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PART I - THE SCHEDULE
SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS
The Contractor shall provide all the necessary qualified personnel, facilities, materials and services to provide support in accordance with the Statement of Work, Section C and all potential task orders awarded, for the effort entitled, "Technical Support Services for NHTSA Traffic Records Program."
B.2 TYPE OF CONTRACT
The Government contemplates awarding multiple Indefinite Delivery, Indefinite Quantity (IDIQ) Contracts from this solicitation, whereby Task Orders with Firm Fixed Price (FFP) and Time and Materials (T&M) with Cost Reimbursement elements for travel will be issued in accordance with FAR 16.5. All work will be ordered through the issuance of Task and Delivery Orders.
The Task Orders under this IDIQ are divided into two "Lots" (described in Section C.5, below) which both require knowledge of state traffic records systems, but each require different capabilities and experience in the field.
Offerors can propose to one or both Lots. The Offeror should indicate clearly in its proposal which Lot that it wishes to be considered for. Once contracts are awarded, Contractors will only be considered for Task Orders that are categorized under the Lot(s) which they submitted proposals and were awarded contracts for.
At the time of award of the IDIQ contracts, the Government contemplates concurrently awarding the first two Task Orders, one from each Lot. The Statements of Work, Instructions, and Evaluation Criteria for these two tasks only are included with this RFP as Attachments 8 and 9. The Offerors may submit separate proposals for whichever of these Tasks is associated with their Lot(s), however it is not required that they submit proposals for either of the first two Tasks Orders in order to be considered for the Base Contract award.
B.3 OBLIGATION SUMMARY
B.3.1 The Minimum Government Obligation under this IDIQ contract is the base level requirement under Section C, Base Level Requirement Task C.4.1 Kick-Off Meeting.
B.3.2 Maximum Obligation: The ceiling amounts for the contract periods are as follows:
Base Period (12 months) TBD
Option Period One (12 months) TBD
Option Period Two (12months) TBD
Option Period Three (12 months) TBD
Option Period Four (12 months) TBD
The total value of all task orders ordered by the Government, for each of these periods may not exceed that period's ceiling amount. The ceiling amounts may be raised upon the execution of a bi-lateral modification.
The total ceiling amount for all periods is $ TBD .
B.4.1 LOADED FIXED LABOR RATES
Loaded Fixed Labor Rates are composed of the hourly rates to an individual within a specific Labor Category (plus merit and/or cost of living increases, if applicable) plus indirect costs such as Fringe Benefits, Overhead, Facilities Capital Cost of Money (FCCM), General and Administrative (G&A), and Fee or Profit.
B.4.2 LABOR CATEGORIES
The following list includes labor categories deemed by the Government necessary to fill the various contractor staff positions for the work. Upon award, the Government may revise the list or labor category descriptions to include additional categories proposed during the solicitation phase.
LOT A- TRAFFIC RECORDS TECHNICAL ASSISTANCE (See Task C.5.1)
LOT B- TRAFFIC RECORDS IT SUPPORT AND ANALYSIS (See Task C.5.2)
B.5 PRICE SCHEDULES
B.5.1 MINIMUM REQUIREMENT
B.5.1 BASE PERIOD - from Award Date through twelve (12) months thereafter
*Travel CLINS 0008, 1008, 2008, 3008 and 4008 will be reimbursed at cost.
B.5.2 OPTION PERIOD ONE - from end of Base Period through twelve (12) months thereafter
*Travel CLINS 0008, 1008, 2008, 3008 and 4008 will be reimbursed at cost.
B.5.3 OPTION PERIOD TWO - from end of Option Period One through twelve (12) months thereafter
*Travel CLINS 0008, 1008, 2008, 3008 and 4008 will be reimbursed at cost.
B.5.4 OPTION PERIOD THREE - from end of Option Period Two through twelve (12) months thereafter
*Travel CLINS 0008, 1008, 2008, 3008 and 4008 will be reimbursed at cost.
B.5.5 OPTION PERIOD FOUR - from end of Option Period Three through twelve (12) months thereafter
*Travel CLINS 0008, 1008, 2008, 3008 and 4008 will be reimbursed at cost.
(End of Section B)
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. Today's traffic safety professional needs reliable, accurate, and timely data to make decisions about traffic safety problems and countermeasures and to manage and evaluate safety programs.
A State's Traffic Records System encompasses the hardware, software, personnel, and procedures that capture, store, transmit, analyze, and interpret traffic safety data. The data that are managed by this system include the crash, driver licensing and history, vehicle registration and titling along with commercial motor vehicle, roadway, injury control, citation/adjudication, and exposure information. For traffic safety purposes, crash is at the center of this "honeycomb" of information. Additional data sets, such as those used to support data analysis are also important to consider.
A complete traffic records system collects and stores data from a variety of sources. Much of the data involved are collected for purposes other than (or in addition to) traffic safety. Thus, the traffic records system overlaps other areas of data collection and analysis and is dependent on the policies and practices used in collecting those data. Consequently, the traffic records system is usually a collaborative effort spread across a number of agencies and organizations.
NHTSA has continued to support the development of State traffic records systems through many venues, including entry-level training for the traffic safety professional through the use of Traffic Records 101, the annual International Forum on Traffic Records and Highway Safety Information, technical assistance provided through regional and State focused workshops, and state traffic records assessments.
The purpose of this contract is to provide technical support to NHTSA's Traffic Records program. This support will be provided through Task Orders issued under Lot A: Traffic Records Technical Assistance (Task C.5.1) Or Lot B: Traffic Records IT Support and Analysis (Task C.5.2) as described herein.
The contract objectives include, but are not limited to the following:
(1)Assessing state traffic records systems,
(2) Providing technical assistance to state traffic records programs,
(3) Facilitating training for managers and staff of State traffic records systems, and
(4) Providing user support for NHTSA's Traffic Records Improvement Program Reporting System (TRIPRS) database that States use to undertake their traffic records assessments and manage their reporting on how they spend their §405 (c) funds (and any subsequent grant funds for State traffic record improvement grants administered by NHTSA).
C.4 SPECIFIC CONTRACT REQUIREMENT
C.4.1 KICK OFF MEETING
Within two (2) weeks after the contract award, the Contractor shall meet with the Contracting Officer's Representative (COR) and interested NHTSA staff via teleconference for no more than two (2) hours. The purpose of this meeting is to discuss the contract objectives, the contract administration and the ordering procedures for issuing future Task Orders.
C.5 POTENTIAL TASK ORDERS
If during the performance of this Contract the Government decides to issue Task Orders, below are some examples of potential tasks to be performed. At contract award, however, the Contractor shall not perform said tasks below as part of the specific requirement above (C.4.1 Kick-Off Meeting). The Contractor shall only be required to perform tasks like the examples below if the Government issues Task Orders in accordance with Section G.5, Task Order Ordering Procedures.
Under the potential Task Orders, the Contractor shall perform the following:
C.5.1 LOT A- TRAFFIC RECORDS TECHNICAL ASSISTANCE
The core deliverable of NHTSA's Traffic Records Team is to assess State traffic records systems. Specifically, to assess state capabilities and compare them with standards developed by a national group of subject matter experts and outlined in the Traffic Records Program Assessment Advisory (Attachment 2). The Contractor shall deploy a group of subject matter experts to rate how States respond to a uniform set of questions about their crash, driver, vehicle, roadway, citation and adjudication, and injury surveillance data systems, as well as responses to questions about how states manage their traffic records coordinating committee, strategic planning and data integration. All assessments shall be conducted on-line using the State Traffic Records Assessment Program (STRAP) module of the TRIPRS on line database. The assessment procedures are described further in Attachment 1: Traffic Records Assessments Procedures Manual and Attachment 2: Traffic Records Program Assessment Advisory.
C.5.1.2 TECHNICAL OUTREACH
The Contractor shall assist NHTSA to address specific technical problems that the State has identified and requested assistance from a NHTSA GO Team (see Attachment 4). In conjunction with NHTSA and the States, the Contractor shall analyze State requests for assistance and identify and deploy a group of subject matter experts to address specific technical problems.
The scope of GO Team technical assistance can include, but not be limited to assisting States to (a) develop performance measures for their State Traffic Records Systems, (b) plan the integration of the component traffic records systems, and (c) assist in strategic planning for State traffic records system.
In addition, the Contractor shall assist NHTSA to implement The Crash Data Improvement Program (CDIP) workshops, according to a methodology currently being used by FHWA (see Attachment 5) to help States improve the quality of their crash data.
The Contractor shall assist NHTSA by providing training to help State safety data users and managers improve the component traffic records systems. The Contractor shall provide updated entry level training materials for NHTSA's Traffic Records 101, an on-line self-guided course that provides an introduction to the crash, driver, vehicle, roadway, citation and adjudication, and injury surveillance data systems and the management of these systems.
In addition, the Contractor shall provide training to States on how to use the Traffic Records Improvement Program Reporting System (TRIPRS) to manage traffic records programs, and its subcomponent the State Traffic Records Assessment Process (STRAP) a tool to conduct assessments on-line.
At the intermediate level, the Contractor shall provide technical assistance to train state personnel on topics that the State has identified as important and for which they have requested assistance from NHTSA.
At the executive level, the Contractor shall provide senior state safety officials with training workshops on the traffic records systems and the requirements of Federal grants (§405c) to support traffic records systems.
