SF-33 693JJ920R000070_CRSS Coding Operations_fnl.pdf

693JJ920R000070

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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B. TELEPHONE (NO COLLECT CALLS)A. NAME

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INFORMATION

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

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

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

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

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CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

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SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

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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

693JJ919RQ00068909/25/2020

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693JJ9

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

Washington DC 20590

1300 ES 11/09/2020

MARLIN RICKETTS

m.ricketts-evans@dot.gov

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STANDARD FORM 33 (Rev. 9-97)

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

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12. In compliance with the above, the undersigned agrees, if this offer is accepted within _____0_________ calendar days (60 calendar days unless a different period is inserted

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

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CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

693JJ920R000070

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

TITLE: Crash Report Sampling System (CRSS) Coding Operations Resource Center

The Department of Transportation (DOT) National Highway Traffic Safety Administration (NHTSA) invites Offerors to submit a proposal for the Crash Report Sampling System (CRSS) Coding Operations Resource Center.

SOLICIATION: #693JJ920R000020

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

Request for Proposal: 693JJ920R000070 Title: CRSS Coding Operations Resource Center

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 Contract in accordance with the Statement of Work, Section C, and other terms and conditions of this Contract. All support provided to the Government shall be performed by Contractor employees or personnel otherwise retained by the Contractor.

B.2 CONTRACT TYPE

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

B.3 CONTRACT TERM

The term will be a base period of twelve (12) months from the effective date of award, including four

(4) twelve (12) month option periods equaling sixty (60) months. The Government reserves the right to extend contract services for a 6-month period for a total performance period of sixty-six (66) months; if exercised.

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.4 PRICE SCHEDULE

B.4.1 PRICE/COST SCHEDULE

Period of Performance Direct Costs

Indirect Rate X%

Fixed Fee X%

Total Costs

Base Period Contract Year 1

TBD

Option Period 1 Contract Year 2

Option Period 2 Contract Year 3

Option Period 3 Contract Year 4

Option Period 4 Contract Year 5

Option Period 5 Contract Year 6 (6-months)

Total Estimated Costs

B.5 LABOR CATEGORIES

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

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

• CODING SUPERVISOR – Responsible for providing the technical supervision of the coding of Crash Reporting Sampling System (CRSS) and Non-Traffic Surveillance (NTS) cases. Will develop and implement processes for accurate, timely and efficient coding protocols. Will coordinate with the quality control staff to identify and remedy coding anomalies. Shall have excellent communication skills to engage and support the coding staff.

• QUALITY CONTROL STAFF – Assess the quality and efficiency of CRSS and NTS case coding. Provides timely feedback to the Coding Supervisor and Coders related to quality control findings. Provides additional support to the Coding Supervisor. Ability to synthesize coding and validation instructions and apply the principles to monitoring coding. Devises a quality control plan that will monitor, investigate and remedy coding anomalies.

• CODERS – Responsible for review, interpretation and applying the coding instructions to code CRSS and NTS cases from various states and Primary Sampling Units (PSUs). After completion of coding training, will have a thorough understanding of the CRSS and NTS crash data collection programs, and be able to understand information from various States crash report formats. Shall be able to perform in a team environment and collaborate.

(End of Section B)

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 BACKGROUND

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

This statement of work applies to the record-based data collection, the Crash Report Sampling System (CRSS). CRSS is a sample of police reported crashes involving all types of motor vehicles, pedestrians, and cyclists, ranging from property-damage-only crashes to those that result in fatalities.

CRSS is used to estimate the overall crash picture, identify highway safety problem areas, measure trends, drive consumer information initiatives, and form the basis for cost and benefit analyses of highway safety initiatives and regulations.

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

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

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

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

The CRSS data collection effort begins with sampling activities. The CRSS Samplers review the crash reports to review, stratify and list important sampling variables, such as PSU, Police Jurisdiction (PJ), Crash Date, Crash Time, Stratum and Special Crash Investigation (SCI) categories in the Police Accident Report Sampling Engine (PARSE). The PARSE application runs an algorithm to select cases to be coded for the annual CRSS data file. The CRSS Sampler may then upload the case materials into the PARSE application for further coding. The PARSE application routinely transmits the case materials for the selected cases to be coded. CRSS coding begins only after a PCR has been selected for the CRSS sample.

