Solicitation 693JJ923R000145 SF30 Pages 1-89 Standards Enforcement Program for FMVSS No 209 Seatbelt Assemblies.pdf

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REQUEST FOR PROPOSAL (RFP)

Compliance Testing of Seat Belt Assemblies to FMVSS No. 209

SOLICITATION #693JJ923R000145

PART I - THE SCHEDULE

B.1 SUPPLIES/SERVICES/REQUIREMENTS

B.1.1 Supplies/Services The Contractor shall provide the necessary qualified personnel, facilities, materials, supplies, equipment, and services, except as identified in Section H.3, Government Furnished Test Items/Property (GFTI/GFP), necessary to perform procurement, test, inspection, and reporting services to determine conformance of motor vehicles to the requirements of the FMVSS No.

209, Seat Belt Assemblies.

B.1.2 Contract Type This is an Indefinite Delivery, Indefinite Quantity (IDIQ), Firm-Fixed-Price (FFP) Contract, with Cost Reimbursement elements for Contractor Purchased Test Items (CPTI). Under this Contract, the Government shall issue Delivery Orders in accordance with Federal Acquisition Regulation (FAR) 16.5.

B.2 MINIMUM/MAXIMUM OBLIGATIONS

B.2.1 Minimum obligation Upon execution of the IDIQ Contract, the Government hereby orders the supplies and services of the Known Requirements shown in Price Schedule B.3.1 in the amount of $TBD at award.

This amount represents the “minimum obligation of the Government.”

NOTE: The number of tests identified in Section B.3.1 represents the total number of known tests to be conducted during the Base Period (Contract Year 1) and not the guaranteed minimum obligation of each contract awarded as a result of this RFP. The guaranteed minimum number of tests to be ordered for each awarded contract will depend upon the number of contracts awarded and the proposed lowest price for the known test by the offeror. Each awarded contract will include a guaranteed minimum obligation amount for the Kick-Off Meeting and at least one test.

B.2.2 Maximum obligation The Contractor shall be obligated to provide services and support up to the total not-to-exceed amounts specified in Price Schedules B.3.2 through B.3.7 The overall IDIQ contract ceiling amount is $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 before receipt of a fully executed contract or specific written authorization from the Contracting Officer.

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.3 CONTRACT PRICE/COST SCHEDULE

This contract includes two “Periods”: The “Base Period” which is the first 24 months of the contract term (composed of Contract Year 1 and Contract Year 2), the Option Period which, if exercised, begins at the end of the Base Period and continues for an additional 36 months (composed of Contract Year 3, 4, and 5) and the Option to Extend the Services for an additional six (6) months, if exercised.

The following prices shall apply for payment purposes and shall include all charges, including, if applicable, charges for storage and disposal1. Prices for the Base Period (Contract Year 1) shall apply to orders placed from twelve (12) months following the effective date of the contract, regardless of when work is performed. Prices for Base Period (Contract Year 2) shall apply to orders placed from the end of Contract Year 1 through twelve (12) months thereafter, regardless of when work is performed.

Optional Requirements/Quantities (Contract Year One (1) through Contract Year Five (5)), if required by the Government, will be exercised in the form of delivery orders.

Optional quantity prices shall be effective for those years shown in each of the contract Price Schedules (B.3.2 through B.3.7). Delivery order prices shall be those in effect in the contract at the time a delivery order is issued, regardless of when performance occurs.

Upon delivery and acceptance of supplies and services described in Section C, Statement of Work (SOW) and each awarded Delivery Order, the Government will pay to the Contractor the fixed prices set forth in Sections B.3.1 through B.3.7 Price Schedules. The Contractor will also be reimbursed for the actual cost of test items purchased (i.e., Contractor Purchased Test Items (CPTI)) as specified in the contract and individual Delivery Orders.

Except for the known requirements (i.e., guaranteed minimum order quantity) identified in Sections B.2.1 and B.3.1, the Government is not under any obligation to order any additional services under this contract. The Government reserves the right, at its option, to increase the quantities of testing services provided under this contract up to the “Total Not-To-Exceed” amount specified for each contract period.

