PR019 RFP 693JJ921R000012 NLT 07192021 2PM ET.pdf

693JJ921R000012

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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L

M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

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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

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

693JJ921RQ00001906/17/2021

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693JJ9

National Highway Traffic Safety Adm Office of Acquisition Management 1200 New Jersey Avenue, S.E.

Washington DC 20590

1400 ES 07/19/2021

JOURNEY GORDON 202

JOURNEY.GORDON@DOT.GOV

366-1344

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PAGE(S)

Sherese Gray

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

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

1-2

4-9 10-11 13-17 18-24 25-32

33-36

38-45

46-58

59-62

12. In compliance with the above, the undersigned agrees, if this offer is accepted within _____90_________ calendar days (60 calendar days unless a different period is inserted

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 62

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

693JJ921R000012

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

Title: GIS Standardization Project

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

GIS Standardization Project

Request for Proposal (RFP)

PART I - THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

a. The Contractor shall furnish all the necessary qualified personnel and services to perform the effort entitled: “Geographic Information System (GIS)” to support the National Highway Traffic Safety Administration’s (NHTSA), Office of Emergency Medical Services in accordance with the Statement of Work, Section C, and as itemized in Section F, “Deliveries or Performance.” All support services provided to the Government shall be performed by the Contractor’s employees or personnel otherwise retained by the Contractor to fulfill specific work requirements of the resultant Contract.

b. The Government anticipates award of a Cost-Plus Fixed Fee (CPFF) Contract issued in accordance with FAR 16.306.

B.2 ESTIMATED TOTAL COST AND FEE AMOUNT

The total estimated amount for the resultant contract is $ TBD which comprises of a total estimated cost of $TBD and a fixed fee of $ TBD.

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

(End of Section B)

SECTION C – DESCRIPTION/ SPECIFICATIONS/ WORK STATEMENT

C.1 BACKGROUND

The National 911 Program is housed within NHTSA’s Office of Emergency Medical Services (EMS). It is responsible for achieving the following tasks:

1) Improving coordination and communication among Federal, State and local emergency communication systems, emergency personnel, public safety organizations, telecommunication carriers, and telecommunications equipment manufacturers and vendors.

2) Developing, collecting and disseminating information and resources concerning best practices, procedures and technology used in implementation and operation of 911 services, and

3) Administering a grant program specifically for the benefit of 911 Public Safety Answering Points (PSAPs).

A Geographic Information System (GIS) is a framework for gathering, managing, and analyzing geographical data. While GIS data is used for many different purposes in both the private sector and in public safety, the application of GIS technologies is very specific to providing 911 services. As the nation's 911 system migrates from existing, legacy systems to Next Generation 911 (NG911), all calls will be routed to the appropriate 911 call center, based on the geographic location of the caller, and their exact location will be automatically conveyed as part of their call. In the NG911 model, the 911 call will essentially “find” the appropriate 911 Public Safety Answering Point (PSAP), as opposed to the PSAP being required to “find” the 911 caller, as often happens with the existing legacy 911 system. Emergency Responders will be assigned a response, based on location data, and responders will depend on GIS data to find the caller.

To date, the thousands of 911 call centers in the U.S. have not developed a nationally uniform, consistent GIS system or a mechanism for sharing GIS data. As NG911 continues to be deployed and calls are transferred from one jurisdiction to another, this lack of GIS consistency will pose multiple inter-operational problems for 911 call takers and emergency responders. There are likely a number of technical and nontechnical challenges to standardizing and/or sharing GIS data and achieving truly interoperable 911 GIS data use among 911 agencies.

In the existing legacy 911 system, location database systems performed three main functions that have remained mostly unchanged for decades:

1. Validation of the 911 caller’s location to a valid street address contained in a Master Street Address Guide (MSAG)

2. Assignment of Emergency Service Number (ESN) for emergency call routing and selective call transfers

3. Automatic delivery of location information associated with the telephone number calling 911 (Automatic Location Information or ALI).

In this legacy system, as the 911 Public Safety Answering Point (PSAP) receives a 911 call, the PSAP must “find” the 911 caller, using these technologies.

