SF33 RFP 693JJ923R000117.pdf

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Title: Model Minimum Uniform Crash Criteria (MMUCC) Education and Training RFP Solicitation: 693JJ923R000117

PART I – THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COST

B.1 SUPPLIES/SERVICES

The Contractor shall furnish the necessary qualified personnel, facilities, materials, supplies, equipment, and services to provide the National Highway Traffic Safety Administration (NHTSA) with technical support for the project entitled “Model Minimum Uniform Crash Criteria (MMUCC) Education Training.” The Contractor shall fulfill the work requirements in accordance with Statement of Work (SOW), Section C, and other terms and conditions as set forth in the solicitation and 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 awarding a single Firm Fixed Price (FFP) contract with Cost Reimbursement elements.

Contract Term - All work and services required hereunder shall not exceed 60 months from the effective date of the contract inclusive of one (1) 12-month base year; four (4) one (1) year periods and (1) 6-month Optional to Extend Services, that may be exercised at the Government’s discretion, subject to the provisions in Section I.

B.3 CONTRACT PRICES

PRICING SCHEDULE COMPOSITION WORKSHEETS:

The following worksheet format shall be used when calculating Loaded Fixed Rates. These worksheets represent one “set” of prices. The Offeror shall submit six sets as part of its price proposal (one set for base year, one set each for optional year and one set for the six months optional period as listed in Section B.4.1 – B.4.6 of the RFP.) Although the tables are formatted for labor categories, offerors are free to designate appropriate labor categories and hours. Offerors may develop the following tables in either Microsoft Word or Microsoft Excel and submit them in either format.

B.3.1 CONTRACT YEAR ONE – BASE YEAR

(Prices shall cover the Period of Performance from XXX, to XXX)

CLINS

Labor Categories

Level of Effort

(In Hours)

Fixed Hourly

Rate

Total Fixed Hourly Rate

00001 Kick Off Meeting 10001 Project Manager 800 10002 Assistant Project Manager 700 10003 Instructional Systems Developer 1400 10004 Assistant Instructional Systems

Developer

10005 Training Logistics Lead 300 10006 Training Logistics Support 200 10007 Business Manager 400 10008 Administrative Support 500 10009 Instructor 1 (Lead) 1000 10010 Instructor 2 500 10011 Instructor 3 500 10012 Instructor 4 500 10013 Editor 1000

Total Labor Hours

Total Hourly Rate CLINS Other Direct Cost Estimate Cost Indirect Rate 10014 Miscellaneous Cost 0.00% 10015 Materials/supplies and postage 0.00% 10016 Transportation 0.00% 10017 Per Diem or Subsistence 0.00%

B.3.2 CONTRACT YEAR TWO – OPTION YEAR ONE

20001 Project Manager 600 20002 Assistant Project Manager 500 20003 Instructional Systems Developer 1000 20004 Assistant Instructional Systems

Developer

20005 Training Logistics Lead 500 20006 Training Logistics Support 400 20007 Business Manager 300 20008 Administrative Support 300 20009 Instructor 1 (Lead) 2080 20010 Instructor 2 2080 20011 Instructor 3 2080 20012 Instructor 4 2080 20013 Editor 600

Total Labor Hours

Total Hourly Rate CLINS Other Direct Cost Estimate Cost Indirect Rate 20014 Miscellaneous Cost 0.00% 20015 Materials/supplies and postage 0.00% 20016 Transportation 0.00% 20017 Per Diem or Subsistence 0.00%

B.3.3 CONTRACT YEAR THREE – OPTION YEAR TWO

CLINS

Labor Categories

30001 Project Manager 600 30002 Assistant Project Manager 500 30003 Instructional Systems Developer 800 30004 Assistant Instructional Systems

Developer

30005 Training Logistics Lead 500 30006 Training Logistics Support 400 30007 Business Manager 300 30008 Administrative Support 300 30009 Instructor 1 (Lead) 2080 30010 Instructor 2 2080 30011 Instructor 3 2080 30012 Instructor 4 2080 30013 Editor 200

