RFP 693JJ923R000134 NHTSA _7.25.2023pdf.pdf

693JJ923R000134

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.

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

H

G

F

E

D

C

B

A

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

693JJ923RQ00016607/25/2023

X

693JJ9

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

Washington DC 20590

1400 ET 08/25/2023

THOMAS VANDELL 202

thomas.vandell@dot.gov

366-0626

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X

X

X

X

X

X

X

X

X

X

X

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PAGE(S)

Sherese Gray

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

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

1-2

4-10 11-12 14-17 18-26 27-33

34-39

41-50

51-63

64-67

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 67

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

693JJ923R000134

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

TITLE: Demo to Address Accessibility and Student

Behavior on School Buses

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

REQUEST FOR PROPOSAL

Demo to Address Accessibility and Student Behavior on School Buses

RFP 693JJ923R000134

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PART I - THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

a. The Contractor shall furnish all the necessary qualified personnel and services to perform the effort entitled: “Demo to Address Accessibility and Student Behavior on School Buses” to support the National Highway Traffic Safety Administration’s (NHTSA), Office of Injury Prevention Research in accordance with the Statement of Work, Section C, and as itemized in Section F, “Deliveries or Performance.” All support services provided to the Government shall be performed by the Contractor’s employees or personnel otherwise retained by the Contractor to fulfill specific work requirements of the resultant Contract.

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

B.2 ESTIMATED TOTAL COST AND FIXED FEE AMOUNT

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

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

(End of Section B)

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SECTION C – DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

C.1 BACKGROUND

Every school day, there are typically around 480,000 school buses in the country transporting 26 million children to school. NHTSA considers school buses one of the safest forms of transportation in the United States. The fatality rate for school buses is 0.2 fatalities per 100 million Vehicle Miles Traveled (VMT) compared to a much higher 0.91 fatalities per 100 million VMT for cars.

The best way to provide crash protection to passengers of large school buses is through “compartmentalization.” This requires that the interior of large buses protect children without them needing to buckle up. Through compartmentalization, children are protected from crashes by strong, closely spaced seats that have energy-absorbing seat backs. But compartmentalization only works if the student is sitting properly and facing forward. Therefore, it is crucial to develop a National Strategy and relevant program to address behavior and standees on school buses.

C.2 PURPOSE

The purpose of this contract is to conduct a demonstration project, develop a program strategy and institutionalize a process for identifying and implementing effective strategies to address student behavior (misbehavior and standees) that cause risk to the safe transportation of children to and from school including higher risk populations such as children with special needs. This strategy will include the development of educational materials and resources focused on pupil transportation safety for high-risk populations.

Materials will be developed using available data from NHTSA and other credible sources, current information, and subject matter expertise. The Contractor would then use its vast network of school educators and administrators to disseminate the materials to directors of transportation, school bus drivers, schools, teachers and, the public across the United States.

C.3 DEFINITIONS AND ACRONYMS

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

APA American Psychological Association CO Contracting Officer COR Contracting Officer’s Representative Day Unless specified otherwise, the term “day” refers to calendar day.

DOT Department of Transportation NHTSA National Highway Traffic Safety Administration SME Subject Matter Expert

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SOW

VMT

WP

Statement of Work Vehicle Miles Traveled Work Plan

C.4 OBJECTIVE

The objective of this contract is to conduct a demonstration contract, that will develop a program strategy and institutionalize a process for identifying and implementing effective strategies to address student behavior that cause risk to the safe transportation of children to and from school.

C.5 GENERAL REQUIREMENTS

• Develop a program on student behavior and the impact of misbehavior and standards relating to safety on a school bus.

• Complete a demonstration contract on the developed program to assess effectiveness.

• Develop educational materials and resources focused on pupil transportation safety, special needs transportation and proper behavior on school buses.

• Identify barriers for communities of color or other underserved and marginalized communities face regarding behavior and standees on school buses.

• Promote traffic safety that will assist in reducing or eliminating fatalities and injuries in and around school buses.

