Final RFP 693JJ926R000030 Traffic Records Program.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

693JJ9

Washington, DC 20590 1200 New Jersey Avenue, SE Office of Acquisition Management National Highway Traffic Safety Adm

DOT/NHTSA CODE 16. ADMINISTERED BYCODE

X

SIZE STANDARD:

% FOR:SET ASIDE:UNRESTRICTED OR693JJ9

REQUEST FOR

PROPOSAL

(RFP)

INVITATION

FOR BID (IFB)

10. THIS ACQUISITION ISCODE

REQUEST FOR

QUOTE (RFQ)

14. METHOD OF SOLICITATION

13b. RATING

NORTH AMERICAN INDUSTRY

CLASSIFICATION STANDARD

(NAICS):

SMALL BUSINESS

1400 ES 8/31/2026202-366-9667LAUREN WEITZEL

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBERa. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

693JJ926R000030

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 72 693JJ926RQ000100OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

Washington DC 20590 1200 New Jersey Ave SE

DOT/NHTSA

15. DELIVER TO

Washington DC 20590 1200 New Jersey Avenue, S.E.

Office of Acquisition Management

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FREE ON BOARD

(FOB) DESTINATION UNLESS

BLOCK IS MARKED

11.

SEE SCHEDULEX

12. DISCOUNT TERMS THIS CONTRACT IS A RATED

ORDER UNDER THE DEFENSE

PRIORITIES AND ALLOCATIONS

SYSTEM - DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

HUBZONE SMALL

BUSINESS

8(A)

National Highway Traffic Safety Adm

WOMEN-OWNED SMALL

BUSINESS (WOSB)

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL

BUSINESS (EDWOSB)

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Title: NHTSA Traffic Records Program

Purpose of this solicitation is to issue a multiple award IDIQ for NHTSA's Traffic Records Program.

Delivery: 10 Days After Award

00001 Traffic Records Support Base Period (Contract Continued ...

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

DATED . YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. FAR 52.212-3

AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Government Use Only)

OFFER

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT: REFERENCE

7/31/2026

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 11/2021) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Year 1)

10001 Traffic Records Support Option Year 1 (Contract

Year 2)

(Option Line Item)

(None) 10

20001 Traffic Records Support Option Year 2 (Contract

Year 3)

(Option Line Item)

(None) 10

30001 Traffic Records Support Option Year 3 (Contract

Year 4)

(Option Line Item)

(None) 10

40001 Traffic Records Support Option Year 4 (Contract

Year 5)

(Option Line Item)

(None) 10

50001 Traffic Records Support Optional Six (06)

Extension

Continued ...

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

72 2 of

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

3 72

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

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

693JJ926R000030

(Option Line Item)

(None) 10

DATA Act Reporting Indicator: P

PIID:

Reference IDV ID:

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

Title: Technical Support Services for NHTSA Traffic Records Program

RFP # 693JJ926R000030

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

The Contractor shall provide all the necessary personnel, materials, supplies and services which are necessary to accomplish the services as described in this contract. The Contractor shall fulfill work requirements in accordance with the Statement of Work (SOW), Section C 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.

This is an Indefinite Delivery, Indefinite Quantity (IDIQ) Type Contract, whereby Firm Fixed Price (FFP), Cost Plus Fixed Fee (CPFF), Time and Materials (T&M), or combination thereof, Task Orders shall be issued in accordance with FAR 16.5.

B.2 OBLIGATION SUMMARY

Minimum Obligation of the Government. The minimum guaranteed obligation of this IDIQ contract is the firm fixed price of $TBD for services required for participation in a kickoff meeting under this Contract.

Maximum Obligation of the Contractor. The Contractor shall be obligated to provide supplies and services up to the maximum contract value amount of $TBD for the entire sixty-six (66) month period of performance inclusive of one twelve-month Base Period and four (4) twelve-month Option Periods and one (1) six (6) months Option to Extend Services.

Obligation Period Ceiling Amounts

Base Period Year 1 $TBD Opt. Period 1 Year 2 $TBD Opt. Period 2 Year 3 $TBD Opt. Period 3 Year 4

$TBD

Opt. Period 4 Year 5 $TBD Opt. to Ext. 6 mo. $TBD Total Estimated

$TBD

The Ceiling Amounts established for each contract year comprises the total value of all Task Orders awarded during that contract year. These Ceiling Amounts may be increased upon agreement by both parties and formal modification to the contract.

