Solicitation 693JJ923R000084.pdf

������ !"#$%&'(%�)*�+,-�,.+,,�/01��02"03�450%607�89:9;<<$=0�(<�4=>6$"$'$(%�?!%!&0@0%'/!'$(%!A�B$&#1!3�C2!<<$=�8!<0'3�4D@

����E����� � ���������

��� F

��N�O������

�������������j� ��������������������� O�� �����������P�������j E��� ��������+�k,,,,IHl����

�������� ��Q������ �. ��I�������+�kp,,,,.�qrrstqt�uq�vqwxysus�zyqv{|�}~��}���~���~�������

�j

� ������� �.�9-,

�����������������l�

����MM��P�������

Q������

�O���

���������C�C�:���������SCp���!"0�*(62"0� 0!2�k!'0���* k��C0"'$%&��2(&2!@

T�\Y��Y�Y�\Y�[���V���ZZ[W������Z�V�[X� �YYZ\�[\�UYWY\\[�¡]

� ����K������k0£!�)302 ����

���Q�����

���Q������

�j���

��T ¥¦U�§��̈ �©ª�«©U§��«§¥U¦�©ªª¥«̈ �]�PM¤�������� Q��� P���������

� �Q� ���T§¡¬Y�V��¬���Z]���� ����������

������l�������¢�l������O�������l������P������l������l��������� �����������������E��� ����TªV��¦V�Z®��\Y�©�X¡] ied_ndbn�̀abc�̄°°±�²bo³��́ḿµ̄ ¶́·̧¹º»̧¼½¹¾�½¿�Àid�Á�̀db�²°Â�f̀ b¶�ÃÄ�́̄ ´

� J����

�j

������������������l���

�K������

��/��0112332445#���� �����������06789:;7<5#���� ��������" �0=>;<:5#!�������#!������

?@ABCADC�EFDG�HIIJ�KDLMN�OPOQHOR�SATU

��V���� ����

�WX�Y�Z[�

Title: Uniform Tire Quality Grading Standards – Base Course Wear Rate Testing RFP Solicitation Number - 693JJ923R000084

REQUEST FOR PROPOSALS

For

PROJECT TITLE: Uniform Tire Quality Grading Standard – Base Course Wear Rate Testing

RFP DATE: November 08, 2022

QUESTION: All questions involving the RFP must be submitted via email to Sheu Mojeed, Contract Specialist, Sheu.Mojeed@dot.gov and nhtsaOAM@dot.gov at any time from the date of

RFP release. Emails must reference the project title in the subject line.

DUE DATE/DELIVERY INSTRUCTIONS: A signed copy of the proposal is due to the Contract Specialist no later than 12:00 pm Eastern on December 12, 2022 (or sooner if possible). Please submit an electronic version via e-mail to: Sheu.Mojeed@dot.gov and nhtsaOAM@dot.gov mailto:Sheu.Mojeed@dot.gov mailto:nhtsaOAM@dot.gov mailto:Sheu.Mojeed@dot.gov mailto:nhtsaOAM@dot.gov

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

B.1.1 The Contractor shall provide all the necessary supplies and services (other than that identified in this contract as being Government-Furnished Test Items (H.7) which are necessary to perform the “UTQG BCWR Treadwear Program,” managed by the Office of Vehicle Safety Compliance (OVSC) of the National Highway Traffic Safety Administration (NHTSA) (“Agency”).

The treadwear program consists of the effort described below and in Section C, Statement of Work (SOW), of this contract. Evaluations will be ordered through the issuance of this contract.

The known requirements will be included in the contract of the awardee with the lowest fixed price.

B.2 TYPE OF CONTRACT

The Government anticipates awarding this requirement as single contract with Firm Fixed Price (FFP) pricing arrangement.

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 Option to Extend Services, that may be exercised at the Government’s discretion, subject to the provisions in Section I.

MINIMUM/MAXIMUM OBLIGATIONS

B.3.1 Minimum obligation of the Government

The minimum obligation of this contract is the Base Year Known Requirements shown in Price Schedule B.4.1 in the amount of $TBD at award.

