SF-33_693JJ920R000001_CISS Injury Coding.pdf

693JJ920R000001

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

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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

693JJ9

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

Washington DC 20590

1300 ES 05/25/2020

MARLIN RICKETTS

m.ricketts-evans@dot.gov

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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 3-4

5-14 15-16 18-22 23-28 29-40

41-45

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68-78

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

04/23/2020

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 78

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

693JJ920R000001

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

Title: CISS Injury Coding

The Department of Transportation (DOT) National

Highway Traffic Safety Administration

(NHTSA)invites Offerors to submit a proposal for the CISS Injury Coding Project.

SOLICITATION #693JJ920R000001

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

Request for Proposal: 693JJ920R000001 Title: CISS Injury Coding

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 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

Period of Performance Direct Costs

Indirect Rate X%

Fixed Fee X%

Total Costs

Option Period 4 Contract Year 5

Option Period 5 Contract Year 6 (6-months)

Total Estimated Costs

(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 crash technicians 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.

In the late 1970s, NHTSA’s National Center for Statistics and Analysis (NCSA) devised a multidisciplinary approach to meet the data needs of our end users that utilizes an efficient combination of census, sample-based, and existing State files to provide nationally representative traffic crash data on a timely basis. NHTSA's NCSA operates data programs consisting of records-based systems (crash records recoded for uniformity) which include the Fatality Analysis Reporting System (FARS) and the Crash Report Sampling System (CRSS); and detailed crash investigation-based systems which include the Crash Investigation Sampling System (CISS) and the Special Crash Investigations (SCI) program.

For CISS, the Operations Contractor enters information from each investigation into an electronic file. The investigations include scene and vehicle inspections, and interviews with crash victims. Photographs are taken using digital cameras that allow the information to be readily entered for storage and clinical review. Occupant injuries and injury causation scenarios are documented using medical records. The data is quality controlled by a Quality Control Center Contractor. After completion and quality review of all cases, NCSA prepares an annual analysis file for public use that includes case weighting factors. All personal identifiers are removed from electronic files to protect the privacy of the individuals involved. These CISS files, in conjunction with other data systems, provide the detailed and reliable information with which NHTSA and other motor vehicle research organizations can identify safety problems, monitor trends, assess proposed standards and countermeasures, and evaluate those already in effect.

Tables 1 represents the current locations, also known as Primary Sampling Units (PSUs), implemented in the Crash Investigation Sampling System (CISS). NHTSA will award one

(1) contract for injury coding in CISS.

Table 1 CISS Locations

PSU Site Number PSU Location

1 Comal County, Texas 2 Henry and Rock Island Counties, Illinois 3 Carter County, Oklahoma 4 Monterey County, California 5 Berkshire County, Massachusetts 6 Atlantic County, New Jersey 7 Gallatin, Hardin, and White Counties, Illinois 8 Latah and Nez Perce Counties, Idaho

Asotin and Whitman Counties, Washington 9 Butte County, California 10 Etowah County, Alabama 11 Chippewa and Eau Claire Counties, Wisconsin 12 Hamilton County, Ohio 13 Cameron, Potter, and Tioga Counties, Pennsylvania 14 Maricopa County, Arizona 15 Dallas County, Texas 16 Cumberland County, Maine 17 San Bernardino County, California 18 Bristol County, Massachusetts

Newport County, Rhode Island 19 Delaware and Morrow Counties, Ohio 20 Nassau County, New York 21 Montgomery and Preble Counties, Ohio 22 Tarrant County, Texas 23 Sacramento County, California 24 Chesterfield County, Virginia

Hopewell City, Virginia 25 Carbon and Yellowstone Counties, Montana 26 Delaware and Greene Counties, New York 27 Dade and Lawrence Counties, Missouri 28 Vermillion and Vigo Counties, Indiana 29 Box Elder County, Utah 30 Franklin County, Alabama 31 Piscataquis and Somerset Counties, Maine 32 Albemarle and Greene Counties, Virginia

