Human_Factors_RFP_DTNH2217R00003.pdf

DTNH2217R00003

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

03/23/2017 X

DOT/NHTSA

DOT/NHTSA

1200 New Jersey Ave SE Washington DC 20590

1200 ES 05/08/2017

SHERONDA JONES 202

sheronda.jones@dot.gov

366-3998

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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)

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9-13 14-15 17-21 22-30 31-37

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Solicitation DTNH2217R00003 Human Factors

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

B.1.1. The Contractor shall furnish all the necessary qualified personnel, facilities, materials, supplies, equipment and services (other than that identified in this contract as being government-furnished property (GFP)) which are necessary to perform the work as set forth herein, on an as required basis, in accordance with Section C, Description/Specifications/Statement of Work, and other terms and conditions of the contract. All support services provided to the Government shall be performed by the Contractor employees or personnel otherwise retained by the Contractor.

B.1.2. The resultant contract(s) will be an Indefinite Delivery, Indefinite Quantity (IDIQ) Type Contract, whereby Cost (no fee), Cost-Sharing, and Cost Plus Fixed Fee (CPFF) Task Orders shall be issued in accordance with FAR 16.5 and Section G.7 of this contract. “Fair Opportunity” will be given to all IDIQ contractors who are parties to this contract unless one of the six exceptions to Fair Opportunity, as stated in FAR Part 16.505(b)(2), is applied.

B.2 OBLIGATION SUMMARY

B.2.1. Minimum Obligation of the Government. The minimum Government obligation under this IDIQ contract is Section C.3 Kick-Off Meeting (inclusive of all costs and fixed fee as applicable).

The total not-to-exceed amount (inclusive of travel and services for participation) of Section C.3 Kick-Off Meeting is: $_______.

B.2.2. Maximum Obligation of the Contractor. The Contractor shall be obligated to provide supplies and services up to the maximum contract value amount of $ TBD (inclusive of all costs and fixed fee as applicable) for the Kick-Off Meeting (Section C.3) and all Task Orders placed against this contract for the entire 60-month period of performance.

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 contract can be incurred before receipt of a fully executed contract or specific authorization from the Contracting Officer.

B.3 CONTRACT PRICES

Prices shall be effective for those periods shown in each of the contract Price Schedules (B.6).

B.4 PRICE SCHEDULE DEFINITIONS AND SPECIAL PROVISIONS

B.4.1. Hourly Rates

B.4.1.1. Unloaded Hourly Rates.

As used in this contract, the term “Unloaded Hourly Rates” means the unloaded hourly labor rates estimated to be paid to contractor employees assigned to the specified labor categories (excluding any indirect costs and fee, if applicable). These rates shall be the basis upon which the contractor shall prepare its labor cost proposals for Task Orders. The indirect costs applicable to the Unloaded Hourly Rates appear in Section G.3 of this contract. Applicable fixed fee shall apply to the total cost of labor, other direct costs, and applicable indirect costs for Cost Plus Fixed Fee Task Orders. This fee shall be negotiated on a Task Order by Task Order basis and fixed at time of Task Order award. The Government will not pay the Contractor a fee when reimbursing a Task Order effort on a “Cost, no fee” or “Cost Sharing” basis.

All Estimated Hourly Rates, inclusive of Contractor hourly rates and subcontractor hourly rates (if applicable), are not expected to exceed the annual escalation rate identified in Section G.5 of this contract. Rates exceeding this escalation rate must be justified by the contractor and approved by the contracting officer prior to Task Order award.

B.4.1.2. Subcontractor Labor for CPFF, Cost (no fee), and Cost

Sharing Hourly Rates

Hourly rates applicable to Subcontractor labor under CPFF, Cost (no fee), and Cost Sharing Task Orders are not pre-defined in this contract but shall be fully supported by the Subcontractor when included as part of the contractor’s Task Order proposal.

B.4.2. ODC

As used in this contract, “ODC” means “Other Direct Costs.” ODCs are costs other than the Contractor’s labor costs and may include such things as subcontractor costs, travel, and material. Travel costs shall be reimbursed in accordance with FAR 31.205-46.