Known Requirements (Base Period)

Reference B.2.1 and B.3.1

Optional Requirements (Base Period and Option Period)

Optional quantities, if required by the Government, will be exercised in the form of delivery orders.

1 Under no circumstances, nor at any time, will storage or disposal costs be permitted as a separate cost item.

Storage and disposal costs for work described in the Statement of Work, Section C.6.9, if any, must be included in the test prices set forth in Section B.

B.3.1 BASE PERIOD (Contract Year 1) – Known Requirements

(Prices shall cover the Period of Performance from TBD through TBD)

Total Not-To-Exceed Amount: $TBD at award.

CLIN Description Quantity Fixed Price 0001 Kick-Off Meeting as described in Section C.5

1 $TBD

0002 Hardware & Assembly Testing (Group C)

1 $TBD

0003 Retractor Performance Testing (Group D)

1 $TBD

0004 Service Charge 1 $TBD

0005 *Reimbursement for CPTI 1

$TBD:

Actual cost of test items

TOTAL TBD

*Reimbursement for CPTI Contract Line Item Numbers (CLINs) (0005, 1006, 2006, 3006, 4006, 5006, and 6006) are cost reimbursement CLINs for this contract and any subsequent Delivery Order. At Delivery Order issuance, NHTSA will provide the Contractor with an estimate for the CPTI (if applicable).

The Delivery Order will identify the seat belt assemblies either by manufacturer or motor vehicle make, model, model year, and seat belt assembly location (e.g., front left seat belt assembly), as well as delivery requirements and estimated cost (See section C.6.6). The cost of obtaining the CPTI will be the actual cost paid by the Contractor (CLINs 0005, 1006, 2006, 3006, 4006, 5006, and 6006) to the seat belt assembly manufacturer for the test items (plus any associated tax, shipping, and handling costs, as applicable) along with the firm fixed price service charge (CLINs 0004, 1005, 2005, 3005, 4005, 5005, and 6005). The Contractor’s invoice for the cost reimbursement CLINs shall include copies of the actual vendor invoices.

The CPTI identified is subject to change by the NHTSA COR provided that (1) the cost for the test item does not exceed the funds available for procuring the CPTI and that (2) the Contractor has not begun fulfilling the order.

The Delivery Order will include a not-to-exceed amount for the cost reimbursement CLIN. If the costs are anticipated to exceed the not-to-exceed amount obligated on the Delivery Order, the Contractor shall notify the Contracting Officer (CO) and the Contracting Officer’s Representative (COR) prior to incurring said costs. The Government will reimburse the Contractor at actual costs for the cost reimbursement CLIN in accordance with FAR Part 31.

B.3.2 BASE PERIOD (CONTRACT YEAR 1) – OPTIONAL QUANITIES

CLIN Description Fixed Unit Price

Order

Qty 1 - 40

Order Qty

41-80

Hardware & Assembly Testing (Group C)

$TBD

1002 Retractor Performance Testing (Group D) $TBD $TBD 1003 Webbing Abrasion Testing (Group B) $TBD $TBD 1004 Quick Reaction Testing $TBD $TBD 1005 CPTI Service Charge $TBD $TBD

1006 *Reimbursement for CPTI

$TBD:

Actual cost of test items

$TBD:

Actual cost of test items

B.3.3 PRICE SCHEDULE - BASE PERIOD (CONTRACT YEAR 2) – OPTIONAL

QUANTITIES

1 - 40

Order Qty

41-80

2002 Retractor Performance Testing (Group D) $TBD $TBD 2003 Webbing Abrasion Testing (Group B) $TBD $TBD 2004 Quick Reaction Testing $TBD $TBD 2005 CPTI Service Charge $TBD $TBD

2006 *Reimbursement for CPTI

$TBD:

Actual cost of test items

$TBD:

Actual

B.3.4 PRICE SCHEDULE OPTION PERIOD (CONTRACT YEAR 3) – OPTIONAL

1 - 40

Order Qty

41-80

3002 Retractor Performance Testing (Group D) $TBD $TBD 3003 Webbing Abrasion Testing (Group B) $TBD $TBD 3004 Quick Reaction Testing $TBD $TBD 3005 CPTI Service Charge $TBD $TBD

3006 *Reimbursement for CPTI

$TBD:

Actual cost of test items

$TBD:

Actual

B.3.5 Price Schedule – OPTION PERIOD (CONTRACT YEAR 4) – OPTIONAL

1 - 40

Order Qty

41-80

4002 Retractor Performance Testing (Group D) $TBD $TBD 4003 Webbing Abrasion Testing (Group B) $TBD $TBD 4004 Quick Reaction Testing $TBD $TBD 4005 CPTI Service Charge $TBD $TBD

4006 *Reimbursement for CPTI

$TBD:

Actual cost of test items

$TBD:

Actual

B.3.6 Price Schedule – OPTION PERIOD (CONTRACT YEAR 5) – OPTIONAL

1 - 40

Order Qty

41-80

5002 Retractor Performance Testing (Group D) $TBD $TBD 5003 Webbing Abrasion Testing (Group B) $TBD $TBD 5004 Quick Reaction Testing $TBD $TBD 5005 CPTI Service Charge $TBD $TBD

5006 *Reimbursement for CPTI

$TBD:

Actual cost of test items

$TBD:

Actual

B.3.7 Price Schedule – OPTION TO EXTEND SERVICES (CONTRACT YEAR 5.5) –

OPTIONAL QUANTITIES

1 - 40

Order Qty

41-80

6002 Retractor Performance Testing (Group D) $TBD $TBD 6003 Webbing Abrasion Testing (Group B) $TBD $TBD 6004 Quick Reaction Testing $TBD $TBD 6005 CPTI Service Charge $TBD $TBD

6006 *Reimbursement for CPTI

$TBD:

Actual cost of test items

$TBD:

Actual

(End of Section B)

SECTION C - DESCRIPTION / SPECIFICATIONS / STATEMENT OF WORK

C.1 ACRONYMS

ACOR Alternate Contracting Officer’s Representative CAP Contractor Acquired Property CO Contracting Officer COR Contracting Officer’s Representative CPTI Contractor Purchased Test Items DOT Department of Transportation FAR Federal Acquisition Regulation FMVSS Federal Motor Vehicle Safety Standards GFP Government Furnished Property GFTI Government Furnished Test Items NHTSA National Highway Traffic Safety Administration NIST National Institute of Standards and Technology OVSC Office of Vehicle Safety Compliance QA/QC Quality Assurance/Quality Control TP Test Procedure

C.2 DEFINITIONS

Government Furnished Test Items (GFTI) – Refers to test items (i.e., seat belt assemblies) owned or acquired by the Government and subsequently provided to the Contractor for use in the performance of the contract. The government is the owner of all GFTI. See Section H.3 for more information.

Contractor Purchased Test items (CPTI) – Refers to test items (i.e., seat belt assemblies) purchased by the Contractor for use in the performance of the contract. Title to CPTI vests with the government consistent with Section I.1, FAR 52.245-1 Government property.

Non-Conforming Test – Refers to a Contractor-performed test that does not comply with applicable Office of Vehicle Safety Compliance (OSVC) test procedure (TP) requirements and contract requirements applicable to that test. See Section H.2 for instructions on how non-conforming tests are to be handled.

Test Passed – Refers to testing that the Contractor conducted successfully, and the Contractor identified no test failures for the item (seat belt assemblies) being tested.

Test Failure – Refers to testing that the Contractor conducted correctly, but the item (seat belt assemblies) being tested appeared to fail to meet the FMVSS standards. See Section F.7 for instructions on how test failures are to be handled.

C.3 BACKGROUND

The National Highway Traffic Safety Administration (NHTSA) is an integral part of the United States Department of Transportation (DOT), and its mission is to save lives, prevent injuries, and reduce economic costs associated with motor vehicle crashes. As part of its mission to reduce fatalities and injuries caused by motor vehicle crashes, NHTSA promulgates Federal Motor Vehicle Safety Standards (FMVSS). Manufacturers of motor vehicles and items of motor vehicle equipment are required to certify that each product they sell in the United States meets the requirements of all applicable safety standards. NHTSA’s Office of Vehicle Safety Compliance (OVSC) is charged with determining whether manufacturers meet the applicable safety standards. This contract effort will enable the agency to meet its mission by assuring that motor vehicles meet the requirements of FMVSS No. 209, Seat Belt Assemblies.