Charlottesville, Virginia

C.1.1 Glossary of Terms and Abbreviations

Abbreviation Definition AAAM Association for the Advancement of Automotive Medicine AIS Abbreviated Injury Scale CAP Contractor Acquired Property CDAN Crash Data Acquisition Network CID Crash Investigation Division CISS Crash Investigation Sampling System CO Contracting Officer COR Contracting Officer’s Representative CRSS Crash Report Sampling System DOT Department of Transportation EMS Emergency Medical Service FAR Federal Acquisition Regulation FARS Fatality Analysis Reporting System GCS Glasgow Coma Scale GFE Government Furnished Equipment NCSA National Center for Statistics and Analysis NHTSA National Highway Traffic Safety Administration PSU Primary Sampling Unit SCI Special Crash Investigation SS Special Studies Visual AID Visual Anatomical Injury Descriptor

C.2 OBJECTIVES

The objective of this contract is to provide timely, efficient, and effective support to NHTSA, and its partners, in the management of the NHTSA Crash Data System (CDS). This Statement of Work describes the responsibilities for the Crash Data System of NHTSA. The activities in this Contract include assignment of injury codes and injury causation scenarios as well as medical record storage to support NHTSA’s Crash Investigation Sampling System (CISS).

This procurement will provide for injury interpretation and code assignment, injury causation, and medical record storage of crash data collected at thirty-two sites listed above in Table 1.

C.3 GENERAL REQUIREMENTS

The Contractor shall provide crash injury information services and coding to enhance and execute a cohesive program and quality evaluation support:

1. To ensure timeliness, accuracy, consistency, and completeness in coding and data entry among all coding staff,

2. To ensure proficiency in the use of information retrieval tools, and

3. To maintain and continue the work of harmonization of NCSA Data Collection Systems and their adherence to national standards.

C.4 SPECIFIC REQUIREMENTS

C.4.1 CISS Injury Coding

This task involves coding injuries and injury causation from medical documents/records for cases selected by CISS PSUs.

In addition to CISS data collection, NHTSA may design and implement special study data collection programs at various times. These special studies will involve additional data collection activities for a set period of time for on-scene, or follow-on passenger crash investigation, motorcycle investigation, pedestrian investigation and/or large truck investigation.

Medical documents/records may be obtained for these types of studies and require injury coding.

The success of quality data coding is strongly dependent upon proper interpretation of data. The Contractor staff shall be thoroughly familiar with medical terminology, occupant kinematics, biomechanics, and NHTSA injury coding procedures and protocols. The injury coding responsibilities include but are not limited to the following:

1. Medical Record Collection –The Injury Coding Contractor shall work collaboratively with the existing PSU Contractor and Quality Control Contractor to establish and maintain cooperation at medical facilities hospitals, emergency medical services (EMS), medical examiners, and coroners servicing the PSU. Also, requesting and obtaining medical records from these medical facilities will be handled in a collaborative effort led by the PSU Contractor, with assistance from the Injury Coding Contractor and Quality Control Contractor.

2. Injury Interpretation and Code Assignment - The Contractor shall be responsible for the identification and interpretation of injuries from medical documentation and assigning injury codes based on the most recent version of the Association for the Advancement of Automotive Medicine (AAAM) Abbreviated Injury Scale (AIS).

Other data associated with injuries such as hospital stay, Glasgow Coma Scale (GCS) Score, and EMS information will be collected and entered by the Contractor. Injury information will be entered into CISS cases using a combination of VisualAid and CISSWeb software applications.

3. Injury Causation – The Contractor shall be responsible for examining the images and other documentation from the involved vehicle and selecting an involved physical component (IPC) and injury causation scenario (ICS) for each injury. Additionally, the contractor shall enter injury causation information such as body region injured, source of energy, contributing factors, and comorbidities.

4. Medical Record Storage – The Contractor shall be responsible for storage of medical records until permission is granted from COR for disposal.

The injury coding process for each case shall be completed within four (4) weeks of the date the medical record and vehicle data was released to the Contractor.