NG911 utilizes GIS data for 911 Emergency Call Routing Functions (ECRF) and Location

Validation Functions (LVF). Using NG911 technology, the 911 call “finds” the appropriate PSAP – and does so faster. The Emergency Call Routing Function (ECRF) accurately routes 911 calls to the appropriate PSAP based on the caller’s location and in a NG911 system, the ECRF along with the Location Validation Function (LVF) replaces the current Master Street Address Guide (MSAG).

Geospatial call routing enables more accurate call routing than traditional E911 systems and can reduce the number of 911 call transfers due to misrouted 911 calls. This in turn can help reduce emergency response times and save more lives and property. In addition to being used when routing 911 calls, NG911 systems use GIS data before a 911 call is placed to see if the address is valid for 911.

The NG911 Roadmap (Roadmap), published in early 2019, was a collaborative effort between the National 911 Program and 911 stakeholders from both the public and private sectors. It focuses on what needs to be done at the national level—by all members of the 911 community—to achieve a nationwide NG911 system of systems. The Roadmap identifies technical and nontechnical tasks that must be completed at the national level, to achieve a seamless, nationwide 911 system; and organizes these tasks into five groups of goals. The Technology (Tech) Goal seeks to stimulate adoption and enable implementation of NG911 technology by promulgating NG911 open standards and establishing means by which emerging technologies can be validated for compliance and security. This goal includes a task to “Design, implement, and operate a nationwide GIS data store” as a means to create and adopt technical and operational requirements for nationwide interconnection components will need to be defined and explored for feasibility. The Roadmap" developed by 911 stakeholders, calls for the "design, implementation, and operation of a nationwide GIS store;" and the "development of standards, requirements, and best practices for handling GIS data."

The Strategic Plan for 911 Data and Information Sharing, also published in early 2019, developed a collaborative effort between the National 911 Program and 911 stakeholders from both the public and private sectors. This document was produced in response to a formal recommendation made by the Federal Communications Commission’s (FCC) Task Force on Optimal PSAP [Public Safety Answering Point] Architecture (TFOPA), in its report which recommended the “establishment of a national system that would enable the collection and analysis of standardized 911 administrative, operational, cost and computer-aided dispatch (CAD) data.” Data uniformity, including GIS data uniformity, are mentioned several times as an essential element of a truly interoperable, seamlessly connected national 911 system.

GIS is one of the basic building blocks of NG911 and many jurisdictions are replacing their MSAG databases with GIS. As the U.S. looks forward to a nationally interconnected, seamless 911 system of systems, what are some of the issues that will have to be overcome, in order for 911 calls and data to be successfully transferred among different jurisdictions? While standards for 911 GIS exist, how has their actual implementation resulted in variances that could cause problems when location data is transferred? A number of companies currently provide services to support 911 systems, and more than one national GIS organization exists, with differing perspectives on GIS deployment.

How should these differences be addressed? Is data uniformity advisable, or are data exchange and data interface mechanisms a better solution? In order to achieve to a nationally interconnected, seamless 911 system of systems, these questions should be answered.

C.2 OBJECTIVE

The objective of this contract is to produce a document containing the current status of GIS utilized by all stakeholders within the national 911 community; the benefits of and challenges to national GIS uniformity and 911 GIS data sharing, the resources that will be necessary and strategies that will facilitate the execution of a plan to achieve truly interoperable GIS data sharing nationwide.

C.3 GENERAL REQUIREMENT

The contractor shall provide NHTSA with assistance in support of the National 911 Programs to produce a document that includes the current status of GIS within the national 911 community, challenges to national uniformity and 911 GIS data sharing, and strategies to achieve truly interoperable GIS data sharing nationwide. The final document should identify and describe:

• The current status of technologies enabling the development, transmission, receipt, utilization, processing, sharing, maintenance, and storage of GIS data among GIS data sharing entities, and any technological issues that must be addressed to achieve true GIS data sharing;

• The current status of required entities (i.e., standards bodies, private sector companies, national GIS organizations, and 911 agencies) as organizations and entities, and the governance, administrative and technological issues that must be addressed to achieve true GIS data sharing

• The resources, budget, and partner agencies/organizations needed and optimal resource utilization strategies;

• Scientific research requirements and metrics that identify the value and/or accuracy of 911 GIS data;

• Strategies for addressing all identified challenges and cost issues;

• Strategies for utilization of the completed document to facilitate the execution of a plan to achieve truly interoperable 911 GIS data nationwide.

