Retailer Reporting Training data PWS final.pdf

PERFORMANCE WORK STATEMENT

1. DESCRIPTION OF SERVICES

The Contractor must prepare training data for machine learning by assigning CPSC product and severity codes to retailer reports of injury or potential injury that CPSC has received from a global retailer.

2. CONTRACT TYPE

This is a fixed price, non-personal service contract, not to exceed contract for coding data that includes a base year period and four (4) one (1)-year option periods.

3. BACKGROUND

a. The U.S. Consumer Product Safety Commission (CPSC) administers the Consumer Product

Safety Act, the Flammable Fabrics Act, the Federal Hazardous Substances Act, the Poison Prevention Packaging Act, the Refrigerator Safety Act, and the Consumer Product Safety Improvement Act.

b. The primary purpose of these acts is to protect the public against unreasonable risks of injury or death associated with consumer products. The Consumer Product Safety Act specifically states that the Commission will conduct research, studies, and investigations on the safety of consumer products and offer training in product safety investigation and test methods.

c. The Commission collects information on injuries associated with consumer products by several data systems, including the Consumer Product Safety Risk Management System (CPSC360):

CPSC collects, reviews, and classifies data on product-related injuries and potentially hazardous products reported through multiple sources which including retailer and Section 15 reports. This information is a primary source for timely, comprehensive data involving injuries and incidents associated with consumer products. A summary of each incident is entered into CPSC's CPSC360 database.

4. OBJECTIVES

The objective of this contract is to acquire a core ‘gold standard’ set of retailer data where all consumer products have been coded using CSPC’s product codes along with the most severe injury noted on the report narrative. This ‘gold standard’ data set will be used for creating artificial intelligence / machine learning modeling to accurately predict both product code(s) and incident severity on retailer reports received by CPSC but not coded and for quality control purposes on retailer reports coded by CPSC contract staff.

5. PERFORMANCE WORK STATEMENT

a. Independently, and not as an agent of the U.S. Consumer Product Safety Commission (CPSC), the Contractor will provide the personnel and facilities, except as provided in Section 10., GOVERNMENT FURNISHED MATERIALS/EQUIPMENT, necessary to code product code(s) and incident severity for each retailer report.

b. The contractor must be sent through a secure portal (WatchDox) an MS-Access or similar database with the records to be coded.

c. The Contractor must assign CPSC product code(s) to each retailer report as described in the

NEISS coding manual (appendix A). In incidents where multiple products are described (example: computer charger plugged into a surge protector that started smoking), the Contractor shall code multiple products.

d. The Contractor must assign an incident severity code as described in appendix B. In incidents where multiple severities occurred (example: one person died, one person hospitalized when an ATV tipped over), the most severe outcome will be coded.

e. When an incident report involves a product that is not under CPSC's jurisdiction, does not involve a safety hazard, was intentional, or provides insufficient information, the incident is "out-of-scope". The Contractor code these using the NEISS product = 7878 (no product) and continue to code the injury severity.

f. For records determined to be in-scope, the Contractor shall use all information available including narrative, manufacturer, brand, model, and web URL address to code all product codes.

g. The contractor must return through a secure portal, the MS-Access or similar database within 3- months with all records coded.

1. CPSC staff estimate that each record will take on average 2-minutes to fully code.

2. The Contractor will be given blocks of 3,000 records (expected 100 hours) to code based on the ‘not to exceed’ value as defined in the CLINs.

3. If the Contractor’s ‘not to exceed’ value is greater than 3,000 (example: 15,000), CPSC staff will send records in staggered blocks of 3,000 at time intervals mutually agreed upon between CPSC and the Contractor.

4. All records shall be coded and returned to CPSC no later than 10 months from the start of the period of performance.

h. After review, CPSC may return up to 5% of the records for re-coding. Returned records shall be recoded and returned to CPSC within one-month of receipt. The Contractor will not be compensated for the re-coding.

6. PERIOD OF PERFORMANCE

The period of performance must begin on effective September 1, 2023 through August 31, 2024, with 4 option periods of one year each.