Total Labor Hours

Total Hourly Rate CLINS Other Direct Cost Estimate Cost Indirect Rate 30014 Miscellaneous Cost 0.00% 30015 Materials/supplies and postage 0.00% 30016 Transportation 0.00% 30017 Per Diem or Subsistence 0.00%

B.3.4 CONTRACT YEAR FOUR – OPTION YEAR THREE

40001 Project Manager 600 40002 Assistant Project Manager 500 40003 Instructional Systems Developer 800 40004 Assistant Instructional Systems

Developer

40005 Training Logistics Lead 500 40006 Training Logistics Support 400 40007 Business Manager 300 40008 Administrative Support 300 40009 Instructor 1 (Lead) 2080 40010 Instructor 2 2080 40011 Instructor 3 2080 40012 Instructor 4 2080 40013 Editor 200

Total Labor Hours

Total Hourly Rate CLINS Other Direct Cost Estimate Cost Indirect Rate 40014 Miscellaneous Cost 0.00% 40015 Materials/supplies and postage 0.00% 40016 Transportation 0.00% 40017 Per Diem or Subsistence 0.00%

B.3.5 CONTRACT YEAR FIVE – OPTION YEAR FOUR

50001 Project Manager 600 50002 Assistant Project Manager 500 50003 Instructional Systems Developer 800 50004 Assistant Instructional Systems

Developer

50005 Training Logistics Lead 500 50006 Training Logistics Support 400 50007 Business Manager 300 50008 Administrative Support 300 50009 Instructor 1 (Lead) 2080 50010 Instructor 2 2080 50011 Instructor 3 2080 50012 Instructor 4 2080 50013 Editor 200

Total Labor Hours

Total Hourly Rate CLINS Other Direct Cost Estimate Cost Indirect Rate 50014 Miscellaneous Cost 0.0% 50015 Materials/supplies and postage 0.00% 50016 Transportation 0.00% 50017 Per Diem or Subsistence 0.00%

B.3.6 CONTRACT YEAR 5.5 – OPTION YEAR FIVE 6 MONTHS

60001 Project Manager 300 60002 Assistant Project Manager 250 60003 Instructional Systems Developer 400 60004 Assistant Instructional Systems

Developer

60005 Training Logistics Lead 250 60006 Training Logistics Support 200 60007 Business Manager 150 60008 Administrative Support 150 60009 Instructor 1 (Lead) 1040 60010 Instructor 2 1040 60011 Instructor 3 1040 60012 Instructor 4 1040 60013 Editor 100

Total Labor Hours

Total Hourly Rate CLINS Other Direct Cost Estimate Cost Indirect Rate 60014 Miscellaneous Cost 0.00% 60015 Materials/supplies and postage 0.00% 60016 Transportation 0.00% 60017 Per Diem or Subsistence 0.00%

B.3.7 DESCRIPTION OF LABOR CATEGORIES

Project Manager Provides corporate oversight of all work performed under the contract. Meets regularly with the NHTSA Contracting Officer's Representative (COR) to ensure that objectives are met in a timely and efficient fashion, staffing remains sufficient, and resources are adequate. Can mobilize and direct resources, including staff and facilities, from all parts of the contractor's organization to ensure that the Government's requirements are met. The Project Manager serves as the main point of contact for contract and general administrative issues with the COR.

Assistant Project Manager

Assist the Project Manager in analyzing and coordinating the schedule, timeline, procurement, staffing, and budget of a product or service on a per project basis.

Lead and guide the work of technical staff. May serve as a point of contact for the client or customer.

Instructional Systems Developer

Develop instructional material, coordinate educational content, and incorporate current technology into instruction in order to provide guidelines to educators and instructors for developing curricula and conducting courses. May train and coach teachers.

Assistant Instructional Systems Developer

Assist the Instructional Systems Developer in the design of training and development programs.