B.4.2.1. ODC Indirect Cost Category, Base, and Rates

As used in this contract, “ODC Indirect Cost Category and Base” means the type of indirect cost (e.g., G&A, F&A, O/H, etc.) and the base on which the indirect cost is applied (e.g., travel costs, subcontracting costs, all other direct costs).

B.4.2.2. CPFF, Cost (no fee), and Cost Sharing Task Orders

ODC Indirect Costs shall be applied to the contractor’s Other Direct Costs in accordance with the Contractor’s established and approved accounting system.

CPFF, Cost (no fee), and Cost Sharing Task Order Indirect Costs are presented in Section G.3 of this contract.

B.4.3. Profit or Fee

B.4.3.1. CPFF Task Orders Profit or Fee may be applied to the total of all direct costs (including contractor labor, subcontractor labor, and all Other Direct Costs) and applicable indirect costs. This fee shall be negotiated and fixed at time of Task Order award.

B.4.3.2. Cost (no fee) and Cost Sharing Task Orders The Government shall not pay the Contractor a fee for performing Cost (no fee) or Cost Sharing Task Orders.

B.5 LABOR CATEGORIES AND DESCRIPTIONS – Key Personnel

The types of support and their associated labor categories that the Contractor may need to provide upon receipt of Task Orders are listed below. This list is not all-inclusive; rather, it represents a pool of expertise the Contractor may need to draw from in fulfilling this contract’s requirements. Subject to prior written approval of the Contracting Officer, the Contractor may revise the list and/or labor category descriptions provided.

NOTE: References to recent experience refers to relevant and similar work performed within the past five (5) years.

B.5.1. Senior Technical Program Manager

Must have a combination of education and experience in psychology, human factors engineering, education, or a related field. Must have demonstrated experience in conducting and managing experiments and tests with human subjects. In addition, recent experience shall have been as a principal investigator in the conduct of driver performance/behavior measurement studies using on-the-road vehicles, driving simulators, and other field or laboratory equipment.

B.5.2. Senior Researcher

Must have a combination of education and experience, in psychology, human factors engineering, or related field, and demonstrated experience in experimental design, statistical data analysis, and report writing. Recent experience administering and conducting studies related to driver performance/behavior measurement and data analysis using on-the-road vehicles and driving simulators as research tools.

B.5.3. Associate Researcher

Must have a combination of education and experience, in psychology, human factors engineering, medicine, or related field, and demonstrated experience in conducting applied research. Experience in coordinating critical literature reviews, developing research protocols, designing survey instruments, supervising data collection, and facilitating data coding and verification. Demonstrated capabilities to use various statistical techniques to verify, analyze, and interpret experimental data.

B.5.4. Assistant Researcher

Must have a combination of education and experience, in psychology, human factors engineering, medicine, or related field, and experience in performing literature searches, critically reviewing previous research methodologies and findings, administering research protocols with appropriate supervision, coding survey data, and verifying electronically-generated performance data.

B.5.5. Statistician

Must have experience in statistical study design, data analysis, and report writing. Must have demonstrated experience in the use of various statistical computer programs including Statistical Analysis System (SAS). This position oversees the statistical analysis of the evaluation effort, specifies the types of analysis that will be performed on the data, statistical methods, sampling approach (if appropriate) and software packages that may be used to complete the analysis and conducts the analyses. This position requires experience in applying statistical techniques to analyze experimental, human performance data. The position also requires experience in using statistical computer programs.

B.5.6. Associate Statistician

Must have experience applying statistical techniques to analyze experimental performance data. Experience in the use of various statistical computer programs, including SAS. Experience in interpreting experimental designs, verifying reduced data, and managing large or multiple data sets.

B.5.7. Senior Instrumentation Engineer

Must have a combination of education and experience in mechanical engineering, civil engineering, electrical engineering, computer engineering, computer science, industrial engineering, or related field and demonstrated experience designing, documenting, developing, testing, and maintaining hardware systems. Must have demonstrated experience leading the construction, integration, calibration, and maintenance of hardware devices in support of experimental research. This position also requires knowledge to develop and use human factors data collection instrumentation and to perform computer programming related to data collection and analysis.