7. PERFORMANCE ASSESSMENT PLAN

a. MINIMUM STANDARDS – The Contractor shall meet the following standards:

1. The percentage of records with coding errors will not exceed 5%.

2. Records returned within 3 months of receipt.

3. Recoded records returned within 1 month of receipt.

b. OUTSTANDING STANDARDS – Outstanding performance is defined as meeting all the following standards:

1. The percentage of records with coding errors will not exceed 3%.

2. Records returned within 2 months of receipt.

3. Recoded records returned within 2 weeks of receipt.

8. ACCEPTANCE OF DATA

a. All data submitted to CPSC under this contract will be reviewed and edited by Commission personnel in the Division of Hazard and Injury Data Systems (EPDS), Directorate for Epidemiology, Office of Hazard Identification and Reduction.

b. Acceptance or rejection of data submitted will be based on conformance with the NEISS Coding Manual or other coding instructions issued by CPSC, and the Performance Work Statement.

9. GOVERNMENT-FURNISHED MATERIALS

a. The Government shall furnish to the Contractor for use in connection with this contract the materials/equipment set forth below:

1. NEISS coding manuals and NEISS coding decisions.

2. MS-Access or similar file with records to be coded sent through a secure portal

(WatchDox).

b. All materials provided hereunder are for exclusive use in the performance of this contract. Any such material not expended in the performance of this contract shall be returned to CPSC upon completion of the contract.

c. All other materials/equipment required in the performance of this contract must be furnished by the Contractor.

10. CONTRACTOR QUAILIFICATIONS

This project involves assigning CPSC/NEISS product codes to retailer reports based on the narrative and description of the consumer product. There are over 800 active product codes used in the NEISS coding. These product codes are unique to CPSC and do not follow any other known coding schema used by other federal agencies or public entities. Therefore, prior knowledge and experience coding CPSC/NEISS product codes is essential to being successful on this project.

CPSC requires any prospective awardee to be a current CPSC/NEISS coder with a demonstrated historical rate of error in coding CPSC/NEISS product codes at < 2%.

11. ATTACHMENTS

a. Appendix A: NEISS Coding Manual 2023NEISSCPSCCodingManualfinal.pdf

b. Appendix B: Injury Severity Codes

c. Appendix C: Sample MS-Access Form

TERMS AND CONDITIONS

LC1A CONTRACTOR’S NOTE

Deliveries and/or shipments shall not be left at the Loading Dock. All deliveries shall be considered “inside deliveries” to the appropriate room at the Consumer Product Safety Commission (CPSC) and in accordance with the instructions below. When scheduling deliveries the purchase order number shall always be referenced and all packages shall clearly display the Purchase Order Number on the outside of the cartons and/or packages, to include the packing slip.

ATTENTION GOVERNMENT VENDOR

A. DELIVERY INSTRUCTIONS:

1. DELIVERY INSTRUCTIONS FOR LARGE OR HEAVY ITEMS:

If the shipment or item being delivered requires use of a loading dock, advance notification is required.

The contractor shall contact the Shipping and Receiving Coordinator at 301-892-0586 or Constantia Demas

(301) 504-7544 forty-eight (48) hours in advance of the date the items are to arrive to schedule use of the loading dock.

LOADING DOCK HOURS OF OPERATION:

9:00 am to 11:00 am or 1:30 pm to 4:00 pm Monday through Friday (except holidays)

Please notify contact person if there is a change in the delivery date. For changes, delays, or assistance please contact CPSC as follows:

Facilities Management Support Services (301) 504-7091 and

The COR – See page 1 of award

Upon arrival, the driver should contact the CPSC Guard, 301-504-7721, at the loading dock to obtain assistance in using freight elevators and to gain access to CPSC security areas.

2. DELIVERY INSTRUCTION FOR SMALL ITEMS

https://www.cpsc.gov/s3fs-public/2023NEISSCPSCCodingManualfinal.pdf?VersionId=hdWvCZ5hjCqMugBF3xLJMLM3ewXYTMrH

When delivering or shipping small items, the contractor and/or carrier service shall report to the 4th floor lobby, North Tower, 4330 East West Highway, to sign in with the CPSC guard. Upon completion of signing in, the contractor shall deliver all shipments to the Mail Room, Room 410. After delivery, delivery personnel shall promptly depart the building.

MAIL ROOM HOURS OF OPERATION:

Monday through Friday (except holidays) – 7:30 am to 5:00 pm

B. BILLING INSTRUCTIONS

Pursuant to the Prompt Payment Act (P.L. 97-177) and the Prompt Payment Act Amendments of 1988 (P.L. 100-496) all Federal agencies are required to pay their bills on time, pay interest penalties when payments are made late, and to take discounts only when payments are made within the discount period.