There is a separate NHTSA contract, the Crash Report Sampling System (CRSS) Sampling Resource Center, that awards the responsibility to review, stratify and select cases. CRSS Samplers are trained to review and categorize the crash reports into three categories: NTS, CRSS applicable stratums or out of scope. The selected cases for NTS and CRSS are identified by the Police Accident Report Sampling Engine (PARSE) application and made available for coding by the CRSS Coders.

CRSS Coders are trained data entry personnel who interpret the crash reports into the CRSS Records Based Information System (RBIS) application. The CRSS RBIS application allows for the CRSS Coder to review, code and perform quality control activities. Approximately 120 data elements are coded and added into RBIS. After coding, quality control is performed on the data to ensure validity and consistency with the FARS/CRSS coding and validation manual guidance. After coding is completed for all the selected cases, CRSS data files and coding documentation publicly available.

This Contract supports the CRSS Coding Operations that include but are not limited to coding, quality control and technical guidance for the non-state run Crash Report Sampling System (CRSS) sites, which is 57 of the 60 sites.

C.2 OBJECTIVES

The objective of this Contract is to provide timely, efficient, and effective support to NHTSA’s Crash Data System Crash Report Sampling System (CRSS). This Statement of Work describes the responsibilities for the CRSS Coding Operations Resource Center. The activities include the coding and quality control activities of the CRSS data collection effort.

C.3 PURPOSE

The purpose of this Contract is to acquire services to operate the CRSS Coding Operations Resource Center to include CRSS and Non-Traffic Surveillance (NTS) coding that ensures timeliness, accuracy, consistency, and completeness in coding and data entry among all coding staff.

C.4 SPECIFIC REQUIREMENTS

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

C.4.1 - CRSS Coding Operations

C.4.1.1 Project “Kick-off” Meeting A two-day meeting for senior Contractor personnel shall be held within four (4) 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.

C.4.1.2 CRSS Coding Center Operations

Within four (4) weeks after the Contract award, the Contractor shall establish a facility for coding operations.

Telework/Remote Operations Clause

The Contractor shall submit a Telework/Remote Operations Policy four (4) weeks after contract award that outlines how it will conduct remote operations of the requirements under this task order.

Upon the completion of hiring, a Telework Plan shall be submitted to include the regular work schedule and special circumstances (i.e., pandemics, lockdowns, weather-related etc.). The plan shall include but not be limited to following:

• Identify each employee and their job title

• Describe each job title responsibilities

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

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

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

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

Physical Controls:

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

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

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

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

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

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

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

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

9. Deliveries should be made to a secure location within the space or the building. Packages cannot be left outside or in front of the office door in a publicly accessible space.

Access Control

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

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

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

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

For Wired Network Control:

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

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

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

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

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

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

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

For Wireless Network Control:

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

2. Wireless encryption keys must be changed at least once every 30 days.

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

(range extenders, etc.).

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

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

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

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

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

All computer equipment and software required for work under this contract (whether furnished by the government or purchased by the Contractor using contract funds) shall remain government-owned equipment. The Contractor shall acquire (purchase, rent, lease, or received as Government Furnished Equipment (GFE) or Contractor Acquired Property (CAP)) and maintain the facilities, equipment, and supplies needed to accomplish this work. The Contractor shall consult the COR (TO) before major equipment is acquired to ensure its suitability and best source for supplies. Prior to making any major equipment acquisitions (over $500), the Contractor shall request and receive approval from the Contracting Officer (CO) and the COR (TO).