B.3 CONTRACT PRICES

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

B.4 PRICE SCHEDULE DEFINITIONS AND SPECIAL PROVISIONS

B.4.1 Hourly Rates

B.4.1.1 T&M Hourly Rates As used in this contract, the term “T&M Hourly Rates” means the hourly labor rates applicable to work performed under Time and Materials type Task Orders. T&M Hourly Rates appearing in the Price Schedules B.6 are “fully loaded” (i.e., total of the unloaded labor rate paid to the employees assigned to those labor categories plus applicable indirect costs and fee). Fully loaded T&M Hourly Rates are negotiated and fixed at time of contract award.

B.4.1.2 CPFF Estimated Hourly Rates As used in this contract, the term “CPFF Estimated 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). These rates shall be the basis upon which the contractor shall prepare its labor cost proposals for Cost Plus Fixed Fee Task Orders. The indirect costs applicable to CPFF Estimated Hourly Rates appear in Section G.2 of this contract. Applicable fixed fee shall apply to the total cost of labor, other direct costs, and applicable indirect costs. This fee shall be negotiated on a Task Order by Task Order basis and fixed at time of Task Order award.

CPFF Estimated Hourly Rates are not expected to exceed the annual escalation rate identified in Section G.4 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.4.1.3 Subcontractor Labor T&M Hourly Rates As used in this contract, the term “Subcontractor Labor T&M Hourly Rates” means the hourly labor rates applicable to work performed by Subcontractors under Time and Materials type Task Orders. T&M Hourly Rates appearing in the Price Schedules B.6 are “fully loaded” (i.e., total of the unloaded labor rate paid to the subcontractor’s employees assigned to those labor categories plus the subcontractor’s applicable indirect costs and the subcontractor’s fee. Fully loaded Subcontractor Labor T&M Hourly Rates are negotiated and fixed at time of contract award.

NOTE: Cost of Subcontractor Labor is considered to be an Other Direct Cost and shall be treated in accordance with Paragraph B.4.2 below for T&M Task Orders.

B.4.1.4 Subcontractor Labor CPFF Hourly Rates Hourly rates applicable to Subcontractor labor under CPFF 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 CPFF Task Order proposal.

NOTE: Hourly rates proposed for FFP shall be consistent with T&M or CPFF

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 Part 31.205-46.

B.4.3 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.4.3.1 for T&M Task Orders: ODC Indirect Costs are permitted only to the extent that those costs are not already recovered as part of the Contractor’s T&M Hourly Rates. These rates are identified in the Price Schedule B.6.

B.4.3.2 for CPFF 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 Task Order Indirect Costs are presented in Section G.1 of this contract.

B.4.4 Profit or Fee

B.4.4.1 for T&M Task Orders: Profit or Fee shall apply only to the contractor’s direct labor rates and is included within the Contractor’s T&M Hourly Rate. The contractor’s profit or fee may never be added to any Other Direct Cost (to include subcontractor labor, travel, materials, etc.).

B.4.4.2 for 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.4.5 “Lots” Requirements described in this Contract and performed under a task order will fall under any or all of the following categories:

A: Development of Traffic Safety Initiatives and Countermeasures;

B: Education and Training Efforts;

These areas of expertise are identified in the Price Schedule and other areas of this document as “Lot A” and “Lot B”, respectively.

B.5 LABOR CATEGORIES AND DESCRIPTIONS

The following paragraphs define the duties each labor category is responsible for performing. Subject to prior written approval of the Contracting Officer, the Contractor may revise the list and/or labor category descriptions provided.

Program Manager

The Program Manager is responsible for overseeing all work performed under the Contract. The Program Manager has oversight of all projects (e.g., Traffic Records Assessments, GO Teams, and CDIPS) under the Contract and uses this oversight to support project-level activity to ensure that overall program goals are met. The program manager is also responsible to exercise decision-making authority where necessary at a project level, provide overall program perspective when required, and serve as a sounding board for ideas and approaches proposed by project staff, helping to resolve issues.