To assure compliance with the Act, vouchers and/or invoices shall be submitted through the Invoice Processing Platform (IPP). At a minimum, each invoice document submitted through IPP shall include the documentation required in the contract.

ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS

Invoice Processing Platform (IPP) is a secure web-based electronic invoicing and payment information service available to all Federal agencies and their supplier by the U.S. Treasury's Bureau of Fiscal Service.

IPP allows Federal agencies and their suppliers to exchange electronic purchase orders, blanket POs, invoices, and payment information in one easy to access web portal. This service is free of charge to government agencies and their suppliers, including services and support.

(a) Definitions. As used in this clause- (1)”Payment request” means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), “Payment documentation and process” and the applicable Payment clause included in this contract.

(b) The Contractor shall submit payment requests electronically using the Invoice Processing Platform (IPP). Information regarding IPP is available on the Internet at www.ipp.gov. Assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email ippgroup@stls.frb.org or phone (866)973-3131.

PAYMENT AND INVOICE QUESTIONS

For payment and invoice questions, contact the Accounts Payable Branch at (304) 480-8000 option 7 or via email at AccountsPayable@fiscal.treasury.gov.

Customer Service inquiries may be directed to Nancy Kneisler at NKneisler@cpsc.gov.

OVERPAYMENTS

http://www.ipp.gov/ mailto:ippgroup@stls.frb.org mailto:AccountsPayable@fiscal.treasury.gov

Accounts Receivable Conversion of Check Payments to EFT: If the Contractor sends the Government a check to remedy duplicate contract financing or an overpayment by the government, it will be converted into an electronic funds transfer (EFT). This means the Government will copy the check and use the account information on it to electronically debit the Contractor’s account for the amount of the check. The debit from the Contractor’s account will usually occur within 24 hours and will be shown on the regular account statement.

The Contractor will not receive the original check back. The Government will destroy the Contractor’s original check, but will keep a copy of it. If the EFT cannot be processed for technical reasons, the Contractor authorizes the Government to process the copy in place of the original check.

C. INSPECTION & ACCEPTANCE PERIOD

Unless otherwise stated in the Statement of Work or Description, the Commission will ordinarily inspect all materials/services within seven (7) business days after the date of receipt. The CPSC representative responsible for inspecting the materials/services will transmit disapproval, if appropriate, to the contractor and the Contracting Officer. If other inspection information is provided in the Statement of Work or Description, it is controlling.

D. NO AUTOMATIC RENEWALS

If any license or service tied to periodic payment is provided under this agreement (e.g., annual software maintenance or annual lease term), such license or service shall not renew automatically upon expiration of its current term without prior express consent by an authorized Government representative.

(End of Clause)

52.217-8 Option to Extend Services. (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 15 days.

(End of clause)

52.217-9 Option to Extend the Term of the Contract. (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 5 days prior to the expiration of the contract; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 15 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five years.

(End of clause)

52.232-18 Availability of Funds. (Apr 1984)

Funds are not presently available for this contract. The Government’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

(End of clause)

ADDITIONAL INSTRUCTION TO OFFERORS

BASIS FOR AWARD: This is best value procurement. Award will be made, subject to available funding and quoter responsibility, to that acceptable quote(s), the price or cost of which is not necessarily the lowest, but which is sufficiently more advantageous to the Government than the lowest offer so as to justify the payment of additional amounts, based on the evaluation criteria described in this section.

AWARD OF A CONTRACT IS CONTINGENT UPON AN AGENCY DECISION TO FUND

THIS PROJECT. ALL SUBMISSIONS MUST INDICATE PRICING IS VALID THROUGH

SEPTEMBER 30, 2023.

FORMAT AND INFORMATION FOR SUBMITTING A QUOTE

Please email your quotation in the following THREE SEPARATE ATTACHMENTS (one attachment per volume) via email to Derrick Braswell at dbraswell@cpsc.gov no later than August 9,2023 at 12pm EST. All questions in response to the Request for Quotation must be emailed to dbraswell@cpsc.gov no later than July 20, 2023 at 12pm EST. Active registration in www.SAM.gov is mandatory for award. No telephone calls please.

