RFP 693JJ921R000018 CRSS Sampling.pdf

693JJ921R000018

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

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C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

(Date)(Hour) local timeuntildepository located in copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

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M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

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SEC. DESCRIPTION PAGE(S) (X) DESCRIPTION SEC. (X)

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the

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

693JJ919RQ00069003/05/2021

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693JJ9

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

Washington DC 20590

1600 ES 04/05/2021

TAYE TEBO 202

taye.tebo.ctr@dot.gov

366-0498

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PAGE(S)

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 3-5

6-24 25-26 28-30 31-35 36-47

48-52

54-67

68-77

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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

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CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

693JJ921R000018

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

TITLE: Crash Report Sampling System

(CRSS)Sampling Operations.

This Request for Proposal (RFP) is issued to acquire services to operate the CRSS Sampling operations to include PCR collection, listing and sampling and quality control activities for the United States Department of

Transportation (U.S.DOT), National Highway

Traffic Safety Administration (NHTSA)

The government invites Offerors to submit a proposal for the Crash Report Sampling System

(CRSS) Operations requirement.

Delivery Location Code: DOT/NHTSA

DOT/NHTSA

1200 New Jersey Ave SE

Washington DC 20590 USA

00001 Crash Report Sampling System (CRSS) Sampling

Operations

Base Year

(Option Line Item)

(None)

00002 Crash Report Sampling System (CRSS) Sampling

Operations

Option Year 01

(Option Line Item)

(None)

00003 Crash Report Sampling System (CRSS) Sampling

Operations

Option Year 02

(Option Line Item)

(None)

00004 Crash Report Sampling System (CRSS) Sampling

Operations

Option Year 03

(Option Line Item)

(None)

00005 Crash Report Sampling System (CRSS) Sampling

Operations

Continued ...

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

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CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

693JJ921R000018

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

Option Year 04

(Option Line Item)

(None)

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

Request for Proposal: 693JJ921R000018 Title: CRSS Sampling Operations

PART I – THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

The Contractor shall furnish the necessary qualified personnel, facilities, materials, supplies, equipment, and services to execute a Cost Plus Fixed-Fee or Cost (No-Fee) Contract in accordance with the Statement of Work, Section C, and other terms and conditions of this contract.

B.1.1 CONTRACT TYPE

The Government anticipates award of one severable Cost-Plus Fixed Fee (CPFF) or Cost (no fee) contract as a result of this solicitation.

B.1.2 CONTRACT TERM

The term will be a base period of twelve (12) months from the effective date of award including four (4) twelve (12) month option periods and a 6-month option of the Government’s right to extend services for a total performance period of sixty-six (66) months; if exercised.

B.2 Estimated Total Cost

The Estimated Total Cost Not-to-Exceed (NTE) ceiling amount for this Contract is as follows:

Estimated Cost: $________________________

Fixed Fee: $________________________ Total Cost Plus Fixed Fee: $________________________

Of this amount, $TBD at award is currently available and is estimated to defray the costs of performance from the effective date of award through TBD or the end of performance of the Contract.

The Contracting Officer may increase the current amount of Federal funds at any time, subject to available appropriations, without concurrence from the Contractor. The Contractor shall not incur costs to be charged to NHTSA, nor shall NHTSA be obligated to reimburse the Contractor in excess of the Federal funds available under this Contract.

B.3 PRICE SCHEDULE

B.3.1 PRICE/COST SCHEDULE

Period of Performance Direct Costs

Indirect Rate X%

Fixed Fee X%

Total Costs

Base Period Contract Year 1

TBD

Option Period 1 Contract Year 2

Option Period 2 Contract Year 3

Option Period 3 Contract Year 4

Option Period 4 Contract Year 5

Option Period 5 Contract Year 6 (6-months)

Total Estimated Costs

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

B.4 LABOR CATEGORIES

• PROJECT MANAGER (PM) – Responsible for the overall supervision, planning and preparation and completion of the requirements awarded under this contract. Shall organize and monitor the Contractor’s staff performance to provide optimum sampling and quality control activities. Maintains the contract’s budget and coordinates with the NHTSA/COR (Contracting Officer’s Representative). The Contractor’s Program Manager should be at a supervisory level and an integral part of the overall management of the effort.

• ADMINISTRATIVE STAFF - Shall perform office administration functions which will also including typing, copying, scanning and reception. Must exhibit good verbal/written communication skills with attention to detail and accuracy. Responsible for various office support tasks including but not limited to maintaining employee hours per subtask, making employee travel arrangements and processing employee security onboarding process.

Assists the Program Manager in managing the office environment.

• SAMPLING COORDINATOR – Responsible for providing the technical supervision of sampling operations. Will develop and implement processes for accurate, timely and efficient sampling protocols. Monitors listing productivity and coordinates with the quality control staff to identify and remedy sampling quality control anomalies. Shall have excellent communication skills to engage and support the staff.

• COOPERATION LIASON – Will coordinate with State and local police agencies to obtain access to crash report data. The Cooperation Liaison should have experience with coordinating meetings to disseminate information, engagement and persuasion of decision makers, and presentation skills that will introduce and explain the importance of CRSS participation. The Cooperation Liaison should have effective oral and written communication skills.