Project Manager The Project Manager is responsible for overseeing projects performed under a specific BPA Call (e.g., a specific traffic records assessment, GO Team, or CDIP).

Project Assistant

The Project Assistant provides logistical support to the Project Manager and is responsible for administrative tasks such as scheduling and recording meetings and assembling and disseminating information to project staff.

Assessment Facilitator

The Assessment Facilitator is a subject matter expert responsible for coordinating the traffic records assessment with State officials. The position acts in the role as the spokesperson for all the assessors when communicating with the State. This includes assisting State officials to prepare for the assessment, reviewing the assessors’ findings, negotiating a consensus between assessors where necessary, and briefing the State on assessment results.

Administrative Support

Administrative Support positions have duties that include scheduling meetings or conferences, answering phones, making copies, managing files and electronic communications, organizing maintenance on office equipment and creating documents and presentations.

Assessor The Assessor is responsible for evaluating and rating a State’s responses to the questions posed under specific modules in the Traffic Records Program Assessment Advisory, 2018 Edition (Attachment J.4). The Assessor must have experience in at least one of the following traffic records data systems or topic areas: crash, vehicle, driver, citation and adjudication, roadway, injury surveillance, Traffic Records Coordinating Committee management, Strategic Planning, or Data Integration. The Assessor must have the following qualities: (1) strong writing skills evidenced by published papers, articles, reports, or other professional documents; and (2) experience in gathering or researching, formulating, and synthesizing information.

Subject Matter Expert

The Subject Matter Expert (SME) is responsible for diagnosing a specific technical issue with a State’s traffic records system and working with other SMEs and that State to develop a plan to address that specific issue to improve the traffic records system. The SME must have experience in at least one of the following traffic records data systems or topic areas: crash, vehicle, driver, citation and adjudication, roadway, injury surveillance, Traffic Records Coordinating Committee management, Strategic Planning, or Data Integration. The SME must have the following qualities: (1) strong writing skills evidenced by published papers, articles, reports, or other professional documents; (2) experience in gathering or researching, formulating, and synthesizing information; (3) public speaking, evidenced by experience in presenting information to groups of people; (4) interviewing skills and techniques; and (5) computer competency (i.e., word processing, internet research, and e-mail use, at a minimum).

Technical Writer

The Technical Writer is not necessarily a traffic records SME but is responsible for interviewing Traffic Records SMEs and conducting research to write technically accurate content about State traffic records data systems. The Technical Writer must have experience conducting research and developing training materials, as well as being proficient in information design, information architecture, and writing high-level consumer information.

Systems Analyst

The Systems Analyst is responsible for monitoring state respondent’s and assessor’s usage in the Traffic Records Improvement Program Reporting System (TRIPRS) and identifying any technical issues that impact the assessments conducted in TRIPRS. The Systems Analyst shall have advanced knowledge of Oracle databases and as necessary will consult on system solutions to help assessments operate more efficiently and effectively. The Systems Analyst must have experience working with traffic records programs and information technology.

B.6 PRICE SCHEDULE

B.6.1 Price Schedule Base Period (Year 1)

The ceiling amount for Base Period (Years 1) is $TBD

BASE PERIOD (YEAR 1)

(12-months from date of Contract Award)

CLIN ITEM DESCRIPTION FIRM FIXED-

PRICE

0101 Kickoff Meeting

HOURLY LABOR RATES

CLIN LABOR CATEGORIES T&M Fixed Hourly Rates Fully Loaded, applies to T&M Orders

CPFF Hourly Rates Unloaded, applies to CPFF

Orders

0001 Program Manager 0002 Project Manager 0003 Project Assistant 0004 Assessment Facilitator 0005 Administrative Support 0006 Assessor 0007 Subject Matter Expert 0008 Technical Writer 0009 Systems Analyst

NOTE: Price Schedules for FFP Task Orders will be developed at the Task Order level.

*The potential for disclosure of subcontractor business confidential information exists if both the loaded T&M and unloaded CPFF hourly rates are provided. For this reason, only the T&M Hourly Rate appears in this schedule.