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

Crash Data Acquisition Network (CDAN) Information technology hardware will be provided in accordance with existing USDOT IT procurement policies. IT hardware procured on behalf of the Contractor will be maintained and supported by a combination of USDOT resources (5HELP) for hardware and standard software and CDAN support resources (CDAN HelpDesk) for CDAN specific software applications. The Government Furnished Equipment (GFE) obtained through the U.S. Department of Transportation’s Office of the Chief Information Officer (OCIO) include laptop computers, monitors, docking stations, keyboards and mice. The laptop computers are imaged with the common-Departmental setups and software and these are maintained by USDOT helpdesk. To obtain GFEs, it is required that each contractor will go through the standard DOT contractor on-boarding process. All Contractors will be required to obtain and maintain up-to-date credentials that allow them to operate their issued equipment using a Personal Identification Verification (PIV) card.

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

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

C.4.2 Establish CRSS Coding Resource Center Management Center Staff Within four (4) weeks after establishing the Resource Center, the Contractor shall hire staff to fill the following positions: Project Manager, Coding Supervisor, Coders, Quality Control (QC) Staff, Administrative Assistant and/or Administrative Support Staff.

The Contractor shall appoint a Project Manager. The Project Manager shall review the coding operations monthly progress, identify coding backlog and remedy and coding and quality control issues for the monthly progress report submitted to the COR. Additionally, the Project Manager shall submit the monthly progress and financial expenditures to NHTSA. The Project Manager shall coordinate with COR in routine meetings and coordinate with the CRSS Team to adhere to the CRSS coding file delivery schedule.

The Coding Supervisor shall devise a strategy to code approximately 57,000 PCRs annually for CRSS with limited backlog coding. NTS contributes approximately 3,000 to 4,000 PCRs to be coded annually.

The Coding Supervisor shall also manage the coding of CRSS and NTS coding simultaneously.

The Administrative Assistant and/or Administrative Support Staff shall be responsible for assisting the Project Manager in the office secretarial functions and various supportive responsibilities for the CRSS Coding Resource Center.

C.4.3 Establish Coding and Quality Control Staff Within six (6) weeks after hiring the management staff, the Contractor shall hire Coders. The Contractor shall provide qualified individuals to participate in training to meet milestones and deliverables without compromising quality in CRSS data collection efforts. These individuals should have that capacity and/or experience in coding and interpreting complex information.

The Quality Control staff’s responsibilities shall include but not be limited to reviewing case materials and assessing coding accuracy to meet NHTSA’s goals of producing a timely and accurate annual file. Additionally, the QC staff shall be responsible for answering all inquiries related to CRSS coding anomalies, quality control findings and identifying training needs. The Quality Control Staff shall also participate in Electronic Data Transfer (EDT) mapping related activities, which are automated mapped attributes from the State crash report to Fatality Analysis Reporting System (FARS)/CRSS coding attributes. The Contractor shall also participate in the State Specific rules development and modification, which are developed to provide further guidance to translating State Specific crash report attributes to FARS/CRSS coding attributes to address complex and/or analytical data elements. The QC staff shall also assist NHTSA in collaboration with Records Based Training and Quality Control Resource Centers to review and discuss FARS/CRSS coding related activities.

C.4.4 Coding Training All CRSS Coding Resource Center staff responsible for coding and quality control activities shall participate in the New Analyst/Coder Training (NACT) before conducting coding and quality control processes. The Records Based Training Resource Center will provide the NACT training and subsequent annual training requirements.

The training includes ANSI D-16 and CRSS coding concepts. The ANSI-D16 is the American National Standard Institute’s manual on the classification of motor vehicle traffic crashes. It has been referenced for the highway safety research community to standardize definitions and concepts for traffic crash data.

The CRSS coding concepts are documented in the NACT coding training lessons and the FARS/CRSS Coding and Validation Manual, which document the variable and attribute definitions for coding a case.

Additionally, the training will include a demo for the CRSS and NTS Records Based Information System (RBIS) application, the web-based application used to code the selected CRSS and NTS case by the IT contractor. The CRSS RBIS is a data acquisition program designed to accept standardized CRSS codes and other information a CRSS crash as provided by the PCR.