Table 2

Yearly CISS Injury Projections Table 3

Max Injury Severity- Case K-

Killed

A- Incapacitating

Injury

B-Non- Incapacitating

C-Possible Injury O-No Injury Total Projected Sample Allocation 5% 21% 42% 32% 100% Total CISS Cases 250 1050 2100 1600 5000 Projected Cases with injury coding required 3125 Projected Occupants with injury coding required 5000

C.4.1.a Project “Kick-Off” Meeting

A one-day meeting for senior Contractor personnel shall be held within two weeks after contract award at NHTSA in Washington, DC at 1200 New Jersey Avenue, SE. The Contractor shall present an overview of their management plan, program objectives, and quality control procedures to NHTSA personnel. The purposes of the initial “Kick-Off” meeting shall be to:

1. Review any contractual matters, including terms and conditions of the Contract;

2. Review and discuss Section C.4 Specific Requirements of the Contract to ensure a common understanding of the general requirements; and

3. Respond to any questions the parties may have.

C.4.1.b Establish Injury Coding Facility

Within two (2) weeks of award, the Contractor shall establish an Injury Coding Facility.

The Injury Coding Facility office space shall be sufficient to accommodate staff members as well as provide space for processing and storing of medical record documentation. The office space shall include a climate-controlled area for computers and other environmentally sensitive hardware, which may be used in the future. A dedicated computer line shall be established for computer communications. At a minimum, the injury coding facility shall have broadband Internet at speeds at or above 75Mbps (download)/35Mbps (upload). If the facility cannot meet this communication speed requirement due to services not being available, then the Contractor shall 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 if the facility location 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. The Injury Coding Contractor is responsible for installation of communication lines to connect to the wide area network used for the electronic data collection system and high-speed internet and (backup) mobile connectivity as specified in Attachment J.2, CDAN Requirements.

The Injury Coding Contractor shall acquire (purchase, rent, lease, or received as Government Furnished Equipment (GFE)) and maintain the facilities, equipment, and supplies needed to accomplish this work. Within six (6) months of Contract award, the Contractor shall prepare a Form HS 324 listing all property valued over $500 acquired for use under this contract and submit that form to NHTSA. The Contracting Officer’s Representative (COR) shall be consulted before major equipment is acquired to ensure its suitability and best source for supplies. Prior to making any equipment acquisitions over $500, the Contractor shall request and receive approval from the Contracting Officer (CO) and the COR.

C.4.1.c Establish Injury Coding Staff

Within two (2) weeks of Contract award, the Contractor shall hire staff for the Injury Coding Task. All proposed management and technical personnel shall be thoroughly familiar with NHTSA injury coding conventions.

The Contractor shall appoint an Injury Coding Project Manager. The Injury Coding Project Manager shall have experience in the management of in-depth crash studies and have an educational background in the fields of engineering, behavioral or physical science or business (systems) management.

The Injury Coding Contractor shall obtain personnel to serve as Senior Injury Coder. A Senior Injury Coder should have at least five (5) years’ experience identifying injuries from medical records and coding those injuries using the Abbreviated Injury Scale (AIS).

They should be experienced in all aspects of in-depth crash investigation, clinical evaluation, and crash reconstruction. A Senior Injury Coder should demonstrate cross sectional experience in human anatomy, vehicle damage analysis, mechanisms of injury, injury coding, and occupant kinematics. The Senior Injury Coder should be certified or trained by the Association for the Advancement of Automotive Medicine (AAAM) in AIS coding, or have participated in previous NHTSA Injury Coding training sessions. The Senior Injury Coder shall work full time on the CISS Injury Coding Project and is identified as key personnel in Section G.5.

The Injury Coding Contractor shall obtain personnel to serve as Injury Coders. Injury Coders should have one (1) year experience identifying injuries from medical records and coding those injuries using the Abbreviated Injury Scale or similar injury classification system. Injury Coders should demonstrate cross sectional experience in human anatomy, mechanisms of injury, and occupant kinematics.

The Injury Coding Contractor shall obtain Administrative Support Staff.

C.4.1.d Cooperation of Local Medical Facilities

One of the most important responsibilities is the establishment and maintenance of medical facility cooperation. The Injury Coding Contractor shall work collaboratively with the CISS PSU Contractor in determining medical facilities servicing the PSU. The medical facilities may include trauma centers, hospitals, emergency medical services (EMS), medical examiners, and coroners.

Based on its mandate and mission, NHTSA meets the definition of a public health authority under the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule. As such, NHTSA has statutory authority to collect information and conduct research related to the control and prevention of transportation-related injury, disability, and death.