B.6 PRICE SCHEDULE

NOTE: No overtime shall be used in the performance of the work without prior written approval of the Contracting Officer.

The ceiling amount for this Human Factors IDIQ Program is $35 million. This ceiling amount will be dispersed among all awardees for each contract performance period. The amount allocated to each awardee will vary based on the number and quality of offers received.

However, the combined awarded value, inclusive of all awards, will not exceed $35 million.

B.6.1. BASE PERIOD (CONTRACT YEAR 1)

(Date of Contract Award through 12 Months)

HOURLY LABOR RATES

CLIN LABOR CATEGORIES Unloaded Hourly Rates

Unloaded, applies to “CPFF,” “Cost (no fee)” and “Cost Sharing” Orders 1001 Senior Technical Program Manager $ 1002 Senior Researcher $ 1003 Associate Researcher $ 1004 Assistant Researcher $ 1005 Statistician $ 1006 Associate Statistician $ 1007 Senior Instrumentation Engineer $

Base Period, Contract Year 1 Ceiling Amount $___________

B.6.2. BASE PERIOD (CONTRACT YEAR 2)

(End of Base Period (Contract Year 1) through 12 Months)

Unloaded, applies to

“CPFF,” “Cost (no fee)” and “Cost Sharing” Orders

2001 Senior Technical Program Manager $ 2002 Senior Researcher $ 2003 Associate Researcher $ 2004 Assistant Researcher $ 2005 Statistician $ 2006 Associate Statistician $ 2007 Senior Instrumentation Engineer $

Base Period, Contract Year 2 Ceiling Amount $___________

B.6.3. OPTION PERIOD I (CONTRACT YEAR 3)

(End of Base Period (Contract Year 2) through 12 Months)

Unloaded, applies to “CPFF,” “Cost (no fee)” and

“Cost Sharing” Orders 3001 Senior Technical Program Manager $ 3002 Senior Researcher $ 3003 Associate Researcher $ 3004 Assistant Researcher $ 3005 Statistician $ 3006 Associate Statistician $ 3007 Senior Instrumentation Engineer $

Option Period I, Contract Year 3 Ceiling Amount $___________

B.6.4. OPTION PERIOD II (CONTRACT YEAR 4)

(End of Option Period I (Contract Year 3) through 12 Months)

Unloaded, applies to “CPFF,” “Cost (no fee)” and

“Cost Sharing” Orders 4001 Senior Technical Program Manager $ 4002 Senior Researcher $ 4003 Associate Researcher $ 4004 Assistant Researcher $ 4005 Statistician $ 4006 Associate Statistician $ 4007 Senior Instrumentation Engineer $

Option Period II, Contract Year 4 Ceiling Amount $___________

B.6.5. OPTION PERIOD III (CONTRACT YEAR 5)

(End of Option Period II (Contract Year 4) through 12 Months)

Unloaded, applies to

“CPFF,” “Cost (no fee)” and “Cost Sharing” Orders

5001 Senior Technical Program Manager $ 5002 Senior Researcher $ 5003 Associate Researcher $ 5004 Assistant Researcher $ 5005 Statistician $ 5006 Associate Statistician $ 5007 Senior Instrumentation Engineer $

Option Period III, Contract Year 5 Ceiling Amount $___________

(END OF SECTION B)

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 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 economic costs due to road traffic crashes. The agency develops, promotes, and implements effective educational, engineering and enforcement programs with the goal of ending preventable tragedies associated with vehicle use and highway travel.

The NHTSA Human Factors/Engineering Integration Division manages research, which explores how to improve driver performance and reduce unsafe behaviors. An additional focus is to evaluate driver’s capabilities that benefit from existing or new in-vehicle technologies. The research supports Federal Motor Vehicle Safety Standards (FMVSS), safety defects investigations, consumer information, and the advancement of knowledge about driver behaviors and performance, including the development of vehicle technologies that are compatible with driver capabilities and limitations.