0019 Contractor’s Indirect Rate applied to ODCs (for T&M Task Orders) TBD% 0020 Contractor’s Indirect Rate applied to Travel (for T&M Orders) TBD%

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

B.6.2 Price Schedule Option Period I (Year 2)

The ceiling amount for Option Period 1 (Year 2) is $TBD

(Prices shall cover the period from the end of the “Base Period (Year 1)” through twelve

(12) months thereafter)

Fully Loaded, applies to T&M Orders

CPFF Hourly Rates Unloaded, applies to CPFF

Orders

0001 Program Manager 0002 Project Manager 0003 Project Assistant 0004 Assessment Facilitator 0005 Administrative Support 0006 Assessor 0007 Subject Matter Expert loaded T&M and unloaded CPFF hourly rates are provided. For this reason, only the T&M Hourly Rate appears in this schedule.

1019 Contractor’s Indirect Rate applied to ODCs (for T&M Task Orders) TBD% 1020 Contractor’s Indirect Rate applied to Travel (for T&M Orders TBD%

B.6.3 Price Schedule Option Period 2 (Year 3)

The ceiling amount for Option Period 2 (Year 3) is $TBD

(Prices shall cover the period from the end of the “Option Period 1 (Year 2)” through twelve (12) months thereafter)

Fully Loaded, applies to T&M Orders

CPFF Hourly Rates Unloaded, applies to CPFF

Orders

0001 Program Manager 0002 Project Manager 0003 Project Assistant 0004 Assessment Facilitator 0005 Administrative Support 0006 Assessor 0007 Subject Matter Expert loaded T&M and unloaded CPFF hourly rates are provided. For this reason, only the T&M Hourly Rate appears in this schedule.

2019 Contractor’s Indirect Rate applied to ODCs (for T&M Task Orders) TBD% 2020 Contractor’s Indirect Rate applied to Travel (for T&M Orders) TBD%

B.6.4 Price Schedule Option Period 3 (Year 4)

The ceiling amount for Option Period 3 (Year 4) is $TBD

(Prices shall cover the period from the end of the “Base Period 2 (Year 3)” through twelve

(12) months thereafter)

Fully Loaded, applies to T&M Orders

CPFF Hourly Rates Unloaded, applies to CPFF

Orders

0001 Program Manager 0002 Project Manager 0003 Project Assistant 0004 Assessment Facilitator 0005 Administrative Support 0006 Assessor 0007 Subject Matter Expert loaded T&M and unloaded CPFF hourly rates are provided. For this reason, only the T&M Hourly Rate appears in this schedule.

3019 Contractor’s Indirect Rate applied to ODCs (for T&M Task Orders) TBD% 3020 Contractor’s Indirect Rate applied to Travel (for T&M Orders) TBD%

B.6.5 Price Schedule Option Period 4 (Year 5)

The ceiling amount for Option Period 4 (Year 5) is $TBD

(Prices shall cover the period from the end of the “Option Period 3 (Year 4)” through twelve (12) months thereafter)

Fully Loaded, applies to T&M Orders

CPFF Hourly Rates Unloaded, applies to CPFF

Orders

0001 Program Manager 0002 Project Manager 0003 Project Assistant 0004 Assessment Facilitator 0005 Administrative Support 0006 Assessor 0007 Subject Matter Expert loaded T&M and unloaded CPFF hourly rates are provided. For this reason, only the T&M Hourly Rate appears in this schedule.

4019 Contractor’s Indirect Rate applied to ODCs (for T&M Task Orders) TBD% 4020 Contractor’s Indirect Rate applied to Travel (for T&M Orders) TBD%

B.6.6 Price Schedule FAR 52.217-8 Option to Extend Services (Nov 1999)

The ceiling amount for the Option to Extend Services is $TBD

(Prices shall cover the period from the end of the “Option Period 4 (Year 5)” through six (6) months thereafter)

Fully Loaded, applies to T&M Orders

CPFF Hourly Rates Unloaded, applies to CPFF

Orders

0001 Program Manager 0002 Project Manager 0003 Project Assistant 0004 Assessment Facilitator 0005 Administrative Support 0006 Assessor 0007 Subject Matter Expert loaded T&M and unloaded CPFF hourly rates are provided. For this reason, only the T&M Hourly Rate appears in this schedule.