Within one (1) month after contract award, the Injury Coding Contractor shall conduct a conference call with the PSU Operations Manager to discuss cooperation at medical facilities servicing the PSU. Of particular importance are detailed instructions on the privacy policy and various methods that can be used to obtain medical data such as report templates and coding schemes to sanitize hospital records.

The Injury Coding Contractor shall assist the CISS PSU Contractor and NHTSA in establishing agreements to obtain medical records from local medical facilities, with the CISS PSU contractor paying a fee if necessary. Electronic medical record information is the preferred means of collection, however, if necessary, paper copies of medical records may be used. If at all possible, agreements with medical facilities shall make medical records available without patient releases. The Injury Coding Contractor is responsible for informing the COR of any changes that may affect data collection.

C.4.1.e Medical Record Collection

The Injury Coding Contractor must work collaboratively with the PSU Contractor to maintain cooperation with medical facilities servicing the PSU. Requesting and obtaining medical records from these medical facilities will be a collaborative effort led by the PSU Contractor, with the assistance of the Injury Coding Contractor.

The consistency of the medical documentation collected from the various medical facilities shall be as uniform as possible to ensure robust injury causation coding. Capture of an occupant’s discharge summary, radiological reports, procedure/operative reports, and the admitting review of systems (ROS) or “History and Physical” should be the desired baseline minimum for documentation on all significant injury cases. To improve AIS coding and the understanding of injury mechanisms, the collection of radiologic images is desired.

Additional cooperation and cost may be associated with the collection of radiologic images either in the CD/DVD format typically provided to the patient or by Digital Imaging and Communications in Medicine (DICOM) format downloaded from the Picture Archiving and Communication Systems (PACS) at the medical facility of record. Provisionally, this additional information (e.g. medical imaging) may be used to support enhanced injury coding for all AIS 3+ injuries.

For fatal cases where the occupant did not reach a medical facility for diagnostic procedures, a complete internal autopsy shall be the desired baseline for documentation. Some medical examiners/coroners utilize computed tomography (CT) scans on fatal occupants that did not receive sufficient diagnostic procedures to document injury in lieu of an internal autopsy. In cases where this occurs, the radiologic report of the CT scan shall be the minimum baseline documentation collected.

C.4.1.f Injury Interpretation and Code Assignment

The medical records and other case data including police crash reports, coded vehicle and occupant data, vehicle images, scene diagrams, and some interviews will be made available to the Injury Coding Contractor by electronic means in the CISSWeb application. The Injury Coding Contractor shall be responsible for the identification and interpretation of injuries from medical documentation and assigning injury codes based on the most recent version of the AIS available to NHTSA. The AIS codes shall be entered into VisualAid or similar injury coding software provided by NHTSA. Other data associated with injuries such as hospital stay, vital signs, Glasgow Coma Scale (GCS) score, comorbidities, and EMS information will be collected and entered into the CISSWeb or similar application by the Injury Coding Contractor. The injury coding process for each case shall be completed within four (4) weeks of the date the medical record and vehicle data was released to the Injury Coding Contractor.

C.4.1.g Injury Causation

The Injury Coding Contractor shall be responsible for examining images and other documentation from the vehicle and occupant and selecting one or more involved physical component(s) for every injury. Multiple involved physical components may be coded in cases where more than one component is involved in the loading to the occupant (e.g. tandem components loading the body at a single anatomic location or two non-adjacent components loading the body at two separate anatomic locations). Other injury-specific data, including the body region injured, source of energy, contributing factors, injury mechanism, and confidence level, shall also be assigned for injuries of AIS severity 3 or higher and select AIS severity 2 injuries. The injury causation assignment process for each case shall be completed within four (4) weeks of the date the medical record and vehicle data was released to the Injury Coding Contractor.

C.4.1.h Optional Task - Special Studies Injury Coding

In addition to CISS data collection, NHTSA may design and implement special study data collection programs at various times. These special studies may involve additional data collection activities for a limited period of time for projects such as: on-scene and/or follow -on passenger crash investigation, motorcycle investigation, pedestrian investigation, large truck investigation. Requesting and obtaining medical records from medical facilities for special studies will be a collaborative effort led by the Operations Contractor, with the assistance of the Injury Coding Contractor. The Injury Coding Contractor shall interpret injuries and assign injury codes and injury causation, if these special studies are implemented, in a manner similar to CISS.