• QUALITY CONTROL STAFF – Assesses the quality and efficiency of CRSS and NTS sampling. Provides timely feedback to the Sampling Coordinator and Samplers related to quality control findings. Provides additional support to the Sampling Coordinator. Ability to synthesize ANSI-D16 and the CRSS Sampling Manual instructions and apply the principles to assess the quality of the sampling operation. Devises a quality control plan that will monitor, investigate and remedy listing and sampling anomalies.

• SAMPLERS - Responsible for the review, interpretation and applying the listing instructions to sample CRSS and NTS PCRs from various states and PSUs. After completion of sampling training, Samplers will have a thorough understanding of the CRSS and NTS crash data collection programs and be able to understand information from various States crash report formats. Samplers will also be responsible for the physical retrieval and/or electronic retrieval of crash reports from the sampling sites. Shall be able to perform in a team environment and collaborate and effectively communicate with.

(End of Section B)

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 BACKGROUND

The National Highway Traffic Safety Administration (NHTSA) is charged with the responsibility of reducing the personal and property losses resulting from motor vehicle crashes. Many sources of information are needed to permit researchers to adequately measure the characteristics of the highway safety environment. NHTSA data are essential to reducing the human and economic cost of motor vehicle crashes. NHTSA’s various data systems are the only source of real-world crash data for conducting basic research, identifying problem areas, developing effective countermeasures, identifying program and rulemaking needs, developing and evaluating programs, rules, and standards, evaluating new technologies, and providing information to accurately assess and allocate grants for reducing crashes.

This statement of work applies to the record-based data collection, the Crash Report Sampling System (CRSS). CRSS is a sample of police reported crashes involving motor vehicles, pedestrians, and cyclists, ranging from property-damage-only crashes to those that result in fatalities. NHTSA, and other stakeholders, use CRSS to make motor vehicle crash estimates, identify highway safety problem areas, measure safety trends, drive consumer information initiatives, and provide data for cost and benefit analyses of highway safety initiatives and regulations.

CRSS obtains its data from a nationally representative probability sample selected from the estimated 5 to 7 million police-reported crashes that occur annually. By focusing attention on police-reported crashes, CRSS concentrates on those crashes of greatest concern to the highway safety community and the public.

The CRSS has three stratification stages: 1) Primary Sampling Unit (PSU), 2) Police Jurisdiction (PJ) and 3) Police Crash Report (PCR). At the first stage, the CRSS PSU sample, is 3,117 counties in the country were grouped into 707 primary sampling units (PSU). A CRSS PSU is either a county or a group of counties. The 707 PSUs in the PSU frame were stratified into 50 strata by the four Census regions, urbanicity, vehicle miles traveled, total number of crashes, total truck miles traveled, and road miles. First, 101 PSUs were selected using a stratified probability proportional to size (PPS) sampling method. Then a sequence of sub-samples was selected from the original 101 PSU sample and strata were collapsed if necessary. This produced a sequence of nested PSU samples with different sample sizes selected from the collapsed strata. This sequence of nested PSU samples provides NHTSA flexibility to change and scale the PSU sample size in the future without reselecting the sample. Therefore, the final PSU sample was the result of a multiphase sampling mechanism in which the PSU selection probability is still approximately PPS. Sixty (60) PSUs were selected from 24 PSU strata as noted in Table 1.

The second stage, the PJ Sample, comprises police jurisdictions (PJs) or groups of police jurisdictions. Within each selected PSU, PJs were stratified into three strata by their measure of size (MOS) which is a combination of crash counts in six categories of interest. A Pareto sampling method was used to select PJ samples from each PJ strata. This method produces overlapping samples when the sample is reselected. This method reduces the potential of changes to the existing PJ sample when a new PJ sample must be selected because of PJ frame changes. The PJ inclusion probability under Pareto sampling is approximately PPS.

The third and final stage, the PCR Sample, is the police crash reports. The CRSS Samplers obtain police crash reports from each selected PJ. During each collection, all new police crash reports accumulated since the last collection are sequentially stratified into ten (10) police crash report strata (see Table 2). These 10 strata were formed based on the results of NHTSA’s internal and public data needs assessments. From each stratum, a systematic sampling method is used to select the police crash reported sample. The sampling intervals are determined in such a way that the final weights are approximately equal for all the police crash reports in the same stratum with the aim of reducing the sampling variance for the domain estimates. The target annual sample size is approximately 57,000 PCRs.

There is another contract, the Crash Report Sampling System (CRSS) Coding Resource Center, which is responsible for coding the selected CRSS cases. CRSS Coders are trained data entry personnel who interpret and code directly from the crash reports into the CRSS Records Based Information System (RBIS). Approximately 120 data elements are coded. Both during and after coding, quality control processes are performed on the data to ensure validity and consistency with the FARS/CRSS coding and validation manual guidance. Once coding is completed for all the selected cases, CRSS data files and coding documentation are provided to the public.

This Contract provides support for the third stage, CRSS Sampling Operations that includes but is not limited to PCR collection, listing, sampling and quality control activities for the Crash Report Sampling System (CRSS) PSUs listed in Table 1.