C.5.2 LOT B- TRAFFIC RECORDS IT SUPPORT AND ANALYSIS
C.5.2.1 IT SUPPORT
The Contractor shall provide IT user support for The Traffic Records Improvement Program Reporting System (TRIPRS), which is used to conduct traffic records assessments. The Contractor shall be a "power user" of the TRIPRS system and have the ability to use advanced features of the program that are beyond the abilities of "normal" users. Specifically, the Contractor shall help States to use the TRIPRS database to enter data and manage their traffic records program and help states to meet the requirements of the §405 C grant program, including the data required for assessments. The Contractor shall be a familiar with the business processes of TRIPRS, specifically, the processes involved in conducting assessments as outlined in the attached Traffic Records Procedures Manual (Attachment 1) and STRAP User Manuals (Attachment 3). The Contractor shall provide first-tier support to NHTSA and the States and Territories that require TRIPRS support. The Contractor shall have an understanding of Oracle databases, including querying and implementing the database as well as an understanding of the collection, management and analysis of traffic records data.
The Contractor shall provide traffic records research as required. Research shall include the summation of aggregate data from State traffic records assessments and information from the TRIPRS database. Generally, the research will be stated in specific terms. However, the research may be stated in terms of general goals if several different approaches might be pursued.
(End of Section C)
SECTION D - PACKAGING AND MARKING
D.1 PACKAGING AND MARKING
Preservation and packaging of all shipments or mailing of all work delivered under this contract shall be done in accordance with good commercial practices and to insure acceptance by common carrier (if applicable) and safe transportation at the most economical rate(s).
Any deliverables required by this contract shall be submitted to the applicable personnel identified in Section F of this contract. Due to security concerns, deliverables transmitted via regular U.S. Mail experience significant delay in reaching an intended destination and, as part of the screening process, may be damaged. For these reasons, the U.S. Mail should not be used to transmit deliverables. Rather, the Contractor is encouraged to use electronic mail to the maximum extent possible.
D.2 FORMATTING TEXT AND IMAGE DELIVERABLES
For those deliverables submitted electronically as text or image files, the following specifications apply.
Text files shall be delivered in Microsoft WORD 2010 format. Font type of Times New Roman with a font size of 12 shall be used throughout the document. The Contractor shall minimize additional formatting as much as possible e.g., avoid use of columns) Avoid using any design/layout elements (however, see D.2.2, D.2.3, and D.2.4 below.)
D.2.2 CHARTS AND GRAPHS
The Contractor shall develop charts or graphs using Microsoft EXCEL 2010 or similar format and shall insert these in the appropriate places within the text document. The Contractor shall also provide the Microsoft EXCEL source file from which charts or graphs were developed.
NHTSA's Office of Communication Services is responsible for developing or acquiring most illustrations found in NHTSA publications. These illustrations can take two forms:
•a. Graphics - In the majority of cases, the Office of Communication Services will develop any needed graphics in collaboration with the COTR. The Contractor shall provide text, graphs, and charts following the guidelines stipulated in D.2.1 and D.2.2 above. In some cases, the Contractor may be required to develop graphics. In these cases, the Contractor shall use only software approved by the U.S. Government Printing Office (e.g. Adobe Illustrator.)
•b. Photographs - When photos are used in Agency publications, the Office of Communication Services typically uses existing photos or photos purchased through royalty-free sources. In the event the Contractor must supply photos for use in a publication, the photos must be high resolution images at least 300 dpi at the size used in the publication. Photos shall be supplied on a CD or DVD in either .tif format (for scanned images) or .jpg (for images downloaded to the CD or DVD directly from the digital camera.).
NOTE: If a photograph is supplied by an outside source (Contractor, grantee, national organization, etc.), a release form must accompany the photo indicating that the human subjects in the photo authorize NHTSA to use the photo in its publications and on its Internet site. The Contractor is responsible for ensuring that the necessary arrangements have been made with the photographer and the subjects in the photo to ensure that NHTSA has unlimited rights to use the images in print and on the web. The Contractor shall obtain, and provide to NHTSA, a written statement indicating that NHTSA has unlimited, unrestricted rights to the use of the photos.
D.2.4 WEB-BASED IMAGES
Occasionally, web-based images may be used in NHTSA publications. The Contractor is cautioned that copyright laws restrict use of many of these images even if this is not expressly indicated at the website. Additionally, the resolution of most web-based images is not high enough to provide a clear image when published. For these reasons, web-based images should not be used.
(End of Section D)
SECTION E ‑ INSPECTION AND ACCEPTANCE
All work hereunder shall be subject to review by the Government.
E.1 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)
This incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: https://www.acquisition.gov/far/
Federal Acquisition Regulation (FAR) Clauses:
52.246-4 INSPECTION OF SERVICES- FIXED PRICE (AUG 1996)
52.246-5 INSPECTION OF SERVICES - COST-REIMBURSEMENT (APR 1984)
52.246-6 INSPECTION-TIME AND MATERIALS AND LABOR HOUR (MAY 2001)
E.2 INSPECTION AND/OR ACCEPTANCE
The Contracting Officer's Representative (COR) as designated in this contract will be responsible for monitoring overall performance under this contract. The Contracting Officer's Representative , Task Order, or "COR(TO)," as designated in each Task Order, will be responsible for performing the inspection of all supplies or services rendered under the associated Task Order and for recommending acceptance or replacement/correction of services or materials that fail to meet the Task Order requirements.
SECTION F ‑ DELIVERIES OR PERFORMANCES
F.1 PERIOD OF PERFORMANCE
All work and services required hereunder shall not exceed 60 months (inclusive of a 12 month Base Period and four (4) twelve month Option Periods) from the effective date of the contract.
Any Task Order issued prior to the expiration date of the contract, and not completed within that time, shall be completed by the Contractor within the time specified under the Task Order, provided it is issued and completed in accordance with Section I.3.4, FAR 52.216-22, Indefinite Quantity (OCT 1995).
The Contractor is required to abide by the terms and conditions of the contract until the conclusion of the Task Order performance period.
F.2 FAR 52.252-2 CONTRACT CLAUSES INCORPORATED BY REFERENCE
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 address: https://www.acquisition.gov/far/
Federal Acquisition Regulation (FAR) Clauses:
52.242-15 STOP-WORK ORDER (AUG 1989) Alt I (APR 1984)
52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)
52.247-34 F.O.B. DESTINATION (NOV 1991).
F.3 DELIVERABLES and MILESTONES
a. Delivery/Milestone schedule
The following Deliverable/Milestone schedule applies to this Contract:
b. Method of Delivery
All deliverable items shall be sent by electronic mail to the COR and COR(TO) at the address provided in Section G.2.1, below, or as otherwise specified in the particular Task Order.
F.4 BRIEFING/MEETINGS AND REPORTING REQUIREMENTS
a. It is envisioned that meetings, conferences, and conference calls between NHTSA and the Contractor will be required during term of the Contract. The frequency will be specified at the Task Order level.
b. Task Order Progress Reports - The information to be contained in the Task Order Reports will be specified in detail by each Task Order issued under the Contract.
c. Task Order Final Report/End Product - The Task Order Final Report and/or End Product will be specified by each Task Order issued under the Contract.
(End of Section F)
SECTION G - CONTRACT ADMINISTRATION DATA
G.1 Submission of Invoices
1. Contractors shall submit one (1) original Invoice by email to:
or by mail to:
Mike Monroney Aero Center
Accounts Payable Branch, AMZ-150
P.O. Box 268911
Oklahoma City, OK 73126
2. Each Task Order shall be invoiced separately. The following data shall be included in invoices to be considered proper for payment:
a. Name and address of the Contractor.
b. Invoice date and invoice number. The Contractor's should date invoices as close as possible to the date of the mailing or transmission.
c. Timeframe covered by the invoice.
d. NHTSA Contract Number (with Task Order Number) - TBD
e. NHTSA Contracting Officer's name - TBD
f. NHTSA Contracting Specialist's name - TBD
g. NHTSA Contracting Officer's Representative, Task Order - TBD
h. Description of supplies/services covered by the invoice to include:
2) Unit Price
i. Invoice Total Cost/Price.
j. Current billing total and a cumulative total of billings to date.
k. Name and address of Contractor's official to whom questions regarding payment should be referred.
l. To be acceptable for payment, each invoice must contain the following certification:
"I hereby certify that the information submitted in this invoice, and accompanying documentation, is accurate and conforms to the billing requirements set forth in this Contract."
G.2 GOVERNMENT PERSONNEL
G.2.1 CONTRACTING OFFICER'S REPRESENTATIVE (COR)
The performance of the work required under the overall contract will be subject to the technical review of the NHTSA COR. Performance of work required under individual Task Orders will be subject to the technical review of the NHTSA COR(TO).
The following individual has been designated as the NHTSA COR:
DOT /National Highway Traffic Safety Administration
1200 New Jersey Avenue
Washington, DC 20590
Email: [Incorporated at award]@dot.gov
G.2.1.1 The Contracting Officer will designate a representative to assist in monitoring the work under the resultant contract. The COR serves as the technical liaison with 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.
G.2.1.2 In the event any technical direction offered by the COR is interpreted by the Contractor to be outside 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.
G.2.1.3 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 resultant 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.
G.2.2 ALTERNATE COR
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.
1200 New Jersey Ave SE, W__-TBD
Washington, DC 20590
G.2.3 CONTRACTING OFFICER REPRESENTATIVE, TASK ORDER (COR(TO))
•a. The Contracting Officer will designate a COR(TO) to assist in monitoring the work under the Task Order. The COR(TO) is responsible for the technical administration of the Task Order and technical liaison with the Contractor. The COR(TO) IS NOT AUTHORIZED to change the scope of work or specifications as stated in the Task Order, to make any commitments or otherwise obligate the Government, or to authorize any changes which affect the Task Order price, delivery schedule, period of performance or other terms or conditions.