If exercised, the Government will advise the Contractor of its desire to exercise an Optional Task for Special Studies. The Government is not obligated to order these optional Special Studies tasks, nor is the Contractor obligated to perform these optional tasks unless a bi-lateral modification is executed by the Contractor and the Government. If the Government elects to proceed with these optional tasks, then the Contractor shall provide the Government with a technical and cost proposal for fulfilling those requirements. Upon agreement with the terms and conditions associated with the performance and estimated cost of the task(s), a formal bi-lateral modification shall be exercised by the Contractor and the NHTSA Contracting Officer.

C.4.1.i Optional Task - Special Crash Investigation Injury Coding

In addition to CISS data collection, NHTSA may enlist the Injury Coding Contractor to perform the injury coding for NHTSAs Special Crash Investigation (SCI) program. Requesting and obtaining medical records from medical facilities for special studies will be a collaborative effort led by the Special Crash Investigations Contractors, with the assistance of the Injury Coding Contractor. The Injury Coding Contractor shall interpret injuries and assign injury codes and injury causation, if implemented, in a manner similar to CISS. The SCI Program typically conducts investigations on 75 cases per year which require injury coding.

If exercised, the Government will advise the Contractor of its desire to exercise an Optional Task for Special Crash Investigation Injury Coding. The Government is not obligated to order this optional task, nor is the Contractor obligated to perform this optional task unless a bi-lateral modification is executed by the Contractor and the Government. If the Government elects to proceed with this optional task, then the Contractor shall provide the Government with a technical and cost proposal for fulfilling those requirements. Upon agreement with the terms and conditions associated with the performance and estimated cost of the task, a formal bi-lateral modification shall be exercised by the Contractor and the NHTSA Contracting Officer.

C.4.1.j CISS Injury Update Training

Each calendar year, an update or refresher training course may be conducted for five (5) days at a location to be determined. NHTSA will provide update training on new data elements, changes in injury coding procedures, or other NHTSA-designated problematic areas. The Contractor shall ensure that all injury coders receive annual update training as offered.

C.4.1.k Identification of Case Quality Issues

During the course of injury coding and injury causation assignment, the Injury Coding Contractor may encounter problems with case quality or elements in the CISS case which warrant review by the Quality Control Contractor. Examples would include incorrect interpretation of vehicle dynamics, principle direction of force, occupant contacts, intrusions, and seat belt usage. In instances where potential issues in the case are identified by Injury Coding Center personnel, the Injury Coding Center shall notify the Quality

Control Contractor and electronically return the case to the Quality Control Contractor for correction.

C.4.1.l Injury Coding Quality Control

Within four (4) weeks of award the Contractor shall submit to the COR a Quality Assurance Surveillance Plan (QASP) to outline the steps used to ensure quality control of injury coding including the methodology for case consistency between different members of the contractor’s staff.

The success of quality injury coding is dependent upon proper interpretation of data and establishing a formal review process. The Senior Injury Coder shall serve as the primary injury coding and injury causation reviewer, spending approximately half of their total hours reviewing cases completed by the other injury coding personnel. The Senior Injury Coder shall work full time on the CISS injury coding project. Select serious or complex injury cases, primarily defined as those with AIS severity of 3 or higher, which require additional oversight and expertise, shall be reviewed via web conference with NHTSA staff on a periodic basis. The entire review and coding process shall be completed within six (6) weeks of the date vehicle and medical record data was released to the Injury Coding Contractor.

(End of Section C)

SECTION D - PACKAGING AND MARKING

D.1 PACKAGING AND MARKING

Preservation and packaging of all shipments or mailing of all work delivered under this contract shall be done in accordance with good commercial practices and to insure acceptance by common carrier (if applicable) and safe transportation at the most economical rate(s).

Any deliverables required by this contract shall be submitted to the applicable personnel identified in Section F of this contract. Due to security concerns, deliverables transmitted via regular U.S. Mail experience significant delay in reaching an intended destination and, as part of the screening process, may be damaged. For these reasons, the U.S. Mail should not be used to transmit deliverables. Rather, the Contractor is encouraged to use electronic mail to the maximum extent possible.