FMVSS No. 209 establishes minimum performance requirements for motor vehicle Seat Belt Assemblies. The purpose of FMVSS No. 209 is to minimize the likelihood of occupants being thrown from a vehicle as a result of impact. The requirements for compliance testing of motor vehicle Seat Belt Assemblies include testing such components to the load test requirements of FMVSS No.

209 as specified in TP-209-08.

The purpose of this contract is to acquire services associated with the procurement, inspection, compliance testing, and compliance test reporting of Seat Belt Assemblies to assist the Government in its enforcement efforts for FMVSS No. 209.

C.4 GENERAL REQUIREMENTS

The Contractor shall furnish the necessary qualified personnel, facilities, materials, supplies, equipment, and services to perform work associated with the procurement, inspection, compliance testing, and compliance test reporting of seat belt assemblies, provided to the Contractor as Government Furnished Test Items (GFTI), or purchased by the Contractor as Contractor Purchased Test Items (CPTI) as specified in the contract, with the applicable requirements of FMVSS No. 209, Seat Belt Assemblies.

Seat belt assembly testing may vary from model to model depending on the design and construction of each assembly. For example, each assembly may require different hardware to set up the test item for testing; some test items may contain pyrotechnics that require appropriate safety handling and precautions; or some test items may contain an automatic locking feature which may require disabling for certain cycle testing.

The Contractor shall conduct the tests in accordance with the procedures specified in Section C.6.5 and the test schedule f C.6.4. The Contractor shall prepare and submit Preliminary Documents, Monthly Status Reports, Notification of Test Failure and Interim Failure Reports, and Final Test Reports as specified in Sections C.6.6 and F.7.

When test failures are identified, the NHTSA Contracting Officer’s Representative (COR) will contact the Contractor and request information to support its investigation of the test results and may request an onsite visit to review testing and results with or without the manufacturer present.

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.9).

C.5 KICK-OFF MEETING

The Contractor will immediately begin preparations for the kick-off meeting upon award. No later than (4) weeks from the effective date of the contract award, the Contractor shall participate in a kick-off meeting with the COR, CO, and other NHTSA staff. The kick-off meeting may take place via teleconference or on-site at Contractor’s testing facility. If the kick-off meeting is held via teleconference, then the meeting will be approximately two hours in length. If the kick-off meeting is held at the Contractor’s site, then the meeting will be approximately half of one business day. 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 testing and test procedures.

C.6 SPECIFIC REQUIREMENTS

C.6.1 Fully Operational Test Site

The Contractor shall possess and maintain a fully operational test site furnished with qualified technical personnel, facilities, and equipment necessary to perform the procurement, inspection, compliance testing and reporting services in accordance with FMVSS No. 209, Seat Belt Assemblies, 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 test site 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.4, Deliverables/Milestones Schedule.

C.6.2 Preliminary Documents

No later than (4) weeks after the effective date of the contract, the Contractor shall provide one copy of the following documents to the COR:

• Contractor Test Procedure;

• Checklist for conducting compliance tests;

• Calibration procedure for instrumentation per the requirements stated in the OVSC Test Procedure (TP-209-08). The procedures shall explain how the Contractor implements and maintains its instrumentation calibration system in accordance with established calibration practices. The procedures shall comply with ISO 10012-1, Quality Assurance Requirements for Measuring

Equipment, and American National Standard ANSI/NCSL Z540-1-199, Calibration Systems Requirements, and provide a written indication of compliance. 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-209-08; and

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

(1) Manufacturer name;

(2) Model number;

(3) Function of the item; and

(4) Calibration interval.

Copies of the above documents shall be submitted electronically via email, unless otherwise specified by the COR. Preliminary documents will be reviewed and approved no later than two (2) weeks after receipt by the COR.

The Contractor shall not begin testing until all preliminary documents have been reviewed and approved by the COR.

Any problems associated with the above documents must be resolved with the COR prior to the start of testing.

C.6.3 Compliance Testing

The Contractor shall conduct testing on GFTI and CPTI in accordance with the applicable parts of the OVSC Test Procedure TP-209-08 as specified below:

• Each FMVSS No. 209 Webbing Abrasion Test (Group B) shall be performed on two-point or three-point seat belt assemblies following the procedures specified in 12.B of TP-209-08.