•b. 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 this Task Order shall not be construed to authorize the revision of the terms and conditions of this Task Order. The Contracting Officer will authorize any such revision in writing.
•c. The COR (TO) will be designated in each Task Order
G.3 CONTRACTOR PERSONNEL
G.3.1 PROGRAM MANAGER
G.3.1.1 The Contractor shall appoint a Program Manager who will be the Contractor's authorized supervisor for technical and administrative work performed under the this contract. The Project Manager shall act as the single point of contact between the Contractor and the NHTSA COR or other duly authorized of the Government representative under the contract.
G.3.1.2 The Program Manager shall receive and execute, on behalf of the Contractor, such technical assignment directives as the COR, or his duly authorized representative, may issue within the terms and conditions of the contract.
The Program Manager for this contract is:
G.3.2 TAR 1252.237-73 KEY PERSONNEL (APR 2005)
G.3.2.1 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.
G.3.2.2 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.
The Key Personnel under this Contract are:
G.4 TRAVEL AND PER DIEM RATES
Travel costs will be reimbursed in accordance with Far Part 31.
The Contractor shall obtain COR/CO approval before scheduling any travel unless specifically stated otherwise in the contract. Travel and Per Diem authorized under this contract shall be reimbursed in accordance with the Government Travel Regulations currently in effect.
Travel requirements under this contract shall be met using the most economical form of transportation available. If economy class transportation is not available, the request for payment voucher must be submitted with justification for use of higher class travel indicating dates, times, and flight numbers. All travel shall be scheduled sufficiently in advance to take advantage of offered discount rates, unless authorized by the COR.
G.5 TASK ORDER ORDERING PROCEDURES
G.5.1 Contractor shall only be awarded Task Orders for the Lots(s) which they have been deemed technically capable of performing upon contract award. Contractors shall be obligated to perform all work, as stipulated on any Task Order they are awarded. Each awarded Task Order will include a ceiling amount, or fixed prices previously negotiated by the Contracting Officer and Contractor.
G.5.2 Task Orders will be issued as follows:
a. Each Task Order requirement will include a Statement of Work, Period of Performance, and Schedules for Milestones and Deliverables. T&M Task Orders will include a Government estimate of those labor categories (selected from the contract's list of labor categories) which are expected to be needed in the execution of the Task Order. In addition, a description of how proposals will be evaluated by NHTSA will be provided.
b. The NHTSA Contracting Officer will furnish the Contractor(s) with a Task Order Request for Proposal (RFP). In accordance with FAR 16.505(b)(1), all Contractors will be provided with "fair opportunity" to propose on Task Order requirements (unless allowable exceptions, as specified in FAR 16.505(b)(2) apply).
c. Within a specified timeframe, the Contractors shall submit to the Contracting Officer a cost and technical proposal for accomplishment of the task. These proposals must be submitted as two separate documents. No costing information shall be provided in the technical proposal.
d. Task Order Request for Proposal may include:
1) A listing of required personnel selected from the schedule of labor categories identified in Section B of this contract. Personnel assignments proposed by the Contractors will be subject to approval by the COR/Contracting Officer prior to appointments being made. The COR/Contracting Officer reserves the right to refuse any personnel appointment;
2) Projected labor hours for each labor category;
3) Corresponding hourly labor rates in accordance with Section B of this contract;
4) Extended labor costs; and
5) Other Direct Costs considered for the execution of the Task Order. Other Direct Costs include travel, materials, subcontract and other miscellaneous expenses relevant to the Task Order. For Other Direct Costs in excess of $500, the Contractor's shall provide a detailed itemized listing as follows:
•· Travel: Requests for proposed travel shall include the following level of detail: locations traveling to and from, estimated airfare (roundtrip), number of people traveling, per diem rate per person, ground transportation, and other incidental expenses.
•· Materials: A listing of specific materials, associated costs, and the Contractor's basis for arriving at the quoted costs (i.e. identification of a vendor quote, previous experience (please identify) etc.).
•· Subcontractors: Explanation as to the need for Subcontractor personnel versus use of Contractor personnel. Quote from Subcontractor including unloaded labor rate, indirect cost rates, Subcontractor basis for those proposed labor and indirect costs, and other direct costs and basis for those costs, and proposed fee.
•· Other Direct Costs: Provide Explanation and justification in same level of detail.
e. Direct Costs associated with the preparation and submission of such proposals shall not be reimbursable under this contract.
•1) The Offeror's proposals will be reviewed using the evaluation criteria presented in the request for proposal.
•2) Following review and negotiation, the Government will award a Task Order to that company whose proposals (both cost and technical) represent the best value to the Government.
•3) The Task Order will include the total ceiling price and (if the task order is to be incrementally funded the amount of federal funds currently available.) The accepted cost proposal submitted by the Contractor will be used as the Task Order Budget and be made part of the Task Order.
•4) The awarded Task Order format will include a face page (Standard Form 26 or applicable form), (see Section G.6), a Statement of work, Deliverable and Milestone Schedules, the Contractor's approved Task Order Budget, and any other additional provisions and conditions relative to that Task Order.
f. Upon the Contractor's receipt of the Task Order, performance shall begin in accordance with the following:
•1) Services specified in Task Orders shall be performed during the performance period specified in the section "Period of Performance" for each Task Order.
2) For the performance of any order awarded, the Contractor shall provide only members of its permanent staff unless otherwise authorized by the Contracting Officer. For the purpose of this provision an individual shall be deemed to be permanent staff if, on the effective date of the Task Order, he or she is a full-time or part-time principal, partner, officer, or employee of the Contractor.
g. Except for any limitations set forth in Section B.3, "Obligation Summary," there is no limit on the number of orders that may be issued.
h. The Government reserves the right to award partial quantities of any task order.
The parties contemplate that the Government will allot additional funds incrementally up to the ceiling specified on each individual Task Order. The Contractor agrees to perform, or have performed, work on each Task Order up to the point at which the total amount paid and payable by the Government under any Task Order approximates, but does not exceed, the total amount actually funded by the Government to the Task Order.
G.6 TASK ORDER FORMAT AND CONTENT
Task Orders will be executed by authorized representatives of both parties and will consist of the following:
a. A cover page (Standard Form 26 or other applicable form) will identify the Contract Number and the assigned Task Order Number. The Task Order shall be numbered with a task order number unique to the individual task.
b. A project title and statement of work, identifying milestones and deliverables, including any reporting requirements.
c. A period of performance.
d. For T&M Task Orders: A financial administration section which indicates the Task Order Ceiling Price based upon the labor-hours and support effort involved. This section shall specify the amount obligated and the accounting data charged with the obligation. FFP Task Orders will indicate the negotiated price and associated accounting data.
e. A list of any Contractor's employees identified as Key Personnel. In addition, if applicable, the designation of the NHTSA COR(TO) for the effort provided for under the individual Task Order.
f. A Government Property Section if the Contractor is authorized to acquire, or if the Government is obligated to furnish, property under the Task Order. Title determination shall be specified if property acquisition is authorized.
g. Any other special provisions appropriate for the Task Order for which discussions were conducted and agreement reached by the parties. Such provisions may involve limitations on the use of proprietary data, rights in computer software, etc.
h. A provision which provides that the Task Order can be modified by supplemental agreement by the parties.
G. 7 AVAILABILITY OF FUNDS NOTIFICATION (T&M Task Orders only)
G.7.1 The amount presently available for payment by the Government and allotted to any Task Order issued under this contract will appear in each individual Task Order under the heading "Funding Allotment" or as "Funds Currently Available". The period of performance covered by the "Funds Currently Available" will appear next to the heading "Funded Period of Performance."
For Task Orders not fully funded at time of Task Order award, the parties contemplate that the Government will allot additional funds incrementally up the ceiling specified on each individual Task order. The Contractor agrees to perform, or have performed, work on each Task Order up to the point at which the total amount paid and payable by the Government under any Task Order approximates, but does not exceed, the total amount actually allotted by the Government to the Task Order.
G.7.2 Sixty (60) days before the end of each of the periods specified in the Section B, the Contractor shall notify the Contracting Officer, in writing, when all costs incurred, will exceed 75 percent of the total amount funded to the Contract by the Government. This correspondence shall include an estimated amount of additional funds, if any, required to continue timely performance under this Contract or for any further period.
G.7.3 If, after notification, additional funds are not allotted by the end of the funded period specified on any Task Order or another agreed-upon date, upon the Contactor's written request, the Contracting Officer will terminate the Task Order on that date in accordance with the provisions of the Termination clause of this contract. If the Contractor estimates that the funds available will allow it to continue to discharge its obligations beyond that date, it may specify a later date in its request, and the Contracting Officer may terminate that Task Order on that later date.
G.7.4 Except as required by other provisions of this contract, specifically citing and stated to be an exception to this clause:
a. The Government is not obligated to reimburse the Contractor for costs incurred in excess of the total amount allotted by the Government to any Task Order; and
b. The Contractor is not obligated to continue performance under any Task Order (including actions under the Termination clause of this contract) or otherwise incur costs in excess of the amount then allotted to any Task Order by the Government until the Contracting Officer notifies the Contractor in writing that the amount allotted by the Government has been increased and specifies an increased amount, which shall then constitute the total allotted by the Government to any Task Order under this Contract.
G.7.5 No notice, communication, or representation in any form other than that specified in above, or from any person other than the Contracting Officer, shall affect the amount allotted by the Government to any Task Order under this contract. In the absence of the specified notice, the Government is not obligated to reimburse the Contractor for any costs in excess of the total amount allotted by the Government to any Task Order, whether incurred during the course of the Task Order as a result of termination.