5019 Contractor’s Indirect Rate applied to ODCs (for T&M Task Orders) TBD% 5020 Contractor’s Indirect Rate applied to Travel (for T&M Orders) TBD%

(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 traffic-related health care and other economic costs. The agency develops, promotes, and implements effective educational, engineering, and enforcement programs with the goal of ending preventable tragedies and reducing economic costs associated with vehicle use and highway travel. Today's traffic safety professional needs reliable, accurate, and timely data to make decisions about traffic safety problems and countermeasures and to manage and evaluate safety programs.

A State’s Traffic Records System encompasses the hardware, software, personnel, and procedures that capture, store, transmit, analyze, and interpret traffic safety data. The data that are managed by this system include the crash, driver licensing and history, vehicle registration and titling along with commercial motor vehicle, roadway, injury control, citation/adjudication, and exposure information.

A complete traffic records system collects and stores data from a variety of sources. As a result, much of the data that makes up the system has been collected for purposes other than traffic safety. Thus, the traffic records system involves many areas of data collection across several organizations and the value and use of the data is largely dependent on the policies and practices used in collecting it. Consequently, the traffic records system is usually a collaborative effort spread across many agencies and organizations.

NHTSA supports the development of State traffic records systems through many avenues, including research and development of model traffic safety data collections, such as the Model Minimum Uniform Crash Criteria (MMUCC), the crash data improvement program, and the annual International Forum on Traffic Records and Highway Safety Information. NHTSA also provides technical assistance to States with respect to improving the timeliness, accuracy, completeness, uniformity, integration, and public accessibility of State safety data that are needed to identify priorities for Federal, State, and local highway and traffic safety programs, including on adoption by a State of the MMUCC. This technical assistance includes the GO Team program, conducting assessments of States’ traffic records systems, and helping States to adopt the MMUCC.

C.2 PURPOSE

The purpose of this contract is to provide support services to NHTSA’s Traffic Records program.

This support will be provided through task orders issued under C.5.

C.3. OBJECTIVES

The objectives for this project include, but are not limited to the following:

1) Assessing state traffic safety systems,

2) Providing technical assistance and outreach to state traffic records programs,

3) Facilitating training for managers and staff of State traffic records systems,

4) Respond to traffic record research requests, and

5) Providing user support for NHTSA’s Traffic Records Improvement Program Reporting

System (TRIPRS) portal that NHTSA and the States use to participate in traffic records assessments, the crash data improvement program, and other safety program assessments.

C.4 SPECIFIC CONTRACT REQUIREMENTS

C.4.1 KICK OFF MEETING

Within two (2) weeks after the contract award, the Contractor shall meet with the Contracting Officer's Representative (COR) and interested NHTSA staff via teleconference for no more than two (2) hours. The purpose of this meeting is to discuss the objectives, for the contract administration, and the ordering procedures for issuing task orders.

C.5 POTENTIAL DELIVERY AND TASK ORDER ACTIVITIES/REQUIREMENTS

During the Contract, the Government will issue task orders covering the work areas described below.

C.5.1 ASSESSMENTS

One responsibility of NHTSA’s Traffic Records Team is to assess State traffic records systems.

Specifically, to assess State capabilities and compare them with standards developed by a national group of subject matter experts and outlined in the Traffic Records Program Assessment Advisory, 2018 Edition (See Attachment J.4). The Contractor shall deploy a group of subject matter experts to evaluate how States respond to a uniform set of questions about their crash, driver, vehicle, roadway, citation and adjudication, and injury surveillance data systems, as well as responses to questions about how states manage their traffic records coordinating committee, strategic planning, and data integration. All assessments shall be conducted online using the TRIPRS application. The assessment procedures are described further in Procedures Manual for State Traffic Records Assessments, October 2018 (See Attachment J.1).

Assistance with other NHTSA programmatic assessments (e.g., Pedestrian and Bicycle Safety, Impaired Driving, Occupant Protection) may also be requested. Other NHTSA programmatic assessments are conducted within the Safety Program Assessment (SPA) module.

C.5.2 GO TEAM SUPPORT, WORKSHOPS, AND AD HOC SUPPORT

The Contractor shall provide NHTSA GO Team and support services to address issues that NHTSA has identified or where a State has requested NHTSA assistance. (See NHTSA GO Teams: Training & Technical Assistance Attachment J.2). The Contractor shall analyze the identified state issue that requires assistance and identify, assemble, and deploy a small group of subject matter experts to address specific technical challenges.