PSU Name PCR Access Method Total Crashes

Total Crashes (sub-listing)

Cherokee/Gregg/Rusk, TX Electronic Data Transfer 4,670 4,670

Maricopa, AZ State Website 56,568 13,334

Franklin/Kennebec/Lincoln, ME Electronic Data Transfer 3,176 3,176

Baca/Bent/Cheyenne/Crowley/Kiowa/Kit Carson/Lincoln/Otero/Prowers/Pueblo, CO Mixed Methods 3,644 2,527

Middlesex, MA State Website 10,419 8,447

Carroll/Mahoning/Stark, OH Electronic Data Transfer 16,356 16,356 BonHomme/Brookings/Clark/Clay/Codington/Day/Deuel/Grant/Hamlin/Hanson/Hutchinso n/Kingsbury/Lake/Lincoln/Mccook/Marshall/Miner/Minnehaha/Moody/Roberrts/Turner/U nion/Yankton, SD

Electronic Data Transfer 10,420 3,564

Orange, CA Mixed Methods 16,490 9,793

Crawford/Macon/Monroe/Peach/Schley/Sumter/Talbot/Taylor/Upson, GA State Website 2,243 2,243 Appanoose/Clarke/Davis/Decatur/DesMoines/Henry/Jefferson/Lee/Louisa/Lucas/Monroe /Ringgold/Union/Van Buren/Wapello/Wayne, IA

Electronic Data Transfer 6,092 6,092

Miami-Dade, FL Electronic Data Transfer 143,752 28,750

Bennington/Rutland/Windham/Windsor, VT State Website 1,949 1,949

Lake, IL State Website 5,271 5,271

Barrow/Gwinnett, GA State Website 31,851 31,851

Livingston/Monroe/Ontario/Wayne, NY State Website 9,282 5,608

New York, NY State Website 17,975 10,169

San Bernardino, CA Mixed Methods 15,320 5,827

San Benito/Santa Clara, CA Mixed Methods 13,918 4,375

Dallas/Ellis/Kaufman, TX Electronic Data Transfer 38,180 7,636

Limestone/Madison, AL PCR Feed to PARSE 11,861 11,861

Broward, FL Electronic Data Transfer 83,932 25,180

Nassau, NY State Website 26,727 13,763

Alcona/Arenac/Bay/Huron/Iosco/Oscoda/Sanilac/Tuscola, MI State Website 62,273 62,273

Caddo/Comanche/Greer/Harmon/Jackson/Kiowa/Washita, OK State Website 4,094 4,094

Kings, NY State Website 15,147 9,869

Cattaraugus/Chautauqua, NY State Website 2,058 2,058

Franklin/Johnston/Wake, NC State Website 31,596 16,425

Box Elder/Cache/Rich, UT Electronic Data Transfer 3,597 3,597

Los Angeles, CA Mixed Methods 116,508 12,426

Allegheny/Fayette/Washington, PA State Website 5,058 2,847

La Paz/Yuma, AZ State Website 2,743 2,743

Cannon/Cheatham/Dickson/Hickman/Robertson/Rutherford/Williamson, TN Electronic Data Transfer 15,542 15,542

Greene/Hale/Perry/Sumter/Tuscaloosa, AL PCR Feed to PARSE 7,575 7,575

Clark/Coles/Crawford/Edgar/Vermilion, IL State Website 1,592 1,592

Bradford/Lycoming/Tioga, PA State Website 2,114 2,114

Jefferson/Orleans/Plaquemines/Saint Bernard/Saint Tammany, LA State Website 23,407 10,421

Armstrong/Westmoreland, PA State Website 1,552 1,552

Grundy/Will, IL State Website 10,764 10,764

Hillsborough, FL Electronic Data Transfer 37,492 18,746

Catoosa/Dade/Walker, GA State Website 3,235 3,235

Franklin, OH Electronic Data Transfer 33,569 33,569

Columbia/Dane/Iowa, WI Electronic Data Transfer 10,091 10,091

Allegany/Garrett/Washington, MD Electronic Data Transfer 3,696 3,696

Boulder/Clear Creek/Gilpin/Larimer, CO Mixed Methods 9,400 6,254

Chisago/Isanti/Ramsey/Washington, MN PCR Feed to PARSE 9,818 9,818

Acadia/Allen/Beauregard/Evangeline/Jefferson Davis, LA State Website 2,427 2,427

Burlington, NJ State FTP site 4,016 4,016

Suffolk, NY State Website 24,670 10,259

San Joaquin, CA Mixed Methods 8,340 8,340

Sacramento, CA Mixed Methods 16,999 6,643

Chattooga/Floyd/Gordon/Polk/Whitfield, GA State Website 7,338 7,338

Cocke/Jefferson/Sevier, TN Electronic Data Transfer 5,126 5,126

Collier/Lee, FL Electronic Data Transfer 33,780 16,890

Creek/Lincoln/Logan/Okmulgee/Osage/Pawnee/Rogers/Tulsa/Wagoner, OK State Website 14,698 4,944

Crawford/Hardin/Marion/Wyandot, OH Electronic Data Transfer 3,942 3,942

Gloucester/Henrico/King and Queen/King William/Mathews/New Kent/Richmond City, VA Electronic Data Transfer 12,994 12,994