G.7.6 When the amount allotted by the Government to any Task Order is increased, any costs the Contractor incurred before the increase that are in excess of the amount previously allotted by the Government shall be allowable to the same extent as if incurred afterward, unless the Contracting Officer issues a termination or other notice and directs that the increase is solely to cover termination or other specified expenses.
G.7.7 Change orders shall not be considered an authorization to exceed the estimated cost to the Government specified in the Schedule, unless they contain a statement increasing the estimated costs.
G.7.8 Nothing in this clause shall affect the right of the Government to terminate any Task Order under this contract, or the contract in its entirety. If this contract, or any Task Order under this contract, is terminated, the Government and the Contractor's shall negotiate an equitable distribution of all property produced or purchased under the Task Order.
G.8 SUBCONTRACTS - ADVANCE NOTIFICATION AND CONSENT
Under this contract, the requirements of FAR 44.2, CONSENT TO SUBCONTRACTS, have been fulfilled for the following subcontracts:
Any future change or revision to the Statement of Work or other applicable aspects of this contract shall include the subcontract(s) only to the extent that performance of the subcontract(s) is directly affected by the change or revision.
(End of Section G)
SECTION H - SPECIAL CONTRACT REQUIREMENTS
H.1 SPECIAL DATA RIGHTS PROVISIONS
H.1.1 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.1.2 NHTSA REVIEW OF ANNOUNCEMENTS OR 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 Contracting Officer. The provisions of this clause shall survive the expiration of the Contract.
H.1.3 PROPRIETARY RIGHTS IN REPORTS
All proprietary rights, including publication rights, in any report produced by the Contractor in connection with the work provided for in this Contract shall vest in the Government. The Contractor shall not publish any of the results of the work provided for in the Contract without the prior written approval of the Contracting Officer.
H.1.4 COMPUTER PROGRAMS/DATABASES/PRINTER LAYOUTS AND LOGIC TABLES
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 COTR 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 resultant 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 and/or information shall be provided:
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.2 INFORMATION TECHNOLOGY
H.2.1 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. 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 equipment or with access to NHTSA systems.
H.2.2 ACQUISITION OF INFORMATION TECHNOLOGY
Any acquisition of information technology in support of this contract/agreement, including but not limited to hardware, software, and telecommunications, must be reviewed and approved by the Office of the Chief Information Officer prior to the acquisition. NHTSA reserves the right to require that existing Federal or Federally-acquired resources be utilized in lieu of a proposed IT acquisition.
H.2.3 IPv6 COMPLIANCE
Any IT solution, including but not limited to hardware, software, firmware, and telecommunications, proposed to meet the requirements must support both IPv4 and IPv6, in accordance with the October 2005 DOT memorandum, "DOT's Transition Planning for Internet Protocol Version 6" and OMB Memorandum M-05-22, "Transition Planning for Internet Protocol Version 6 (IPv6)," dated August 2, 2005.
H.2.4 PROTECTION OF INFORMATION
Any IT solution, including but not limited to hardware, software, firmware, and telecommunications, and all IT services proposed to meet the requirements must comply with the requirements of OMB Memorandum M-06-16, "Protection of Sensitive Agency Information" and "DOT Information Technology and Information Assurance Policy Number 2006-22: Implementation of DOT's Protection of Personally Identifiable Information (PII)."
H.2.5 FDCC COMPLIANCE
Any IT solution, including but not limited to hardware, software, firmware, and telecommunications, proposed to meet the requirements must be accessible and usable from desktops compliant with OMB Memorandum M-07-11, "Implementation of Commonly Accepted Security Configurations for Windows Operating Systems" (Federal Desktop Core Configuration - FDCC).
H.2.6 HSPD-12 COMPLIANCE
Any IT solution, including but not limited to hardware, software, firmware, and telecommunications, proposed to meet the requirements must be compliant with Homeland Security Presidential Directive/HSPD-12, "Policy for a Common Identification Standard for Federal Employees and Contractors," OMB Memorandum M-05-24, "Implementation of Homeland Security Presidential Directive 12," OMB Memorandum M-06-18, "Acquisition of Products and Services for Implementation of HSPD-12," and the HSPD-12 implementation at the Department of Transportation.
H.3 ETHICS AND STANDARDS OF CONDUCT
H.3.1 DISCLOSURE OF CONFLICTS OF INTEREST (SEP 2013)
a. It is the National Highway Traffic Safety Administration's (NHTSA) policy not to award contracts to Offerors whose objectivity may be impaired because of any related past, present or currently planned interest, financial or otherwise, in organizations regulated by NHTSA or in organizations whose interests may be substantially affected by NHTSA activities. Based on this policy:
b. The Offeror shall provide a statement in its technical proposal which describes in a concise manner all past, present or currently planned organizational, financial, contractual or other interest(s) with an organization regulated by NHTSA or with an organization whose interests may be substantially affected by NHTSA activities, and which is related to the work under the request. The interest(s) described shall include those of the Offeror, its affiliates, proposed consultants, proposed subcontractors and key personnel of any of the above. Past interest shall be limited to within one year of the date of the Offeror's technical proposal. Affected organizations shall include, but are not limited to, the insurance industry. Key personnel shall include any person owning more than a 20% interest in the offering firm, and the Offeror's corporate officers, its senior managers and any employee who is responsible for making a decision or taking an action on this contract where the decision or action can have an economic or other impact on the interests of a regulated or affected organization.
c. The Offeror shall describe in detail why it believes, in light of the interest(s) identified in (b) above, that performance of the proposed contract can be accomplished in an impartial and objective manner.
d. In the absence of any relevant interest identified in (b) above, the Offeror shall submit in its technical proposal a statement certifying that to its best knowledge and belief, no affiliation exists relevant to possible conflicts of interest. The Offeror must obtain the same information from potential subcontractors prior to award of a subcontract.
e. The Contracting Officer will review the statement submitted and may require additional relevant information from the Offeror. All such information, and any other relevant information known to NHTSA will be used to determine whether an award to the Offeror may create a conflict of interest. If such conflict of interest is found to exist, the Offeror may (a) disqualify the Offeror, or (b) determine that it is otherwise in the best interest of the United States to contract with the Offeror and include appropriate provisions to mitigate or avoid such conflict in the contract awarded.
f. The refusal to provide the disclosure or representation, or any additional information as required, may result in disqualification of the Offeror for award. If nondisclosure or misrepresentation is discovered after award, the resulting contract may be terminated. If after award the Offeror discovers a conflict of interest with respect to the contract; an immediate and full disclosure shall be made in writing to the Contracting Officer in accordance with Section H of this solicitation and resultant contract. The disclosure shall include a description of the action which the Offeror has taken or proposes to take to avoid or mitigate such conflict. The Contracting Officer may, however, determine that it is necessary to terminate the contract.
H.3.2 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) as evidenced by investigations in accordance with DOT Order 1632.20, Personnel Security Management. 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.3.3 STANDARDS OF EMPLOYEE CONDUCT
The Contractor is responsible for maintaining satisfactory standards for employee competency, conduct, and integrity.
H.3.4 CONTRACTOR IDENTIFICATION
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
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.
All electronic and information technology, as defined in 36 CFR Part 1194, 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.
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. These products must meet the minimum level of accessibility established by Section 508 of the Rehabilitation Act. The standards provide criteria specific to various types of technologies, including:
1194.21 Software applications and operating systems.
1194.22 Web-based intranet and internet information and applications.
1194.23 Telecommunications products.
1194.24 Video and multimedia products.
1194.25 Self-contained, closed products.
1194.26 Desktop and portable computers.
1194.31 Functional Performance Criteria
1194.41 Information, Documentation, and Support
The Contractor should review Section 508 of the Rehabilitation Act (http://www.access-board.gov/508.htm) and the Federal IT Accessibility Initiative (Home Page) (http://www.section508.gov) for further information on these requirements.
H.5 NON-PERSONAL SERVICES CONTRACT
This contract is a non-personal services contract as defined in the FAR at subpart
37.101. It is understood and agreed that the Contractor and/or Contractor's employees and subcontractors:
(1) Shall perform the services specified herein as independent Contractors, not as employees of the Government;
(2) Shall be responsible for their own management and administration of the work required and bear sole responsibility for complying with any and all technical, schedule, or financial requirements or constraints attendant to the performance of this contract;
(3) Shall be free from supervision or control by any Government employee with respect to the manner or method of performance of the services specified; but
(4) Shall, pursuant to the Government's right and obligation to inspect, accept or reject the work, comply with such general direction of the Contracting Officer, or the duly authorized representative of the Contracting Officer, as is necessary to ensure accomplishment of the contract objectives.
(End of Section H)
SECTION I ‑ CONTRACT CLAUSES
I.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)
The contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): www.acquisition.gov/far.
I.2 DEPARTMENT OF TRANSPORTATION (DOT) CLAUSES INCORPORATED
The resultant contract incorporates the following Transportation Acquisition Regulation clauses (TAR) by reference (as indicated by an "X"), with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make the full text available.
I.3 FEDERAL ACQUISITION REGULATION (FAR) CLAUSES PROVIDED IN FULL TEXT
This Solicitation and resultant Contract incorporate the following Federal Acquisition Regulation Clauses provided in full text:
I.3.1 FAR 52.204-1 APPROVAL OF CONTRACT (DEC 1989)
This contract is subject to the written approval of the Director, Office of Acquisition Management and shall not be binding until so approved.
I.3.2 FAR 52.216-18 ORDERING (OCT 1995)
(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from date of Contract Award through expiration date of the Contract.
(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.
(c) If mailed, a delivery order or task order is considered "issued" when the Government deposits the order in the mail. Orders may be issued orally, by facsimile, or by electronic commerce methods only if authorized in the Schedule.