• Each FMVSS No. 209 Hardware & Assembly Performance Test (Group C) shall be performed on two-point or three-point seat belt assemblies following the procedures specified in 12.C of TP-209-08 and shall exclude only the Attachment Hardware Test specified in 12.C.3 of TP-209-08 and the Adjustment Force Test specified in 12.C.4 of TP-209-08.

• Each FMVSS No. 209 Retractor Performance Test (Group D) shall be performed on two-point or three-point seat belt assemblies having retractors, following the procedures specified in 12.D of TP-209-08.

• Each FMVSS No. 209 Quick Reaction Test shall be performed on seat belt assemblies following the procedures specified in TP-209-08, sections 12.C.3 through 12.C.12 and section 12.D.1 (without conditioning) as applicable.

C.6.4 Testing Schedule

For the Known Requirements under Section B.3.1 and for each subsequent delivery order issued under the contract, the Contractor shall commence compliance testing no later than three (3) weeks after receipt of each of the test items (seat belt assembly models (CPTI and/or GFTI)) and shall complete testing of each model no later than six (6) weeks after the start of testing. For Quick Reaction testing, the Contractor shall commence compliance testing no later than two (2) business days after receipt of test item and shall complete testing of each model no later three (3) weeks after initiating testing.

C.6.5 Test Procedures

• The Contractor shall perform all work in accordance with the testing requirements of FMVSS No. 209, “Seat Belt Assemblies”, and the Office of Vehicle Safety Compliance document TP- 209-08, “Laboratory Procedure for FMVSS 209, Seat Belt Assemblies”, dated December 7, 2007.

• TP-209-08 is attached (see Section J) and is made part of this contract. In the event the test procedure (TP) is revised and published, the Government will issue a modification to the contract for the Contractor to follow the updated TP for testing.

• The testing procedures specified in FMVSS No. 209 and TP-209-08, which are made part of this contract, are referred to herein as the “OVSC Test Procedure”.

C.6.6 Test Items/Models

• The Contractor shall, in accordance with the OVSC Test Procedure, test each seat belt assembly model provided as GFTI. The Contractor shall notify the COR no later than five (5) business days after receiving the GFTI.

• The Contractor shall, in accordance with the OVSC Test Procedure, test each seat belt assembly model purchased by the Contractor. The Contractor shall purchase the required test items as follows:

1. The intended list of test items will be included with the delivery order. Each test item consists of a specific quantity of a specific seat belt assembly model as identified by the COR. Test items will be specified by motor vehicle make, model, model year, and seat belt assembly location (e.g., front left seat belt assembly) as applicable. The contact information for the appropriate source, cost estimate, and the required quantities of this specific test item to purchase will also be provided. The Contractor may be asked to procure samples directly from the appropriate source.

2. The Contractor shall purchase the required quantities of the test items per the test item purchase information provided with the delivery order or based on updates provided by the COR. The Contractor shall place the order for each specific test item no later than 15 days after receipt of the test item purchase information. Prior to finalizing the purchase of each required test item, the Contractor shall verify that the actual cost of the required test item is no more than 10% over the cost estimate contained in delivery order. If the actual cost for a particular test item is found to be more than 10% over the cost estimate, or when the cumulative cost of items purchased to date would result in additional procurements to exceed allocated funds, the Contractor shall notify the COR and stop purchasing until further guidance is received from the Contracting Officer.

3. The Contractor shall complete all transactions required in purchasing the required test items. This includes, but is not limited to, directly purchasing the required test items from an appropriate source, verifying that the purchase is correct, taking all actions necessary to correct any purchasing errors and ensure that the correct test items are received, and completing full payment with the appropriate source for the test items purchased.

4. The Contractor shall notify the COR upon receipt of the purchased test items (CPTI) no later than five (5) business days of receiving the item.

5. The Contractor’s invoice for the cost reimbursement of test items purchased shall reflect the actual cost of the test items and shall include copies of the actual supplier invoices.

6. The Contractor shall retain all purchasing related invoices and documents until disposition instructions are provided by the COR.