Fayette/Shelby/Tipton, TN Electronic Data Transfer 30,641 15,321

1 107 988 571 980

Glossary of Terms and Abbreviations

Abbreviation Definition ACOR Alternate Contracting Officer’s Representative (Contract) ANSI D16 American National Standard Institute D16 CAP Contractor Acquired Property CDAN Crash Data Acquisition Network CO Contracting Officer COR (TO) Contracting Officer’s Representative (Contract) CRSS Crash Report Sampling System DMV Department of Motor Vehicles DOT Department of Transportation EDT Electronic Data Transfer FAR Federal Acquisition Regulation GFE Government Furnished Equipment MOS Measure of Size LMY Late Model Year MOU Memorandum of Understanding MMUCC Model Minimum Uniform Crash Criteria MY Model Year NCSA National Center for Statistics and Analysis NHTSA National Highway Traffic Safety Administration NLMY Non-Late Model Year NTS Non-Traffic Surveillance OCIO Office of the Chief Information Officer PARSE Police Accident Reporting System Engine PCR Police Crash Report PII Personally Identifiable Information PIV Personal Identification Verification PSU Primary Sampling Unit PPS Probability Proportion to Size RBIS Records-Based Information Center QC Quality Control SCI Special Crash Investigation SSMD Safety Systems Management Division

C.2 OBJECTIVES

The objective is to provide timely, efficient, and effective support to NHTSA for the Crash Report Sampling System (CRSS). This Statement of Work describes the responsibilities for the CRSS Sampling Operations Resource Center. The activities include the listing and sampling operations of the CRSS PSU locations.

C.3 PURPOSE

The purpose of this Contract is to acquire services to operate the CRSS Sampling operations to include PCR collection, listing and sampling and quality control activities that:

1. Ensure timeliness, accuracy, and consistency among all CRSS Samplers and Quality Control staff; and

2. Ensure proficiency in Police Crash Reports (PCR) collection and sampling activities.

C.4 SPECIFIC REQUIREMENTS

The Contractor shall conduct work according to the following specific requirements.

C.4.1 Project “Kick-off” Meeting

The Contractor shall meet with NHTSA for a two-day meeting for senior Contractor personnel within three (3) weeks after contract award at NHTSA’s headquarters at 1200 New Jersey Avenue, SE, Washington, DC 21590. The Contractor shall present an overview of their management plan, program objectives and quality control procedures to NHTSA personnel. The presentations will be reviewed and approved by the COR prior to the scheduling of the kick-off meeting.

C.4.2 - CRSS Sampling Operations

There are sixty (60) CRSS Primary Sampling Units (PSUs) across thirty (30) States for this data collection effort. This contract covers the responsibility of collecting data from 57 PSUs and 27 States. Three States and PSUs data collection efforts are covered by the States themselves.

However, NHTSA may assign additional PSUs or reduce the PSUs in this contract if the States change their level of effort pertaining to the CRSS data collection effort.

The Contractor shall establish a Records-Based Resource Center responsible for the listing, sampling and quality control activities for CRSS. Estimates for the number of PCRs expected to be listed annually, are covered in Table 1. The majority of the CRSS PSUs are primarily electronic.

However, a few PSUs may include both paper and electronic PCRs. The Contractor shall collect, list and sample, all police-reported traffic crashes for all types of motor vehicle crashes for all CRSS sample police jurisdictions.

The Contractor will receive PCRs from each, with the manner of transmission varying depending on the State or Police Jurisdictions. PCRs may be obtained through one or more of the following means:

1. EDT (Electronic data transfer): Each night NHTSA receives the data for PCRs from the

States and these data are automatically pushed into the CRSS data collection system.

2. State Website: The Contractor will be responsible for logging into a State’s website and retrieving the PCRs electronically.

3. PCR feed to PARSE: PCRs in the form of PDF files are submitted to NHTSA.

4. Secure Email: The Contractor will compose a secure email through the NHTSA DOT Outlook email system to the PJ that will allow the PJ to attach a PCR or batch of PCRs to be uploaded to a link provided in the email. Once the PJ personnel responds to the link, the Contractor shall upload the attached PCRs into PARSE for the specific PJ. The frequency of transmission shall be agreed to by the PJ.

5. Thumb Drive: The Contractor will receive a thumb drive of PCRs from the PJ. The Contractor shall upload the PCRs into PARSE for the specific PJ. The frequency of the receipt of a thumb drive will depend on the time interval that the PJ has agreed upon.

6. Physical Site Visit: The PJ or State Agency allows a CRSS Sampler to physically visit their offices to review crash reports either via paper or electronically based upon an agreed upon schedule.

7. Receipt of Paper PCRs: The Contractor shall receive paper PCRs from the PJ via physical visit or mail carrier services as designated by the PJ when cooperation was established.

The first three data collection methods above are considered electronic. Currently, there are forty-seven (47) PSUs across twenty-four (24) states where crash reports are obtained electronically.

There are three (3) states and ten (10) PSUs where PCR collection has been conducted in the field, via a mixed method collection due to the variety of PCR collection methods of the sample PJs.