The format for training is a combination of web self-paced learning, webinar and in-person training, however in-person training may be supplemented by instructor-led online instruction, if in-person training is not feasible. The first phase of training is the web self-paced Basic Lesson designed specifically for the CRSS Coder. It begins with an overview of NHTSA and NCSA and delves into the CRSS and CRSS Coder tasks. After completing the basic lesson, there is a webinar series to expand the knowledge of CRSS coding concepts. The third phase is a live and in person class room style presentation that builds upon the previous phases.

At NHTSA’s discretion, NHTSA may require the Contractor to ensure staff take an annual System Wide Training to provide an overview of the following years coding changes and instructions. In addition, at NHTSA’s discretion, the Contractor may be required to ensure staff receive training on an as-needed basis such as (i.e., findings from the quality-control activities or by NHTSA request).

The Contractor may provide input that assists NHTSA to develop and review the coding training materials. The Contractor shall submit any coding questions, suggestions and concerns to the Training Resource Center via the CDAN Helpdesk.

C.4.5 Case Coding

C.4.5.1 CRSS Case Coding

Approximately 4,000 cases are selected each month for coding. CRSS Coders shall code at least two cases per hour to meet an annual coding completion of all selected cases of the current data collection year, by April of the following year. The time it takes to review a PCR and code the case depends on the complexity of the crash (i.e., how many vehicles and persons involved and the crash events). Coding a CRSS case involves structuring the case in the RBIS to populate the appropriate number of vehicle and persons forms. Completing data entry varies based on the number of vehicles involved, determining the pre-crash events, and the coding data related to each person involved in the crash as noted on the PCR.

The PCR is the sole source of information for coding cases, as it provides information on the location of the crash, the vehicles involved, and the occupants and non-occupants included in the crash.

The CRSS Resource Center shall code at least 120 data elements on approximately 57,000 selected CRSS PCRs annually. The list of CRSS data elements can be reviewed from the FARS/CRSS Coding and Validation Manual (available on the Internet at:

https://crashstats.nhtsa.dot.gov/#/DocumentTypeList/23).

As the CRSS Coders enters data, the data is transferred via Internet browser to a central server where it becomes part of the CRSS database. In additional to data entry functions, the CRSS RBIS also provides reports based on the current data collection year and online help topics for data entry functions.

For the purposes of tracking and monitoring, the Contractor shall address coding related questions to the Records Based Training Resource Center via the CDAN helpdesk. The Contractor shall maintain a proper working relationship with the Records Based Quality Control Resource Center to support the Center’s detailed statistical analysis of the coded data.

For each data collection year, NHTSA anticipates a completion of the coded and quality control processes by the end of following April.

C.4.5.2 NTS Case Coding The contractor shall code NTS (Non-Traffic Surveillance) PCRs. The contractor shall use the RBIS application that has been modified to capture those data elements pertaining to NTS only. NHTSA anticipates that the Contractor shall process approximately 3,000-4,000 NTS PCRs annually. The Contractor shall also verify the coding accuracy and completeness of the NTS cases. NTS cases should be completed by the April following the data collection year.

The Contractor shall code the CRSS and NTS selected cases simultaneously and have enough coding personnel to effectively manage the case coding responsibilities. NHTSA anticipates the completion of the NTS data collection year to be in conjunction with the CRSS coded data files.

C.4.6 Records-Based Resource Center Master Work Plan The Contractor shall submit a draft master work plan that details the staffing allocations, outlining specific responsibilities and work processes, and timelines related to the Contract deliverables and https://crashstats.nhtsa.dot.gov/#/DocumentTypeList/23 milestones, eight (8) weeks after the completion of hiring Coding and Quality Control personnel. The COR will provide comments on the draft version of the master work plan within one week of receipt. A final master work plan shall be delivered to the COR three weeks after the receipt of the CORs comments. All contents of the work plan shall be submitted to and are subject to review and final approval by the COR (TO).