B.3.2 Maximum obligation of the Contractor

The Contractor shall be obligated to provide services and support up to the total not-to-exceed amounts specified in Price Schedules B.4.2 through B.4.6. The total ceiling amount $TBD at Award. The ceiling amount may be increased upon execution of a bilateral modification.

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

B.3 CONTRACT PRICES

B.3.1 CONTRACT YEAR ONE – BASE YEAR

(Prices shall cover the Period of Performance from March 24, 2023, to March 23, 2024)

CLIN DESCRIPTION KNOWN

QUANTITY

NO.

FIXED PRICE

PER TEST TOTAL PRICE

10001 Kick Off Meeting 1 $TBD $TBD

10002 Quarterly UTQG Course Monitoring Tire Evaluation 4 TBD TBD

NTE Total TBD

B.3.2 CONTRACT YEAR TWO

(Prices shall cover the Period of Performance from March 24, 2024, to March 23, 2025)

CLIN DESCRIPTION QUANTITY

FIXED PRICE

PER TEST TOTAL PRICE

20001 Quarterly UTQG Course Monitoring

B.3.3 CONTRACT YEAR THREE

(Prices shall cover the Period of Performance from March 24, 2025, to March 23, 2026)

30001 Quarterly UTQG Course Monitoring

B.3.4 CONTRACT YEAR FOUR

(Prices shall cover the Period of Performance from March 24, 2026, to March 23, 2027)

40001 Quarterly UTQG Course Monitoring

B.3.5 CONTRACT YEAR FIVE

(Prices shall cover the Period of Performance from March 24, 2027, to March 23, 2028)

50001 Quarterly UTQG Course Monitoring Test Evaluation 4 TBD TBD

B.3.6 CONTRACT SIX MONTH OPTIONAL PERIOD

(Prices shall cover the Period of Performance from March 24, 2028, to September 23, 2028)

CLIN DESCRIPTION OPTIONAL

QUANTITY

50001 Quarterly UTQG Course Monitoring Test Evaluation 2 TBD TBD

(End of Section B)

SECTION C - DESCRIPTION/SPECIFICATIONS/ STATEMENT OF WORK

C.1 ACRONYMS

NHTSA National Highway Traffic Safety Administration JPEG Joint Photographic Expert Group HTML Hyper Text Markup Language JAVA An object-oriented program language DOT U.S. Department of Transportation CD Compact Disk COR Contract Officer Representative CO Contracting Officer CS Contracting Specialist NPRM Notice of Proposed Rulemaking IPCC Intergovernmental Panel on Climate Change CEQ Council on Environmental Quality DEIS Draft Environmental Impact Statement FEIS Final Environmental Impact Statement NEPA National Environmental Policy Act

C.2 BACKGROUND

The National Highway Traffic Safety Administration (NHTSA) is an agency 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.

The Uniform Tire Quality Grading (UTQG) Standard is a consumer information program established to assist consumers with making informed decisions about purchasing passenger car tires. This program provides consumers with ratings information on the traction, treadwear, and temperature resistance performance of passenger car tires.

NHTSA administers a program that measures the tire tread wear rate on a known course with a specific set of course monitoring tires (CMTs). The program establishes a Base Course Wear Rate (BCWR) that is used by tire manufacturers to calculate UTQG treadwear ratings for passenger car tires that are sold to consumers. The treadwear ratings allow consumers to compare tires and make informed choices. The base course wear rate is measured quarterly, and the published value is the average of the current quarter, and the 3 previous quarters.

C.3 OBJECTIVE

The objective of this contract is to acquire services associated with the administration and execution of the UTQG BCWR Treadwear program.

The contractor shall provide additional information specific to the evaluations conducted for NHTSA, including, but not limited to: tire measurement data, photos, details about the equipment set up, observations, details about the vehicle setup, etc.