C.5.1 Plain Language

The Contractor shall ensure that all written document conforms to plain language standards by complying to the below guidelines whenever possible:

• Uses everyday words that convey meanings clearly and directly;

• Uses the present tense and the active voice;

• Uses short, simple sentences;

• Defines only those words that cannot be properly explained or qualified in the text;

• Uses type of a readable size; and

• Uses layout and spacing that separate the paragraphs and sections of the document from each other.

C.5.2 Quality Assurance

The Contractor shall identify and implement a quality control process to review deliverables of written materials for the following:

• Free of grammatical errors and in APA style,

• Appropriate for intended audience,

• Reflects a well-defined sequence of steps or logical process,

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• Examines the adequacy and appropriateness of techniques and methods, and

• Includes relevant citations and references

C.6 SPECIFIC REQUIRMENTS

C.6.1 Kickoff Meeting

Within one (1) week prior to the scheduled Kickoff meeting, the Contractor shall submit the PowerPoint presentation for the briefing to the COR. This presentation shall include appropriate briefing materials based upon the contractor’s technical approach.

Within two (2) weeks of the effective date of award, the Contractor shall virtually meet with the COR, Contracting Officer (CO) and/or Contract Specialist (CS) and other interested members of the National Highway Traffic Safety Administration (NHTSA). The purpose of this meeting is to; 1) discuss the administration of the Contract, 2) discuss the contract’s objectives, planned course of action, milestones and deliverables, and any other issues the Contractor or the Government identifies, and 3) discuss the proposed plan of work (including any additional thinking since the proposal was submitted).

At the Kickoff Meeting, in collaboration with the COR the Contractor shall resolve any remaining technical issues, including, but not limited to:

• COR and Contractor roles and responsibilities for time frames for recruiting subject matter experts

• Outreach plan for assembling panel of experts

• Time frames and adherence to the M&D schedule

C.6.2 Work Plan

Within (2) weeks of the Kickoff Meeting, the Contractor shall submit a revised Work Plan (WP) that is based on the Contractor’s technical proposal, final proposal revisions, and discussions at the Kickoff Meeting.

The work plan shall include the anticipated steps the Contractor shall take to accomplish the tasks of this contract, including specific dates applied to the milestone and deliverable timeline.

The work plan shall be submitted in written/electronic format (minimum MS Office 2016).

Within one (1) week of receipt the COR will either approve or will provide the Contractor with needed revisions.

Within (2) weeks of receipt from the COR the Contractor shall provide a final Work Plan.

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C.6.3 Research and Information Gathering

Within four (4) months of award, the Contractor shall review the information provided by the COR on existing materials and programs and work with the COR to identify additional information needed. Once identified, the Contractor shall collect the information through research of written materials (training, articles, etc.) and personal contacts with managers of existing programs. Introduction to agencies and limited assistance in information collection will be provided by the COR.

C.6.4 Toolkit Outline

Within six (6) months of award the Contractor shall deliver a detailed outline of the toolkit to the COR. These materials should cover the following topics:

The outline shall each include, but not be limited to the following sections:

• Introduction to and benefit of safe school transportation.

• Description of what safety on and around a school bus setting looks like for students with special needs and student behavior on school buses.

• Steps to develop and implement an online interactive toolkit o Getting started o Laws and regulations o Costs o Resources o Research links o Frequently asked questions o Barriers and challenges when implementing a program and best practices to address potential barriers o Sample forms

Within two (2) weeks of receipt the COR will either approve the outline or will provide the Contractor with needed revisions.

Within (2) weeks of receipt from the COR the Contractor shall incorporate the COR recommendations into the outline.

C.6.5 Development of Toolkit Materials

Within twenty-five (25) months of award the contractor shall develop resources and materials as part of a toolkit to address the accessibility needs and behavior of school bus occupants. These audience for these school bus educational materials is DOT, partners, stakeholders, student, and for educators use. These materials shall include, but not limited to,

- 8 -of 67 the following: fact sheets, lesson plans, and current media mediums that will be “evergreen” in that it can be used for a period of time before being updated.

The Contractor shall also develop the most appropriate methods for hosting the online toolkit, content delivery and provide measurable justifications for doing so.