I.3.3 FAR 52.216-19 ORDER LIMITATIONS (OCT 1995)
(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than $3,000, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.
(b) Maximum order. The Contractor is not obligated to honor --
(1) Any order for a single item in excess of the Total Contract Ceiling amount established for the Contract Year during which the order was placed;
(2) Any order for a combination of items in excess of the Total Contract Ceiling amount established for the Contract Year during which the order was placed; or
(3) A series of orders from the same ordering office within 5 days that together call for quantities exceeding the limitation in subparagraph (b)(1) or (2) of this section.
(c) If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) of this section.
(d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within 5 days after issuance, with written notice stating the Contractor's intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source.
I.3.4 FAR 52.216-22 INDEFINITE QUANTITY (OCT 1995)
(a) This is an indefinite-quantity contract for the supplies or services specified and effective for the period stated, in the Schedule. The quantities of supplies and services specified in the Schedule are estimates only and are not purchased by this contract.
(b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. The Contractor shall furnish to the Government, when and if ordered, the supplies or services specified in the Schedule up to and including the quantity designated in the Schedule as the "maximum." The Government shall order at least the quantity of supplies or services designated in the Schedule as the "minimum."
(c) Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of orders that may be issued. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.
(d) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor's and Government's rights and obligations with respect to that order to the same extent as if the order were completed during the contract's effective period; provided, that the Contractor shall not be required to make any deliveries after 12 months after the expiration of the Contract.
(a) The Government may extend the term of this contract by written notice to the Contractor within seven (7) days within the expiration of the contract; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.
(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.
(End of Section I)
PART III ‑ LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS
LIST OF ATTACHMENTS
Attachment No. Attachment Description Number of Pages
1. Traffic Records Assessments Procedures Manual 62
2. NHTSA Traffic Records Program Assessment Advisory 132
3. TRIPRS Manuals 160
4. NHTSA GO Teams Description 2
5. Crash Data Improvement Program Guide 58
6. Small Business Subcontracting Plan 4
7. SF LLL - Disclosure of Lobbying Activities 2
8. Task Order 1 RFP for Traffic Records Assessments 13
9. Task Order 2 RFP for TRIPRS Power User and Outreach 17
REPRESENTATIONS, CERTIFICATIONS, AND
OTHER STATEMENTS OF OFFERORS OR RESPONDENTS
K.1 FAR 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (JAN 2014)
(a)(1) The North American Industry classification System (NAICS) code for this acquisition is 541519.
(2) The small business size standard is $25.5 million.
(3) The small business size standard for a concern which submits an offer in its own name, other than on a construction or service contract, but which proposes to furnish a product which it did not itself manufacture, is 500 employees.
(1) If the provision at 52.204-7, System for Award Management, is included in this solicitation, paragraph (d) of this provision applies.
(2) If the provision at 52.204-7 is not included in this solicitation, and the offeror is currently registered in the System for Award Management (SAM), and has completed the Representations and Certifications section of SAM electronically, the offeror may choose to use paragraph (d) of this provision instead of completing the corresponding individual representations and certification in the solicitation. The offeror shall indicate which option applies by checking one of the following boxes:
[_] (i) Paragraph (d) applies.
[_] (ii) Paragraph (d) does not apply and the offeror has completed the individual representations and certifications in the solicitation.
(1) The following representations or certifications in SAM are applicable to this solicitation as indicated:
52.203-2 Certificate of Independent Price Determination.
52.204-5, Women-Owned Business (Other Than Small Business
52.209-5; Certification Regarding Responsibility Matters
52.219-1, Small Business Program Representations Alternate I
52.219-2, Equal Low Bids
52.222-22, Previous Contracts and Compliance Reports
52.222-25, Affirmative Action Compliance
52.222-38, Compliance with Veterans' Employment Reporting Requirements
52.225-20, Prohibition on Conducting Restricted Business Operations in Sudan-Certification
52.225-25, Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran-Representation and Certification.
(d) The Offeror has completed the annual representations and certifications electronically via the SAM Web site accessed through https://www.acquisition.gov . After reviewing the SAM database information, the offeror verifies by submission of the offer that the representations and certifications currently posted electronically that apply to this solicitation as indicated in paragraph (c) of this provision have been entered or updated within the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201); except for the changes identified below [offeror to insert changes, identifying change by clause number, title, date]. These amended representation(s) and/or certification(s) are also incorporated in this offer and are current, accurate, and complete as of the date of this offer.
Any changes provided by the offeror are applicable to this solicitation only, and do not result in an update to the representations and certifications posted on SAM.
(End of Provision)
K.2 FAR 52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (Apr 2010)
(a)(1) The Offeror certifies, to the best of its knowledge and belief, that-
(B) Have o have not o, within a three-year period preceding this offer, been convicted of or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) contract or subcontract; violation of Federal or State antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, violating Federal criminal tax laws, or receiving stolen property (if offeror checks "have", the offeror shall also see 52.209-7, if included in this solicitation);
(C) Are o are not o presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in paragraph (a)(1)(i)(B) of this provision;
(i) The tax liability is finally determined. The liability is finally determined if it has been assessed. A liability is not finally determined if there is a pending administrative or judicial challenge. In the case of a judicial challenge to the liability, the liability is not finally determined until all judicial appeal rights have been exhausted.
(ii) The taxpayer is delinquent in making payment. A taxpayer is delinquent if the taxpayer has failed to pay the tax liability when full payment was due and required. A taxpayer is not delinquent in cases where enforced collection action is precluded.
(i) The taxpayer has received a statutory notice of deficiency, under I.R.C. § 6212, which entitles the taxpayer to seek Tax Court review of a proposed tax deficiency. This is not a delinquent tax because it is not a final tax liability. Should the taxpayer seek Tax Court review, this will not be a final tax liability until the taxpayer has exercised all judicial appeal rights.
(ii) The IRS has filed a notice of Federal tax lien with respect to an assessed tax liability, and the taxpayer has been issued a notice under I.R.C. § 6320 entitling the taxpayer to request a hearing with the IRS Office of Appeals contesting the lien filing, and to further appeal to the Tax Court if the IRS determines to sustain the lien filing. In the course of the hearing, the taxpayer is entitled to contest the underlying tax liability because the taxpayer has had no prior opportunity to contest the liability. This is not a delinquent tax because it is not a final tax liability. Should the taxpayer seek tax court review, this will not be a final tax liability until the taxpayer has exercised all judicial appeal rights.
(iii) The taxpayer has entered into an installment agreement pursuant to I.R.C. § 6159. The taxpayer is making timely payments and is in full compliance with the agreement terms. The taxpayer is not delinquent because the taxpayer is not currently required to make full payment.
(iv) The taxpayer has filed for bankruptcy protection. The taxpayer is not delinquent because enforced collection action is stayed under 11 U.S.C. 362 (the Bankruptcy Code).
(ii) The Offeror has o has not o, within a three-year period preceding this offer, had one or more contracts terminated for default by any Federal agency.
(2) "Principal," for the purposes of this certification, means an officer, director, owner, partner, or a person having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a division or business segment; and similar positions).
•1 This Certification Concerns a Matter Within the Jurisdiction of an Agency of the United States and the Making of a False, Fictitious, or Fraudulent Certification May Render the Maker Subject to Prosecution Under Section 1001, Title 18, United States Code.
•1 (b) The Offeror shall provide immediate written notice to the Contracting Officer if, at any time prior to contract award, the Offeror learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
•2 (c) A certification that any of the items in paragraph (a) of this provision exists will not necessarily result in withholding of an award under this solicitation. However, the certification will be considered in connection with a determination of the Offeror's responsibility. Failure of the Offeror to furnish a certification or provide such additional information as requested by the Contracting Officer may render the Offeror nonresponsible.
•3 (d) Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and information of an Offeror is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
•4 (e) The certification in paragraph (a) of this provision is a material representation of fact upon which reliance was placed when making award. If it is later determined that the Offeror knowingly rendered an erroneous certification, in addition to other remedies available to the Government, the Contracting Officer may terminate the contract resulting from this solicitation for default.
K.3 FAR 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (JUL 2013)
(a) Definitions. As used in this provision-
"Administrative proceeding" means a non-judicial process that is adjudicatory in nature in order to make a determination of fault or liability (e.g., Securities and Exchange Commission Administrative Proceedings, Civilian Board of Contract Appeals Proceedings, and Armed Services Board of Contract Appeals Proceedings). This includes administrative proceeding at the Federal and State level but only in connection with performance of a Federal contract or grant. It does not include agency actions such as contract audits, site visits, corrective plans, or inspection of deliverables.
"Federal contracts and grants with total value greater than $10,000,000" means-
(1) The total value of all current, active contracts and grants, including all priced options; and
(2) The total value of all current, active orders including all priced options under indefinite-delivery, indefinite-quantity, 8(a), or requirements contracts (including task and delivery and multiple-award Schedules).
"Principal" means an officer, director, owner, partner, or a person having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a division or business segment; and similar positions).
(b) The offeror [_] has [_] does not have current active Federal contracts and grants with total value greater than $10,000,000.
(c) If the offeror checked "has" in paragraph (b) of this provision, the offeror represents, by submission of this offer, that the information it has entered in the Federal Awardee Performance and Integrity Information System (FAPIIS) is current, accurate, and complete as of the date of submission of this offer with regard to the following information:
(1) Whether the offeror, and/or any of its principals, has or has not, within the last five years, in connection with the award to or performance by the offeror of a Federal contract or grant, been the subject of a proceeding, at the Federal or State level that resulted in any of the following dispositions:
(i) In a criminal proceeding, a conviction.