States with Field Samplers have an increased level of effort to obtain crash reports, which includes but not limited to travel times to and from the data collection sites (e.g. State offices and local Police Jurisdictions), scanning and photocopying selected PCRs and cooperating with face time with the personnel. The Contractor’s level of effort to access crash reports in options 1 through 5, is minimal. However, options 6 and 7 requires ongoing outreach by the Contractor to obtain crash reports. The Contractor shall establish CRSS PSU operation sites/offices for those CRSS PSUs that do not provide police crash reports (PCRs) electronically and require Field Samplers.

C.4.3 Establish CRSS Sampling Operations Resource Center

No later than four (4) weeks after the Contract award, the Contractor shall establish a facility and/or remote facilities for the CRSS Sampling operations.

Telework/Remote Operations Clause

The Contractor shall submit a telework/remote operation plan which outlines how they will conduct remote operations of subtasks under this contract. The telework plan shall be applicable to routine telework/remote schedules as well as special circumstance (i.e., pandemics, lockdowns, etc.). The plan shall include but not be limited to following:

• Identify each employee and their job title

• Describe each job title responsibilities

• Estimate the impact on productivity if remote (as deemed necessary)

The Contractor shall submit the telework plan to the Contracting Officer for review and approval. The telework/remote operations plan is due two weeks after the completion of hiring the CRSS Sampling Resource Center staff. Contractor staff may not implement its telework plan until it receives the CO’s approval.

Building and Services

The Contractor shall maintain a facility for the CRSS sampling operation for the CRSS and NTS files. The office space shall sufficiently accommodate staff members listing and sampling of Police Crash Reports (PCRs) obtained from the 57 CRSS sites. Alternatively, the Contractor shall have the means to support staff working remotely. The office space shall include a climate-controlled area for computers and other environmentally sensitive hardware that may be required in the future. The office space shall sufficiently accommodate staff members coding, as well the performance of the quality control activities.

In addition, the Contractor shall maintain the following physical and access controls to its facility:

Physical Controls:

1. Facility should have secured access points (doors, windows, and ceilings).

2. Tenant should have control over keys, pin numbers, and access cards to location.

3. There should be restricted shared access with other tenants/landlord.

4. Emergency lighting should be in place throughout the building.

5. Fire/smoke detection devices should be present throughout the building.

6. Environmental controls (temperature, humidity) should be controllable by tenant for the identified space.

7. Pipes should not be located directly over workspaces and or computer hardware such as servers or network equipment.

8. The facility should be in compliance with all local and state code requirements.

9. Deliveries should be made to a secure location within the space or the building.

Packages cannot be left outside or in front of the office door in a publicly accessible space.

Access Control

1. If available, identify any building monitoring devices (CCTV, guards, and sign in logs) and ensure that the space is included under that monitoring; identify facility intrusion alarms and procedures.

2. Building visitor logs must be maintained for up to one calendar year.

3. There must be a controlled entry to the space so that visitors can be properly identified.

Requirements computer network performance shall meet NHTSA’s specifications and will require a dedicated internet connection for desk-based operations. There are two types of network controls, wired and wireless, possible for CRSS program. The followings are the requirements for these two types of network controls. Even though there are two network controls possible, for the sampling operation resource center, we strongly recommend using the wired network connection.

For Wired Network Control:

1. Internet Service Provider (ISP) must be able to provide business-class service to facility

(75mbps download/35mbps upload minimum; 150mbps/65mbps preferred; or approved Telecommunications Exception Condition (TEC) form).

2. Digital Subscriber Line (DSL) not recommended (requires approved TEC form).

3. Internet and telephone line locations must be secured and restricted access only.

4. Cabling within space should not be located within shared (other tenants adjacent) walls.

5. All network cables need to be at least Category 6 or better.

Network cables should be subject to best- practices cable management and not exposed to any environmental hazards.

For Wireless Network Control:

1. If used, local area wireless network must use a minimum of WPA2 (Personal) private key encryption. WPA2 Enterprise is highly recommended where available.

2. Wireless encryption keys must be changed at least once every 60 days.

3. WPS passcode service must be disabled on the wireless router and any connected devices

(range extenders, etc.).

4. SSID must not provide any identifying information such as office # or phrases identifying the nature of the work being performed (aka, “DOT OFFICE #12” or “CDAN”). We recommend that the SSID should be comprised of a random string of alpha- numeric characters.

5. Wireless network must be set to the lowest power which covers the required service area.

Setting the router to max power is NOT recommended and will very likely lead to signal bleed out to unauthorized areas.

The Contractor shall be responsible for installation of communication controls which shall be used for the electronic data entry system. For the field staff, computer communications for mobile operations can be proposed using a combination of WiFi and/or mobile broadband (where applicable). When using public WiFi, no data containing PII shall be transferred via public WiFi. The Contractor shall also be responsible for the installation of high-speed internet and (backup) mobile connectivity.

All communication proposals shall include service providers, service type, internet speed and projected costs for maintaining services on a monthly basis. Sites that cannot meet this communication speed requirement due to services not being available within a set geographic location are to file for approval of an exception using a Telecommunications Exception Condition (TEC) form, which will be provided to the Contractor. Approval of a TEC prior to the establishment of services is required for CRSS sites that cannot meet the minimum Internet speed requirements. If these procedures are not followed, the Contractor shall be responsible for all costs incurred without government authorization.

