RFP 693JJ920R000003 Technical Support Services for NHTSA Traffic Records.pdf

693JJ920R000003

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

1 88

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.

I

J

K

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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B

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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

693JJ920RQ00010903/26/2020

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693JJ9

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

Washington DC 20590

1300 ES 04/24/2020

Yvonne Green yvonne.green@dot.gov

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PAGE(S)

Reba Dyer

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 3-19

20-23 24-25 27-28 29-37 38-44

45-51

53-62

63-72

73-88

12. In compliance with the above, the undersigned agrees, if this offer is accepted within _____0_________ 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 88

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

693JJ920R000003

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

TITLE: Technical Support Services for NHTSA

Traffic Records Program

The purpose of this solicitation is to seek the professional services of a contractor to furnish all the necessary qualified personnel, facilities, materials, supplies,and services which are necessary to conduct the Technical

Support Services for NHTSA Traffic Records

Program.

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

Request for Proposal: 693JJ920R000003 Title: Technical Support Services for NHTSA Traffic Records Program

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

The Contractor shall provide all the necessary qualified personnel, facilities, materials, supplies, and services to provide support in accordance with the Statement of Work, Section C, and all potential task orders awarded, for the effort entitled, “Technical Support Services for NHTSA Traffic Records Program.”

The Government contemplates award of multiple Indefinite Delivery, Indefinite Quantity (IDIQ) Contracts from this solicitation, whereby Task Orders with Firm Fixed Price, Time and Materials, and Cost Reimbursement elements for travel will be issued in accordance with FAR 16.5. All work will be ordered through the issuance of Task Orders.

At the time of award of the IDIQ contracts, the Government contemplates concurrently awarding the first two Task Orders. The Statements of Work, Instructions, and Evaluation Criteria for these two (2) task orders are included with this solicitation (see Attachment J.13, Traffic Records Assessments and Support and Attachment J.14, Technical Assistance GO Team). Offerors may choose to submit proposals for one or both of the Task Orders; however, it is not required that offerors submit task order proposals in order to be considered for the base contract award.

B.2 OBLIGATION SUMMARY

Minimum Obligation of the Government. The minimum guaranteed obligation of this

IDIQ contract is the cost of attending the kickoff meeting for this IDIQ contract see section C.4.1 KICK OFF MEETING, which should be no more than $3,000 for travel to DOT

HQ

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.

Base Period (12 months) TBD Option Period One (12 months) TBD Option Period Two (12 months) TBD Option Period Three (12 months) TBD Option Period Four (12 months) TBD

Option Period Five (6 months) 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 or awarded Task Orders can be incurred before receipt of a fully-executed Contract or Task Order or specific written authorization from the Contracting Officer.

B.3 DEFINITIONS

B.3.1 LOADED FIXED LABOR RATES

Loaded Fixed Labor Rates are composed of the hourly rates to an individual within a specific Labor Category (plus merit and/or cost of living increases, if applicable) plus indirect costs such as Fringe Benefits, Overhead, Facilities Capital Cost of Money (FCCM), General and Administrative (G&A), and Fee or Profit.

B.3.2 LABOR CATEGORIES

The following list includes labor categories deemed by the Government necessary to fill the various contractor staff positions for the work. Upon award, the Government may revise the list or labor category descriptions to include additional categories proposed during the solicitation phase.

Program Manager

The Program Manager is responsible for overseeing all work performed under the Contract. The Program Manager has oversight of all projects (i.e.

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 Task Order (i.e., 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 (Attachment 1). The Assessor must have experience in at least one of the following 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 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 for an on-line educational course 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 of State Traffic Records Assessment Program (STRAP)/TRIPRS and identifying any technical issues that impact the assessments conducted in STRAP (Traffic Records, CDIPs, Pedestrian and Bicycle safety assessments, and any new assessment developed within STRAP). 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.4 PRICE SCHEDULE

B.4.1 MINIMUM REQUIREMENT

CLIN Fixed Price Category Firm Fixed Price

1000 Kick-off Meeting

B.4.1.1 BASE PERIOD – from Award Date through twelve (12) months thereafter

The Offeror may propose additional labor categories it considers necessary to perform the effort.