C.4 ACRONYMS

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

C.4.1 Acronyms

ACOR Alternate Contracting Officer’s Representative CO Contracting Officer COR Contract Officer’s Representative DOT Department of Transportation EMS Emergency Medical Services MOU Memorandum of Understanding NG Next Generation NHTSA National Highway Traffic Safety Administration NTIA National Telecommunications and Information Administration OCCI The Office of Communications and Consumer Information

OEM Office of Emergency Management OMB Office of Management and Budget PSAPs Public Safety Answering Points SDO Standards Development Organizations SOW Statement of Work

C.5 SPECIFIC REQUIREMENTS

The Contractor shall furnish the necessary personnel, equipment and facilities, and otherwise perform all things necessary for, or incidental to, the performance of work (the accomplishment of specific tasks) as set forth below.

C.5.1 Kickoff Meeting

Within four (4) weeks of award, the Contractor shall meet with the NHTSA Contracting Officer’s Representative (COR), Contracting Officer (CO), NHTSA Office of Emergency Management Staff (OEMS) and other interested National Highway Traffic Safety Administration (NHTSA) staff in Washington, DC at NHTSA Headquarters or via conference call. The purpose of the kickoff meeting is two-fold: 1) to discuss the administration of this Contract, and 2) to focus on the elements of this project, containing such components as the proposed approach, schedule, budget, deliverables and potential risk and concerns. The contractor shall prepare minutes of the kick-off meeting and shall provide a meeting summary to the NHTSA COR within one (1) week after the completion of the Kickoff Meeting.

C.5.2 Final Work Plan

Within two (2) weeks of the Kickoff Meeting, the Contractor shall submit a Final Work Plan, describing in detail the project’s background information, technical approach for each task, responsibilities for key personnel and their projected availability, a risk management plan, a detailed schedule and budget overview.

The risk management plan shall provide an analysis of potential challenges and weaknesses and a strategy for mitigating those risks.

The NHTSA COR will review the Final Work Plan and will either approve or contact the Contractor for revisions within one (1) week of receipt.

C.5.3 Written Report on The Current Status Of GIS

Within four (4) months of award, in collaboration with the NHTSA COR, the Contractor shall use all available sources of information and all available points of contact, to complete a written report providing an assessment of the current status of technologies enabling the development, transmission, receipt, utilization, processing, sharing, maintenance, and storage of GIS data among GIS data sharing entities. This information will serve as the basis for a gap analysis, to identify technological issues that must be addressed, to achieve true GIS data sharing among multiple 911 agencies nationwide, using NG911 technologies.

The NHTSA COR will review and provides comments to the Contractor NHTSA within one (1) week of receipt of the written report.

C.5.4 Written Report on The Current Status of Required Entities and Issues

Within seven (7) months of award, in collaboration with the NHTSA COR, the Contractor shall use all available sources of information and all available points of contact, complete a written report providing an assessment of the current status of the multiple entities currently actively involved in 911 GIS technologies and service; enabling the development, transmission, receipt, utilization, processing, sharing, maintenance, and storage of GIS data among all GIS data sharing entities within the 911 stakeholder community. This information will serve as the basis for a gap analysis, to identify governance, administrative, financial, and operational issues that must be addressed, to achieve true GIS data sharing among multiple 911 agencies nationwide, using NG911 technologies.

The NHTSA COR will review and provides comments to the Contractor NHTSA within one week of receipt of the written report.

C.5.5 Written Report on Partner Agencies/Organizations

Within nine (9) months of award, the Contractor shall produce and submit a written report that contains an assessment of the resources, budget, and partner agencies/organizations needed to address the issues identified in C.5.3 and C.5.4; and provide suggestions for strategies that optimize active involvement of partner agencies/organizations in addressing the issues identified.

The NHTSA COR will review and provides comments to the Contractor within one (1) week of receipt of the written report.