The Contractor shall develop appropriate messages that will resonate and encourage the target groups to, at a minimum:

• Access the website

• Share resources or meaningful activities happening at community and state levels

• Get engaged now and in future years and

• Seek technical support

• Monitor and measure engagement of these audiences and modify implementation strategies as needed.

Materials shall be organized in a systematic and logical manner, to provide the user with the steps necessary to assist them in development and implementation of the program.

Format of Deliverables:

• Research/reports and other text-based deliverables shall be provided in an editable MSWord file.

• Presentations and slide decks shall be provided in MS PowerPoint, be fully editable and all linked graphic and images files shall be supplied separately.

• Links to other federal agencies and/or State sites shall be supplied in a tested list of all links, as well as embedding the links where necessary in all deliverables. This list should include any links recommended as “Other Resources”.

• All files supplied need to be 508-compliant/accessible.

C.6.6 Review of Content

Within twenty-six (26) months of award, the Contractor shall submit the materials produced for the toolkit to the COR for review. The sections shall be organized in the structure identified in the outlines provided in C.6.5, Development of Toolkit Materials.

Within two (2) weeks of receipt the COR will review and provide comments on the materials.

Within one (1) week of receipt The Contactor shall incorporate the COR’s comments into the materials.

After consultation with their partners and the COR, the Contractor shall work with subject matter experts (SME) to meet the identified needs mentioned above and also develop the most appropriate methods for hosting the resource, content delivery and provide measurable justifications for doing so.

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The Contractor shall develop appropriate messages that will resonate and encourage the target groups to, at a minimum:

• Access the document;

• Share resources or meaningful activities happening at community and state levels;

• Get engaged now and in future years and;

• Seek technical support.

The material shall be organized in a systematic and logical manner.

Format of Deliverables:

• Research/reports and other text-based deliverables shall be provided in an editable MSWord file.

• Links to other federal agencies and/or State sites shall be supplied in a tested list of all links, as well as embedding the links where necessary in all deliverables. This list should include any links recommended as “Other Resources”.

• All files supplied need to be 508-compliant/accessible.

The Contractor shall submit the following:

• Final graphic interface;

• Final images; and

• Prototype of 10-12 pages with some functionality to show the look and feel of the product.

The product must include:

• Links to other federal agencies and/or State sites shall be supplied in a tested list of all links, as well as embedding the links where necessary in all deliverables.

• This list should include any links recommended as “Other Resources”.

• All files supplied need to be 508-compliant/accessible.

• DSL at a minimum, high speed internet access recommended

• Supported browsers: Google Chrome, Firefox, Safari, Opera

• Monitor: 1024 x 768 minimum resolution (or higher recommended)

C.6.7 Draft Materials Submission

Within twenty-eight (28) months of award, the Contractor shall submit to the COR all draft materials, on digital media for review.

Within three (3) months of receipt the COR will review and return comments. The Contractor shall incorporate the COR’s comments into the materials.

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C.6.8 Final Materials

Within thirty-two (32) months of award, the Contractor shall submit to the COR all the final materials, having incorporated all comments from the COR. Those materials shall include all sections for the topic, on digital media.

C.6.9 Monthly Conference Calls

The Contractor shall conduct a monthly conference call, by the second (2nd) week of each month following the month being reported to discuss the written status report contents and the next steps expected over the next month.

C.6.10 Dissemination of Materials

Within thirty-five (35) months of award the Contractor shall disseminate the newly developed resource to NHTSA and other relevant Federal agencies, road safety partners, and organizations that work with people with disabilities. This information shall be in current media mediums and printable for the public as well as the Contractor’s stakeholders and partners. The Contractor should already have an established relationships with stakeholders in the field of safe transportation, training, education and practice.

C.6.11 Final Briefing

Within thirty-six (36) months of award the Contractor shall virtually conduct a Final Briefing for NHTSA. The Final Briefing shall consist of a 30 - 45-minute presentation of the contract that includes the background of the contract, a description of the specific tasks conducted, and issues raised at the meeting, followed by a question-and-answer period.