This interaction between the driver and the vehicle occurs through operation of controls, reading displays, interpreting signal light cues from other vehicles, responding to warnings and alerts from crash avoidance systems, and observing roadway events through direct and indirect visibility systems (i.e., windows and mirrors). These interactions define the interfaces between the driver and the vehicle. The manner in which these interfaces are designed and implemented can influence the ability of drivers to accurately sense, understand, and respond to potential traffic conflicts. An interface design that is not matched to the capabilities of the driving population can cause driver errors, distraction, slow response, misperception, and other problems that can contribute to crash causation.

To meet NHTSA’s mission, the Human Factors/Engineering Integration Division requires contractor assistance to carry out innovative motor vehicle safety-related research.

C.1.1. Acronyms

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

NHTSA National Highway Traffic Safety Administration JPEG Joint Photographic Expert Group DOT U.S. Department of Transportation COR Contracting Officer’s Representative COR (TO) Contracting Officer’s Representative (Task Order) CO Contracting Officer CPFF Cost Plus Fixed Fee

C.2 OBJECTIVE

The objective of this Indefinite Delivery Indefinite Quantity (IDIQ) contract is to provide NHTSA with the capability to award Task Orders covering a range of research efforts. The contractor-performed research would be used to evaluate how various vehicle-based systems affect driver behavior and performance using experiments in a laboratory setting, on a test track, or on public roads. The Contractor would be required to plan, conduct and document any required studies and report results. Work required under this IDIQ contract will provide NHTSA with the support needed to:

• Study deployment of new in-vehicle technologies; (e.g. the benefits and drawbacks to Heads Up Displays)

• Evaluate technology options; (e.g. use of auditory vs. visual crash avoidance cues)

• Identify potential safety problems; (e.g. use of onboard IT applications) and

• Assure that safety is maintained.

In order to accomplish these goals and to understand the role of driver/vehicle interaction in crash avoidance systems, various types of human factors studies are needed to obtain data on driver performance and behavior in response to various vehicle system designs. Examples of crash avoidance systems of interest to NHTSA include:

• Advanced technology displays and controls, including driver assistance technologies;

• Active safety systems (such as Forward Crash Avoidance) and automation;

• Passive Safety Systems (such as Seat Belts and Child Safety Seats);

• Forward and rearward lighting/signaling systems;

• Mirrors and other indirect visibility systems (i.e., video); and

• Vehicle glazing that affects driver visibility.

Detailed information on how drivers interact with these types of vehicle subsystems is needed to better understand how they affect crash risk, to define system performance requirements that are compatible with the range of driver capabilities, and to predict the effectiveness of possible countermeasures. Collected information might cover such topics as:

• Driver decision making during different driving tasks (e.g., lane changing);

• Effects of driver age-related factors on performance; (e.g. To what degree does age factor in to unsafe driving practices)

• Factors affecting driver brake application reaction time and pedal force;

• Driver expectations and their influence on driver behavior;

• Driver risk taking and effects on decision making;

• Measurement of driver distraction; (e.g. how texting affects driver reaction).

• Driver visual search behaviors; and

• Driver reaction to automation. (e.g. can automatic safety features actually contribute to unsafe driver performance?)

C.3 MINIMUM OBLIGATION: KICK-OFF MEETING

Within two (2) weeks from contract award, key members of the Contractor’s staff shall meet with the NHTSA Contracting Officer’s Representative (COR), Contracting Officer, and other interested NHTSA staff at the Department of Transportation’s/NHTSA Headquarters in Washington DC. The purposes of the Kick-Off meeting shall be to:

• Review contractual matters, including terms and conditions of the contract and the process for issuing Task Orders;

• Review the Statement of Work and Milestones and Deliverables to ensure a common understanding of the objectives; and

• Address questions from any party and resolve disagreements (if any).

The kick-off meeting is estimated to be 90 minutes in duration.

C.4 POTENTIAL TASK ORDERS

If, during the performance of this contract, the Government decides to issue Task Orders, those Task Orders will fall within the scope provided in Section C. All Task Orders will be issued in accordance with Section G.7, Task Orders.

Each Task Order will include specific requirements for that Task Order; however, the following is a list of the subjects that may be addressed in a Task Order SOW. The listing is only being provided as an example and does not represent any current or known requirement.