When a test has completed, the Contractor will submit a test report that provides the wear rate for the UTQG course during the period of testing. NHTSA will combine this data with previous wear rate values and then published to the federal register.

C.4 GENERAL REQUIREMENTS

The Contractor shall assist NHTSA with execution of the UTQG BCWR program as specified in this Statement of Work. 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 associated with the UTQG Treadwear testing and reporting in accordance with the applicable requirements of 49 C.F.R. § 575.104, section (e), Treadwear grading conditions and procedures.

The Contractor shall provide additional information specific to the tests conducted for NHTSA, including, but not limited to tire measurement data, photos, details about the equipment set up, observations, details about the vehicle setup, etc.

The Contractor shall conduct the tests in accordance with the procedures specified in Section C.6 and the test schedule in Section C.6.3. The Contractor shall prepare and submit Preliminary Documents, Final Test Reports, and any other documents as specified in Section C.6, Specific Requirements and Section F, Deliveries or Performance.

Subcontracting is not permitted under this contract with the exception of calibration services as required under this contract. Subcontracting of tests or any portion of a test is NOT permitted.

(Section H.7).

C.5 KICK OFF MEETING

Within four (4) weeks of the effective date of the contract, the Contractor shall participate in a Kickoff meeting with the Contracting Officer’s Representative (COR), Contracting Officer (CO), and other NHTSA staff. The Kickoff meeting will take place via teleconference and will be approximately two hours in length. The Contractor shall make a brief presentation of their understanding of the contract requirements. After the presentation, the parties shall discuss basic contract requirements, including the schedule for evaluations and operational procedures.

Washington D.C. based NHTSA staff may join via teleconference for these discussions.

Following the discussions, NHTSA may request a demonstration of the contractor’s ability to prepare vehicles for testing and perform treadwear measurements.

C.6 SPECIFIC REQUIREMENTS

C.6.1 Fully Operational Test Site

The Contractor shall possess and maintain a fully operational facility furnished with qualified technical personnel, and equipment necessary to perform the inspections, testing, and reporting services in accordance with the UTQG regulations for tires, and the terms and conditions of this contract for the full performance period outlined in Section F.2, Period of Performance. The Contractor’s fully operational facility shall be sufficiently staffed to perform and complete testing and associated inspections, and to generate and submit deliverables within the timeframe specified in Section F.3, Deliverables/Milestones.

C.6.2 UTQG BCWR Treadwear Testing

The objective of this contract is to conduct quarterly tests to monitor and adjust the Base Course Wear Rate for the radial Course Monitoring Tires (CMT) when operated on the specified UTQG Treadwear course. The work is to be accomplished in accordance with Part 575.104 UTQGS, section (e), Treadwear Grading Conditions and Procedures.

The tests shall be conducted from the intersection of Ft. McKavitt Rd and FM 388, San Angelo, Texas, or may be started at a different point on the course within five (5) miles of the contractor’s facility, with COR approval. The contractor’s facility is required to be within five

(5) miles of the official start point of the course, and have full vehicle support services capable of fully preparing test vehicle convoys for the test program for the full term of the contract.

The tests are to be completed on a quarterly schedule as defined in the table below. The test for each quarter should be initiated as close as possible to the beginning of the quarter.

Quarter Months

1st Quarter (Q1) JAN – MAR

2nd Quarter (Q2) APR – JUN

3rd Quarter (Q3) JUL – SEP

4th Quarter (Q4) OCT – DEC

C.6.3 Controls, Equipment, and Calibration Requirements

C.6.3.1 Controls

The contractor shall conduct tests according to 49 C.F.R. § 575.104, UTQGS, section (e) with the following minimum controls:

1) LOADING AND VEHICLE WHEEL ALIGNMENT:

Set front wheel alignment of each vehicle at +0.06 degree (+0.03125 inch) ±0.02 degrees for toe, and at midpoint of manufacturer’s specification range for caster and camber. Rear wheel alignment must be within manufacturer’s specification. Alignment settings and checks are to be made with the vehicle loaded to ±1% of the designated test’s individual wheel loads. Designated wheel loads will be 1182 pounds for tests using ASTM F2493 16” CMT tires

Heavy duty spring and suspension components may be installed if deemed necessary for proper vehicle suspension travel. Included in the vehicle load will be 250-pound driver weight placed in the driver’s seat during vehicle weighing and alignment. During the test, each driver will carry weighted bags to their assigned car each shift which will bring the “driver weight” to 250 pounds. The weighted bags will be placed in front of, or under, the driver’s seat at the beginning of the shift.