(End of Section C)

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SECTION D – PACKAGING AND MARKING

FORMATTING TEXT AND IMAGE DELIVERABLES

For those items that must be ready for printing, the following NHTSA guidelines shall be used:

D.1 TEXT

Text files shall be provided in a .DOC, DOCX, or .RTF file format via email, or flash drive using the fewest number of formatting tools as possible (i.e. avoid columns, multiple fonts, etc.). Keep it simple. Avoid using any design/layout elements. If the publication has charts and graphs, the contractor shall insert the chart or graph (produced preferably in Microsoft Excel) at the appropriate locations in the publication.

D.2 CHARTS AND GRAPHS

Charts and graphs should be provided with descripted text and data.

First, they should be inserted within the text as described above so that the Communication Services Division can see what type of chart of graph is desired (i.e., pie chart, bar chart, etc.).

Second, the contractor should include the data files on a flash drive (preferably in Microsoft Excel) that were used to create the either the charts or graphs used in the publication.

D.3 ILLUSTRATIONS

Illustrations can take two forms:

1. Graphics – The Communication Services Division will develop any needed graphics in collaboration with the COR and if desired, the COR’s contractor. The Contractors shall provide only the text files in Word to the COR. In the event that it is necessary for the contractor to develop the graphics, only GPO-approved software such as Adobe Illustrator shall be used.

2. Photographs – When photos are used in Agency publications, the Communication Services Division typically uses existing photos or photos purchased through various sources. If a contractor or other source will supply photos for use in a publication, the photos must be high resolution images preferably at 300 dpi (4” by 5” in size) or higher. They should be supplied on a CD (or submitted electronically) in either a tif (usually from a photo that was taken, developed, printed, and then scanned) or a jpg (usually taken using a digital camera and then downloaded onto a computer) file.

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. In addition, please use caution when allowing contractors to supply photos. Make sure that you

- 12 -of 67 know the contractual arrangements they have made with the photographer and the subjects in the photo to ensure that NHTSA has unlimited rights to use the images in print on the web. You must obtain a written statement from your contractor indicating that NHTSA has unlimited, unrestricted use of the photos.

D.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)

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SECTION E – INSPECTION AND ACCEPTANCE

E.1 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

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

www.acquisition.gov.far/.

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

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

E.2 INSPECTION AND/OR ACCEPTANCE

The COR as designated in this Contract shall be responsible for performing the inspection of all services rendered under this Contract and for recommending acceptance of replacement/correction of services or materials that fail to meet the Contract requirements to the Contracting Officer.

The COR will also be responsible to the Contracting Officer for recommending acceptance or replacement/correction of nonconforming supplies or services that fail to meet the Contract requirements.

Rejection of a final report will delay final payment of costs due under the Contract. The most common causes for rejecting final reports are:

• Incomplete description of the work objective and its relationship to other work performed in the area;

• Inadequate description of methodology;

• Insufficient or inconsistent technical information to support the findings or conclusions;

• Poorly conceived graphs, charts and displays;

• Incorrect spelling and grammar; or

• Incorrect style formatting (e.g., lack of or incorrect use of APA style).

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

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SECTION F – DELIVERIES OR PERFORMANCE

F.1 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

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

www.acquisition.gov.far/.

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

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

F.2 PERIOD OF PERFORMANCE

All work required hereunder, including preparation, submission, review of all reports, shall be completed within thirty-six (36) months from the effective date of the contract award.

F.3 PLACE OF PERFORMANCE

The work performed under this contract shall be accomplished at the Contractor’s facility and/or remote locations.

F.4 MILESTONES AND DELIVERABLES

Deliverables and Milestones for this Contract are reported below.