Training Logistics Lead Analyze and coordinate the logistical functions of a firm or organization in coordinating the activities of staff, convention personnel, or clients to make arrangements for group meetings, events, or conventions to ensure that the Government's requirements are met.

Training Logistics Support

Assist the Training Logistics Lead in coordinating the activities of staff, convention personnel, or clients to make arrangements for group meetings, events, or conventions.

Business Manager Plan, direct, or coordinate one or more administrative services of an organization, such as records and information management, mail distribution, and other office support services.

Administrative Support Assist the Business Manager in coordinating and expediting the flow of work and materials within or between departments of an establishment according to production schedule. Duties include reviewing and distributing production, work, and shipment schedules; conferring with department supervisors to determine progress of work and completion dates; and compiling reports on progress of work, inventory levels, costs, and production problems.

Instructor 1 (Lead) Instruct students in various technical and vocational subjects Instructor 2 Instruct students in various technical and vocational subjects Instructor 3 Instruct students in various technical and vocational subjects Instructor 4 Instruct students in various technical and vocational subjects Editor Plan, coordinate, or edit content of material for publication. May review proposals and drafts for possible publication.

(End of Section B)

SECTION C - DESCRIPTION/SPECIFICATIONS/ STATEMENT OF WORK

C.1 ACRONYMS

ACA After Contract Award ANSI American National Standard Institute ANSI D.16 American National Standard Institute (ANSI) D.16, Manual on Classification of

Motor Vehicle Traffic Crashes BIL Bipartisan Infrastructure Law CO Contracting Officer COR Contracting Officer’s Representative CRSS Crash Report Sampling System CS Contract Specialist DOT United States Department of Transportation EDT Electronic Data Transfer FAR Federal Acquisition Regulation FARS Fatality Analysis Reporting System LEO Law Enforcement Officer LMS Learning Management System MMUCC Model Minimum Uniform Crash Criteria NCSA National Center for Statistics and Analysis NHTSA National Highway Traffic Safety Administration PCR Police Crash Report PII Personally Identifiable Information PRA Paperwork Reduction Act

C.2 BACKGROUND

The National Highway Traffic Safety Administration (NHTSA) is an operating administration of the U.S.

Department of Transportation (DOT). NHTSA’s mission is to save lives, prevent injuries and reduce traffic-related health care and other economic costs. The agency develops, promotes, and implements effective educational, engineering and enforcement programs with the goal of ending preventable tragedies and reducing economic costs associated with vehicle use and highway travel. In addition to its safety mission, NHTSA develops and administers Consumer Information regulations that assists consumers with making informed decisions about motor vehicles and associated equipment.

NHTSA seeks to improve the accuracy and uniformity of the motor vehicle crash data used to support its actions through the development and delivery of education for data collectors. Law Enforcement Officers (LEOs) collect motor vehicle crash data from the scene of a crash on a Police Crash Report (PCR).

NHTSA will develop learning programs and formats to train data collectors (i.e., LEOs), to improve their data collection capabilities consistent with NHTSA’s Model Minimum Uniform Crash Criteria (MMUCC). NHTSA will also develop a tutorial to explain the MMUCC guidelines to data users.

MMUCC and ANSI D.16 MMUCC is a voluntary guideline that represents a minimum, model set of variables (data elements) that describe a motor vehicle traffic crash. Typically, the data elements and their values (attributes) describe who was involved, where the crash took place, when and under what circumstances it took place, what the impacts of the crash were, and why the crash happened. MMUCC data elements also record what happened during and after a crash. Since this data supports State and local decision-making, State and local agencies are encouraged to collect as many of the recommended MMUCC data elements and their attributes as possible.