The scope of GO Team assistance includes, but is not limited to, assisting States to (a) develop performance measures for their State Traffic Records Systems, (b) plan the integration of the component traffic records systems, and (c) assist in strategic planning for State traffic records system.

In addition, the Contractor shall assist NHTSA to implement the Crash Data Improvement Program (CDIP) workshops, according to a methodology currently being used by NHTSA (See Crash Data Improvement Program Guide, Attachment J.3) to help States improve the quality of their crash data.

Other examples of assistance that the Contractor may be required to provide includes measuring State crash data documentation to national crash data standards and developing and facilitating peer exchange webinars with the traffic records community.

C.5.3 TRAINING

The Contractor shall assist NHTSA by developing and delivering training to improve State personnel’s abilities with respect to traffic records systems. For example, one task may require training state personnel on important traffic records topics.

C.5.4 RESEARCH

The Contractor shall provide traffic records research. Research shall include, but not be limited to, the summation of aggregate data from State traffic records assessments and information from the TRIPRS database. Generally, the research will be stated in specific terms. However, the research may be stated in terms of general goals if several different approaches might be pursued.

C.5.5 TRIPRS SUPER-USER SUPPORT

The Contractor shall provide high-level functional user support, system process navigation, and subject matter expertise for the NHTSA’s web-based TRIPRS, which houses state traffic safety assessment modules (including Traffic Records, Impaired Driving, Pedestrian/Bicycle Safety, Occupant Protection, and others). Serving a primary user base of State, Territorial, and NHTSA stakeholders across an estimated 15-20 assessments per year, the Contractor shall serve as functional “super-users” to assist participants with system navigation, data entry workflows, and module features. The Contractor shall apply an advanced domain understanding of traffic safety records data (e.g., crash, driver, vehicle, roadway, citation and adjudication, and injury surveillance data) to assist States during the assessment process, running standard system data queries and canned reports, conducting user training sessions for each assessment, and guiding stakeholders through assessment workflows.

(End of Section C)

SECTION D - PACKAGING AND MARKING

D.1 GENERAL INSTRUCTIONS

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

Any deliverables required by this Contract shall be submitted to the applicable personnel identified in Section F of this Contract. Due to security concerns, deliverables transmitted via regular U.S. Mail 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.

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.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 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.2.2 CHARTS AND GRAPHS

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

D.2.3 ILLUSTRATIONS

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

a. Graphics – In the majority of cases, the Office of Communication Services will develop any needed graphics in collaboration with the COR. The Contractor shall provide text, graphs, and charts following the guidelines stipulated in D.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.2.4 WEB-BASED IMAGES

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

(End of Section D)

SECTION E - INSPECTION AND ACCEPTANCE

E.1 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

NOTE: Those clauses marked with an “X” are hereby incorporated by reference.

[X] 52.246-4 Inspection of Services—Fixed-Price (AUG 1996)

[X] 52.246-5 Inspection of Services – Cost – Reimbursement (APR 1984)

[X] 52.246-6 Inspection – Time-and-Material and Labor-Hour (MAY 2001)

E.2 INSPECTION AND/OR ACCEPTANCE

The Contractor must ensure that any research work undertaken and submitted shall be original and free from any form of plagiarism. The Contractor represents and warrants that the research work, including all written content, analysis, findings, and citations, is the result of original work and does not infringe upon the intellectual property rights of any third party.

NHTSA expects all works produced under this contract to be of the highest quality and adhere to the highest standards of academic integrity. NHTSA will not accept any deliverable that includes plagiarized material and will consider the inclusion of plagiarized material as a failure to comply with the requirements of this contract due to fraud, lack of good faith, or willful misconduct. NHTSA defines plagiarism as the act of presenting the words, ideas, or images of another as your own. See the Publication Manual of the American Psychological Association (APA), 7th edition. To avoid plagiarism, you must document and cite all of your source material. If you take any material from another source, you must either paraphrase and cite the source or make it clear that the material is being directly quoted and properly attributed. You must also cite any sources from which you obtain numbers, ideas, or other material.

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).

The COR will be responsible to the Contracting Officer for recommending acceptance or replacement/correction of nonconforming supplies or services that fail to meet the https://www.acquisition.gov/?q=/browse/far/52

Contract requirements.