• The Government will determine which seat belt assemblies are to be tested. The Contractor shall not substitute test items without approval from the COR. The COR may choose to substitute test items prior to testing.

C.6.7 Measurement and Test Equipment

• All measurement and test equipment and standards used in the performance of services under this contract shall be labeled with the following information:

(a) date and place of last calibration;

(b) date of next scheduled calibration;

(c) name of technician or commercial business performing the calibration;

(d) full scale measurement range; and

(e) accuracy and tolerance over the entire measurement range or within range used for testing.

• Accuracy and tolerance of measured values shall be indicated on all charts, graphs, tracings, data printouts, and other digital and hard copy outputs of test measurements and results.

• The Contractor shall maintain records which show the traceability of calibrated measurement and test equipment to standards maintained by the National Institute of Standards and Technology (NIST).

C.6.8 Deviations from Test Procedures

• The Contractor shall conduct testing only in accordance with the OVSC Test Procedure and shall notify the COR, in advance, if any deviations from the OVSC Test Procedure are anticipated. No testing shall be conducted until any requested deviations are approved by the COR. Any problems or questions regarding the technical portion of this contact should be referred to the COR.

• The COR may require that minor deviations from the OVSC Test Procedure be made as deemed necessary.

C.6.9 Storage/Disposition of Government Furnished Test Items (GFTI) and Contractor

Purchased Test Items (CPTI)

• The Contractor shall store all CPTI and GFTI until receipt of disposition instructions from the Government. Storage and disposal costs must be included in the test prices set forth in Sections B.3.1 through B.3.7.

• Any GFTI or CPTI involved in a compliance test failure shall be tagged and identified by each specimen’s test phase, test date, detailed reason for the failure, etc., and retained by the Contractor pending the receipt of disposition instructions. Typically, disposition instructions will be provided by the COR via e-mail after all testing, inspection and acceptance of the final test report has been completed for passed items, and after a period of 2 years for failed items. If the 2-year period runs past the expiration date of the contract, Contractor shall ship the failed items to a location as instructed by the COR.

• Upon guidance from the COR, unused test items shall be returned by the Contractor to the Government or properly disposed of at no additional cost to the Government.

• The final determination of “passed” or “failed” shall be made by the NHTSA’s COR upon approval of the Final Test Report. Therefore, no test items shall be destroyed or disposed of until authorized by the COR.

(End of Section C)

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).

Deliverables will be submitted using an OVSC developed software application or via OVSC authorized portal, at NHTSA’s option. Also, 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.

NOTE: OVSC is in the process of developing a portal-based tool through which deliverables and other communications between lab personnel and COR shall be conducted. When that system is launched, the electronic submission of deliverables shall be made through the lab portal; the lab will be provided with one or more passwords to maintain access to the designated system.

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.

SECTION D - PACKAGING AND MARKING

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 (DO) 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 submissions on this solicitation shall be e-mailed to Danna Brooks at Danna.Brooks@dot.gov and nhtsaOAM@dot.gov .

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) mailto:Danna.Brooks@dot.gov mailto:nhtsaOAM@dot.gov

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) 52.246-16 Responsibility for Supplies (APR 1984)

E.2 INSPECTION AND/OR ACCEPTANCE

The NHTSA Contracting Officer's Representative (COR), as designated in this Contract, shall be responsible for performing the overall administration of the contract. The COR Delivery Order, COR (TO), will be identified in each awarded Delivery Order.

That individual will be responsible for the inspection of all services rendered under that specific Delivery Order and for recommending acceptance or replacement/correction of services or materials that fail to meet the Delivery Order requirements to the NHTSA Contracting Officer

(CO).

(End of Section E)

SECTION E - INSPECTION AND ACCEPTANCE

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

F.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:

52.242-15 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) 24-month Base Period and one (1) 36-month Option Period that may be exercised at the Government’s discretion.