CLIN Labor Categories

FFP Hourly Rates

Fully Loaded, applies to FFP Task Orders

T&M Fixed Hourly Rates

Fully Loaded, applies to T&M

Orders

CPFF

Hourly Rates

Unloaded, applies to CPFF

Orders

Overtime Fixed

Loaded Labor Rates

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

B.4.1.1 Price Schedule (Continued)

Other Labor Categories (If Applicable)

Subcontract Labor (If Applicable)

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

FFP

Hourly Rates Fully

Loaded, applies to FFP Task

Orders

T&M Fixed Hourly Rates

Fully Loaded, applies to

T&M Orders

CPFF

Hourly Rates

Unloaded, applies to

CPFF Orders

Overtime Fixed

Loaded Labor Rates

0010 $ $ $ $ 0011 $ $ $ $ 0012 $ $ $ $ 0013 $ $ $ $ 0014 $ $ $ $ 0015 $ $ $ $ 0016 $ $ $ $ 0017 $ $ $ $ 0018 $ $ $ $

CLIN Labor Categories

*FFP Hourly Rates

Fully Loaded, applies to FFP Task Orders

*T&M Fixed Hourly Rates

Fully Loaded, applies to T&M

Orders

*CPFF

Hourly Rates

Fully Loaded, applies to CPFF

Orders

Overtime Fixed Loaded Labor

Rates

0019 $ $ $ $ 0020 $ $ $ $ 0021 $ $ $ $ 0022 $ $ $ $ 0023 $ $ $ $

Contractor’s Indirect applies to ODCs/Travel (If Applicable)

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

Other Direct Costs Estimated Cost 0024 Travel, Materials, etc Reimbursable

B.4.1.2 OPTION PERIOD ONE –12 Months- From the end of the Base Period through twelve (12) months thereafter.

Option Period 1 (Contract Year 2) Ceiling Amount $TBD at award.

HOURLY LABOR RATES

FFP

Hourly Rates

Fully Loaded, applies to FFP Task Orders

T&M Fixed Hourly Rates

Fully Loaded, applies to

T&M Orders

CPFF

Hourly Rates

Unloaded, applies to

CPFF Orders

Overtime Fixed

Loaded Labor Rates

0025 Program Manager

0026 Project Manager

0027 Project Assistant

0028 Assessment Facilitator

0029 Administrative Support

0030 Assessor $ $ $ $ 0031 Subject Matter

Expert

0032 Technical Writer

0033 Systems Analyst

CLIN Labor Categories

FFP

Hourly Rates

Fully Loaded, applies to FFP Task Orders

T&M Fixed Hourly Rates

Fully Loaded, applies to

T&M Orders

CPFF

Hourly Rates

Unloaded, applies to

CPFF Orders

Overtime Fixed

Loaded Labor Rates

0034 $ $ $ $ 0035 $ $ $ $ 0036 $ $ $ $ 0037 $ $ $ $

0038 $ $ $ $ 0039 $ $ $ $ 0040 $ $ $ $ 0041 $ $ $ $

CLIN Labor Categories

*FFP Hourly Rates

Fully Loaded, applies to FFP Task Orders

*T&M Fixed Hourly Rates

Fully Loaded, applies to T&M

Orders

Overtime Fixed Loaded Labor Rates

0042 $ $ $ 0043 $ $ $ 0044 $ $ $ 0045 $ $ $ 0046 $ $ $

0047 Travel, Materials, etc Reimbursable

B.4.1.3. OPTION PERIOD TWO – 12 Months- From the end of Option Period One through twelve (12) months thereafter.

Option Period 2 (Contract Year 3) Ceiling Amount $TBD at award.