C.5.6 Written Document Containing Scientific Research Requirements and Metrics

Within nine (9) months of award, the Contractor shall provide and submit a written document that includes a listing of any research requirements and/or metrics to identify the value and/or accuracy of 911 GIS data, as mechanisms to assess the success of strategies developed to address issues identified in C.5.3 and C.5.4.

The NHTSA COR will review and provides comments to the Contractor within one (1) week of receipt of the document.

C.5.7 Written Document That Addresses Strategies

Within eleven (11) months of award, the Contractor shall provide and submit a draft Report that Describes Strategies for addressing all challenges and issues identified in C.5.3, C.5.4, and C.5.5; to facilitate the execution of a plan to achieve truly interoperable 911 GIS data nationwide.

The NHTSA COR will review and provides comments to the Contractor within one (1) week of receipt of the document.

Within twelve (12) months of award, the contractor shall submit the Report that Describes Strategies.

C.5.8 Final Report

Within eleven (11) months of award, the contractor shall submit to the NHTSA COR within eleven

(11) months of award, a final report, containing all pertinent information related to the completion of the Contract, budget problems encountered in completing tasks and actions taken to mitigate problems encountered. This final report is a cumulative summary of all of the contractor’s activities and accomplishments during the period of performance.

The NHTSA COR will review the Final Report and either approve or contact the Contractor for revisions within one (1) week of receipt.

Within twelve (12) months of award, the contractor shall submit the final report.

(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.

D.2 FORMATTING TEXT AND IMAGE DELIVERABLES

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

D.2.1 Text

Text files shall be delivered in Microsoft WORD 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 (e.g., avoid use of columns) Avoid using any design/layout elements (however, see D.2.2, D.2.3, and D.2.4 below).

D.2.2 Charts and Graphs

The Contractor shall develop charts or graphs using Microsoft EXCEL 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:

Graphics – In the majority of cases, the Office of Communication Services will develop any needed graphics in collaboration with the NHTSA 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).

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

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

D.2.4 Web-based Images

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

(End of Section D)

SECTION E - INSPECTION AND ACCEPTANCE

E.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 address:

https://www.acquisition.gov/?q=browsefar.

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

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

E.2 INSPECTION AND/OR ACCEPTANCE

The NHTSA COR shall 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 due under the Contract. The most common causes for rejecting final reports are:

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

b. Inadequate description of methodology,

c. Insufficient or inconsistent technical information to support the findings or conclusions,

d. Poorly conceived graphs, charts, and displays

e. Incorrect spelling and grammar.

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

SECTION F - DELIVERIES OR PERFORMANCE

F.1 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 address:

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

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

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

F.2 PERIOD OF PERFORMANCE

All work required hereunder including preparation, submission, review, and acceptance of final deliverables shall be completed within twelve (12) months after the effective date of Contract award.

F.3 DELIVERABLES/MILESTONES

Specific Deliverable and Milestone requirements are addressed below: 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.3.1 Deliverables/Milestone Schedule:

The following performance milestones and deliverables apply to this Contract and are considered important to the successful completion of the project. The Contractor shall send an electronic copy of each deliverable to the NHTSA COR.

Item No.

Task No.

Deliverables and/or Milestones Description Due Date

1 C.5.1 Kickoff meeting (M) Within 4 weeks of award

2 C.5.1 Submit Kickoff meeting summary (D) Within 1 week of completion of kick-off meeting 3 C.5.2 Submit Final Work Plan (D) Within 2 weeks of the kick-off meeting

4 C.5.2 NHTSA COR reviews and provides comments to Contractor (M)

Within 2 weeks of receipt https://www.acquisition.gov/browse/index/far

Item No.

Task No.