As new technologies that could affect the work processes are developed and implemented, the master work plan will be reassessed to determine if a modification is necessary. The COR (TO), will review the master work plan annually and communicate any necessary revisions to the Contractor for implementation.

C.4.7 Quality Assurance and Quality Control (QA/QC) Plan The Contractor shall perform quality assurance for its coding operation and submit a quality control plan that includes at a minimum a description of the efforts to ensure that the coding of the CRSS and NTS PCRs are accurate and the measures taken when personnel show patterns of inaccurate coding and/or misinterpretation of the coding concepts. The coding accuracy will also be assessed by the CRSS QC Intranet Reports and various reporting tools used to monitor data coding and productivity (backlog).

The QA/QC plan shall include but not limited to outlining how frequently the Contractor will monitor the reporting tools and how to provide feedback to the Coders, internal processes to monitor coding accuracy and as well as how the Contractor will maintain a manageable backlog of coding, with a maximum of no more than one month’s worth of coding productivity.

A Draft QA/QC plan shall be delivered to the COR(TO) four (4) weeks after the completion of hiring of Coding and Quality Control personnel. The COR(TO) shall review and provide comments to the Contractor within one week of receipt. The Contractor shall deliver the Final QA/QC plan to the COR three weeks after the receipt of the COR’s comments on the draft.

As new technologies that could affect the quality assurance and/or quality control processes are developed, the QA/QC plan will be reassessed and the COR(TO) will determine the need for a revision.

The COR(TO) will review the QA/QC plan annually and communicate any necessary revisions to the Contractor for implementation. All contents of the QA/QC plan shall be submitted to and are subject to review and final approval by the COR (TO).

C.4.8 Communications The Contractor shall collaborate and communicate effectively with various NHTSA personnel and contractors on shared tasks/responsibilities including, but not limited to, webinars, teleconference calls and meetings with the presence of NHTSA staff. The Contractor is responsible for including the COR on all communications.

C.4.9 Special Studies In addition to CRSS data collection, NHTSA may design and implement special study data collection programs. All information shall be obtained from the PCR.

The concept includes data collection on a specific subset of data for a limited period of time. This activity is known as a Special Study. The Contractor shall anticipate that special studies will be conducted throughout this contract period. The number and duration will be based on the complexity of each special study and the size of the sample needed. The implementation of the special study shall have no negative impact on the operations of CRSS and NTS coding productivity and deadlines. The Resource Center staff shall be responsible for the technical support and review of proposed special study data collection forms, protocol, and coding manuals. The Resource Center Manager shall plan for two (2) persons to attend a two-day meeting each year for the development and review of data collection activities for special studies. Training related to the special studies will be conducted by the Records Based Training Resource Center as applicable to the need of the special study.

C.4.10 Contract Transition Requirements

During contract transition, one contractor relinquishes responsibility while another assumes that responsibility. The successor Contractor shall ensure that the transition of responsibilities is accomplished as quickly and effectively as possible. It is crucial to maintain a continuity of operations. The successor Contractor shall provide qualified staff to maintain routine coding for the entire contract period. If the responsibility for CRSS coding operations is relinquished at the end of this contract, the incumbent contractor shall cooperate with the successor contractor during the transition period. Office files shall be current and include messages, correspondence, and full documentation related to coding. All government owned equipment and furnishings shall be made available for transfer to the new contractor along with a full and complete inventory.

(End of Section C)

SECTION D - PACKAGING AND MARKING

D.1 PACKAGING AND MARKING

Preservation, and packing of all shipments or mailing of all work delivered under this contract shall be done in accordance with good commercial practices and to ensure 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 (JUN 2009)

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

D.2.1 Text

Text files shall be delivered in a format compatible with Microsoft Word 2016. Font type of Times New Roman with a font size of 12 shall be used throughout the document, unless otherwise authorized by the COR. The Contractor shall minimize additional formatting as much as possible, for example, 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 a format compatible with Microsoft Excel 2016 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:

• Graphics – In the majority of cases, the Office of Communication Services will develop any needed graphics in collaboration with the COR (TO) and/or 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 Publishing Office (e.g., Adobe Illustrator.)