All computer equipment and software required for work under this contract (whether furnished by the government or purchased by the Contractor using contract funds) shall remain government-owned equipment. The Contractor shall acquire (purchase, rent, lease, or received as Government Furnished Equipment (GFE) or Contractor Acquired Property (CAP)) and maintain the facilities, equipment, and supplies needed to accomplish this work. The Contractor shall consult the COR (TO) before major equipment is acquired to ensure its suitability and best source for supplies. Prior to making any major equipment acquisitions (over $100), the Contractor shall request and receive approval from the Contracting Officer (CO) and the COR (TO). The Contractor shall submit documentation of all contractor acquired property (CAP) and government furnished equipment (GFE) (HS Form 324) 30 days after receiving equipment.

There should be a means to cut power to the electronic systems in emergency situations. The Contractor must be able to use short-term uninterruptible power supplies (UPS) to avoid any data loss.

Crash Data Acquisition Network (CDAN) Information technology hardware will be provided in accordance with existing USDOT IT procurement policies. IT hardware procured on behalf of the Contractor will be maintained and supported by a combination of USDOT resources (5HELP) for hardware and standard software and CDAN support resources (CDAN HelpDesk) for CDAN specific software applications. The Government Furnished Equipment (GFE) obtained through the U.S.

Department of Transportation’s Office of the Chief Information Officer (OCIO)include laptop computers, monitors, docking stations, keyboards and mice. The laptop computers are imaged with the common-Departmental setups and software and these are maintained by USDOT helpdesk. To obtain GFEs, it is required that each contractor will go through the standard DOT contractor on-boarding process. All Contractors will be required to obtain and maintain up-to-date credentials that allow them to operate their issued equipment using a Personal Identification Verification (PIV) card.

All CDAN IT activities shall be performed in the CDAN IT environment. All contractors are required to complete the DOT CyberSecurity Awareness Training each year. The Contractor shall review and acknowledge receipt of the Government Furnished Property (GFP) attachment regarding the scope of maintaining and handling GFE. To perform daily duties, all contractor staff need to use applications developed under CDAN. All contract staff must complete the CDAN Security Training, review and acknowledge the CDAN Rules of Behavior (ROB), and complete the DOT Security Awareness Training (SAT) prior to receiving authorization to access the system. All contractors are also required to complete the CDAN security training and sign the CDAN ROB each year.

Each contractor location shall assign a primary point of contact (POC) who is responsible for ensuring that all the provisions and guidance provided by the CDAN ROB, Security Update Training and the DOT SAT are adhered to at all times.

C.4.4 Establish CRSS Management Staff

No later than four (4) weeks after establishing the Resource Center, the Contractor shall hire key personnel to help with setting up the operations and hiring other contract staff, specifically, the Project Manager, Cooperation Liaison, Sampling Coordinator, and Administrative Assistant and/or Administrative Support Staff.

The Contractor shall appoint a Project Manager. The Project Manager shall manage the performance and productivity in meeting the sampling milestones for each data collection year.

The Project Manager shall immediately communicate disruptions in data collection immediately to the COR with proposed remedies. Additionally, the Project Manager shall submit monthly status updates in a progress report to discuss data collection activities and listing productivity, along with the financial report.

The Cooperation Liaison shall be knowledgeable and/or have experience in working with State and local police agencies to obtain access to crash report data. The Cooperation Liaison should have experience with establishing cooperation, obtaining crash report data, from the various local police jurisdictions as well as State agency crash data owners. The Cooperation Liaison should have effective oral and written communication skills.

The Sampling Coordinator shall manage the sampling productivity, devise the CRSS PSU sampling assignments and tests, compile and submit the Area Documentation, as well as coordinate the overall sampling operation to meet the NHTSA standards for quality and completeness in a timely manner.

The Administrative Assistant and/or Administrative Support Staff shall be responsible for compiling the monthly progress and financial reporting.

The manager and staff shall have demonstrated capability to technically manage and carry out a data collection program where most of the PCR data collection is electronic with some paper-based PCR collection.

C.4.5 Establish CRSS PSU Samplers and Quality Control Staff

Within six (6) weeks after hiring the CRSS Management (key) staff, the Contractor shall hire qualified personnel to fill the positions of CRSS Samplers to 57 CRSS PSUs based on the estimated PCR listings in Table 1 and a Lead Sampler. Based on current PCR method retrieval methods, forty-seven (47) PSUs are completely electronic and can be listed remotely; and there are ten (10) PSUs where remote sampling operations are negotiated.

The Contractor shall also obtain personnel to serve as CRSS Samplers and Quality Control (QC) Personnel. Thus, the start date for each labor category will be based on participation in training activities for their job responsibilities. The hiring of CRSS Samplers and Lead Sampler shall be the responsibility of the Contractor, providing qualified individuals to participate in training to meet milestones and deliverables without compromising quality in CRSS data collection efforts.