• Advanced technology (ITS)

• Advanced driver assistance systems

• Usability/acceptability of driver- vehicle interfaces

• Driver emergency response

• Alcohol and drug impairment

• Driver distractions and workload

• Novice drivers

• In-vehicle information systems

• Older drivers

• Drowsy drivers

• Ergonomics

• Driver behavior, driver risk taking, speeding

• Weather/environment issues

• Visibility from vehicles

• Vehicle sensors

• Displays and controls

• Simulator research and support, including validation and scenario development

• Information processing

• Vision and perception

• Decision making

• Driver steer and braking response

• Attention processes

• Driving task requirements

• Crash avoidance countermeasure concepts and technologies

The research efforts to be conducted under awarded Task Orders require various types of experimental and human factors studies. Accordingly, Task Orders may include the following work:

• Designing experiments;

• Statistical analysis of data;

• Conducting tests and experiments in laboratory, test track, off-road, and on-road settings;

• Measuring driver performance;

• Reporting results of studies;

• Literature searches and critical reviews;

• Computerized data collection techniques;

• Design and construction of driver performance measurement instrumentation;

• Software development to support data collection and analysis;

• Selecting and recruiting subjects for testing;

• Preparing analyses and reports to obtain approval to use subjects in experiments;

• Photometry of vehicle lighting.

NHTSA expects research under each Task Order to be conducted on or using one or more of the following:

• Test tracks (closed courses)

• On-road (actual roadways in normal everyday use)

• Simulators (with motion and non-motion)

• Laboratory settings

• Surveys and Focus Groups

C.5 QUALITY ASSURANCE/QUALITY CONTROL (QA/QC) PROGRAM

To ensure quality while completing work under the Task Orders, the Contractors shall, at a minimum:

• Establish a committee or internal team for more serious problems, consisting of the Contractor’s internal management and other representatives from specific relevant groups. The committee shall work to develop solutions for identified problems, disseminating the information to users in a timely manner.

• Write a scenario specification document prior to the finalization of any scenarios being used for a Task Order in which a simulator or on-road/test track is used as part of the research design. The scenario specification document will detail each event and provide a list of performance measures associated with each event.

• Follow the specifications of the performance measures when reducing data. Data reduction (code and or scripts) will be authored and ready before the first pilot study is executed as appropriate. If performance measure variables are added to the standard library of data variables in support of a specific Task Order, these variables will be validated prior to study data collection under the Contractor’s predefined, controlled conditions. A data reduction section will be added to the scenario specification that will specify the output format of the data.

• Perform sanity checks, i.e., look for extraneous or otherwise errant data, during all data collection. The sanity checks shall consist of boundary conditions for each variable being reduced and plot of selected variables. In addition, manual verification will be performed on selected measures for randomly chosen subsets of data. Finally, it will be verified that the data reduction documentation is consistent with the output of the data reduction.

• Provide the Scenario Specification (including the data reduction specification) as an additional deliverable to NHTSA with the final technical report for each Task Order.

• For each Task Order issued under the contract, the Contractor shall identify in its proposal the person responsible for the Quality Assurance/Quality Control program.

(END OF SECTION C)

SECTION D – PACKAGING AND MARKING

D.1 GENERAL INSTRUCTIONS

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

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

D.2 FORMATTING TEXT AND IMAGE DELIVERABLES (JUN 2009)

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 2016 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, for example, 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 2016 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 (TO) and/or 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 shall not use a release form under this contract that has not been first reviewed and approved for use by the Agency. The Contractor also 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 such photos.

D.2.4. Web-based Images The Contractor is cautioned that copyrights may restrict use of web-based images even if it 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 typically should not be used under this contract, and need to first be approved by the COR and/or COR (TO).

(END OF SECTION D)

SECTION E - INSPECTION AND ACCEPTANCE

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:

52.246-5 Inspection of Services - Cost-Reimbursement (APR 1984)

E.2 INSPECTION AND/OR ACCEPTANCE

The Contracting Officer’s Representative (COR) as designated in this contract will be the Federal employee responsible for the overall administration of this contract. Each Task Order under this contract will name a Contracting Officer’s Representative/Task Order (COR (TO)).