• 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 disc or flash drive in either .tif or .jpg format, unless otherwise authorized by the COR.

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 shall not use a release form under this contract that has not been first reviewed and approved for use by the Agency. The Contractor also 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 such photos.

D.2.4 Web-based Images

The Contractor is cautioned that copyrights may restrict use of web-based images even if it 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 typically should not be used under this contract, and need to first be approved by the COR.

(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 Task Order Period of Performance will be sixty (60) months from the date of award. All work required, including preparation, submission, and acceptance of all deliverable items, shall be completed within the performance period. The Government reserves the right to extend contract services for a 6-month period for a total performance period of sixty-six (66) months; if exercised.

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.

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.

Requirement Number

Milestones (M)/Deliverables (D) Due Date Electronic Copies

1.

C.4.1.1 Project Kick-off Meeting (M)

4 weeks after contract award N/A

2.

C.4.1.2

Contractor establishes facility for coding operations and Telework/Remote Operations

Policy (M/D) 4 weeks after award N/A 3.

C.4.1.2

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

30 days after receipt of equipment 1

4.

C.4.1.2 Contractor shall submit a Telework/Remote

Operations Plan (D)

2 weeks after the completion of hiring staff 1

5.

C.4.2

Contractor hires Coding Resource Center Management Staff (M)

4 weeks after Item 2 N/A

6.

C.4.3

Contractor hires Coders and Quality Control (QC) Staff (M)

6 weeks after Item 5 N/A

7.

C.4.4 Complete CRSS Coding Training (M)

As directed by

COR N/A

8.

C.4.4

Participate in the FARS/CRSS Systemwide Training (M) Annually N/A

9.

C.4.5.1

Contractor will code approximately 57,000 selected CRSS cases and complete Quality Control activities (D)

April the following year 1

10.

C.4.5.2

Contractor will code approximately 3,000 – 4,000 NTS cases and complete Quality Control (D)

April the following year 1

11.

C.4.6

Contractor will submit a Draft Master Work Plan (D)

8 weeks after Item 6 1

12.

C.4.6 Contractor will submit a Final Master Work Plan (D)

3 weeks after receipt of

COR’s feedback on item 11 1

13.

C.4.6

Contractor will submit an updated Master Work Plan as needed (D) Annually 1

14.

C.4.7 Contractor will submit a Draft QA/QC plan (D)

4 weeks after Item 6 1

15.

C.4.7 Contractor will submit a Final QA/QC plan (D)

3 weeks after receipt of

COR’s feedback on item 14 1

16.

C.4.7

Contractor will submit an updated QA/QC plan as needed (D) Annually 1

17.

F.5.1

Contractor will submit a Monthly Progress Report (D)

Monthly by the 15th 1

18.

F.5.2

Contractor will submit a Monthly Financial Report (D)

Monthly by the 15th 1

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

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

Item No. Address

1, ,3, 4, 9, DOT/National Highway Traffic Safety Administration Attn: TBD, COR 1200 New Jersey Ave SE Washington, DC 20590 Phone: TBD E-mail: TBD

1, 3, 4, 9-

DOT/National Highway Traffic Safety Administration Attn: TBD, ACOR 1200 New Jersey Ave SE Washington, DC 20590

1,17, 18

DOT/National Highway Traffic Safety Administration Office of Acquisition Management (OAM) Attn: TBD Contract Specialist 1200 New Jersey Ave., SE 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 their respective COR (TO), and NHTSA Contract Specialist within fifteen (15) days following the month being reported. The monthly progress report shall include, but not limited to: actions that occurred 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 Resource Center and NHTSA; and any significant cost-savings measures taken by the Contractor during the reporting month. Monthly progress reports shall also include a breakdown of hours per sub-task for each staff member for the reporting period.

The Contractor shall report promptly to the COR any problems/issues with meeting requirements under this contract. This includes but is not limited to any failures to meet the coding productivity requirements, lapses in quality control processes as…