Contractor to check, adjust, and record alignment to the settings specified above prior to every 800-mile segment.

2) VEHICLE WHEEL RUN-OUT:

Each wheel used in the convoy shall be checked for both radial and lateral run-out with the limit for acceptability in both directions of 1/16 inch (0.0625 inch). Measurements are to be taken adjacent to the fillet at the base of each flange.

3) VEHICLE WHEEL BALANCE:

Tire/wheel assemblies must be balanced on a electronic machine which indicates amount and location, both radially and laterally, of weight to be added to reach zero imbalance for the assembly.

4) SCALES FOR VEHICLE LOADING:

The weighing system shall consist of a separate scale for each of the vehicle’s four wheels.

The load surface of the four scales shall lie in the same horizontal plane. Each scale load surface shall be level within 1/16 inch in four feet and the four scales shall be in the same horizontal plane within 1/16 inch.

Each scale shall be calibrated using certified weights traceable to the National Institute of Standards & Technology. This calibration shall include a comparison of actual vs. indicated load at each 50-pound increment between 0 and 1200 pounds, both as weight is added and taken away. The scales shall be within one-pound accuracy at each 50-pound increment.

5) VEHICLES USED TO CONDUCT RADIAL CMT TIRE TESTS:

All vehicles are to be the same make and model rear-wheel-drive vehicles which have the capability to operate normally using P225/60R16 tires mounted on 16X6.5J (recommended) or 16X7.0J rims. All vehicles must have the same engine and drive train, as well as same major options.

6) CMT TIRES AND MEASUREMENT PROCESS:

NHTSA will furnish all tires to be used in the tests as GFP. The convoy shall consist of vehicles fitted with four identical, Government furnished, new CMTs.

The CMTs will be ASTM F2493 P225/60R16 16” Standard Reference Test Tires.

At the end of each Circuit #2, all test vehicles will be raised and placed on jack stands to remove load from tires, which are to be measured before the next (Circuit #1) run.

Measurements are to be performed every 800 miles.

C.6.3.2 Equipment

The test vehicles (supplied by the contractor) shall be equipped to accurately measure and automatically record speed, driving time, stops, etc., by means of an automatic recording device that shall be calibrated and shall provide accuracy within ±1%.

Immediately prior to the convoy beginning the test course, the COR is to inspect the vehicles.

The contractor shall provide the test load sheets for review at this time.

C.6.3.3 Calibration

The calibration system shall be set up as follows:

(a) Standards for calibrating the measuring and test equipment shall be stored and used under appropriate environmental conditions to assure their accuracy and stability.

(b) All measuring instruments and standards shall be calibrated by the contractor, or a commercial facility, against a higher order standard at periodic intervals not exceeding six

(6) months. Records showing the calibration traceability to the National Institute of Standards and Technology shall be maintained for all measuring and test equipment.

(c) All measuring equipment, test equipment, and measuring standards shall be labeled with the following information:

i) Date of calibration

ii) Date of next scheduled calibration

iii) Name of person who calibrated the equipment

(d) A written calibration procedure shall be provided by the contractor which includes, as a minimum, the following information for all measuring and test equipment:

i) Type of equipment, manufacturer, model number, etc.

ii) Measurement range

iii) Accuracy

iv) Calibration interval

v) Type of standard used to calibrate the equipment (calibration traceability of standard must be evident)

(e) Records of calibrations for all measuring and test equipment shall be kept by the contractor in a manner which assures the maintenance of established calibration schedules. All such records shall be made available for inspection upon request by the NHTSA Contracting Officer’s Representative (COR). The calibration system shall be approved by the COR before testing commences.