FFP

Hourly Rates

Fully Loaded, applies to FFP Task Orders

T&M Fixed Hourly Rates

Fully Loaded, applies to

T&M Orders

CPFF

Hourly Rates

Unloaded, applies to

CPFF Orders

Overtime Fixed

Loaded Labor Rates

0048 Program Manager

0049 Project Manager

0050 Project Assistant

0051 Assessment Facilitator

0052 Administrative Support

0053 Assessor $ $ $ $ 0054 Subject Matter

Expert

0055 Technical Writer

0056 Systems Analyst

CLIN Labor Categories

FFP

Hourly Rates

Fully Loaded, applies to FFP Task Orders

T&M Fixed Hourly Rates

Fully Loaded, applies to

T&M Orders

CPFF

Hourly Rates

Unloaded, applies to

CPFF Orders

Overtime Fixed

Loaded Labor Rates

0057 $ $ $ $ 0058 $ $ $ $ 0059 $ $ $ $ 0060 $ $ $ $

0061 $ $ $ $ 0062 $ $ $ $ 0063 $ $ $ $ 0064 $ $ $ $

CLIN Labor Categories

*FFP Hourly Rates

Fully Loaded, applies to FFP Task Orders

*T&M Fixed Hourly Rates

Fully Loaded, applies to T&M

Orders

Overtime Fixed Loaded Labor Rates

0065 $ $ $ 0066 $ $ $ 0067 $ $ $ 0068 $ $ $ 0069 $ $ $

0070 Travel, Materials, etc Reimbursable

B.4.1.4 OPTION PERIOD THREE – 12 Months- From the end of Option Period Two through twelve (12) months thereafter.

Option Period 3 (Contract Year 4) Ceiling Amount $TBD at award.

(HOURLY LABOR RATES

FFP

Hourly Rates

Fully Loaded, applies to FFP Task Orders

T&M Fixed Hourly Rates

Fully Loaded, applies to

T&M Orders

CPFF

Hourly Rates

Unloaded, applies to

CPFF Orders

Overtime Fixed

Loaded Labor Rates

0071 Program Manager

0072 Project Manager

0073 Project Assistant

0074 Assessment Facilitator

0075 Administrative Support

0076 Assessor $ $ $ $ 0077 Subject Matter

Expert

0078 Technical Writer

0079 Systems Analyst

CLIN Labor Categories

FFP

Hourly Rates

Fully Loaded, applies to FFP Task Orders

T&M Fixed Hourly Rates

Fully Loaded, applies to

T&M Orders

CPFF

Hourly Rates

Unloaded, applies to

CPFF Orders

Overtime Fixed

Loaded Labor Rates

0080 $ $ $ $ 0081 $ $ $ $ 0082 $ $ $ $ 0083 $ $ $ $

0084 $ $ $ $ 0085 $ $ $ $ 0086 $ $ $ $ 0087 $ $ $ $

CLIN Labor Categories

*FFP Hourly Rates

Fully Loaded, applies to FFP Task Orders

*T&M Fixed Hourly Rates

Fully Loaded, applies to T&M

Orders

Overtime Fixed Loaded Labor Rates

0088 $ $ $ 0089 $ $ $ 0090 $ $ $ 0091 $ $ $ 0092 $ $ $

0093 Travel, Materials, etc Reimbursable

B.4.1.5 OPTION PERIOD FOUR – 12 Months- From the end of Option Period Three through twelve (12) months thereafter.

Option Period 4 (Contract Year 5) Ceiling Amount $TBD at award.

FFP

Hourly Rates

Fully Loaded, applies to FFP Task Orders

T&M Fixed Hourly Rates

Fully Loaded, applies to

T&M Orders

CPFF

Hourly Rates

Unloaded, applies to

CPFF Orders

Overtime Fixed

Loaded Labor Rates

0094 Program Manager

0095 Project Manager

0096 Project Assistant

0097 Assessment Facilitator

0098 Administrative Support

0099 Assessor $ $ $ $ 0100 Subject Matter

Expert

0101 Technical Writer

0102 Systems Analyst

CLIN Labor Categories

FFP

Hourly Rates

Fully Loaded, applies to FFP Task Orders

T&M Fixed Hourly Rates

Fully Loaded, applies to

T&M Orders

CPFF

Hourly Rates

Unloaded, applies to

CPFF Orders

Overtime Fixed

Loaded Labor Rates

0103 $ $ $ $ 0104 $ $ $ $ 0105 $ $ $ $ 0106 $ $ $ $

0107 $ $ $ $ 0108 $ $ $ $ 0109 $ $ $ $ 0110 $ $ $ $

CLIN Labor Categories

*FFP Hourly Rates

Fully Loaded, applies to FFP Task Orders

*T&M Fixed Hourly Rates

Fully Loaded, applies to T&M

Orders

Overtime Fixed Loaded Labor Rates

0111 $ $ $ 0112 $ $ $ 0113 $ $ $ 0114 $ $ $ 0115 $ $ $

0116 Travel, Materials, etc Reimbursable

B.4.1.6 OPTION PERIOD FIVE – Six (6) Months- From the end of Option Period Four through six (6) months thereafter.