Much of the terminology and concepts found in MMUCC, along with many definitions and classifications, are established in the American National Standard Institute (ANSI) D.16, Manual on Classification of Motor Vehicle Traffic Crashes, now in its eighth edition (2017). The ANSI D.16 “… has been used for many decades and serves to maintain uniformity for those who report, analyze, classify, and otherwise use traffic crash data. The Standard has been developed for use throughout the United States and its Territories, to facilitate reporting and classification of crashes across jurisdictions. The uniformity of reporting that results from this standard facilitates development of data on crashes in and out of traffic for nationwide use. Such data becomes the basis for decisions about traffic safety initiatives throughout the country” (ANSI D.16, 2017). Together, the ANSI D.16 and MMUCC form the foundation of crash data collection in the nation. The ANSI D.16 identifies and defines the concepts and terminology, and MMUCC sets the criteria of what should be collected on a PCR for minimum, uniform data analysis.

Both documents, the MMUCC guideline and the ANSI D.16, are currently in the update process.

NHTSA’s MMUCC program, including the guideline itself, is undergoing an evaluation. The result will be a modernized MMUCC, capable of meeting the up-to-date needs of State and Federal systems and establishing forward-looking practices The ANSI D.16 Standards Review Committee is conducting an ongoing review of the Crash Classification standards to ensure their continued relevance. Both updated documents are anticipated to be published in 2024.

National Center for Statistics and Analysis (NCSA) NHTSA has collected crash data since the early 1970s to support its mission to reduce motor vehicle crashes, injuries, and deaths on our Nation’s highways. NHTSA’s National Center for Statistics and Analysis (NCSA) provides a wide range of analytical and statistical support to NHTSA and the public, including the highway safety community. NCSA collects, processes, and maintains crash data in multiple databases (e.g., the Fatality Analysis Reporting System), and uses this data for research and analysis for policy and rulemaking development as well as to create motor vehicle traffic safety informational products for the public. To ensure data accuracy and uniformity, NHTSA will develop a curriculum of MMUCC and ANSI D.16 educational modules to help improve understanding of NHTSA crash data by meeting the needs of different levels of data collectors.

MMUCC Education The data collected from the scene of a crash is only of benefit if the LEOs collecting it understand and correctly report the information requested on the PCR. NHTSA seeks to develop training for LEOs to improve their data collection capabilities consistent with the MMUCC data elements and how to properly report data when completing a PCR based upon the MMUCC. Developing standardized training will improve the data accuracy at the point of collection. The Contractor will use the MMUCC and ANSI D.16 to develop the course material. This type of targeted instruction will improve a state’s data quality and result in improved data quality for NHTSA.

NHTSA also seeks the development of a public-facing tutorial to explain the MMUCC guideline to NHTSA website users.

C.3 OBJECTIVES

The objective of this contract is to develop and provide a MMUCC training program to support improved quality of the motor vehicle crash data collected and submitted to NHTSA.

To meet this objective, training should be creative, intuitive, and include user-friendly approaches to developing and educating data collectors on uniform crash terminology, and concepts and coding data elements using the MMUCC and ANSI D.16.

C.4 GENERAL REQUIREMENT

The Contractor shall perform the activities as specified in this Agreement. The Contractor shall also be responsible for each of the general and specific requirements as well as contract deliverables as specified below.

The Contractor shall furnish the necessary qualified personnel, facilities, materials, supplies, equipment, and services to perform work under this Agreement in accordance with the applicable requirements and laws.

The Contractor shall conduct the trainings and training development in accordance with the procedures specified in Section C.6 through Section C.6.12. The Contractor shall prepare and submit Preliminary Master Work Plan, Annual Training Plan and any other documents as specified in Section C.6, Specific Requirements and Section F, Deliveries or Performance.

C.5 KICK OFF MEETING

The Contractor shall participate in a post-award orientation with the COR to discuss the milestones and deliverables for this contract.

Additionally, the Contractor shall conduct a kickoff meeting to NHTSA personnel, within four (4) weeks of contract award, at either DOT HQ Washington D.C or via webinar. This kickoff meeting will provide an overview of the Contractor’s preliminary work plan, the project’s objectives, milestones, deliverables, project details, and report templates. The Contractor shall describe their planned approach, timeline of events, key personnel, telework policy, potential risks to the project, risk mitigation strategies, and be prepared with appropriate briefing materials.