The COR (TO) will be responsible for performing the inspection of all supplies or services rendered under the Task Order. This includes recommending acceptance or replacement/correction of services or materials that fail to meet the contract and/or task order requirements to the contracting officer.

The COR (TO) will also be responsible to the Contracting Officer for recommending acceptance or replacement/correction of nonconforming supplies or services that fail to meet the Contract requirements.

Rejection of a final report will delay final payment of costs incurred under a Task Order. The most common causes for rejecting final reports are:

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

• Inadequate description of methodology.

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

• Poorly conceived graphs, charts, and displays.

• Incorrect spelling and grammar.

(END OF SECTION E)

SECTION F - DELIVERIES OR PERFORMANCE

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

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

Federal Acquisition Regulation (FAR) Clauses:

52.242-15 Stop Work Order (AUG 1989) Alternate I (APR 1984)

52.247-35 F.O.B. Destination, Within Consignee’s Premises (APR 1984)

F.2 PERIOD OF PERFORMANCE

All work and services required hereunder shall not exceed 60 months from the effective date of the contract inclusive of one (1) two-year base period and three (3) one-year option periods. The Government reserves the right to exercise options to extend the term of the Contract, on a twelve

(12) month basis for three (3) renewable option periods, subject to the provisions of Section I.3.5, Option to Extend the Term of the Contract.

Base Period - Contract Year 1: Date of Contract Award through 12 Months Base Period - Contract Year 2: End of Base Period (Contract Year 1) through 12 Months Option Period I - Contract Year 3: End of Base Period (Contract Year 2) through 12 Months Option Period II - Contract Year 4: End of Option Period I (Contract Year 3) through 12 Months Option Period III - Contract Year 5: End of Option Period II (Contract Year 4) through 12

Months

Any Task Order issued prior to the expiration date of the contract, and not completed within that timeframe, shall be completed by the Contractor within the time specified under the Task Order provided that it does not exceed the performance period under Section I.3.4, 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.

F.3 PLACE OF PERFORMANCE

The work performed under this contract and any Task Orders issued under this contract shall be accomplished at the Contractor’s facility or other place designated by the Contractor.

F.4 DELIVERABLES/MILESTONES

F.4.1. Deliverables/Milestone Schedule:

The Contractor shall furnish the following deliverables under the contract. Additional deliverables and milestones will be specified for each Task Order.

Item No.

Section No.

Deliverables (D) / Milestones

(M) Due Date

1 C.3 Kick-off meeting (M) Within 2 weeks after contract award

F.4.3 Consolidated Status Report (D) No later than the 15th of each month, following the month being reported

N/A

Task Order Report (D) Refer to individual Task Orders for specific requirements

F.4.2. Place of Delivery

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

Item No.

Address

2, 3 COR Name and Address to be provided at time of Contract Award

Name: TBD Department of Transportation National Highway Traffic Safety Administration Office of Acquisition Management (NFO-300) 1200 New Jersey Avenue, S.E.

Washington, DC 20590 E-mail: TBD Phone: TBD

3 Contracting Officer’s Technical Representative (COR) Task Order (TO) (Name and Address to be provided in each awarded Task Order)

F.4.3. Consolidated Status Report Description

On or before the 15th of each month following the month being reported, the Contractor shall submit a letter-type Consolidated Status Report that provides a listing of all Task Orders issued with the following information.

1. A listing of all Task Orders issued under the IDIQ contract;

2. Status of each issued Task Order (i.e. “Active” or “Completed”);

3. If “Completed”, the date on which the Task Order was completed;

4. The total awarded value of the Task Order (i.e. the cost ceiling amount established for the Task Order and any modifications issued during the period of performance of the Task Order);

5. Amount of federal funds obligated to the Task Order (to include the original amount obligated and any modifications);

6. Costs incurred during the reporting period;

7. Total Costs incurred during the previous month by Task Order;

8. Accomplishments made during the preceding month by Task Order;

9. Plans for accomplishments for the following month;

10. Actions the Contractor requires of NHTSA;

11. Problems or delays that the Contractor has experienced and specific actions that the Contractor proposes to undertake to alleviate the problems or delays.