F.4.1 Milestone (M)/ Deliverable (D)/Schedule:

Item

# Task # Milestones (M) & Deliverables (D) Due Date

1 C.6.1 Submit Kickoff Meeting PowerPoint (D) Within 1 week prior to Kickoff Meeting

2 C.6.1 Kickoff Meeting (M) Within 2 weeks of award

3 C.6.2 Submit Work Plan (D) Within 2 weeks of Kickoff Meeting

4 C.6.2 COR review Work Plan (M) Within 1 week of receipt 5 C.6.2 Submit Revised Work Plan (D) Within 2 weeks of receipt 6 C.6.3 Research and Information Gathering (M) Within 4 months of award 7 C.6.4 Submit Toolkit Outline (D) Within 6 months of award http://www.acquisition.gov.far/

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Item # Task # Milestones (M) & Deliverables (D) Due Date

8 C.6.4 COR review Outline (M) Within 2 weeks of receipt 9 C.6.4 Submit Revised Outline (D) Within 2 weeks of receipt 10 C.6.5 Develop Toolkit Materials (M) Within 25 months of award 11 C.6.6 Submit Draft Toolkit Materials (D) Within 26 months of award 12 C.6.6 COR review Draft Toolkit Materials (M) Within 2 weeks of receipt

13 C.6.6 Incorporate comments into Draft Toolkit Materials (M) Within 1 week of receipt

14 C.6.7 Submit Draft Materials (D) Within 28 months of award 15 C.6.7 COR Material Review (M) Within 3 months of receipt 16 C.6.8 Submit Final Materials (D) Within 32 months of award 17 C.6.9 Monthly Conference Calls (M) 2nd week of each month 18 C.6.10 Dissemination of Materials (M) Within 35 months of award 19 C.6.11 Final Briefing (M) Within 36 months of award

20 F.5.1 Submit Monthly Reports (D) 15th of each month

F.4.2 PLACE OF DELIVERY:

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

Item No.

Address

1, 3, 5, 7, 9, 11, 14, 16

US Department of Transportation National Highway Traffic Safety Administration Safety Countermeasures Division (NPD-210) Attention: TBD at Contract Award 1200 New Jersey Avenue, SE, Washington, DC 20590 Telephone: 202-366-XXXX Email: TBD@dot.gov

Department of Transportation National Highway Traffic Safety Administration Office of Acquisition Management Attention: Thomas Vandell, Contract Specialist 1200 New Jersey Avenue, SE, mailto:TBD@dot.gov

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Item No.

Address

Washington, DC 20590 Telephone: (202) 366-0626 Email: Thomas.Vandell@dot.gov

F.5 REPORTING REQUIREMENTS

F.5.1 Monthly Progress Reports

The Contractor shall provide a monthly progress report electronically by e-mail to the COR by the fifteenth (15th) day of each month following the month being reported. The monthly progress report documents the work performed that month and justifies the cost of the invoice.

At a minimum, the progress report shall include a narrative description of the following items:

• Accomplishments made during the reporting period.

• Funds status by major cost element, month’s obligations, cumulative obligations, estimated cost to complete, and percent of cost expended versus percent of completion.

• Plans for accomplishments in the next reporting period.

• Preliminary or interim results, conclusions, or other items of information that the Contractor believes are of interest to NHTSA.

• Problems or delays that the Contractor has experienced and suggestions to remedy the problem(s).

• Specific action(s) that the Contractor would like NHTSA to undertake to alleviate a problem.

• Updates on project activity for each of the participating program sites.

F.6 COMPLIANCE WITH REHABILITATION ACT

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

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

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

1194.21, Software Applications and Operating Systems

1194.22, Web-Based Intranet and Internet Information and Applications 1194.24, Video and Multimedia Products 1194.31, Functional Performance Criteria mailto:Thomas.Vandell@dot.gov http://www.section508.gov/

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1194.41, Information, Documentation, and Support

This standard is available for viewing at the Access Board web site at:

https://learn.essentialaccessibility.com/508-accessibility-checklist?utm_term=508%20rules&utm_source=bing&utm_medium=ppc&utm_campaign=508+ %7C+PH&hsa_net=adwords&hsa_grp=1356798508960136&hsa_mt=e&hsa_tgt=kwd- 84800576932015:loc- 190&hsa_kw=508%20rules&hsa_src=o&hsa_acc=4319570901&hsa_cam=13920189549&hsa_v er=3&hsa_ad=&msclkid=c9fde1f261de1b82454a806c7c2448a3&utm_content=508%20%7C%2 0Other