Base Period (Contract Year 1): Period of Performance TBD through TBD Base Period (Contract Year 2): Period of Performance TBD through TBD Option Period (Contract Year 3): Period of Performance TBD through TBD Option Period (Contract Year 4): Period of Performance TBD through TBD Option Period (Contract Year 5): Period of Performance TBD through TBD

Option to Extend Services Period (Contract Year 5.5): Period of Performance TBD through TBD

Any Delivery Order issued prior to the expiration date of the contract shall be completed by the Contractor within the period of performance specified in the Delivery Order in accordance with Section I.3.4, FAR 52.216-22, Indefinite Quantity (OCT 1995). Under circumstances deemed necessary by NHTSA, the Agency may extend the period of performance of a delivery order.

F.3 PLACE OF PERFORMANCE/PHYSICAL LOCATION

The work performed under this Contract and any Delivery Orders issued under this Contract shall be accomplished 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 DELIVERABLES / MILESTONES

F.4.1 Deliverables

SECTION F - DELIVERIES OR PERFORMANCE

All deliverables are to be submitted electronically in PDF, MS Word, or Excel format as appropriate to the COR in accordance with the schedule below. File formats shall meet the compatibility requirements of Section F.9, Specifications for Electronic Files. The following is a list of all deliverables which are considered to be significant in the performance of this contract (Note: days are defined to mean business days).

F.4.2 Milestones

The following is a list of all milestones which are considered to be significant in the performance of this contract, and their due dates (Note: days are defined to mean business days).

DELIVERABLES

Item Section Number Deliverables Due Date

1 C.6.2 Contractor Submission of Preliminary Documents No later than 4 weeks after contract award

C.6.6

Contractor notifies COR of receipt of test items (CPTI and GFTI)

No later than 5 days after receipt of test items

3 F.6 Monthly Status Reports No later than the 15th day of the month following the month being reported

4 F.7 Contractor provides initial notification of test failure to

COR

No later than 24 hours after a test failure

5 F.7 Contractor provides Interim Failure Report No later than 2 days after a test failure

6 F.8 Contractor submits Final Test Reports

Draft Final Test Report for review/approval

No later than 2 weeks after the completion of each model. For Quick Reaction testing, no later than 24 hours after completion of each model.

Final Test Report for review/approval

No later than 2 weeks after the COR approves draft report.

For Quick Reaction testing, no later than 24 hours after the COR approves draft report.

MILESTONES

Item Section Number

Milestone

Due Date

1 C.5

Begin preparatory activities for the kick-off meeting Immediately upon award

Kick-Off Meeting No later than 4 weeks after the effective date of contract award

2 C.6.2 COR review and approval on Preliminary Documents

No later than 2 weeks after submission of Preliminary Documents

3 C.6.6 COR provides Contractor with Test Item Purchase Information As needed throughout the contract

4 C.6.6 Contractor purchases test items No later than 15 days after receiving test item information

5 C.6.4 Contractor begins testing No later than 3 weeks after receipt of test item model. For Quick Reaction testing no later than 2 days after receipt.

6 C.6.4 Contractor completes testing No later than 1 week after start of testing for each model. For Quick Reaction testing, no later than 2 days after initiating test for each model.

Note: Changes to the above milestone and deliverable schedule may be made at the Delivery Order level, based on the volume of the testing ordered.

F.5 PLACE OF DELIVERY

Unless otherwise specified, all deliverables shall be delivered electronically, under transmittal letter, to the following

Item No.

Address

All Items

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

All Items

Contracting Officer's Representative (Delivery Order) (Name and Address to be provided in each awarded Delivery Order)

The Contractor shall submit to the COR a final report, photographs, electronic data, and video for each test performed under this contract.

F.6 MONTHLY STATUS REPORTS

Monthly Status Reports shall be submitted to the COR and Contracting Officer indicating the status of all testing ordered, test reports, and test item inventory status (GFTI and CPTI) and shall be submitted no later than the 15th day of the month following the month being reported. If applicable, the report shall also include any problems or delays the Contractor experienced during the reporting period that are related to the supplies and services under this contract, and the specific action which the Contractor proposes to correct problems or delays identified. The Contractor shall continue to submit Monthly Status Reports until all of the Final Test Reports are accepted by the Government. The reports shall be prepared in accordance with the OVSC Laboratory Test Procedure (TP-209-08). The monthly report shall be in MS Excel format and submitted as specified in F.4.