F.5 STANDARD REPORTING FORMATS

F.5.1. Task Order Progress Report Each awarded Task Order will include reporting and other deliverable requirements which are specific to the Task Order.

F.5.2. Specification for Electronic Files

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

Specifications:

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

b. Report Format:

1. Font: 12 point Times New Roman font shall be used throughout the report.

2. Page Margins: Top, Right, and Bottom shall be ½ inch. Left margin shall be 1 inch. To insure correct formatting of the report regardless of which Hewlett- Packard LaserJet printer model is used (see printer specifications below), it is suggested that two blank spaces, followed by a “hard page” [CNTRL-ENTER] be used at the bottom of each page of the report.

3. Page Numbering: Upper right hand corner, using bold Times New Roman 12-point font.

System Compatibility:

All electronic files submitted must be compatible with the Windows 7 Personal Computer (PC) system. For the base period of this contract, and any option periods unless otherwise specified, the following requirements apply:

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

2. Printer: The report must print in the correct format, i.e. correct pagination, adequate test and image quality, etc., regardless of the printer model used.

3. Storage Medium: All electronic report copies shall be submitted on a compact disc (CD), or sent electronically as an e-mail attachment or posted on a secure website for downloading. The discs or e-mail attachments may contain a single report or multiple reports.

4. Image Formats: All images (photographs, charts, graphs, etc.) contained shall be imbedded in the report in a JPEG, TIFF, or a compatible Microsoft Office program (Excel, PowerPoint, and Outlook) file format. Photographs and plots should not be provided separately.

F.5.3. Specifications for Digital Video Any digital video required under this contract shall be provided in accordance with the following:

Specifications: At the very beginning of the video, and for each separate segment of the video, include the following introductory information:

- project title

- test number where appropriate

- date recorded

- type of test, vehicle or product being recorded

- conditions of test or product being recorded

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 has 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 will be fully reimbursed by the Government.

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

(END OF SECTION F)

http://www.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 Task Order. A statement of allowable costs incurred by the Contractor in the performance of tasks under the Task Order shall support each interim payment request.

The Contractor shall submit Monthly Requests for Reimbursement. Requests for reimbursement must correspond to the Contractor’s submission of Progress Reports for the period of performance being invoiced.

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

COR(TO).

G.2 SUBMISSION OF INVOICES

1. Contractors shall submit one (1) original invoice to the following address:

DOT/NHTSA

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

Alternatively, the contractor may transmit a PDF legible invoice, via email, to the following:

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

The contractor is responsible for ensuring the legibility of the PDF image images that are e-mailed. Illegible copies may be returned to the contractor for re-scanning and may result in payment delays.

2. Each Task Order shall be invoiced separately and accompany the monthly or quarterly report stated in each Task Order. The following data shall be included in invoices to be considered proper for payment:

(1) Name and address of the Contractor.

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

(3) Timeframe covered by the invoice.

(4) NHTSA Contract Number (with Task Order Number) – TBD

(5) NHTSA Contracting Officer’s name – TBD mailto:9-AMC-AMZ-NHTSA-Invoices@faa.gov

(6) NHTSA Contract Specialist’s name – TBD

(7) NHTSA Contracting Officer’s Representative, Task Order name – TBD

(8) Itemization of costs to include:

• Contract Line Item Number (CLIN) if applicable;

• 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 (for that Task Order); and

• Labor charges are to be substantiated by individual daily job time cards or a record of records to be retained by the Contractor and made available for the Government’s inspection on an “as-required” basis.

(9) Applicable Fixed Fee

(10) Name and address of Contractor official where questions regarding payment should be referred.

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

(12) To be acceptable for payment, each invoice must contain the following certifications:

“I hereby certify that the information submitted in this invoice, and accompanying documentation, is accurate and conforms to the billing requirements set forth in this Task Order and the contract.”

(13) If the invoice does not comply with these requirements, the invoice will be returned as an improper invoice within seven (7) calendar days after receipt.