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)

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/

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

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

F.2 PERIOD OF PERFORMANCE

F.2.1 Base Period

All work and services required hereunder shall not exceed 66 months (inclusive of one twelve-month Base Period and four (4) twelve-month Option Periods and one (1) six (6) months Option to Extend Services), that may be exercised at the Government’s discretion from the effective date of the contract.

Any task order issued prior to the expiration date of the contract shall be completed by the Contractor within the period of performance specified in the task order in accordance with Section I.3.4, FAR 52.216-22, Indefinite Quantity (OCT 1995).

The Contractor is subject to the terms and conditions of the contract until the end of the base period and any option periods exercised by the government and including the completion of any issued task orders.

F.2.2 Option Period

The Government reserves the right to exercise options to extend the term of the Contract, on a twelve (12) month basis for four (4) renewable option periods, subject to the provisions of Section I.3.1, OPTION TO EXTEND THE TERM OF THE CONTRACT and up to six (6) months subject to the provision of Section I.3.2, OPTION TO EXTEND SERVICES. The total possible period of performance (to include option periods) is sixty (66) months.

F.3 PLACE OF PERFORMANCE

The work performed under this contract shall be accomplished at the Contractor’s facility https://www.acquisition.gov/far/ or other locations as agreed upon by the Contractor and the Government.

F.4 DELIVERABLES/MILESTONES

The Contractor shall furnish the following deliverables under the contract. All written deliverables shall be submitted electronically in Microsoft Word format, via e-mail. Paper copies shall be submitted only upon request of the government.

F.4.1 Deliverables/Milestone Schedule:

Item No.

Deliverables (D) / Milestones (M)

Due Date

1 Kickoff Meeting (M) 2 Weeks from date of execution 2 Task Order Progress Report (M)(D) To be determined (TBD) when each new Task Order is initiated 3 Additional Items as Specified in the

Deliverable / Milestone Schedule of Each Task Order (M)(D)

TBD

4 Briefings/Meetings (M) TBD

F.4.2 Place of Delivery

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

Item No. Address

2, 3

TBD

Department of Transportation National Highway Traffic Safety Administration Intelligent Technologies Research Division (NSR-320) Email: TBD@dot.gov

2, 3

TBD

Department of Transportation National Highway Traffic Safety Administration Office of Acquisition Management (NFO-300) Email: TBD@dot.gov

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

F.5 STANDARD REPORTING FORMATS

mailto:TBD@dot.gov mailto:TBD@dot.gov

F.5.1 Section 508 Compliance

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 MATERIALS, SUBCONTRACTS, AND ALL OTHER NON-LABOR COSTS

For T&M Task Orders: For all materials, supplies, subcontracts, and all costs other than the contractor’s direct labor costs, the Contractor shall be reimbursed at cost. Indirect costs may also be applied to these other direct costs as long as they are clearly excluded from the Loaded Fixed Labor Rate and allocated in accordance with the Contractor’s usual accounting practices consistent with FAR Part 31. No fee or profit shall be applied to materials, supplies, subcontracts, or costs other than the Contractor’s direct labor costs.

If the Contractor elects to apply indirect costs to Other Direct Cost (ODC), then it must identify the indirect cost rate (or multiplier) applicable to the ODCs for the Base Period and Option Periods in Section B, Price Schedules. These rates will also remain fixed for the life of the Contract.

For Cost Reimbursement Task Orders: Direct Costs, Indirect Costs, and Profit will be paid in accordance with the Revolutionary FAR Overhaul (RFO) and FAR Part 31.

G.2 TRAVEL COSTS

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

The Contractor shall obtain COR 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. The contractor shall not take more than one investigator on any trip for an on-site case unless specifically authorized by the COR.

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.3 PURCHASE APPROVAL

The Contractor shall obtain written approval of the COR prior to purchasing items under this contract, including supplies and equipment, that had not been included and approved as part of the Contractor’s proposal. The Contractor shall submit a copy of all receipts with the monthly invoices for reimbursement.

G.4 SUBCONTRACTS – ADVANCE NOTIFICATION AND CONSENT

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

G.5 INDIRECT COST RATES (Applicable to CPFF and FFP Task Orders)

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

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

RATE TYPE RATE BASE EFFECTIVE PERIOD

TBD% TBD TBD 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: Applied to Direct Labor

b. applied to: N/A

c. applied to: N/A

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 the contract listed in Section B.