D.2 FORMATTING TEXT AND IMAGE DELIVERABLES

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

D.2.1 TEXT

Text files shall be delivered in Microsoft WORD 2010 or similar format. Font type of Times New Roman with a font size of 12 shall be used throughout the document. The Contractor shall minimize additional formatting as much as possible e.g., avoid use of columns, avoid using any design/layout elements (however, see D.2.2, D.2.3, and D.2.4 below.)

D.2.2 CHARTS AND GRAPHS

The Contractor shall develop charts or graphs using Microsoft EXCEL 2010 or similar format and shall insert these in the appropriate places within the text document. The Contractor shall also provide the Microsoft EXCEL source file from which charts or graphs were developed.

D.2.3 ILLUSTRATIONS

NHTSA’s Office of Communication Services is responsible for developing or acquiring most illustrations found in NHTSA publications. These illustrations can take two forms:

a. Graphics – In the majority of cases, the Office of Communication Services will develop any needed graphics in collaboration with the COR. The Contractor shall provide text, graphs, and charts following the guidelines stipulated in D.2.1 and D.2.2 above. In some cases, the Contractor may be required to develop graphics. In these cases, the Contractor shall use only software approved by the U.S. Government Printing Office (e.g. Adobe Illustrator.)

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

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

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

D.2.4 WEB-BASED IMAGES

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

(End of Section D)

SECTION E INSPECTION AND ACCEPTANCE

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

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

Federal Acquisition Regulation (FAR) Clauses:

52.246-4 INSPECTION OF SERVICES – FIXED PRICE (AUG 1996)

52.246-5 INSPECTION OF SERVICES – COST-REIMBURSEMENT (APR 1984)

52.246-16 Responsibility for Supplies (APR 1984)

E.2 INSPECTION AND/OR ACCEPTANCE

The COR as designated in this Contract will 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:

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

b. Inadequate description of methodology.

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

d. Poorly conceived graphs, charts and displays.

e. Incorrect spelling and grammar.

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

SECTION F – DELIVERIES OR PERFORMANCE

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

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

www.acquisition.gov/FAR/

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

[X] FAR 52.242-15 Stop Work Order (AUG 1989), Alternate I (Apr 1984)

F.2 PERIOD OF PERFORMANCE

The Contract Term for this award is sixty months (60) months from the effective date of award. All work required, including preparation, submission, and acceptance of all deliverable items, shall be completed within the performance period.

F.2.1 Base Period and Option Periods

All work and services required hereunder shall not exceed sixty-six (66) months from the effective date of the contract inclusive of one (1) 12-month Base Period, four (4) 12-month Option Periods, and (1) 6-month Option to Extend Services, that may be exercised at the Government’s discretion, subject to the provisions in Section I.

Base Period Contract Year 1: TBD Option Period 1 Contract Year 2: TBD Option Period 2 Contract Year 3: TBD Option Period 3 Contract Year 4 TBD Option Period 4 Contract Year 5: TBD Option Period 5 Contract Year 6 (6-months): TBD

F.3 PLACE OF PERFORMANCE

The work performed under this contract shall be accomplished at the Contractor’s facility.

http://www.acquisition.gov/FAR/

F.4 PERFORMANCE MILESTONES AND DELIVERABLES

The following performance milestones and deliverables apply to this Contract and are considered important to the successful completion of the project.

Item No.

Task Number Milestones (M)/Deliverables (D) Due Date Electronic

Copies

1 C.4.1.a Contractor attends Kick Off Meeting & Presents Work Plan (M) (D)

Within 2 weeks after contract award

2 C.4.1.b Contractor establishes Injury Coding Facility (M)

Within 2 weeks after contract award

N/A

3 C.4.1.b Contractor submits documentation of all contractor acquired property (CAP) and government furnished equipment (GFE) (HS Form 324) (D)

Within 6 months after contract award

4 C.4.1.c Contractor hires Injury Coding staff (M) Within 2 weeks after contract award

N/A

5 C.4.1.d Contractor conducts conference call with PSU Operations Manager to discuss medical facility cooperation (M)

Within 1 month after contract award

N/A

6 C.4.1.e Work collaboratively with PSU Operations contractor to establish and maintain cooperation with medical facilities (M)

