than a 20 percent interest in the Contractor, and the Contractor's corporate officers, its senior managers and any employee who is responsible for making a decision or taking an action on this contract where the decision or action can have an economic or other impact on the interests of a regulated or affected organization.

H.3.2 Access to Sensitive Information

Work under this contract may involve access to sensitive information* which shall not be disclosed by the Contractor unless authorized by the contracting officer. To protect sensitive information, the Contractor shall provide training to any Contractor employee authorized access to sensitive information and, upon request of the Government, provide information as to an individual’s suitability to have such authorization. Contractor employees found by the Government to be un-suitable or whose employment is deemed contrary to the public interest or inconsistent with the best interest of national security, may be prevented from performing work under the particular contract when requested by the contracting officer.

The Contractor shall ensure that Contractor employees are citizens of the United States of America or an alien who has been lawfully admitted for permanent residence or employment (indicated by immigration status) as evidenced by investigations in accordance with DOT Order 1632.20, Personnel Security Management. The Contractor shall include the above requirements in any subcontract awarded involving access to Government facilities, sensitive information, and/or resources.

*Sensitive Information is proprietary data or other information that, if subject to unauthorized access, modification, loss or misuse could adversely affect national interest, conduct of Federal programs, or privacy of…