Deliverables and/or Milestones Description Due Date

5 C.5.3 Submit Written Report on the Current Status of 911 GIS Technologies (D)

Within 4 months of award

6 C.5.3 NHTSA COR reviews and provides comments to the Contractor (M)

Within 1 week of receipt

7 C.5.4 Submit Written Report on The Current Status of Required Entities (i.e., standards bodies, private sector companies, national GIS organizations, and 911 agencies) (D)

Within 7 months of award

8 C.5.4 NHTSA COR reviews and provides comments to the Contractor (M)

Within 1 week of receipt

9 C.5.5 Submit Written Report on The Resources, Budget, and Partner Agencies/Organizations. (D)

Within 9 months of award

10 C.5.5 NHTSA COR reviews and provides comments to the Contractor (M)

Within 1 week of receipt

11 C.5.6 Submit Written report on the Scientific Research Requirements and Metrics; (D)

Within 9 months of award

12 C.5.6 NHTSA COR reviews and provides comments to the Contractor (M)

Within 1 week of receipt

13 C.5.7 Submit Draft Written Report that Describes Strategies (D)

Within 11 months of award

14 C.5.7 NHTSA COR reviews and provides comments to the Contractor (M)

Within 1 week of receipt

15 C.5.7 Submit Final Written Report that Describes Strategies (D)

Within 12 months of award

16 C.5.8 Submit Draft Final Report (D) Within 11 months of award

17 C.5.8 NHTSA COR review Final Report (M) Within 1 week of receipt

18 C.5.8 Submit Final Report (D) Within 12 months of award

19 F.4.2 Submit Monthly Progress Reports (D) 15th day of the month following the month being reported 20 F.4.3 NHTSA COR review Progress Reports (M) Within 5 days of receipt

F.3.2 Place of Delivery:

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

Item Number Address

2, 3, 5, 7, 9, 11, 13, 15,16, 18 & 19

Department of Transportation National Highway Traffic Safety Administration Office of Emergency Medical Services (NPD-400) Attention: TBD 1200 New Jersey Ave. S.E.

Washington, DC 20590 Phone: TBD Email: TBD

Department of Transportation National Highway Traffic Safety Administration Office of Acquisition Management Attention: Journey Gordon 1200 New Jersey Avenue, S.E., W53-409 Washington, DC 20590 Phone: 202-366-1344 Email: Journey.Gordon@dot.gov

F.4 STANDARD REPORTING FORMATS

F.4.1 Specification for Electronic Files

Electronic files containing final 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: Text files shall be delivered in Microsoft WORD 2016 format. Font type of Times New Roman with a font size of twelve (12) shall be used throughout the document. The Contractor shall minimize additional formatting as much as possible (e.g., avoid use of columns) Avoid using any design/layout elements (however, see D.2.2, D.2.3, and D.2.4 below).

System Compatibility:

All electronic files submitted must be compatible with the Microsoft Office Suite.

For the base period of this contract, and any option periods unless otherwise specified, the following requirements apply:

mailto:David.Larson@dot.gov

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 2016, currently in use at NHTSA, i.e., the file must be able to be opened and viewed in Microsoft Word 2016.

2. Storage Medium: All report copies shall be submitted electronically as an e-mail attachment or posted on a secure website for downloading. Reports can be zipped, i.e.

compressed, to save memory space as required. The discs or e-mail attachments may contain a single report or multiple reports.

3. Image Formats: All images (photographs, charts, graphs, etc.) contained within a report shall be imbedded in the report in a JPEG, TIFF, or a compatible

Microsoft Office program (Excel, PowerPoint, and Outlook) file format. See D.2.3 for additional information.

For any of the option periods exercised under the resultant Contract, NHTSA reserves the right to change the requirements stated above.

F.4.2 Monthly Progress Reports

The Contractor shall furnish the report electronically to the NHTSA COR by the 15th of each month following the month being reported. At a minimum, the progress report shall include a narrative description of the following items:

• A clear and complete account of work performed on each task;

• An outline of the work to be performed during the next reporting period;

• A table or chart showing the work accomplished by task versus the schedule of work of the

Contract;

• A discussion of any problems encountered or anticipated that might affect the completion of the Contract within the time and fiscal constraints set forth in the Contract, together with recommended solutions for such problems, or a statement that no problems were encountered;

• A tabulation of the planned, actual and cumulative person-hours expended by the personnel identified in the professional staffing and key personnel sections of the Contract;

• A chart or table showing current and cumulative expenditures by task versus planned expenditures;

• Any other pertinent information, including an analysis and explanation of any cost over-runs.

The contractor shall deliver monthly written progress reports to the NHTSA COR, per F.3.2, Place of Delivery, and shall conduct monthly briefings in conjunction with these monthly progress reports.