(f) As a minimum, the measurement and test equipment calibration system will encompass:

i) Vehicle speed

ii) Vehicle distance

iii) Scales for vehicle weighing

iv) Alignment equipment

v) Tire pressure gauge

vi) Digital probe treadwear measurement device

vii) Mechanical dial gauge (back-up use only)

viii) Tire rim measurement equipment (radial and lateral run out)

C.6.4 Documentation & Notification Requirements

Test results which do not contain all data specified in the contract schedule will not be accepted by the government. If data loss is due to the contractor’s negligence, ignorance, carelessness, or any other contractor-controlled fault, test(s) must be rerun at cost to the contractor. (‘Contractor controlled’ includes anything the contractor could have or should have known or anticipated.)

The contractor is to notify the COR within one (1) business day when the test convoy has reached the halfway and final mileage points of the test. Additionally, notifications of testing interruptions should be provided on the day of the occurrence, or the next business day if an interruption occurs outside of normal business hours.

Within five (5) business days of each test completion, the contractor shall use TP-UTQG-W-01 as a guide and shall prepare and supply a Test Report, which shall contain the following sections:

(a) Test synopsis

(b) Wear rate summary

(c) Individual tire regression

(d) Test event log

(e) Vehicle equipment listing

(f) Vehicle load or ballast sheet

(g) Vehicle alignment history

(h) Rotation sheet

(i) Rim run out check sheet

(j) Individual groove depth measurements

(k) Tracking devices charts/reports

(l) Those items as required by the COR

C.7 DEVIATIONS FROM TEST PROCEDURES

The Contractor shall conduct testing only in accordance with the required OVSC Test Procedures and/or Contractor test procedures approved by the COR. The Contractor shall notify the COR if any deviations from the OVSC Test Procedure or approved Contractor test procedures are necessary prior to performing the deviation. The Contractor shall not conduct any test requiring such a deviation without first receiving approval from the COR.

Any problems or questions regarding the technical portion of this contract should be referred to the COR within 48 hours via telephone and within one week via email or official letter.

The COR may require that minor deviations from the OVSC Test Procedure and/or Contractor test procedures be made as deemed necessary. It is anticipated that these minor deviations will have no effect on the cost of performing the test. In the event the Contractor believes that a minor deviation will result in a change to the fixed costs provided in the contract, the Contractor shall inform the COR prior to performing any test requiring the requested minor deviation.

C.8 STORAGE OF COURSE MONITORING TIRES

Once a test has completed, the tires shall be stored at no additional cost until NHTSA retrieves them.

(End of Section C)

SECTION D - PACKAGING AND MARKING

D.1 GENERAL INSTRUCTIONS

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. 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, 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 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. Photo 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 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 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)

SECTION F - DELIVERIES OR PERFORMANCE

F.1 52.252-2 CLAUSES 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 Year 1 (12 Months): TBD – TBD Year 2 (12 Months): TBD – TBD Year 3 (12 Months): TBD – TBD Year 4 (12 Months): TBD – TBD Option to Extend Services (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.

F.4 PERFORMANCE MILESTONES AND DELIVERABLES

The Contractor shall furnish data, reports and briefings as described in the below Milestone and Deliverable table.

Item No. Task No. Deliverable / Milestone Due Date After Contract Award

1 C.3.1 Kickoff Meeting (M). Two (2) weeks ACA

2 F.5 Contractor submits draft preliminary documents (D).

Eight (8) weeks ACA

3 F.5 COR review and comment and/or acceptance of preliminary documents (M).

Two (2) weeks after receipt of Item 2

4 F.5 Final Preliminary Documents (D) Two (2) weeks ACA item 3

5 F.5 Contractor and COR determine test start date Two (2) weeks ACA Item 3 and as near the beginning of a quarter as possible