Ongoing N/A

C.4.1.f

Contractor completes injury interpretation and AIS code assignment process for each applicable case (M)

Within 4 weeks after applicable data is released to Contractor

C.4.1.g

Contractor completes injury causation assignment process for each case (M)

Within 4 weeks after applicable data is released to

9 C.4.1.h Optional Task Special Studies Injury Coding (M)

TBD N/A

10 C.4.1.i Optional Task Special Crash Investigation Injury Coding (M)

TBD N/A

11 C.4.1.j Contractor attends Injury Update Training (M)

TBD N/A

12 C.4.1.k Contractor identifies case quality issues to Quality Control contractor when encountered (M)

Ongoing N/A

13 C.4.1.l Contractor submits QASP to COR for injury coding review process (D)

Within 4 weeks of contract award

Item No.

Task Number Milestones (M)/Deliverables (D) Due Date Electronic

Copies

14 C.4.1.l

Contractor completes injury review process for each case (M)

Within 6 weeks of the date vehicle and medical record data is released to

15 F.5.1 and F.5.2

Contractor submits Monthly Progress and Financial Report

By the 15th of the month following the month being reported.

F.4.1 Inspection and Acceptance

All deliverables will be inspected and accepted by the COR. The COR will notify the Contractor if any deliverable requires any revisions.

F.4.2 Place of Delivery/Number of Copies

All deliverable items shall be furnished to the following address electronically. Unless otherwise noted, correspondence shall be made through email.

Item No.

Address

1, 3, 13, 15

Department of Transportation National Highway Traffic Safety Administration Attention: TBD, COR 1200 New Jersey Avenue, SE Washington, D.C. 20590 E-Mail: TBD

3, 13, 15

Department of Transportation National Highway Traffic Safety Administration Office of Acquisition Management Attention: TBD, Contract Specialist 1200 New Jersey Avenue, S.E., Washington, DC 20590 Email: TBD

F.5 STANDARD REPORTING FORMATS

F.5.1. Monthly Progress Report

The Contractor shall submit a monthly progress report to the COR, and NHTSA Contracting Officer by the 15th of the month following the month being reported. The monthly progress report shall include, but not limited to; actions occurring during the reporting month; actions anticipated for the coming month; any problems (either programmatic or contractual) encountered during the reporting month and corrective actions taken; any actions requested of the other CISS Contractors and NHTSA; and, any significant cost-savings measures taken by the Contractor during the reporting month. Invoice payments may be delayed if the Contractor submits late or unacceptable monthly progress reports. Some reasons for rejecting these reports include: incomplete description of work performed during the reporting period; incorrect spelling and grammar; failure to address problems encountered during the reporting period and corrective actions taken; and, failure to provide complete and accurate financial reporting information.

The Contractor shall submit progress reports to the COR and the Contract Specialist. These reports shall be prepared on a monthly basis and submitted by the 15th of the month following the month being reported. Each progress report shall contain concise statements covering the activities relevant to the contract, including:

(a) A clear account of the work performed during the report period.

(b) An outline of the work to be accomplished during the next report period.

(c) A description of any problem encountered or anticipated that will affect the completion of any work within the time and fiscal constraints set, together with recommended solutions to such problems; or, a statement that no problems were encountered.

(d) A tabulation of the planned, actual and cumulative percent of effort expended by the personnel.

(e) Any actions requested of NHTSA or other contractors

(f) Any significant cost-savings measures taken during the reporting month

(g) A chart outlining medical records received and coded in the month and running total for the data year, along with number of medical records not yet received for the data year

F.5.2 Financial Report

The Contractor shall submit a monthly financial report to the COR, and NHTSA Contracting Officer by the 15th of the month following the month being reported. Labor distribution by task, labor summary, and details of expenditures shall follow the format to be specified later by NHTSA for injury coding activities. Financial reporting for Contractor expenditures shall be separate from other financial reports. Invoice payments may be delayed if the Contractor submits late or unacceptable monthly progress reports. Some reasons for rejecting these reports include:

incomplete description of work performed during the reporting period; incorrect spelling and grammar; failure to address problems encountered during the reporting period and corrective actions taken; and, failure to provide complete and accurate financial reporting information.