(ii) In a civil proceeding, a finding of fault and liability that results in the payment of a monetary fine, penalty, reimbursement, restitution, or damages of $5,000 or more.
(iii) In an administrative proceeding, a finding of fault and liability that results in-
(A) The payment of a monetary fine or penalty of $5,000 or more; or
(B) The payment of a reimbursement, restitution, or damages in excess of $100,000.
(iv) In a criminal, civil, or administrative proceeding, a disposition of the matter by consent or compromise with an acknowledgment of fault by the Contractor if the proceeding could have led to any of the outcomes specified in paragraphs (c)(1)(i), (c)(1)(ii), or (c)(1)(iii) of this provision.
(2) If the offeror has been involved in the last five years in any of the occurrences listed in (c)(1) of this provision, whether the offeror has provided the requested information with regard to each occurrence.
(d) The offeror shall post the information in paragraphs (c)(1)(i) through (c)(1)(iv) of this provision in FAPIIS as required through maintaining an active registration in the System for Award Management database via https://www.acquisition.gov (see 52.204-7).
K.4 FAR 52.230-1 COST ACCOUNTING STANDARDS NOTICES AND CERTIFICATION (MAY 2012)
Note: This notice does not apply to small businesses or foreign Governments. This notice is in three parts, identified by Roman numerals I through III.
Offerors shall examine each part and provide the requested information in order to determine Cost Accounting Standards (CAS) requirements applicable to any resultant contract.
If the Offeror is an educational institution, Part II does not apply unless the contemplated contract will be subject to full or modified CAS coverage pursuant to 48 CFR 9903.201-2(c)(5) or 9903.201-2(c)(6), respectively.
I. Disclosure Statement -- Cost Accounting Practices and Certification
(a) Any contract in excess of $700,000 resulting from this solicitation will be subject to the requirements of the Cost Accounting Standards Board (48 CFR Chapter 99), except for those contracts which are exempt as specified in 48 CFR 9903.201-1.
(b) Any Offeror submitting a proposal which, if accepted, will result in a contract subject to the requirements of 48 CFR Chapter 99 must, as a condition of contracting, submit a Disclosure Statement as required by 48 CFR 9903.202. When required, the Disclosure Statement must be submitted as a part of the Offeror's proposal under this solicitation unless the Offeror has already submitted a Disclosure Statement disclosing the practices used in connection with the pricing of this proposal. If an applicable Disclosure Statement has already been submitted, the Offeror may satisfy the requirement for submission by providing the information requested in paragraph (c) of Part I of this provision.
Caution: In the absence of specific regulations or agreement, a practice disclosed in a Disclosure Statement shall not, by virtue of such disclosure, be deemed to be a proper, approved, or agreed-to practice for pricing proposals or accumulating and reporting contract performance cost data.
(c) Check the appropriate box below:
* (1) Certificate of Concurrent Submission of Disclosure Statement. The Offeror hereby certifies that, as a part of the offer, copies of the Disclosure Statement have been submitted as follows:
(i) Original and one copy to the cognizant Administrative Contracting Officer (ACO) or cognizant Federal agency official authorized to act in that capacity (Federal official), as applicable; and
(ii) One copy to the cognizant Federal auditor.
(Disclosure must be on Form No. CASB DS-1 or CASB DS-2, as applicable. Forms may be obtained from the cognizant ACO or Federal official and/or from the loose-leaf version of the Federal Acquisition Regulation.)
Date of Disclosure Statement: __________________ Name and Address of Cognizant ACO or Federal Official Where Filed: _________________________
The Offeror further certifies that the practices used in estimating costs in pricing this proposal are consistent with the cost accounting practices disclosed in the Disclosure Statement.
* (2) Certificate of Previously Submitted Disclosure Statement. The Offeror hereby certifies that the required Disclosure Statement was filed as follows:
Date of Disclosure Statement: __________________ Name and Address of Cognizant ACO or Federal Official Where Filed: ________________________
The Offeror further certifies that the practices used in estimating costs in pricing this proposal are consistent with the cost accounting practices disclosed in the applicable Disclosure Statement.
* (3) Certificate of Monetary Exemption. The Offeror hereby certifies that the Offeror, together with all divisions, subsidiaries, and affiliates under common control, did not receive net awards of negotiated prime contracts and subcontracts subject to CAS totaling $50 million or more in the cost accounting period immediately preceding the period in which this proposal was submitted. The Offeror further certifies that if such status changes before an award resulting from this proposal, the Offeror will advise the Contracting Officer immediately.
* (4) Certificate of Interim Exemption. The Offeror hereby certifies that
(i) the Offeror first exceeded the monetary exemption for disclosure, as defined in (3) of this subsection, in the cost accounting period immediately preceding the period in which this offer was submitted and
(ii) in accordance with 48 CFR 9903.202-1, the Offeror is not yet required to submit a Disclosure Statement. The Offeror further certifies that if an award resulting from this proposal has not been made within 90 days after the end of that period, the Offeror will immediately submit a revised certificate to the Contracting Officer, in the form specified under subparagraph (c) (1) or (c) (2) of Part I of this provision, as appropriate, to verify submission of a completed Disclosure Statement.
Caution: Offerors currently required to disclose because they were awarded a CAS-covered prime contract or subcontract of $50 million or more in the current cost accounting period may not claim this exemption (4). Further, the exemption applies only in connection with proposals submitted before expiration of the 90-day period following the cost accounting period in which the monetary exemption was exceeded.
II. Cost Accounting Standards -- Eligibility for Modified Contract Coverage
If the Offeror is eligible to use the modified provisions of 48 CFR 9903.201-2(b) and elects to do so, the Offeror shall indicate by checking the box below. Checking the box below shall mean that the resultant contract is subject to the Disclosure and Consistency of Cost Accounting Practices clause in lieu of the Cost Accounting Standards clause.
* The Offeror hereby claims an exemption from the Cost Accounting Standards clause under the provisions of 48 CFR 9903.201-2(b) and certifies that the Offeror is eligible for use of the Disclosure and Consistency of Cost Accounting Practices clause because during the cost accounting period immediately preceding the period in which this proposal was submitted, the Offeror received less than $50 million in awards of CAS-covered prime contracts and subcontracts. The Offeror further certifies that if such status changes before an award resulting from this proposal, the Offeror will advise the Contracting Officer immediately.
Caution: An Offeror may not claim the above eligibility for modified contract coverage if this proposal is expected to result in the award of a CAS-covered contract of $50 million or more or if, during its current cost accounting period, the Offeror has been awarded a single CAS-covered prime contract or subcontract of $50 million or more.
III. Additional Cost Accounting Standards Applicable to Existing Contracts
The Offeror shall indicate below whether award of the contemplated contract would, in accordance with subparagraph (a)(3) of the Cost Accounting Standards clause, require a change in established cost accounting practices affecting existing contracts and subcontracts. * yes * no
(End of Provision)
Alternate I (Apr 1996). As prescribed in 30.201-3(b), add the following subparagraph (c) (5) to Part I of the basic provision:
* (5) Certificate of Disclosure Statement Due Date by Educational Institution. If the Offeror is an educational institution that, under the transition provisions of 48 CFR 9903.202-1(f), is or will be required to submit a Disclosure Statement after receipt of this award, the Offeror hereby certifies that (check one and complete):
* (i) A Disclosure Statement Filing Due Date of _____________ has been established with the cognizant Federal agency.
* (ii) The Disclosure Statement will be submitted within the 6-month period ending _________ months after receipt of this award.
Name and Address of Cognizant ACO or Federal Official Where Disclosure Statement is to be Filed: _________________ _________________________
K.5 FAR 52.230-7 PROPOSAL DISCLOSURE-COST ACCOUNTING PRACTICE CHANGES (APR 2005)
The Offeror shall check "yes" below if the contract award will result in a required or unilateral change in cost accounting practice, including unilateral changes requested to be desirable changes.
[ ] Yes [ ] No
If the Offeror checked "Yes" above, the Offeror shall--
(1) Prepare the price proposal in response to the solicitation using the changed practice for the period of performance for which the practice will be used; and
(2) Submit a description of the changed cost accounting practice to the Contracting Officer and the Cognizant Federal Agency Official as pricing support for the proposal.
(End of provision)
(End of Section K)
SECTION L - INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS
L.1 FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)
This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make the full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):
52.204-7 SYSTEM FOR AWARD MANAGEMENT (JUL 2013)
52.215-1 INSTRUCTIONS TO OFFERORS - COMPETITIVE ACQUISITION (JAN 2004)
52.215-16 FACILITIES CAPITAL COST OF MONEY (JUN 2003)
52.215-22 Limitations on Pass-Through Charges-Identification of Subcontract Effort (Oct 2009)
52.216-27 SINGLE AND MULTIPLE AWARDS (OCT 1995)
52.232-2 SERVICE OF PROTEST (SEP 2006)
52.232-38 SUBMISSION OF ELECTRONIC FUNDS TRANSFER INFORMATION WITH OFFER (MAY 1999)
L.2 PROPOSAL DELIVERY
1. QUESTIONS: All questions concerning the RFP shall be submitted electronically to Matthew Donahue, Contract Specialist, via email at NHTSAOAM@dot.gov, no later than May 8, 2014 in order for responses to questions to be conveyed in a timely manner. No telephone requests will be entertained. Responses to questions will be posted on www.fbo.gov as an amendment to the solicitation. Offerors shall include RFP Number DTNH22-14-R-00045 in the subject line. Offerors shall submit questions in the form of an electronic file attachment in Microsoft Word format (compatible with version
2010) and shall include at a minimum, company name, address, point of contact, phone number and a reference point for where the question originated.