FAR 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 under B.4.1.5, Price Schedule – Option Period 4 (Contract Year 5).

These rates may be adjusted (i.e., from the rates proposed under B.4.1.5, Price Schedule – Option Period 4 (Contract Year 5) only as a result of revisions to prevailing labor rates provided by the Secretary of Labor.

Option Year 4 (Contract Year 5) Ceiling Amount $TBD at award.

FFP

Hourly Rates

Fully Loaded, applies to FFP Task Orders

T&M Fixed Hourly Rates

Fully Loaded, applies to

T&M Orders

CPFF

Hourly Rates

Unloaded, applies to

CPFF Orders

Overtime Fixed

Loaded Labor Rates

0117 Program Manager

0118 Project Manager

0119 Project Assistant

0120 Assessment Facilitator

0121 Administrative Support

0122 Assessor $ $ $ $ 0123 Subject Matter

Expert

0124 Technical Writer

0125 Systems

End of Section B)

Categories

FFP

Hourly Rates

Fully Loaded, applies to FFP Task Orders

T&M Fixed Hourly Rates

Fully Loaded, applies to

T&M Orders

CPFF

Hourly Rates

Unloaded, applies to

CPFF Orders

Overtime Fixed

Loaded Labor Rates

0126 $ $ $ $ 0127 $ $ $ $ 0128 $ $ $ $ 0129 $ $ $ $ 0130 $ $ $ $ 0131 $ $ $ $ 0132 $ $ $ $ 0133 $ $ $ $

CLIN Labor Categories

*FFP Hourly Rates

Fully Loaded, applies to FFP Task Orders

*T&M Fixed Hourly Rates

Fully Loaded, applies to T&M

Orders

Overtime Fixed Loaded Labor Rates

0134 $ $ $ 0135 $ $ $ 0136 $ $ $ 0137 $ $ $ 0138 $ $ $

0139 Travel, Materials, etc Reimbursable

SECTION C - DESCRIPTION, SPECIFICATION, WORK STATEMENT

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 d ependent 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 has continued to support the development of State traffic records systems through many venues, including conducting assessments of States’ traffic records systems, the crash data improvement program, the annual International Forum on Traffic Records and Highway Safety Information, technical assistance provided through Go Team program, and maintaining the Model Minimum Uniform Crash Criteria (MMUCCC) guidelines and helping States to adopt this standard by measuring their alignment to MMUCC.

C.2 PURPOSE

The purpose of this contract is to provide technical support to NHTSA’s Traffic Records program. This support will be provided through Task Orders issued under “Assessments” (Task C.5.1) or “Technical Outreach” (Task C.5.2).

C.3 OBJECTIVES

The contract objectives include, but are not limited to the following:

(1) Assessing state traffic records 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 States use to participate in traffic records assessments, the crash data improvement program and the pedestrian and bicycle safety assessments.

C.4 SPECIFIC CONTRACT REQUIREMENT

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 contract objectives, the contract administration and the ordering procedures for issuing Task Orders.

C.5 POTENTIAL DELIVERY AND TASK ORDER ACTITIVITES/REQUIREMENTS

During the Contract, the Government will issue Task Orders covering the work areas described below. The Contractor is only required to perform task orders that are issued in accordance with Section G.10, Task Order Ordering Procedures.

C.5.1 ASSESSMENTS

The core deliverable 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.1). The Contractor shall deploy a group of subject matter experts to rate 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 on-line using the STRAP module of the TRIPRS. The assessment procedures are described further in Procedures Manual for State Traffic Records Assessments, October 2018 (See Attachment J.2).

C.5.2 TECHNICAL OUTREACH

The Contractor shall assist NHTSA to address specific technical problems that the State has identified and requested assistance from a NHTSA GO Team. (See GO Teams:

Technical Assistance for Traffic Records Systems, Attachment J.4 & NHTSA GO Teams:

Training & Technical Assistance Attachment J.5). In conjunction with NHTSA and the States, the Contractor shall analyze State requests for assistance and identify and deploy a group of subject matter experts to address specific technical problems.