(End of Section F)

SECTION G CONTRACT ADMINISTRATION DATA

G.1 VOUCHER/INVOICE REQUIREMENTS

G.1.1 All contract expenditures reported to the Accounts Payable Branch for reimbursement shall be submitted on Standard Form 1034, "Public Voucher for Purchases and Services other than Personal" (Continuation sheet 1035 will be attached, if needed), or other suitable voucher considered to be acceptable by the Contracting Officer.

G.1.2 The following data shall be included in a voucher/invoice to be considered acceptable:

(1) Name of the business concern and the submission date.

(2) Contract number, or other authorization for delivery of property or services.

(3) Description, price, and quantity of property and services actually delivered or rendered.

(4) Shipping and payment terms, if applicable.

(5) Name, title, phone number, and complete mailing address of responsible official to whom payment is to be sent.

(6) Name, title, phone number, and mailing address of person to be notified in the event of a defective invoice.

(7) Name of the COR, phone number and email address

(8) Name of the Contracting Officer and Contract Specialist (CS), phone number and email address

(9) Contractor’s TIN

(10) Contractor’s DUNS

(11) Invoice Number

(12) Other substantiating documentation or information as required by the Contracting Officer. Vouchers/invoices must include, as a minimum, the following information in support of all costs claimed:

(a) The period of performance for the costs claimed.

(b) The current and cumulative amounts of the following items of cost:

i. Direct Labor - with breakdown by labor category, and show the applicable rates, number of hours, and dollar extensions;

ii. Direct Labor Overhead - show the rate, the base amount to which it is applied, and dollar extensions;

iii. Direct Material - itemize if over $100; equipment costs shall be segregated from material costs;

iv. Direct Material Overhead (if applicable) - show the rate, the base amount to which it is applied, and dollar extensions;

v. Travel Costs - itemize, including names of travelers, origin and destination of trips, and dates of travel;

vi. Consultant Costs - show the name, applicable rate, and number of hours, with dollar extensions.

vii. Subcontracts - show the costs identified by firm;

viii. Other Direct Costs - itemize if over $100.00

ix. G&A - show the rate, the base amount to which it is applied, and dollar extensions;

x. Fee (if applicable).

xi. Total Amount Claimed (current and cumulative).

(13) A statement signed by an authorized company representative certifying that the costs proposed in the invoice are true and accurate.

(14) If the invoice does not comply with these requirements, then the Contractor will be notified of the defect within seven (7) days after receipt of the invoice at the designated billing office.

(15) Contractor failure to properly designate a financial institution or to provide appropriate payee bank account information may delay payments of amounts otherwise properly due.

G.1.3 The Contractor may submit one (1) original voucher to the following:

DOT/NHTSA

Mike Monroney Aero Center Accounts Payable Branch, AMZ-150

PO BOX 268911

Oklahoma City, OK 73125

Or

The Contractor may submit one (1) original voucher to the following e-mail account:

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

The Contractor is responsible for ensuring the legibility of the PDF image.

Illegible copies may be returned to the Contractor for re-scanning and may result in payment delays.

G.2 Limitation of Funds

a. The amount presently available for payment by the Government and allotted to this Contract is $TBD. It is estimated the allotted amount will fully fund the period XX/XX/XXXX through XX/XX/XXXX.

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 funded 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 B.1.1.

c. Sixty (60) days before the end of the period specified in the B.1.1, 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 B.1.1 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 B.1.1 or another agreed-upon date, upon the Contractor's written request the Contracting Officer will terminate the Contract on that date in accordance with the provisions of the Termination clause of this Contract’s base contract. If the Contractor estimates that the funds available will allow it to continue to discharge its obligations beyond that date, it may specify a later date in its request, and the Contracting Officer may terminate the Contract on that later date.

e. Except as required by other provisions of this Contract, specifically citing and stated to be an exception to this clause – mailto:9-AMC-AMZ-NHTSA-Invoices@faa.gov

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

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

f. No notice, communication, or representation in any form other than that specified in subparagraph e.(2) above, or from any other person other than the Contracting Officer, shall affect the amount funded by the Government to this Contract.

g. When and to the extent…