6 C.6.4.2 COR Inspects Vehicle Convoy prior to test initiation

Immediately prior to convoy start, near beginning of quarter

7 C.6.5 Halfway Status Notification Within 1 business days of convoy reaching halfway point of test

8 C.6.5 Test Final Notification(D) Within 1 business day of convoy completing all required mileage

9 C.6.5 Draft Final Report(D) Within 2 weeks of Test Final Date

10 C.6.5 Final Test Report(D) Within 1 week of COR Approval of Draft Report

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

1 Contracting Officer's Representative (COR) for the Contract (Name and Address to be provided at time of Contract Award)

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

F.6 PRELIMINARY DOCUMENTS

Within four (4) weeks of the effective date of the contract, the Contractor shall provide one copy of the following documents to the COR:

• Contractor in house Test Procedure;

• Checklist for conducting treadwear tests;

• Calibration procedure for instrumentation per the requirements stated in the OVSC Test

Procedure (TP-UTQG-W-01). The procedures shall explain how the Contractor implements and maintains its instrumentation calibration system in accordance with established calibration practices. All measuring and recording instruments and standards shall be calibrated by the Contractor, or by a commercial facility at the Contractor’s expense, against a higher order standard at periodic intervals as specified in TP-UTQG-W-01.

• A list of measurement and test equipment used for inspection and testing; the list shall provide the following information for each item of measurement and test equipment:

• Manufacturer name;

• Model number;

• Function of the item;

• Calibration interval.

Copies of the above documents shall be submitted electronically via email, unless otherwise specified, to the COR. Preliminary documents will be reviewed and either approval or questions will be provided within two (2) weeks of submission. Within two (2) weeks of COR comments, the Contractor shall submit the Final Preliminary Documents.

Any outstanding items associated with the preliminary documents required under this section must be resolved with the COR before the initiation of compliance testing.

F.7 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)

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

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

G.2 GOVERNMENT PERSONNEL

G.2.1 Contracting Officer’s Representative (COR)

The performance of the work required under this contract shall be subject to the technical review of the NHTSA COR.

The Contracting Officer will designate a technical representative to assist in monitoring the work under the contract. The Contracting Officer’s Representative (COR) serves as the technical liaison between the Government and the Contractor. The COR is not authorized to change the scope of work or specifications as stated in the contract, to make any commitments or otherwise obligate the Government, or to authorize any changes which affect the contract price, delivery schedule, period of performance or other terms or conditions.

In the event, any technical direction offered by the COR is interpreted by the Contractor to be outside the scope of this contract, or if the direction may result in a change to the cost or price of this contract, the Contractor shall not implement such direction, but shall notify the Contracting Officer in writing of such interpretation within five (5) calendar days after the Contractor’s receipt of such direction. Such notice shall include (1) the reasons upon which the Contractor bases its belief that the technical direction falls within the purview of the “Changes” clause, and

(2) the Contractor’s draft revisions to the terms of the contract that it thinks are necessary to implement the technical direction.

The Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds. The technical administration of the contract shall not be construed to authorize the revision of the terms and conditions of this contract. Any such revision shall be authorized only in writing by the Contracting Officer.

The following individual has been designated as the NHTSA COR:

[To be Provided at Time of Contract Award]

G.2.2 Alternate COR (ACOR)

In the event that the NHTSA COR of record (identified in G.2.1 above) is unavailable for a period of time during which the Contractor requires technical guidance or during which other COR duties must be fulfilled, then the person identified below has been designated by the NHTSA Contracting Officer to perform those duties as the Alternate COR.

[To be Provided at Time of Contract Award]

G.3 CONTRACTOR PERSONNEL

G.3.1 Project Manager

The Contractor shall appoint a Project Manager who will be the Contractor’s authorized supervisor for technical and administrative work performed under the contract. The Project Manager shall provide the single point of contact between the Contractor and the NHTSA COR or other duly authorized representative under the contract.