C.6 SPECIFIC REQUIREMENT

The purpose of this Agreement is to acquire services to provide MMUCC- and ANSI D.16-based training to data collectors and the public. The Contractor shall conduct work according to the following specific requirements.

C.6.1 Annual Training Plan

The Contractor shall submit a draft Annual Training Plan, including an annual calendar deployment schedule of each training format, within six (6) weeks of the contract award and four (4) weeks after the start of each new contract year. The COR will review the Annual Training Plan and provide comments to the Contractor within one (1) week of receipt. The Contractor shall incorporate the COR’s comments and finalize the Annual Training Plan within two (2) weeks of receipt of the COR’s comments. The Contractor shall be responsible for all items as stated in the Annual Training Plan. In consultation with the COR, if items in the plan need to be adjusted mid-year, the CO will inform the Contractor to deliver an updated Annual Training Plan to reflect the agreed upon changes.

C.6.2 Training Development

The Contractor shall be responsible for the development of all training curricula, content, and materials.

Draft materials shall be submitted to the COR sixty (60) days before deployment for review and approval by the COR.

The Contractor shall develop curricula as follows:

• basic, intermediate, and advanced training for Law Enforcement data collectors,

• a tutorial for the public.

All educational materials and lessons shall consist of universal topics, applicable to all states, and based upon the MMUCC and ANSI D.16. The Contractor shall develop training curricula, content, and materials utilizing the most current editions of MMUCC and ANSI D.16. Updated editions of MMUCC and ANSI D.16 are anticipated to be published in 2024. Prior to the updated guidelines, and in consultation with the COR, work can begin on basic training concepts, as these are the most unlikely to change in the new editions. In consultation with the COR, the development of intermediate and advanced training shall be timed to coincide with the anticipated release of the new publications. After the new editions of MMUCC and ANSI D.16 have been published, the Contractor shall update and develop training curricula, content, and materials as necessary using the updated editions.

The Contractor shall develop, revise, and maintain all training curricula, content, and materials. The Contractor shall consult with the COR prior to beginning substantive work on any course revisions or modifications. Minor changes and individual course specific modifications shall be submitted to the COR as needed. Any permanent or major changes in the course objectives, method of presentation, or course materials must be documented in writing and submitted to the COR. Before implementing any permanent or major changes, the Contractor must receive written approval from the CO.

C.6.3 Knowledge Assessment Plan:

The Contractor shall develop methods for assessing students’ understanding and knowledge learned from the educational material and training, as well as collecting feedback for improvement. Within ten (10) weeks of contract award, the Contractor shall provide the COR a plan for measuring the effectiveness of the educational materials within the limits of the Paperwork Reduction Act (PRA) https://pra.digital.gov/.

The Contractor shall be responsible for implementing the methods stated in the plan.

C.6.4 Training Delivery

The Contractor shall be responsible for the delivery of the training and educational materials developed under (C.6.2) The Contractor shall deliver the training and training materials as identified in the Annual Training Plan (C.6.1), according to the delivery schedule. Live training (either webinar or in-person) on intermediate and advanced material shall be scheduled after the release of the new editions of MMUCC and ANSI D.16 (anticipated in 2024), based on demand. Law Enforcement personnel will be the audience for the training.

The Contractor shall supply knowledgeable staff to conduct each live training session (either webinar or in-person), as appropriate for the students/audience. The Contractor shall be prepared to deliver simultaneous trainings (either by webinar or in-person) In-Person training locations depend on states Law enforcement agencies and can be anywhere within the continental of United States. Instructors shall be capable of providing Subject Matter Expertise in Law Enforcement crash data collection, the purpose for collecting the data, the intricacies of MMUCC and ANSI D.16, how the data applies to NHTSA crash data systems (e.g., FARS), an understanding of Law Enforcement traffic crash on-scene duties and training these complex concepts to Law Enforcement personnel. The Contractor shall be capable of recording all live training sessions (either webinar or in-person) and may be required to record a specific training after collaboration with the COR.