SOW Section C.2.2, "entitled..."
Question: (State the Question)
2. Offerors shall acknowledge receipt of all amendments, if any, to the Solicitation. Accordingly, Offerors should observe Block 14 of the Standard Form 33, Offer of Award, for guidance on this requirement.
AMENDMENT OR CANCELLATION OF SOLICITATION: NHTSA reserves the right to amend or cancel this solicitation as necessary to meet NHTSA requirements.
COMMUNICATION: Until a formal notice of award is issued, no communication by the Government either written or oral shall be interpreted as a promise that an award will be made.
WHEN/WHERE/HOW MANY TO SUBMIT: Each Offeror shall submit their technical and business proposals electronically to Matthew Donahue via email at NHTSAOAM@dot.gov, Contract Specialist. Additionally, each offeror shall submit their technical and business cost proposals as five (5) CD-ROM copies each or ten (10) total CD-ROMs to the below address. The Business Cost Proposal spreadsheets should be interactive so that the Contract Specialist can verify the calculations used to obtain the final cost. The Proposals are due no later than June 8, 2014.
Contract Specialist, Office of Acquisition Management
Department of Transportation/NHTSA/NPO-320
Office of Acquisition Management
1200 New Jersey Avenue, SE, W51-115
Washington, DC 20590
L.3 FAR 52.216-1 TYPE OF CONTRACT (APR 1984)
The Government contemplates award of multiple Indefinite Delivery, Indefinite Quantity (IDIQ) Contracts from this solicitation, whereby Task Orders with Firm Fixed Price, Time and Materials, and Cost Reimbursement elements for travel will be issued in accordance with FAR 16.5. All work will be ordered through the issuance of Task and Delivery Orders.
L.4 FAR 52.233-2 SERVICE OF PROTEST (SEP 2006)
Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer at the address below:
Ross S. Jeffries
Director, Office of Acquisition Management
Department of Transportation/NHTSA/NPO-320
Office of Acquisition Management
1200 New Jersey Avenue, SE, W51-306
Washington, DC 20590
Acknowledgement of receipt is confirmed by obtaining a written and dated document from Ross Jeffries, Office Director.
The copy of any protest shall be received in the office designated above within one day of filing the protest with the GAO.
L.5 GENERAL INFORMATION
1. SMALL BUSINESS SET-ASIDE
(a) This requirement [__] is [_X_] is not a 100 percent small business set-aside.
(b) For the purpose of this solicitation, the small business size standard is $25.5.
(c) The North American Industry Classification System (NAICS) is 541519.
2. AWARD NOTICE
No communication by the Government, either written or oral, prior to award, shall be interpreted as a promise that an award will be made.
3. INCURRENCE OF COSTS
The NHTSA Contracting Officer is the only individual who can legally commit or obligate the Government to the expenditure of public funds. No costs chargeable to the proposed contract can be incurred before the contract is awarded or specific written authorization from the NHTSA Contracting Officer is provided.
L.6 FAR 52.252-3 ALTERATIONS IN SOLICITATION (APR 1984)
Portions of this solicitation are altered as follows:
[X] None at this time
L.7 PROPOSAL CONTENT
By no later than the due date for receipt of proposals (as stated in block 9 of this
Solicitation Standard Form 33), the Offeror shall submit the following documents:
a. Standard Form 33 - One (1) completed copy with signature.
b. Section K - Representation, Certifications and Other Statements of Offerors - must be completed and submitted as a part of the Offeror's proposal.
c. Waiver of Price Evaluation Adjustments/Preferences -
If the offeror has represented itself as a HUBZone Small Business Concern or a joint venture that complies with the requirements of 13 CFR part 126 and the offeror elects to waive either, or both evaluation adjustments provided by this Solicitation the offeror must indicate so in its Business Cost Proposal.
d. Conflict of Interest - One (1) disclosure of conflict of interest statement submitted in accordance with Section H.3 and Section L.11.
L.8 PROPOSAL FORMAT
The Offeror shall submit/present the Technical and Business Cost Proposals as two (2) separate volumes:
VOLUME I - TECHNICAL PROPOSAL
Part I: Technical Plan
Part II: Staff Qualifications
Part III: Past Performance
Part IV: Technical Proposal for Task Order 1 or 2, or both, depending on which Lot(s) the offeror is proposing for. The offeror shall follow the instructions of the particular task order RFP attached hereto as either Attachment 1 or 2.
• The Technical Proposal shall contain a cover sheet that clearly identifies the
Offeror's name, RFP number [DTNH22-14-R-00045] and date.
• Page Limit: 20 (Resumes limited to 5 pages each which do not count against the page limit). Pages for Task Orders 1 and 2 proposals count separately. Offerors shall follow the page count restrictions in the RFP instructions for the particular task order.
• No cost/price data shall be included in Volume I: Technical Proposal.
VOLUME II -BUSINESS COST PROPOSAL
Part I: Cost/Price Information
Part II: Other Financial and Organization Information
Part III: Small Business Subcontracting Plan
Part IV: Cost Proposal for Task Order 1 or 2, or both, depending on which Lot(s) the offeror is proposing for. The offeror shall follow the instructions of the particular task order RFP attached hereto as either Attachment 1 or 2.
• The Business Cost Proposal shall contain a cover sheet that clearly identifies the Offeror's name, RFP number [DTNH22-14-R-00045] and date.
• The electronic submission(s) of the Business Cost Proposals shall be submitted in a format compatible with Microsoft Office..
• The electronic submission(s) of the Business Cost Proposals shall allow the Government to interact with the data.
• Page Limit: None
Note: NHTSA will not be liable for the failure to read and/or evaluate a business proposal that contains a virus and/or similar problem.
All Offerors shall submit the following:
1. RFP Section A, Blocks 12 through 18 of Standard Form 33 must be filled in as appropriate, signed and returned in Volume II.
2. A completed Standard Form LLL, Disclosure of Lobbying Activities, must be completed and submitted in Volume II. The Form is included as Attachment J.7.
L.9 TECHNICAL PROPOSAL INSTRUCTIONS
A written technical proposal is required for this RFP. Technical Proposals are to be submitted in PDF, Microsoft Word, EXCEL or a combination of these formats and delivered as five (5) CD-ROM copies. The Technical Proposal shall be separated from the Business Cost Proposal. No cost or pricing information shall be included or referenced in the Technical Proposal. Each technical proposal shall not exceed 20_pages (resumes do not count against the page limit) and shall be bound separately from the business proposal. The Technical Proposal, Volume I, will be evaluated in accordance with Section M.3.
Volume I: Technical Proposal shall be submitted in five (5) parts:
Part I: Table of Contents
Part II: Introduction
Part III: Technical Plan
Part IV: Staff Qualifications
Part V: Past Performance
Cost information shall not be provided in the forwarding letter or in any part of the technical proposal.
L.9.1 TABLE OF CONTENTS
The Table of Contents shall provide the reader a means to easily identify major points of discussion. Further, if the Offeror elects to deviate from any major headings or section titles indicated in this solicitation, the Table of Contents shall clearly indicate the relationship between the Offeror's proposal framework and that of the solicitation.
The Introduction shall provide reviewers with an impression of the Offeror's understanding of the requirement's objectives, scope of work and intended products. The Introduction shall also include a background section that discusses previous research on the topic and how resulting information relates to the task.
L.9.3 TECHNICAL PLAN (See M.3.1)
The offeror shall provide a technical plan that describes how it intends to meet contract requirements and those of the potential tasks of the lot(s) for which it is proposing. This information shall also include a statement on technical capabilities. In addition, the offeror shall describe its plan for overall management of contract requirements, including its methods and procedures for receiving, planning, administering, and completing specific task order assignments. This information shall also include details on its approach to track and control costs, to maintain schedules, and to ensure a high level quality of service.
1) Proposals shall include the offeror's overall approach to achieving the objectives of the project, as well as a detailed approach for accomplishing each of the potential Lot A and/or Lot B tasks, as applicable, described in Section C.5 above.
LOT A- TRAFFIC RECORDS TECHNICAL ASSISTANCE
If the offeror is proposing to be considered for Lot A task orders, then it shall also address the following:
•· How each of the components of State traffic records systems function individually and together, and the central role that traffic records play in identifying traffic safety problems, developing safety countermeasures, and analyzing their effectiveness.
•· The requirements for the Traffic Records assessments must be evidenced in the background section of their proposal, and within the task-by-task description the contractor shall address the logistics of recruiting and managing a large and diverse group of SMEs to produce a coherent and comprehensive report that rates the states on 391 assessment questions (as found in Attachment 2, NHTSA Traffic Records Program Assessment Advisory) and provides a narrative of the strengths and opportunities for improvement of six traffic records data systems, the management of Traffic Records coordinating committee, strategic planning and data integration for the State.
•· The requirements for GO Teams must be evidenced both in a background section of their proposal, and within the task-by-task description the contractor shall address the logistics of recruiting and managing subject matter experts to work together to diagnose and address technical problems common to the six core databases in a State traffic records system.
•· The requirements for CDIPs and the various startup tasks must be evidenced both in a background section of their proposal, and within the task-by-task description the contractor shall address the issues of (a) designing an on line data collection tool for CDIP and (b) developing a methodology for examining States compliance with Model Minimum Uniform Crash Criteria (MMUCC) and integrating it as part of the current CDIP for examining the quality of State crash data
LOT B- TRAFFIC RECORDS IT SUPPORT AND ANALYSIS
If the offeror is proposing to be considered for Lot B task orders, then it shall also address the following:
•· How to query and implement Oracle databases.
•· How to collect manage and analyze traffic records data.