(End of Section F) https://learn.essentialaccessibility.com/508-accessibility-checklist?utm_term=508%20rules&utm_source=bing&utm_medium=ppc&utm_campaign=508+%7C+PH&hsa_net=adwords&hsa_grp=1356798508960136&hsa_mt=e&hsa_tgt=kwd-84800576932015:loc-190&hsa_kw=508%20rules&hsa_src=o&hsa_acc=4319570901&hsa_cam=13920189549&hsa_ver=3&hsa_ad=&msclkid=c9fde1f261de1b82454a806c7c2448a3&utm_content=508%20%7C%20Other https://learn.essentialaccessibility.com/508-accessibility-checklist?utm_term=508%20rules&utm_source=bing&utm_medium=ppc&utm_campaign=508+%7C+PH&hsa_net=adwords&hsa_grp=1356798508960136&hsa_mt=e&hsa_tgt=kwd-84800576932015:loc-190&hsa_kw=508%20rules&hsa_src=o&hsa_acc=4319570901&hsa_cam=13920189549&hsa_ver=3&hsa_ad=&msclkid=c9fde1f261de1b82454a806c7c2448a3&utm_content=508%20%7C%20Other https://learn.essentialaccessibility.com/508-accessibility-checklist?utm_term=508%20rules&utm_source=bing&utm_medium=ppc&utm_campaign=508+%7C+PH&hsa_net=adwords&hsa_grp=1356798508960136&hsa_mt=e&hsa_tgt=kwd-84800576932015:loc-190&hsa_kw=508%20rules&hsa_src=o&hsa_acc=4319570901&hsa_cam=13920189549&hsa_ver=3&hsa_ad=&msclkid=c9fde1f261de1b82454a806c7c2448a3&utm_content=508%20%7C%20Other https://learn.essentialaccessibility.com/508-accessibility-checklist?utm_term=508%20rules&utm_source=bing&utm_medium=ppc&utm_campaign=508+%7C+PH&hsa_net=adwords&hsa_grp=1356798508960136&hsa_mt=e&hsa_tgt=kwd-84800576932015:loc-190&hsa_kw=508%20rules&hsa_src=o&hsa_acc=4319570901&hsa_cam=13920189549&hsa_ver=3&hsa_ad=&msclkid=c9fde1f261de1b82454a806c7c2448a3&utm_content=508%20%7C%20Other https://learn.essentialaccessibility.com/508-accessibility-checklist?utm_term=508%20rules&utm_source=bing&utm_medium=ppc&utm_campaign=508+%7C+PH&hsa_net=adwords&hsa_grp=1356798508960136&hsa_mt=e&hsa_tgt=kwd-84800576932015:loc-190&hsa_kw=508%20rules&hsa_src=o&hsa_acc=4319570901&hsa_cam=13920189549&hsa_ver=3&hsa_ad=&msclkid=c9fde1f261de1b82454a806c7c2448a3&utm_content=508%20%7C%20Other https://learn.essentialaccessibility.com/508-accessibility-checklist?utm_term=508%20rules&utm_source=bing&utm_medium=ppc&utm_campaign=508+%7C+PH&hsa_net=adwords&hsa_grp=1356798508960136&hsa_mt=e&hsa_tgt=kwd-84800576932015:loc-190&hsa_kw=508%20rules&hsa_src=o&hsa_acc=4319570901&hsa_cam=13920189549&hsa_ver=3&hsa_ad=&msclkid=c9fde1f261de1b82454a806c7c2448a3&utm_content=508%20%7C%20Other https://learn.essentialaccessibility.com/508-accessibility-checklist?utm_term=508%20rules&utm_source=bing&utm_medium=ppc&utm_campaign=508+%7C+PH&hsa_net=adwords&hsa_grp=1356798508960136&hsa_mt=e&hsa_tgt=kwd-84800576932015:loc-190&hsa_kw=508%20rules&hsa_src=o&hsa_acc=4319570901&hsa_cam=13920189549&hsa_ver=3&hsa_ad=&msclkid=c9fde1f261de1b82454a806c7c2448a3&utm_content=508%20%7C%20Other

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SECTION G - CONTRACT ADMINISTRATION

G.1 SUBMISSION OF INVOICES

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

Definitions. As used in this clause—

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

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

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

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

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

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

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

i. Invoice number and invoice date.

ii. Period of performance covered by invoice.

iii. Contract number and title.