C.6.5 Training Logistics

The Contractor shall be responsible for all training logistics, including the following:

• Track Demand: The Contractor shall track the demand for any ready-for-print, electronic files, media, LMS, live training, or other training/educational materials. The number of requests for the material, the entities making the requests, and other relevant statistics shall be reported to the COR in the monthly progress report (C.6.6 and C.6.7). The Contractor shall track the demand for a live training class (either webinar or in-person) in order to make a decision to prepare for training delivery, conduct all logistics, and present training. The Contractor shall notify the COR two (2) months before a scheduled training class followed by weekly updates regarding the number of class participants and required training materials. If the demand is less than ten (10) students, NHTSA may cancel the training.

• Register Students: The Contractor shall register students for live training (either webinar or in-person) and to access training in an LMS.

https://pra.digital.gov/

• LMS Administration: The Contractor shall administer all aspects of an LMS including adding and maintaining training content, providing access tokens to students, assisting students with questions or access issues, etc.

• Track Student Statistics: The Contractor shall track student training progress, completion, retaking modules, feedback, and other student statistics for each type of training as requested by the COR.

• Coordination with Students and Entities: The Contractor shall coordinate with the students, agencies, and other applicable personnel to schedule and deliver training and educational materials as appropriate.

• Coordination for Live In-Person Training: For live in-person training, the Contractor shall assist NHTSA to select an appropriate venue for live training including researching hotel accommodations. The Contractor shall select potential sites based upon:

• Resources available,

• Preferred regional location,

• Time of year,

• Proximity to air transportation, and

• Sufficient hotel accommodations.

When a site selection is made, three hotels shall be selected to submit bids. The final hotel selection shall be based upon price, room availability, audiovisual capabilities, power and communication requirements, and training room space.

The Contractor shall contact the sales or convention office of the hotel to begin negotiations regarding meeting and lodging rooms, audiovisual and other needs as necessary. The Contractor shall assist NCSA in negotiating a contract with the hotel for the items listed under Coordination of Hotel Logistics, below. NCSA will be responsible for all costs associated with training room space and audiovisual needs for all participants. The Contractor shall establish a separate master account for the Contractor to use to cover other expenses, if required. Prior approval by the CO is required to book any hotel and/or meeting space.

• Coordination of Hotel Logistics The Contractor shall coordinate all hotel logistics with the COR. If necessary, the Contractor shall visit the hotel site with the COR or other designated NCSA personnel and meet with the appropriate hotel personnel prior to the training. Prior approval by the CO is required to book any hotel and/or meeting space.

Negotiate Government or Group Room Rates

The Contractor shall make arrangements for all participants to receive the established government or group room rental rate (or a rate approved by NCSA) during the training, and if possible, for two to three days before and after the training for those whose flights require them to come early and/or stay afterward. In addition, the Contractor shall reserve a block of rooms and establish a “room block guarantee” deadline date.

Select Function/Training Rooms

The Contractor shall select the appropriate training/function room space based upon the number of participants attending each general session or “breakout” class/training, and the desired layout of the room (theatre-style, classroom-style, etc.). The Contractor shall also ensure that the training space meets audiovisual, electrical, lighting, and other system requirements (as necessary). The Contractor shall be available on-site to ensure the hotel’s adherence to agreements.

Arranging Complimentary Hotel Transportation

If available, the Contractor shall arrange for the hotel to provide complimentary transportation to pickup and drop-off participants at the airport and to transport them to and from local sites.

Audiovisual Equipment Arrangements

The audiovisual equipment in support of training sessions will be provided through this contract. The Contractor shall be responsible for coordinating this effort among the various participants. The Contractor shall be available on-site to assist if any audiovisual problems arise.