These CRSS Samplers and Lead Sampler should have the capability to synthesize PCR data information and determine if the crash is CRSS applicable and stratify accurately. Additionally, the Lead Sampler shall have the ability oversee all 57 CRSS PSUs in this contract and effectively manage the timely listing, sampling and quality control activities for the data collection years to meet the annual deadline to begin listing from January of one data collection year to the February of next data collection year. Additionally, the CRSS Sampling Lead shall be responsible for uploading the CRSS Sampling documentation (i.e., CRSS State Specific Sampling Rules, Area Documentation etc.) to the designated location by NHTSA.

The staff at CRSS PSUs shall provide their own local transportation for sampling, where applicable. Staff shall be reimbursed for “on-the-job travel” in accordance with the FAR, 48 CFR Part 31.

All Contractor staff must pass the Department of Transportation background check to perform activities under this contract.

The Quality Control personnel should have the ability to review the crash reports selected for QC in a timely manner and keep track of sampling errors to discuss and remedy with the CRSS Samplers as outlined in Section C.4.11 Quality Control.

C.4.5.1 CRSS Sampling Training

All CRSS Resource Center staff and PSU personnel shall participate in the Sampling Training before beginning the PCR collection process. The Records Based Training Resource Center will conduct the sampling training and supply all necessary training materials. The current training method uses a combination of self-paced web learning, webinar and in-person training modules. The training includes ANSI D-16, MMUCC and CRSS Sampling concepts.

Additionally, the training will include a demo for the Police Accident Report Sampling Engine (PARSE) application, the web-based application used to list and sample the PCRs by the IT contractor.

Sampler update trainings can be conducted on an as-needed basis such as (i.e., findings from the quality-control activities or by NHTSA request), with a minimum of an in-person training every biennially (every two years).

C.4.6 Access to Crash Report Data

NHTSA anticipates continuing or increasing automation with the current PSU’s access to crash reports. NHTSA shall work closely with the Contractor to determine the best means to access the crash reports and the involved entities. Then, NHTSA will provide the point of contacts for the law enforcement and state agencies to contact to set up agreements to access to crash reports. The CRSS Cooperation Liaison will establish the process and frequency for obtaining crash report access based on the availability and protocols of the entity providing the crash reports. Within twelve (12) weeks after hiring the Cooperation Liaison, the Contractor shall enter an agreement to access all required traffic crash reports and begin documenting the procedures as described in C.4.9 Area Documentation.

C.4.7 Maintaining Access to Crash Report Data

Throughout the duration of the contract, the Contractor shall solicit continuous cooperation, ongoing access or receipt of crash reports, within each CRSS PSU. The Contractor shall achieve and maintain 100% cooperation throughout each data collection year. If, a CRSS site refuses or ceases cooperation, the Contractor shall report to the issues to the COR immediately.

The Contractor shall become thoroughly familiar with the character and circumstances of each PSU. The Contractor shall obtain a copy of pertinent maps, and state laws and understand how that may affect PCR collection activities. The Contractor shall document any problems that may affect cooperation and notify the COR (TO) immediately pursuant to section C.4.8.

The Contractor shall liaison with PSU jurisdictions to maintain cooperation and access to crash reports. Under this requirement, the Contractor shall assess the best retrieval method for sampling in each PSU, maintain contact with crash data owners and address issues that may arise between CRSS sampling operations and crash data owners during the period of performance. Any formal documented agreements to establish cooperation entered by the Contractor, shall be a part of the PSU Area Documentation and be made available to the COR (TO). Examples include Memorandums of Understanding (MOUs) and State Website User Access Agreements between the Contractor and the entity providing access to the crash reports. Any fees assessed to gain access to crash reports shall be discussed with the COR (TO) before agreeing to payment.

NHTSA may request modifications to the list of sample police jurisdictions. The Contractor shall substitute police jurisdictions as directed by NHTSA. Within four weeks of finalizing the arrangement, the Contractor shall submit the documentation to the COR (TO) of any new PJ/PSU.

The Contractor shall work with the COR and SSMD to make sure all the necessary information for listing are included in EDT. If not, the Cooperation Liaison shall identify the missing information and work with SSMD to establish a method to retrieve the missing information from the State.

C.4.8 Area Documentation

Within (4) weeks of finalizing PCR retrieval access methods, the Contractor shall complete the Area Documentation as provided in Attachment J.7 of this solicitation. The Area Documentation is a profile of the CRSS PSU, detailing the reporting criteria, Point of Contacts (POC)s, as well as explaining the sampling procedures for the PJs within the PSU. The Contractor shall also verify the sample and non-sample police agencies within each PSU boundary that report traffic crashes.

The required information shall include, but is not limited to, those items listed in Attachment J.7 of Section J for non-EDT PSUs.

The Area Documentation shall be submitted to and are subject to review and final approval by the COR (TO). Updated and final copies of the Area Documentation along with user access agreement forms and point of contacts shall be provided to NHTSA upon finalization.

The Contractor shall document any changes in police jurisdiction responsibilities that may affect PCR collection and submit those documented changes to the COR (TO) immediately. Within one week of notifying the COR, the Contractor shall update the Area Documentation, as applicable within one week. These changes include but may not be limited to new jurisdiction created, closing of jurisdiction(s), jurisdictions merging, etc.