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

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

vi. Total ($) of billing.

vii. Cumulative total billed for all contract work to date.

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

https://einvoice.esc.gov/

- 19 -of 67

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

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

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

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

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

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

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

Company Name

NHTSA

Contract #

/ Task Order #

Primary

POC

First Name

Primary POC Last

Name

Primary

POC

Email

Secondary POC First

Name

Secondary POC Last

Name

Secondary

POC

Email

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

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

http://www.login.gov/ https://login.gov/help/ http://einvoice.esc.gov/ http://einvoice.esc.gov/ mailto:NHTSAISPVendors@dot.gov

- 20 -of 67

G.2 INDIRECT COST RATES

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

a. Fringe Benefit

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

RATE TYPE RATE BASE EFFECTIVE PERIOD

TBD

b. Overhead

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

RATE TYPE RATE BASE EFFECTIVE PERIOD

TBD

c. General and Administrative (G&A)

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

RATE TYPE RATE BASE EFFECTIVE PERIOD

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

- 21 -of 67 allowable only insofar as they do not cause the Contractor to exceed the total estimated costs for performance of the Contract listed in Section B.

G.3 BILLING RATES

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

G.4 TRAVEL AND PER DIEM RATES

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

G.5 NHTSA CONTRACTING OFFICER REPRESENTATIVE (COR)

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

The following individual has been designated as the COR:

[To Be Provided At time of Contract Award]

a. The Contracting Officer will designate a technical representative to assist in monitoring the work under the resultant Contract. The 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

- 22 -of 67

Contract shall not be construed to authorize the revision of the terms and conditions of this Contract. Any such revision shall be authorized only in writing by the Contracting Officer.

G.5.1 ALTERNATE COR

In the event that the COR of record (identified in G.5) 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 Contracting Officer to perform those duties as the Alternate COR (ACOR).

[To Be Provided At time of Contract Award]

G.6 CONTRACTOR PERSONNEL

G.6.1 Program Manager

a. The Contractor shall appoint a Program Manager who will be the Contractor’s authorized supervisor for technical and administrative work performed under the resultant Contract. The Program Manager shall act as the single Point of Contact between the Contractor and the COR or other duly authorized of the Government representative under the Contract.

G.6.2 TAR 1252.237-73 KEY PERSONNEL (NOV 2022)

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 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 in writing.

The key personnel under this contract are:

- 23 -of 67

G.7 SUBMISSION OF INVOICES

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

Definitions. As used in this clause—

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

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

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

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

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

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

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

1) Name and address of the Contractor.

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

3) Timeframe covered by the invoice.

4) NHTSA Contract number.

5) NHTSA Contracting Officer’s Name.

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

7) Itemization of costs to include:

• Number of hours worked for each Labor Category billed;

• Associated Labor Rate for each Labor Category billed;

https://einvoice.esc.gov/

- 24 -of 67

• Other Direct Costs incurred for that invoice period and associated indirect costs (if applicable.);

• Total reimbursement requested for that specific invoice;

• Cumulative Total of reimbursements to date; and

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

• Fixed Fee:

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

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

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

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

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

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

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

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

- 25 -of 67

Company Name

NHTSA

Contract # / Task Order

Primary POC First

Name

Primary POC Last

Name

Primary

POC

Email

Secondary POC First

Name

Secondary POC Last

Name

Secondary

POC

Email

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

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

G.8 LIMITATION OF COST

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

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

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

d. If, after notification, additional funds are not allotted by the end of the period specified in Section F.2. or another agreed-upon date, upon the Contractor's written request the Contracting Officer will terminate the Contract on that date in accordance with the provisions of the Termination…