C.6.6 Monthly Progress Report

The Contractor shall submit a monthly progress report to the COR and NHTSA Contracting Officer within fifteen (15) days following the month being reported. The monthly progress report shall include at a minimum: 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 NHTSA, and any significant cost-savings measures taken by the Contractor during the reporting month.

In addition, the monthly progress report shall provide class, student, registration, and any other statistics requested by the COR or stated in the contract.

C.6.7 Monthly Financial Report

Labor distribution by task, labor summary, and details of expenditures shall follow the format to be specified later by NHTSA for training development 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.

C.6.8 Contractor Communication

The Contractor shall collaborate and communicate effectively with various NHTSA contractors on shared tasks and responsibilities using methods including webinars, teleconference calls, and meetings with the presence of NHTSA staff.

C.6.9 Protection of Privacy

During course of the execution of the contract tasks, Contractor personnel may access sensitive information concerning Personally Identifiable Information (PII). The Contractor shall ensure that PII is maintained consistent with the requirements of this Agreement (see sections H and I). Only authorized Contractor personnel shall be permitted access to PII. The Contractor shall ensure that PII and other sensitive information shall not be handled or stored where they may be viewed by unauthorized personnel. Sensitive information shall be stored in locked filing cabinets or a secure portion of the Contractor’s facility when not in use.

C.6.10 Travel

The Contractor shall provide specifics when requesting travel related to training; this includes at a minimum the number of personnel traveling, their roles, the purpose of the travel, and length of travel.

This includes travel to NHTSA HQ for on-site meetings and to sites for conducting training. All travel requests are subject to FAR Part 31 and applicable Federal travel regulations and must be pre-approved by the COR.

(End of Section C)

SECTION D - PACKAGING AND MARKETING

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 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 CLAUSE INCORPORATED BY REFERENCE (FEB 1998)

This 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):

https://www.acquisition.gov/?q=/browse/far/52

Federal Acquisition Regulation (FAR) Clauses:

52.246-3 Inspection of Supplies – Cost-Reimbursement (MAY 2001) 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 Contracting Officer’s Representative (COR), as designated in this contract, shall be responsible for performing the inspection of all supplies or services rendered under this contract and for recommending acceptance or replacement/correction of services or materials that fail to meet the contract requirements to the Contracting Officer.

(End of Section E) https://www.acquisition.gov/?q=/browse/far/52

SECTION F - DELIVERIES OR PERFORMANCE

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

This 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):

https://www.acquisition.gov/?q=/browse/far/52

Federal Acquisition Regulation (FAR) Clauses:

52.242-15 Stop Work Order (AUG 1989) 52.247-35 F.o.b. Destination, Within Consignees Premises (APR 1984)

F.2 PERIOD OF PERFORMANCE

All work and services required hereunder shall not exceed 60 months from the effective date of the contract inclusive of one (1) 12-month base year; four (4) one (1) year period 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 Year (12 Months): TBD – TBD Option Year 1 (12 Months): TBD – TBD Option Year 2 (12 Months): TBD – TBD Option Year 3 (12 Months): TBD – TBD Option Year 4 (12 Months): TBD – TBD Option Year 5 (6 Months): TBD – TBD

F.3 PLACE OF PERFORMANCE

The work performed under this contract shall be performed at the Contractor’s facilities and those facilities shall be located within the continental United States. There shall be no deviation from or waiver of this requirement.

The training giving to the Government personnel under this contract shall be performed at the Governments facilities or via webinars.

https://www.acquisition.gov/?q=/browse/far/52

F.4 PERFORMANCE MILESTONES AND DELIVERABLES

All deliverables are subject to COR review and approval, and changes may be required. The Contractor shall immediately notify the COR of any problems that might delay the completion of a requirement.

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

Item No.