The method of briefing (i.e., in-person meeting, conference call) shall be determined in conjunction with OEMS staff.

The NHTSA COR will review each monthly report and will notify the Contractor within five (5) days if there are questions, concerns, or clarification is needed.

F.5 SECTION 508 COMPLIANCE

All electronic and information technology procured, developed, or delivered under this contract shall meet applicable accessibility standards, as specified in 36 CFR Part 1194. 36 CFR Part 1194 implements Section 508 of the Rehabilitation Act of 1973, as amended, and is viewable at http://www.section508.gov.

All contract deliverables covered by Section 508 shall be accessible to people with disabilities.

Reports and other deliverables provided in electronic media, including web-based intranet and internet format shall conform to applicable accessibility standards, including at a minimum, the following provisions:

1194.21, Software Applications and Operating Systems

1194.22, Web-Based Intranet and Internet Information and Applications 1194.24, Video and Multimedia Products 1194.31, Functional Performance Criteria 1194.41, Information, Documentation, and Support

This standard is available for viewing at the Access Board web site at https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards and guides for specific sections are available at https://www.access-board.gov/guidelines-and-standards.

(End of Section F) http://www.section508.gov/ https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards https://www.access-board.gov/guidelines-and-standards https://www.access-board.gov/guidelines-and-standards

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 PAYMENT/COST REIMBURSEMENT

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

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

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

The Contractor shall include a copy of each Contract staff member’s time sheet with each invoice submitted to assist in determining the accuracy of the time submitted for payment.

G.2 INDIRECT COST RATES

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

a. Fringe Benefit

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

RATE TYPE RATE BASE EFFECTIVE PERIOD

TBD

b. Overhead

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

RATE TYPE RATE BASE EFFECTIVE PERIOD

TBD

c. General and Administrative (G&A)

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

RATE TYPE RATE BASE EFFECTIVE PERIOD

TBD

NOTE:

a. applied to:

b. applied to:

c. applied to:

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

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

G.3 BILLING RATES

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

G.4 TRAVEL AND PER DIEM RATES

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

G.5 NHTSA CONTRACTING OFFICER REPRESENTATIVE (COR)

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

The following individual has been designated as the NHTSA COR:

[To Be Provided At time of Contract Award]

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

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

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

Any such revision shall be authorized only in writing by the Contracting Officer.

G.5.1 ALTERNATE COR

In the event that the NHTSA COR of record (identified in G.5 above) is unavailable for a period of time during which the Contractor requires technical guidance or during which other COR duties must be fulfilled, then the person identified below has been designated by the NHTSA Contracting Officer to perform those duties as the Alternate COR (ACOR).

G.6 CONTRACTOR PERSONNEL

G.6.1 Program Manager

(a) The Contractor shall appoint a Program Manager who will be the Contractor’s authorized supervisor for technical and administrative work performed under the resultant Contract.

The Program Manager shall act as the single Point of Contact between the Contractor and the NHTSA COR or other duly authorized of the Government representative under the Contract.

G.6.2 1252.237-73 KEY PERSONNEL

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

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

The Key Personnel under this Contract are:

G.7 SUBMISSION OF INVOICES

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

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.

a. 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.

b. The Department of Transportation utilizes the Delphi eInvoicing web-portal for processing invoices. For vendors submitting invoices, and certain grantees submitting payment requests, they will be required to submit invoices to Operating Agency (NHTSA) electronically via the Delphi eInvoicing web-portal which is accessed via https://einvoice.esc.gov, and is authenticated via www.login.gov. All persons accessing the Delphi eInvoicing web-portal will be required to have their own unique user Delphi eInvoicing ID and be credentialed through login.gov. See www.login.gov for instructions.

c. In order to receive payment and in accordance with the Prompt Payment Act, all invoices submitted as attachments in the Delphi eInvoicing web-portal must contain the following:

1) Name and address of the Contractor.

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

3) Timeframe covered by the invoice.

4) NHTSA Contract number.

5) NHTSA Contracting Officer’s Name.

6) NHTSA Contracting Officer’s Representative’s, name.

https://einvoice.esc.gov/

7) Itemization of costs to include:

• 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; and

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

• Fixed Fee:

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.