The scope of GO Team technical assistance can include, but not be 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.

C.5.3 TRAINING

The Contractor shall assist NHTSA by providing training to help State safety data users and managers improve the component traffic records systems. The Contractor shall provide updated entry level training materials for NHTSA’s Traffic Records on-line self-guided tutorials that provides an introduction to the crash, driver, vehicle, roadway, citation and adjudication, and injury surveillance data systems and the management of these systems.

In addition, the Contractor shall provide training to States on how to use the Traffic Records Improvement Program Reporting System (TRIPRS) to participate in traffic records assessments on line via the State Traffic Records Assessment Process (STRAP) module.

At the intermediate level, the Contractor shall provide technical assistance to train state personnel on topics that the State has identified as important and for which they have requested assistance from NHTSA.

C.5.4 RESEARCH

The Contractor shall provide traffic records research as required. Research shall include 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 STRAP SUPER-USER SUPPORT

The Contractor shall provide IT user support for the Traffic Records Improvement Program Reporting System (TRIPRS), which is used to conduct traffic records assessments. The Contractor shall be a “super-user” of the TRIPRS system and have the ability to use advanced features of the program that are beyond the abilities of "normal" users. Specifically, the Contractor shall provide user support and help for States using TRIPRS to participate in the traffic records assessment, Crash Data Improvement program and Pedestrian and Bicycle Safety Program assessments, which are submodules of TRIPRS. The Contractor shall be responsible for following all applicable TRIPRS processes including those that apply to conducting assessments as outlined in the attached documents: Procedures Manual for State Traffic Records Assessments October

2018 (See Attachment J.2), State Traffic Records Assessment Program (STRAP) Assessor/Module Leader System User Manual, (See Attachment J.6), State Traffic Records Assessment Program (STRAP) Assessment Facilitator System User Manual, Attachment (See Attachment J.7), State Traffic Records Assessment Program (STRAP) Region Coordinator – System User Manual (See Attachment J.8), and State Traffic Records Assessment Program (STRAP) NHTSA Headquarters – System User Manual, (See Attachment J.9). The Contractor shall provide training and support to NHTSA and the States and Territories that participate in a NHTSA assessment using TRIPRS. The Contractor shall have an understanding of Oracle databases, including querying and implementing the database as well as an understanding of the collection, management and analysis of traffic records data.

(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.

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 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.2.1 and D.2.2 above. In some cases, the contractor may be required to develop graphics. In these cases, the Contractor shall use only software approved by the U.S. Government Printing Office (e.g., Adobe Illustrator.)

b. Photographs – When photos are used in Agency publications, the Office of

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

NOTE: If a photograph is supplied by an outside source (contractor, grantee, national organization, etc.), a release form must accompany the photo indicating that the human subjects in the photo authorize NHTSA to use the photo in its publications and on its Internet site. The contractor 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 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

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

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 MATERIALS AND LABOR HOUR (MAY

2001)

E.2 INSPECTION AND/OR ACCEPTANCE

The Contracting Officer's Representative (COR) as designated in this contract will be responsible for monitoring overall performance under this contract. The Contracting Officer's Representative, Task Order, or "COR(TO)," as designated in each Task Order, will be responsible for performing the inspection of all supplies or services rendered under the associated Task Order and for recommending acceptance or replacement/correction of services or materials that fail to meet the Task Order requirements.

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

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/these address (es): www.acquisition.gov/

[X] 52.242-15 Stop Work Order (AUG 1989) [X] 52.242-17 Government Delay of Work (APR 1984) [X] 52.247-34 F.O.B. Destination (NOV 1991)

F.2 PERIOD OF PERFORMANCE

All work and services required hereunder shall not exceed sixty-six (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.3 DELIVERABLES / MILESTONES

a. Deliverables/Milestone Schedule:

The following Deliverable/Milestone schedule applies to this Contract:

Item No.

Deliverables (D) / Milestones (M)

Due Date

1 Kickoff Meeting (M) 2 Weeks 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

b. Method of Delivery

All deliverable items shall be sent by electronic mail to the COR and COR(TO) at the address provided in Section G.8, below, or as otherwise specified in each Task Order.