The Project Manager under this contract is:

[To be Provided at Time of Contract Award]

G.3.2 TAR 1252.237-73 Key Personnel (APR 2005)

The personnel as specified below are considered essential to the work being performed under this contract and may, with the consent of the Contracting parties, be changed from time to time during the course of the contract by adding or deleting personnel, as appropriate.

Before removing, replacing, or diverting any of the specified individuals, the Contractor shall notify the Contracting officer, in writing, before the change becomes effective. The Contractor shall submit information to support the proposed action to enable the Contracting Officer to evaluate the potential impact of the change on the contract. The Contractor shall not remove or replace personnel under this contract until the Contracting Officer approves the change.

Name Title

(End of Section G)

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 CONFIDENTIALITY OF REPORTS AND OTHER DATA

Neither the Contractor, nor any affiliate, subsidiary, consultant, Subcontractor, or personnel thereof, shall divulge to any third party any information concerning deliverables produced, work performed, results obtained, or any information provided by the Government in connection with this Contract without the prior written approval of the Contracting Officer. The provisions of this clause shall survive the expiration of the Contract.

H.2 CONFIDENTIALITY OF INFORMATION

Neither the Contractor, nor any affiliate, subsidiary, consultant, subcontractor, or personnel thereof, shall divulge to any third party any information concerning deliverables produced, work performed, results obtained, or any information provided by the Government in connection with this Contract without the prior written approval of the COR. The provisions of this clause shall survive the expiration of the Contract.

H.3 NHTSA REVIEW OF ANNOUNCEMENTS AND PUBLISHING

Neither the Contractor, nor any affiliate, subsidiary, consultant, subcontractor, or personnel thereof, shall make public releases of information or any matter pertaining to this Contract, including, but not limited to, advertising in any medium, or presentation before technical, scientific, or industry groups, without the prior written approval of the COR. The provisions of this clause shall survive the expiration of the Contract.

H.4 PROPRIETARY RIGHTS IN REPORTS

All proprietary rights, including publication rights, in any deliverable produced by the Contractor in connection with the work provided for hereunder shall vest in the Government. The Contractor shall not publish any of the results of the work provided for herein without the express written permission of the COR.

H.5 ACCESS TO SENSITIVE INFORMATION

Work under this contract may involve access to sensitive information* which shall not be disclosed by the Contractor unless authorized by the contracting officer. To protect sensitive information, the Contractor shall provide training to any Contractor employee authorized access to sensitive information and, upon request of the Government, provide information as to an individual’s suitability to have such authorization. Contractor employees found by the Government to be un-suitable or whose employment is deemed contrary to the public interest or inconsistent with the best interest of national security, may be prevented from performing work under the particular contract when requested by the contracting officer.

The Contractor shall ensure that Contractor employees are citizens of the United States of America or an alien who has been lawfully admitted for permanent residence or employment

(indicated by immigration status) and have background investigations according to DOT Order 1630.2C, Personnel Security Management (see Section I.3 1252.237-70 Qualifications of contractor employees). The Contractor shall include the above requirements in any subcontract awarded involving access to Government facilities, sensitive information, and/or resources.

*Sensitive Information is proprietary data or other information that, if subject to unauthorized access, modification, loss or misuse, could adversely affect national interest, conduct of Federal programs, or privacy of individuals specified in the Privacy Act, but has not been specifically authorized to be kept secret in the interest of national defense or foreign policy under an Executive Order or Act of Congress.

H.6 CONTRACTOR IDENTIFICATION REQUIREMENT

All Contractor personnel using DOT information technology and communications systems (including the DOT email system), attending internal or external meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of Government employees, other Contractor personnel or members of the public that they are Government officials, unless, in the judgment of the agency, no harm can come from failing to identify themselves. Among other things, Contractor personnel must include the following signature block in all email communications, internal or external, and in all internal written documents.

Contractor Employee Name Contractor Employee Title Name of Contractor Include the following statement “On assignment to NHTSA.”

For example:

John Doe Project Manager ABC, Inc.