(1) Electronic authentication. See www.login.gov for instructions. Click on the following link for instructions on establishing a login.gov account: https://login.gov/help/.

(2) To create a login.gov account, the user will need a valid email address and a working phone number. The user will create a password and then login.gov will reply with an email confirming the email address.

(3) Agency POC’s will be responsible for communicating with vendor POC’s to initiate the Delphi eInvoicing account creation process. Vendor POC’s who will require access to the eInvoicing web-portal for invoice submission and payment tracking purposes will be required to provide their full name, valid email address, and current phone number to the agency POC to initiate the Delphi eInvoicing web-portal account. Vendor users and the agency POC will be notified via e-mail when the account is created. The vendor user will be provided detailed instructions for logging into their Delphi eInvoicing account.

(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 the Delphi Help Desk when their firm’s points of contacts will no longer be submitting invoices, so they can be removed from the system. Instructions for contacting the Delphi Help Desk can be found at http://einvoice.esc.gov

* NHTSA vendors will submit invoices to NHTSA electronically via the Delphi eInvoicing web-portal. To initiate this process, you are requested to provide NHTSA with the following information (company name, contract/contract number/purchase order [PO] number, and up to two Points of Contact [POC] full names and their email addresses) as shown on the table below.

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

Company Name

NHTSA

Contract # / Task Order

Primary POC First

Name

Primary POC Last

Name

Primary

POC

Email

Secondary POC First

Name

Secondary POC Last

Name

Secondary

POC

Email

Email the above information to the following email address: NHTSAISPVendors@dot.gov

Please note that the POCs you provide are the individuals you authorize to submit invoices to NHTSA on behalf of your company. Your POCs will then receive a welcome letter from Delphi eInvoicing processing center with instructions on creating a Login.gov user account. This account can then be used to access the eInvoicing web-portal.

G.8 LIMITATION OF COST

a. The amount presently available for payment by the Government and allotted to this

Contract is $TBD. The Contractor agrees to perform, or have performed, work up to the point at which the total amount paid and payable by the Government under the Contract approximates but does not exceed the total amount actually allotted by the Government.

b. The Contractor shall notify the Contracting Officer in writing whenever it has reason to believe that the costs it expects to incur under this Contract in the next 60 days, when added to all costs previously incurred, will exceed 75 percent of the total amount so far allotted to the Contract by the Government. The notice shall state the estimated amount of additional funds required to continue performance for the period specified in Section F.2.

c. Sixty days before the end of the period specified in the F.2., the Contractor shall notify the Contracting Officer in writing of the estimated amount of additional funds, if any, required to continue timely performance under this Contract or for any further period specified in Section F.2. or otherwise agreed upon, and when the funds will be required.

d. If, after notification, additional funds are not allotted by the end of the period specified in Section F.2. or another agreed-upon date, upon the Contractor's written request the Contracting Officer will terminate the Contract on that date in accordance with the provisions of the Termination clause of this Contract. If the Contractor estimates that the funds available will allow it to continue to discharge its obligations beyond that date, it may specify a later date in its request, and the Contracting Officer may terminate the Contract on that later date.

e. Except as required by other provisions of this Contract, specifically citing and stated to be an exception to this clause-

(1) The Government is not obligated to reimburse the Contractor for costs incurred in excess of the total amount allotted by the Government to this Contract; and

(2) The Contractor is not obligated to continue performance under this Contract (including actions under the Termination clause of this Contract) or mailto:NHTSAISPVendors@dot.gov otherwise incur costs in excess of the amount then allotted to the Contract by the Government until the Contracting Officer notifies the Contractor in writing that the amount allotted by the Government has been increased and specifies an increased amount, which shall then constitute the total allotted by the Government to this Contract.

f. No notice, communication, or representation in any form other than that specified in subparagraph e. (2) above, or from any other person other than the Contracting Officer, shall affect the amount allotted by the Government to this Contract. In the absence of the specified notice, the Government is not obligated to reimburse the Contractor for any costs in excess of the total amount allotted by the Government to this Contract, whether incurred during the course of the Contract or as a result of termination.

g. When and to the extent that the amount allotted by the Government is increased, any costs the Contractor…