VOLUME 1: CONTRACT AND PRICING DOCUMENTS:

− The price quote shall be a separate volume from your technical quote. The price quote is to be submitted as a FIRM FIXED PRICE per case.

− EPDS staff estimate that it will take an average of 2 minutes per record to code. For every file of 3,000 records up to 5% can be returned (150) for recoding. Thus, a file of 3,000 records and 5% recoded records will take approximately 105 hours (2 minutes * 3,150 * 1hr/60 minutes) to code

− The contractors will only be paid for their coding of the records. Therefore, the price per case can be computed by:

o Price/case = 105 * hourly rate / 3,000 o Example: 105 * $60 per hour / 3,000 = $2.10 per record

− Contracts will be awarded in blocks of 3,000 records mailto:dbraswell@cpsc.gov mailto:dbraswell@cpsc.gov http://www.sam.gov/

− The price quote shall also contain the maximum number of records you are willing to code (multiples of 3,000) (example: 3,000; 15,000; 24,000)

Offerors are required to include pricing on a firm fixed-price basis in increments of 3,000 records. A minimum of 3,000 records is required for award, and a maximum of up to 60,000 records may be included as additional effort. Offerors should include pricing for additional increments of 3,000 up to the amount they will guarantee to complete within the period of performance. The quote must stipulate the maximum number of records that is guaranteed by the offeror, if all incremental blocks of records are awarded on their quote.

VOLUME 2: TECHNICAL PROPOSAL

Quoters shall provide a technical quote that includes the following general areas:

A. Proposed Overall Methodology and Demonstrated ability to perform the work

The quoters shall acknowledge that they:

• will be sent MS-Access files with 3,000 retailer report records through WatchDox

• will code all consumer products (up to 3) involved in the incident o will review all variables on the MS-Access form to determine the product o will use the product url to view product description on retailer internet site o will use the NEISS coding manual for determining the product code

• will code the most severe injury described in the narrative

• will return completed MS-Access file(s) to CPSC Contracting Officer Representative within 3 months through WatchDox

B. Qualified Personnel

The quoter shall list all qualified personnel that will take part in contract:

• Include number of years coding NEISS data

• Include product code error rate of their NEISS data

VOLUME 3: PAST PERFORMANCE

The quoter will provide examples of work they performed within the past three (3) years that are similar in scope and complexity to this requirement. Please provide the POC name, contact information and detailed description of work carried out for each example.

EVALUATION

Among quotes determined to be responsive and technically acceptable, CPSC intends to award up to 12 purchase orders. Price will be the determining factor among technically acceptable quotes in determining the award amount for the additional records beyond the initial 3,000. CPSC will issue additional amounts to the lowest priced offeror(s) up to the maximum amount of records in the quote, before awarding additional amounts to the next highest priced offeror(s). CPSC reserves the right to award fewer awards, or no awards at all, based on the reasonableness of the pricing provided or the continued funding of this requirement.

Written proposals will be evaluated by technical evaluators. Proposals will be adjectively evaluated and placed into one of the following categories: Acceptable, Susceptible to being made acceptable, or Unacceptable. The definitions for these categories are as follows:

Definitions:

Acceptable: An approach which satisfies all of the Government's requirements with adequate detail to indicate the feasibility of the approach and an understanding of the Government's need.

Susceptible to being made acceptable: An approach which, as initially proposed, cannot be rated acceptable because of minor errors or omissions which are capable of being corrected without a major rewrite or revision of the quote. This quote does not clearly meet the Government's requirements. (Quoters will only be given an opportunity to correct this rating if the Government authorizes clarifications. Otherwise, such quote will be determined to be unacceptable. Therefore, quoters are encouraged to provide complete and thorough explanatory technical proposals with their initial submission.)

Unacceptable: The proposal fails to meet or to address the technical factors of the solicitation, fails to demonstrate the required qualifications have been met, contains major errors, omissions, or deficiencies, or indicates a lack of understanding of the Government's need. The proposed approach is based on unproven techniques or is inadequately supported with evidence that it will be successful, or the approach cannot be expected to meet the Government's requirements without a major rewrite or revision of the quote.

The Contracting Officer's determination for technical acceptability will be based only on the technical evaluation from technical evaluators. Negotiations may be conducted whenever the Contracting Officer deems it appropriate.