G.6 ESCALATION RATE

Annual escalation of direct labor rates shall not exceed 2.0% beginning in the second year of this contract for Cost Plus Fixed Fee Task Orders and Time & Materials, unless otherwise authorized by the Contracting Officer.

G.7 REQUIRED INVOICE INFORMATION

G.7.1 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(a) Definitions. As used in this clause—

(1) Contract financing payment has the meaning given in FAR 32.001.

(2) Payment request means a bill, voucher, invoice, or request for contract financing payment or invoice payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), “Content of Invoices,” this clause, and the applicable Payment clause included in this contract.

(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests.

(4) Invoice payment has the meaning given in FAR 32.001.

(b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Governmentwide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.

(c) Processing System. The Department of Transportation utilizes the Delphi system for processing invoices. The DELPHI module for submitting invoices is called iSupplier.

Access to DELPHI is granted with electronic authentication of credentials (name & valid email address) utilizing the GSA credentialing platform login.gov. Vendors submitting invoices are required to submit invoices via iSupplier (DELPHI) and authenticated via www.login.gov.

(d) Invoice requirements. To receive payment and in accordance with the Prompt Payment Act, all invoices submitted as attachments in iSupplier (DELPHI) shall contain the following:

1) Invoice number and invoice date.

2) Period of performance covered by invoice.

3) Contract number and title.

4) Task/Delivery Order number and title (if applicable).

5) Amount billed (by CLIN), current and cumulative.

6) Total ($) of billing.

7) Cumulative total billed for all contract work to date

8) Name, title, phone number, and mailing address of person to be contacted in the event of a defective invoice.

9) Travel. If the contract includes allowances for travel, all invoices which include charges pertaining to travel expenses will catalog a breakdown of reimbursable expenses with the appropriate receipts to substantiate the travel expenses.

(TAR Class Deviation 2025-02) (10) The following statement “The Contractor certifies that, by submitting this invoice to the

Government, the supplies and/or services billed have been shipped, rendered, or delivered in accordance with instructions issued by the ordering officer; that they are reflected in the quantities and/or period of performance stated on the invoice; and that such supplies and/or services conform to the quantity and quality requirements specified in the applicable contract, order, or blanket purchase agreement.

Furthermore, pursuant to Executive Order 14173, Ending Illegal Discrimination And

Restoring Merit-Based Opportunity, the Contractor certifies that it is in compliance with the Equal Protection principles of the Constitution and all applicable Federal anti-discrimination laws, and acknowledges that such compliance is material to the Government’s payment decision under the False Claims Act (31 U.S.C. § 3729(b)(4)). The Contractor also affirms that it does not operate any diversity, equity, and inclusion (DEI) initiatives that are inconsistent with the Equal Protection principles of the Constitution and the non-discrimination requirements of Federal law, as interpreted by the Supreme Court in Students for Fair Admissions v. Harvard, 600 U.S. 181 (2023).”

(e) Payment system registration. All persons accessing the iSupplier (DELPHI) will be required to have their own unique user ID and password and be credentialed through login.gov.

1) Electronic authentication. See www.login.gov for instructions.

2) To create a www.login.gov account, the user will need a valid email address and a working phone number. The user will create a password and be credentialed through login.gov.

3) iSupplier (DELPHI) registration instructions: New users should navigate to:

http://einvoice.esc.gov to establish an account. Users are required to log in to iSupplier (DELPHI) every 45 days to keep it active.

4) Training on DELPHI. To facilitate use of DELPHI, comprehensive user information is available at http://einvoice.esc.gov.

5) Account Management. Vendors are responsible to contact their assigned COR when their firm’s points of contact will no longer be submitting invoices, so they can be removed from the system.

http://www.login.gov/ http://www.login.gov/ http://einvoice.esc.gov/ http://einvoice.esc.gov/

(f) Waivers. For contractors/vendors who are unable to utilize DOT’s DELPHI system, waivers may be considered by DOT on a case-by-case basis. Vendors should contact their Contracting Officer’s Representative (COR) for procedures.

(g) Exceptions and alternate payment procedures.