On assignment at NHTSA

Contractor employees also must ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

Under no circumstances shall Contractor personnel sign letters or make other external communications on NHTSA letterhead, nor shall Contractor personnel use the NHTSA or DOT logos or seals in letterhead, business cards, correspondence, emails, reports, documents or other communications.

H.7 GOVERNMENT FURNISHED PROPERTY (GFP)

1) Government Furnished Property (GFP) means property owned or acquired by the Government and subsequently provided to a Contractor for use in the performance of a Contract.

2) Government Furnished Property shall be maintained, utilized, controlled, distributed, and disposed in accordance with Federal Acquisition Regulation (FAR) Part 45, Transportation Acquisition Regulation (TAR) Part 1245, and the Government Property clause of this Contract.

3) In accordance with FAR 52.245-1, Government property, evidence of receipt of GFP shall be provided to the Government immediately upon receipt. The document(s) evidencing receipt shall be sent to the following address:

4) Department of Transportation

5) National Highway Traffic Safety Administration

6) The Office of Administrative and Management Services (NAD-100)

7) 1200 New Jersey Avenue, SE. W53-427

8) Washington, D.C. 20590

9) Email: NHTSAPropertyOffice@dot.gov

10) In accordance with TAR 1252.245-70, the Contractor shall perform an annual property physical inventory to include GFP and shall report this GFP to the Government in accordance with TAR 1245.505-14, Reports of Government property.

H.8 GOVERNMENT FURNISHED TEST ITEMS INVOLVED IN TEST FAILURE

Any GFP involved in a compliance test failure shall be tagged and identified by specimen. Test phase, test date, detailed reason for the failure, etc., and retained by the Contractor pending the receipt of disposition instructions.

H.9 SPECIAL DATA RIGHTS PROVISIONS

Computer Programs/Databases/Printer Layouts and Logic Tables

A. General

All computer programs, data files, tables and associated documentation developed under the Contract are the property of the Federal Government and shall be delivered by the Contractor, as mutually agreed upon with the NHTSA COR before the due date, in accordance with the following paragraphs. All computer programs and data bases developed without Federal funds, and used in performance of the Contract remain the property of the Contractor. If any programs or data bases are modified, however, and used in performance of the Contract, title to the modified portion shall vest in the Government.

B. Computer Programs For each computer program developed or modified under the Contract, the following items

1. A general or "overview" flowchart which references the main program and each called subprogram and operation of the system.

2. Detailed flowcharts for each section or subroutine of the system. These shall include reference to labels or addresses actually used in the program.

3. A brief narrative description of each flowchart.

4. A listing of all program source code. Sufficient comments to identify important procedures shall be included in the listing.

5. The source code itself on tape or disk, as appropriate.

6. Running instructions for the computer operator, including an explanation of all possible messages other than those provided by the computer manufacturer.

7. Running instructions for the user, including a full description of user "prompting" by the replies to the executive or command module in the case of a user-friendly program.

C. Data Bases

For data developed or modified under this contract, the following items and/or information shall be provided:

1. A copy of the data base.

2. Each data element (field) shall be defined as to format content, length, type of characters or numbers, and what must be present in the full case.

3. Each record and its format shall be defined completely, including all control symbols and fields.

4. Blocking shall be specified unambiguously.

5. Labels, sentinels, headers, tape marks and similar structures shall be specified.

6. Density, number of tracks, character codes and any special symbols shall be defined.

D. Printer Layouts and Logic Tables

Copies of the forms actually used shall be provided. These forms may be reproduced, if necessary, for clarity.

H.10 INFORMATION TECHNOLOGY (JUN 2009)

H.10.1 Security and Privacy Protection

All deliverables and services rendered under this contract/agreement must comply with Federal and DOT security and privacy protection policies and requirements. DOT policies are available for viewing at http://communities.dot.gov/ia/iapolicies.htm. NHTSA reserves the right to monitor network activity apart from and independent of the services under the SOW and may require access and rights to install and operate Government-furnished monitoring equipment at any Contractor location operating NHTSA…