The area documentation shall contain procedural details so that other users can follow the information to re-establish the cooperation and understand the situation with the cooperation. The Contractor shall respect police jurisdictions parameters related to accessing the PCRs and ensure that normal police activities are not disrupted by the sampling process. The Contractor shall document in detail any problems specific to each PSU related to collecting PCRs and maintaining PSU cooperation and notify the COR in writing immediately.

C.4.9 CRSS Listing

All CRSS Samplers should have the ability to read and synthesize crash report data and list PCRs in PARSE equivalent to the speed of at least 20 PCRs per hour. Listing a PCR is defined as, inputting the following variables in the PARSE application: data collection year, PSU, PJ, crash date, crash time, unique PCR identification number, CRSS Strata and potentially a Special Crash Investigation (SCI) category.

To begin listing, CRSS Samplers must participate in the CRSS Sampler training provided by the Records Based Training Resource Center. The details about these training can be found in C.4.5.1.

The Contractor shall ensure that it has the appropriate amount of CRSS Samplers to begin the data collection year after the conclusion of training and the basic exam.

Each State has a PCR(s) with a variety of PCR fields available, narrative, diagram and may contain supplemental forms for buses, fatals and/or truck and buses crashes. For each State, the Contractor must review the entire PCR and establish State Sampling Rules that will assist the CRSS Sampler in determining the most appropriate CRSS stratification. See Table 2 for the CRSS Strata. The State Sampling Rules must be provided to the COR(TO). NHTSA anticipates the listings for each data collection year to be completed by the end of March of the following year

C.4.9.1 Collection of NTS PCRs

The Contractor also shall list all PCRs that qualify for the Non-Traffic Surveillance (NTS) study from the same police jurisdictions that the CRSS PCRs are obtained. The Non-Traffic Surveillance (NTS) is the non-traffic crash database contains detailed data on motor vehicle injuries and fatalities. Data is obtained through NHTSA’s data collection efforts CRSS (Crash Report Sampling System), CISS (Crash Investigation Sampling System) and FARS (Fatality Analysis Reporting System). There are about 3,000 to 4,000 crashes that are selected annually for NTS.

The contractor shall obtain NTS (Non-Traffic Surveillance) PCRs for listing and upload NTS applicable crash reports in the PARSE application for further coding. NHTSA anticipates that the Contractor shall process approximately 3,000 to 4,000 NTS PCRs annually.

Table 2:

C.4.10 CRSS Sampling

Daily, once the available crash reports have been listed in PARSE and the sample has been run.

The Contractor shall upload crash reports into the PARSE application as identified, by the rate of at least 20 PCRs per hour as noted in C.4.9. Additionally, the Contractor shall ensure that the sampling process is not interrupted during the replacement of departing employees or the training of new employees. Continuous sampling is defined by maintaining listing productivity of only one-month priors crash reports. The Contractor’s sampling task will not be complete until the selected cases quality control task is performed.

The CRSS Samplers are responsible for maintaining a 95% accuracy in the review of crash reports and the listed data. The Contractor shall suspend a CRSS sampler that fails to maintain a 95% accuracy rate and require the sampler to take remediation training. The Contractor will notify

Stratum 1 Motor vehicle non-traffic crashes involving at least one person who was injured (A, B, C, or ISU) or Killed (K), AND there is at least one vehicle designed primarily for road use involved.

Motor Vehicle Traffic Crashes - Qualifying CRSS Stratum 2 Crashes involving at least one injured (A, B, C, or ISU) or Killed (K) person who was not in a motor vehicle (i.e., non-motorist).

Stratum 3 Crashes not qualifying for Stratum 2 involving at least one injured (A, B, C, or

ISU) or Killed (K) occupant of a motorcycle or moped.

Stratum 4 Crashes not qualifying for Strata 2 or 3 involving at least one occupant of a late model year (LMY) passenger vehicle who was injured with a Suspected Serious Injury (A) or Killed (K).

Stratum 5 Crashes not qualifying for Strata 2, 3, or 4 involving at least one occupant of a non-late model year (NLMY) passenger vehicle who was injured with a Suspected Serious Injury (A) or Killed (K).

Stratum 6 Crashes not qualifying for Strata 2, 3, 4, or 5 involving at least one occupant of a late model year (LMY) passenger vehicle who was injured (B, C, or ISU).

Stratum 7 Crashes not qualifying for Strata 2, 3, 4, 5, or 6 involving at least one medium or heavy truck or bus (includes school bus, transit bus, and motor coach) with GVWR equal to orgreater than 10,001 pounds.

Stratum 8 Crashes not qualifying for Strata 2, 3, 4, 5, 6, or 7 involving at least one occupant of a non- late model year (NLMY) passenger vehicle who was injured (B, C, or ISU).

Stratum 9 Crashes not qualifying for Strata 2, 3, 4, 5, 6, 7, or 8 involving at least one late model year (LMY) passenger vehicle AND no one in an in-transport vehicle(s) was injured (A, B, C, or ISU) or Killed (K).

Stratum 10 Crashes not qualifying for Strata 2, 3, 4, 5, 6, 7, 8, or 9.

Circumstances…