F.7 TEST FAILURE REPORTS

The Contractor shall notify the COR by e-mail no later than 24 hours after a test failure. The Contractor shall submit a written interim test failure report by e-mail no later than 2 business days after test failure. The failure reports shall be prepared in accordance with the OVSC Test Procedure (TP-209-08). Contractor shall submit the failure report, as specified in F.4, in MS Word or PDF format.

Also, Contractor shall respond, no later than five (5) days, to any of the following requests:

• provide test data, pictures, videos, and any information as requested by the COR;

• answer questions to fully assist OVSC in conducting failure investigation;

• answer manufacturer’s questions and requests relating the failed test; and

• permit meetings in support of inspection of test samples and equipment at no additional cost to the Government.

F.8 DRAFT AND FINAL TEST REPORTS

• Draft final test report shall be submitted to the COR for review and acceptance no later than 2 weeks after completion of all phases of compliance testing and inspection of Seat Belt Assemblies. Final reports shall be prepared in accordance with instructions contained in the OVSC Test Procedure (TP-209-08). In the event a report is returned to the Contractor for correction/modification, the COR will not certify payment of the Contractor’s invoice until the final test report has been resubmitted and determined to meet contract requirements. In no event shall the return of a report for corrections be deemed to waive the Government’s right to specific performance under the contract. Final test reports shall be submitted to the COR for approval no later than 2 weeks after COR approves draft reports. For Quick Reaction testing, draft final test report shall be submitted no later than 24 hours after completion of each model and final test report shall be submitted no later than 24 hours after COR approves the draft report.

• Contractor shall submit each Final Report in Adobe Acrobat format (PDF) as specified in F.4. The Contractor shall coordinate with the COR for incorporating approval signatures into the Final Reports.

F.9 SPECIFICATIONS FOR ELECTRONIC FILES

Electronic file copies of the Final Test Report shall be provided in accordance with the following:

• Electronic Master File:

1. An electronic version of the final report shall be used as the “Master” report copy A copy of the electronic master file shall be provided to the NHTSA COR.

2. Electronic copies of reports can usually be provided by e-mail. However, if the submission of the report and accompanying data files is too large to be e-mailed, it shall be provided via the U.S. Department of Transportation’s Secure Large File Transfer Solution (SLFTS), or other method provided by NTHSA.

• System Compatibility

1. The master report copy shall be securely stored by the Contractor for at least two years after the government has accepted the final version of the report and until the invoice for that deliverable has been paid, whichever is longer.

2. The software application used to store the electronic file version (Master copy) of the final report shall be compatible with Microsoft Word, i.e., the file must be able to be opened, viewed, and edited using Microsoft Word.

3. All test report images (photographs, charts, graphs, etc.) shall be imbedded as part of a Microsoft Word file and shall be JPEG or TIFF file format.

4. The files should be formatted for e-mail transmission when requested.

5. The electronic copy of the final report provided to NHTSA shall be formatted in a manner that permits NHTSA to combine the .pdf version of the document with other .pdf files for long-term storage.

• For the duration of the contract, NHTSA reserves the right to change the media and software requirements stated above, such that submitted electronic files continue to be compatible with computer systems utilized by the Office of Vehicle Safety Compliance.

• If a Final Test Report is returned to the laboratory for correction, the report date shall be changed to the date of re-submission. Delivery of an unacceptable Final Test Report will not be construed as meeting the due date specified in Sections F.4 and F.9. In no event shall the return of a report for correction be deemed to waive the Government’s right to specific performance of the contract, with respect to any other deliverables required under this contract. NHTSA will withhold payment of a Contractor’s invoice until the Final Test Report is approved by the COR.

F.10 COMPLIANCE WITH REHABILITATION ACT

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

http://www.section508.gov/

All deliverables covered by Section 508 shall be accessible to people with disabilities. Reports and other deliverables provided electronically, including web-based intranet and internet format shall conform to applicable accessibility standards, including at a minimum, the following provisions:

1194.21, Software Applications and Operating Systems 1194.22, Web-Based Intranet and Internet Information and Applications 1194.24, Video and Multimedia Products 1194.31, Functional Performance Criteria 1194.41, Information, Documentation, and Support

This standard and guidance is available for viewing at the Access Board web site at https://www.section508.gov/.

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

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.…