G.3 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 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

TBD

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 COST 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 Task Orders issued under this contract.

G.4 BILLING RATES

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.5 ESCALATION RATE

Annual escalation of Contractor direct labor rates and subcontractor labor rates (as applicable) shall not exceed TBD percent, beginning in the second year of this contract, unless otherwise authorized by the Contracting Officer.

G.6 TRAVEL AND PER DIEM RATES

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

The Contractor shall obtain COR/CO approval before scheduling any travel.

Travel and Per Diem authorized under this contract shall be reimbursed in accordance with the Government Travel Regulations currently in effect.

Travel requirements under this contract shall be met using the most economical form of transportation available. If economy class transportation is not available, the request for payment voucher must be submitted with justification for use of higher class travel indicating dates, times, and flight numbers. All travel shall be scheduled sufficiently in advance to take advantage of offered discount rates, unless authorized by the COR.

G.7 TASK ORDERS

In accordance with FAR 52.216-18 “Ordering,” the government reserves the right to issue Task Orders by US Mail, orally, by facsimile, or by electronic commerce methods (i.e. e-mail).

G.7.1. Ordering Via Task Orders

a. The Government intends to issue Task Orders for services performed under this contract. When requirements are identified, Task Order Requests for Proposals (RFP) will be sent to the Contractor.

b. If there are multiple awardees under this contract, the Task Orders will be competed in accordance with FAR 16.505, Ordering. This will allow “Fair Opportunity” for all task orders exceeding $3,500 issued under this contract (unless exempted under FAR 16.505(b)(2)). The evaluation criteria and method will be Task Order specific and contained in the Task Order RFP.

c. Each RFP will provide specific information on the work to be performed, the objectives or results desired, a period of performance, deliverables, an estimated level of effort and other terms specific to the individual Task Order.

d. Each RFP will state the due date for proposal submission. In response, the Contractor shall submit a proposal to the Contract Specialist electronically at the following address: TBD@dot.gov

e. Each proposal must clearly state the contract number and request for proposal number on the transmittal document.

f. The proposal shall outline the Contractor’s overall approach for completing the task order and shall, at a minimum, include:

mailto:TBD@dot.gov

1. Discussion of the technical approach for performing the work.

2. Period of Performance and schedule of work in accordance with the RFP instructions.

3. Estimated level of effort, types of staffing and number of hours, including those in (5) below.

4. *Travel, equipment and materials estimates.

5. *An estimate for subcontractors and consultants, including direct labor hours and cost information, if applicable.

6. Total estimated cost/price for completion of the Task Order. No cost or price information shall be provided in the technical proposal.

* For any Other Direct Cost in excess of $3,500, the Contractor shall provide a detailed itemized listing as follows:

• Travel: Requests for proposed travel shall include the following level of detail: locations traveling to and from, estimated airfare (roundtrip), number of people traveling, per diem rate per person, ground transportation, and other incidental expenses.

• Materials: A listing of specific materials, associated costs, and the Contractor’s basis for arriving at the quoted costs (i.e., identification of a vendor quote, previous experience [please identify] etc.).

• Subcontractor: A quote from Subcontractor including unloaded labor rate, indirect cost rates, Subcontractor’s basis for those proposed labor and indirect costs, and other direct costs and basis for those costs, and proposed fee (if applicable).

• Other Direct Costs: Provide explanation and justification in same level of detail.

g. Based on mutual agreement of the parties, the Contracting Officer will issue an executed Task Order and the Contractor shall proceed with the conduct of the work.

h. If the Contractor either at the time of receipt of a Task Order or at any time during work assignment performance has reason to believe that the actual cost will exceed the estimates set forth in a Task Order, the Contractor shall immediately notify the COR (TO) and the Contracting Officer in writing and suggest a revised estimate for completion of the work required. After discussion with the COR (TO), the Contracting Officer may issue a modification revising the terms and conditions of the task order. Any unresolved Task Order terms or conditions should be subject to the Disputes Clause located at FAR 52.233-1 and prescribed in FAR 33.215.

i. All Task Orders are subject to the terms…