F.4 BRIEFING/MEETINGS AND REPORTING REQUIREMENTS

a. Meetings, conferences, and conference calls between NHTSA and the Contractor will be required during term of the Contract. The frequency will be specified in each Task Order.

b. Task Order Progress Reports - Task Order Progress Report requirements will be specified in each Task Order.

c. Task Order Final Report/End Product - The Task Order Final Report and/or End

Product requirements will be specified in each Task Order.

(End of Section F)

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

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

G.2 INDIRECT COST RATES (Applicable to Cost 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 Benefit

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

RATE TYPE RATE BASE EFFECTIVE PERIOD

b. Overhead

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

c. General and Administrative (G&A)

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

NOTE:

a. applied to:

b. applied to:

c. applied to:

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

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

G.3 BILLING RATES

The 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 ESCALATION RATE

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

G.5 TRAVEL AND PER DIEM RATES

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

The Contractor shall obtain COR/CO approval before scheduling any travel. Travel and Per Diem authorized under this contract shall be reimbursed in accordance with the Government Travel Regulations currently in effect.

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

G.6 SUBCONTRACTS - ADVANCE NOTIFICATION AND CONSENT

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

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

G.7 SUBMISSION OF INVOICES

a. The Contractor shall email invoices to:

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

The Contractor is responsible for ensuring the legibility of the PDF image. Illegible copies may be returned to the Contractor for re-scanning and may result in payment delays.

b. Alternatively, the Contractor may mail one original copy of the invoice to the following address:

DOT/NHTSA

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

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

b. The following data shall be included in invoices to be considered proper for payment:

1). Name and address of the Contractor.

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

3). Timeframe covered by the invoice.

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

4). NHTSA Contract number. TBD

5). NHTSA Contracting Officer’s Name. TBD

6). NHTSA Contract Specialist’s Name. TBD

7). NHTSA Contracting Officer’s Representative’s, name. TBD

8). 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 profit and 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.

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

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

11). To be acceptable for payment, each invoice must contain the following certification:

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

G.8 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

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

The following individual has been designated as this Contract’s COR:

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

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

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

G.8.1 Alternate COR

In the event that the COR of record (identified in G.8 above) is unavailable for a period of time during which the Contractor requires technical guidance or during which other COR duties must be fulfilled, then the person identified below has been designated by the NHTSA Contracting Officer to perform those duties as the Alternate COR.

G.8.2 COR Task Order (TO)

The performance of the work required under a Task Order shall be subject to the technical review of a Contracting Officer’s Representative/Task Order (COR (TO)).

a. Designation of COR (TO). The Contracting Officer will designate a technical representative to assist in monitoring the work under specific Task Orders. The COR (TO) serves as the technical liaison with the Contractor for the specific Task Order to which they are assigned in Section G of the Task Order. The COR (TO) is not authorized to change the scope of work or specifications of the Task Order as stated in the contract, to make any commitments or otherwise obligate the Government, or to authorize any changes which affect the Task Order price, delivery schedule, period of performance or other terms or conditions.

b. In the event any technical direction offered by the COR (TO) is interpreted by the Contractor to be outside of this Contract or a specific Task Order, 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 or Task Order 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 Contract or Task Order 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.8.3 Alternate Contracting Officer’s Representative, Task Order, “ACOR (TO)”

The Contracting Officer may also designate an Alternate COR (ACOR (TO)) for each Task Order. This individual would have the same authority and responsibilities as the COR (TO), but only when the COR (TO) is not available to perform those duties. If an ACOR (TO) is designated, the individual will be identified in each awarded Task Order.

G.9 TAR 1252.237-73 KEY PERSONNEL (APRIL 2005)

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

(b) Before removing, replacing, or diverting any of the specified individuals, the

Contractor shall notify the Contracting Officer, in writing, before the change becomes effective. The Contractor shall submit information to support the proposed action to enable the Contracting Officer to evaluate the potential impact of the change on the Contract. The Contractor shall not remove or replace personnel under this Contract until the Contracting Officer approves the change.

The Key Personnel under this Contract are:

G.10 TASK ORDERS ORDERING PROCEDURES

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

G.10.1 Ordering Via Task Orders

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

b. The evaluation criteria and method will be Task Order specific and contained in the Task Order RFP.

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

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

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

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

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

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

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

4. *Travel, equipment and materials estimates.

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

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

* For any Other Direct…