Task Milestone (M)/Deliverable (D) Due Date

1 C.5 Participate in a post-award orientation and kickoff meeting (D) (M)

Within four (4) weeks after contract award

2 C.6.1 Deliver draft Annual Training Plan (D) Within six (6) weeks after contract award and within four (4) weeks after the start of each contract year

3 C.6.1 COR will review the draft Annual Training Plan and provide comments to the Contractor (M)

Within one (1) week after receipt of Item #4

4 C.6.1 Deliver final Annual Training Plan (D) Within two (2) weeks after receipt of Item #5

5 F.6 Deliver updated telework/remote operations plan (D)

Within two (2) weeks of hiring each new staff member

6 C.6.2 Deliver draft training/education materials (D)

Sixty (60) days prior to deployment

7 C.6.2 COR will review the training/education materials and provide comments to the Contractor (M)

Within one (1) week after receipt of Item #10

8 C.6.2 Deliver final training/education materials (D)

Within two (2) weeks after receipt of Item #11

9 C.6.2 Minor changes and individual course specific modifications (D)

As needed

10 C.6.3 Deliver a knowledge assessment plan (D) Within ten (10) weeks after contract award 11 C.6.4 Deliver live instruction (webinar or in-person) (D)

TBD

12 C.6.5 Deliver the statistics on class and/or educational materials’ demand, registrations, student statistics, feedback, etc. (D)

Monthly in Progress Report (Item #18)

13 C.6.5 Notify the COR of the number of registered class participants

Two (2) months before a scheduled training class, followed by weekly updates

14 C.6.6 Monthly Progress Report (D) 15th day of each month following the month being reported

15 C.6.7 Monthly Financial Report (D) 15th day of each month following the month being reported

Item No.

Task Milestone (M)/Deliverable (D) Due Date

16 C.6.8 Contractor Communications (M) Ongoing 17 C.6.9 Protection of Privacy (M) Ongoing 18 C.6.10 Provide travel request specifics (D) As needed

F.5 PLACE OF DELIVERY OF REPORTS

All deliverables shall be furnished to the following addresses in the number of copies specified. Unless otherwise noted, correspondence should be made via email.

Item No. address 2 Contracting Officer's Representative (COR) for the Contract

(Name and Address to be provided at time of Contract Award) 3 NHTSA Contracting Officer

(Name and Address to be provided at time of Contract Award)

F.6 COMPLIANCE WITH REHABILITATION ACT

The Contractor may be required to ensure that electronic documents it prepares will meet the requirements of Section 508 of the Rehabilitation Act. The Rehabilitation Act requires that all electronic products prepared for the Federal Government be accessible to persons with disabilities, including those with vision, hearing, cognitive, and mobility impairments. When an electronic document developed under this effort has been identified by NHTSA as necessary and required to meet the requirements of Section 508, it is understood that all reasonable costs incurred by the Contractor that are associated with meeting the requirements for Section 508 compliance will be fully reimbursed by the Government.

The Contractor should review Section 508 of the Rehabilitation Act and Federal IT Accessibility Initiative (Home Page) website at http://www.section508.gov for further information on these requirements.

(End of Section F) http://www.section508.gov/

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 SUBMISSION OF INVOICES

Definitions. As used in this clause—

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

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

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

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

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

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

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

i. Invoice number and invoice date.

ii. Period of performance covered by invoice.

iii. Contract number and title.

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

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

vi. Total ($) of billing.

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

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

http://www.login.gov/

If the contract includes allowances for travel, all invoices which include charges pertaining to travel expenses will catalog a breakdown of reimbursable expenses with the appropriate receipts to substantiate the travel expenses. Electronic authentication. See www.login.gov for instructions. Click on the following link for instructions on establishing a login.gov account: https://login.gov/help/.

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

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

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

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

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

Company Name

NHTSA

Contract/Delivery Order No.

Primary

POC

First Name

Primary

POC

Last Name

Primary

POC

Email

Secondary POC First Name

Secondary POC Last Name

Secondary

POC

Email

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

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