•· How to manage the information collection and data analysis for the traffic records assessments and CDIPS.
•2) The offerors must discuss potential problems that could arise in its conduct of each task and discuss how it will resolve such problems.
•3) Proposals must address the offerors process for ensuring quality control and quality assurance of all work performed under this contract and associated Task Orders.
L.9.4 STAFF QUALIFICATIONS (See M.3.2)
The offeror shall provide resumes for all labor categories identified in Section B, above, but if the offeror includes additional labor categories in its application, it shall provide resumes for those labor categories as well.
The resumes shall provide information on the qualifications and abilities of the offeror's proposed staff and reflect each individual's ability to meet the relevant labor category descriptions provided in the contract. Resumes shall be provided for only those personnel whom the offeror has committed to perform work under the contract. Resumes shall include relevant dates, names, and addresses of educational institutions and employers for all experience, education, and specialized training claimed.
The offeror shall demonstrate that personnel have the expertise and work-related experience in the skills needed for successful completion of this project, and more specifically, the necessary expertise to assess the different components of traffic and crash records systems.
L.9.5 PAST PERFORMANCE (See M.3.3)
The offeror shall provide a list of recent projects completed that are similar to the tasks in Section C that are associated with the particular lot(s) that the offeror is submitting proposals for. This list shall include dates on which the project began and was completed, total dollar value of the contract, customer name, and a brief synopsis of the project. Additional information may be provided that helps explain the relevant corporate experience provided.
The offeror shall also provide at least three (3) references that have received services from the offeror, which are comparable to or similar those described in this solicitation. References shall include: (1) name of agency or organization receiving the service; (2) name of reference's point of contact, phone number, and e-mail address; (3) dates services were provided; (4) applicable contract number; (5) applicable contract title, and (6) brief description of services provided.
Offerors shall also provide information regarding any contracts that were terminated for default or convenience of the Government within the past five (5) years. The offerors shall provide explanations of the circumstances in each case.
L.10 COST/BUSINESS PROPOSAL INSTRUCTIONS
Volume II: Cost/Business Proposal shall be submitted in three (3) parts:
Part I: Cost/Price Information
Part II: Other Financial and Organization Information (refer to Section K and instructions under this section)
Part III: Small Business Subcontracting Plan (required for large businesses only)
OFFER - SF-33: Blocks 12 through 18 of Standard Form 33 (Page 1 of this RFP)
must be filled in as appropriate, signed and returned with the offer.
PART I - COST/PRICE INFORMATION
The offeror shall complete the "Price Evaluation Sheets" included as part of Section M of this solicitation. The level of effort and other direct costs provided in the Price Evaluation Sheets serve two purposes: 1) They provide a common basis on which the offeror's direct labor and ODC indirect cost rates can be compared to other offerors and 2) They may serve as the basis on which the contract's base and option periods' ceiling amounts are established.
PART II - OTHER FINANCIAL AND ORGANIZATION INFORMATION
This section should be considered in concert with Section K. Offerors shall provide the following information:
a. Indicate the company fiscal year period (provide month to month dates).
b. Indicate whether the proposed indirect cost rate(s) have been audited and accepted by any Federal audit agency. Give name, location and telephone number of the agency, and the date of acceptance. If no Federal audit has taken place, data supporting the proposed rates over the past three years must accompany the cost proposal. The data shall include a breakdown of the items comprising overhead and G&A, and the base upon which the burdens are computed.
c. Indicate whether the company system of control of Government property has been approved by a Government agency. If so, provide the name, location and telephone number of the Government agency, and date of approval.
d. Indicate whether written purchasing procedures exist, and whether the company purchasing system has been approved by a Government agency. If so, provide the name, location and telephone number of the cognizant agency, and date of approval.
e. Indicate whether the company accounting system has been approved by any Government agency. If so, provide the name, location and telephone number of the cognizant agency, and date of approval.
f. DUNS and TIN numbers.
g. If the Offeror takes exception to any of the terms/conditions of the RFP, the Offeror shall note these exceptions and provide an explanation of each.
PART III - SMALL BUSINESS SUBCONTRACTING PLAN (LARGE Businesses
In accordance with FAR 52.219-9, the Offeror shall submit a Small Business Subcontracting Plan in solicitations and contracts that are expected to exceed $650,000. As such, the Offeror shall submit Attachment J.3 as part of its proposal submission. All subcontracting plans and statements supporting the absence of subcontracting opportunities must be acceptable to the Contracting Officer. Failure to submit and negotiate an acceptable subcontracting plan or a statement supporting the absence of subcontracting opportunities shall render the Offeror ineligible for award of a contract. The subcontracting plan will become part of the contract.
(End of Section L)
SECTION M - EVALUATION FACTORS FOR AWARD
M.1 EVALUATION, NEGOTIATIONS AND AWARD PROCESS
The evaluation process designed for this Solicitation will be conducted in two‑phases:
PHASE ONE: TECHNICAL ACCEPTABILITY
The Offeror's technical proposal will be evaluated for technical merit according to the criteria set forth in M.3, EVALUATION CRITERIA. If the Offeror has also submitted proposals for either of the first two Task Orders, those proposals will be evaluated separately from the Offeror's Base Contract proposal. Task Order 1 and 2 proposals will not be evaluated until Base Contract evaluations have been completed, and a determination has been made that the Offeror will be awarded a Base IDIQ Contract.
PHASE TWO: EVALUATION OF COST PROPOSALS
For the purpose of evaluating the estimated total price proposed by each Offeror, the Government will review the proposal submitted by each Offeror. Evaluation of the Base Period and Option Period prices (as applicable) will be performed in accordance with FAR 52.217-5 "Evaluation of Options."
Establishment of the Competitive Range and subsequent discussions (negotiations) with Offerors, if conducted, will be in accordance with FAR 52.215-1 "Instructions to Offerors - Competitive Acquisition" and FAR 15.306, "Exchanges with Offerors after receipt of proposals." Prices of technically unacceptable proposals will not be evaluated.
M.2 BASIS OF AWARD
The Evaluation Factors set forth in M.3 will be used in evaluating technical proposals.
Further guidance on requirements and criteria is provided in Section L - Instructions, Conditions and Notices to Offerors. Technical considerations are more important than price. Prices will not be accorded any specific numerical rating.
Any contract(s) resulting from this solicitation will be awarded to that responsible Offeror(s)
whose offer(s), conforming to the solicitation, will be most advantageous to the Government, price and other factors considered. Evaluation and selection for award under this procurement will be in accordance with FAR 15.605.
Evaluation of the Base Period and Option Period prices (as applicable) will be performed in
accordance with FAR 52.217-5 "Evaluation of Options" see M.3.
As part of the evaluation, the Government will also evaluate an Offeror to determine that it has a plan for providing subcontracting opportunities to small disadvantaged businesses (see Section L.10, Part III).
Source Selection: Source selection will be made in accordance with the guidelines of the Federal Acquisition Regulation (FAR), the Department of Transportation Acquisition Regulation and this solicitation. Award of contract under this solicitation shall be made to an Offeror whose proposal represents the best value to the Government.
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.
Note(s): An Offeror should not assume that the Contracting Officer will independently obtain information necessary to evaluate its proposal and should therefore supply all information required to evaluate its proposal. Failure to provide the information required in order to evaluate a proposal could result in rejection of the proposal as being "technically unacceptable."
M.3 EVALUATION CRITERIA
The Technical Evaluation Panel (TEP) will evaluate and score each Technical Proposal. The method of evaluation for each of the evaluation factors is described below. All factors and sub-factors are listed in descending order of importance.
M.3.1 TECHNICAL PLAN (See L.9.3)
The Offeror will be evaluated on the quality of its technical plan and approach to achieving the objectives of each of the potential tasks under the Lot(s) for which it is proposing. It will also be evaluated on how well its work plan addresses potential issues that may arise during the conduct of the project, and on its strategy for handling any problems.
M.3.2 STAFF QUALIFICATIONS (See L.9.4)
The Offeror will be evaluated on the qualification and experience of its proposed personnel in relation to the task descriptions of the Lot(s) for which it is submitting its proposal. The proposed personnel will also be evaluated on their suitability to fulfill their identified positions.
M.3.3 PAST PERFORMANCE (See L.9.5)
The offeror will be evaluated based on its level and amount of experience performing tasks similar to those under the lot which it is proposing, whether it is Lot A, Lot B, or both. The offeror will also be evaluated on its performance under similar efforts, including whether it has demonstrated a history of meeting schedule and deliverable deadlines as well as cost constraints. Specifically, whether schedules under other contracts were met as indicated by the actual and required start and completion dates; and if problems were noted, whether or not the offeror has indicated an ability to find solutions and improve overall contract performance. In addition, the offeror will be evaluated on whether it has received reports indicating a high level of satisfaction from its past clients.
Offerors, for which no historical record of past performance has been established, will only be rated on "Corporate Experience" for this factor. Offerors, whose established record of past performance is poor, will be given a "poor" rating for the evaluation factor.
M.4 COST/BUSINESS PROPOSAL EVALUATION (EVALUATED: NOT SCORED)
The Cost/Business Proposal will be analyzed and evaluated to determine the reasonableness of the Offeror's proposed cost. Cost proposals will also be analyzed to assess realism and probable cost to the Government. The purpose of this analysis will be to determine if the Offeror's proposed cost reasonably reflects that the Offeror understands and addresses the Government's requirement(s).
M.5 SMALL DISADVANTAGED BUSINESS SUBCONTRACTING PLAN (EVALUATED: NOT SCORED)
The Government will also evaluate an Offeror (as appropriate) to determine that it has a plan for providing subcontracting opportunities to small disadvantaged businesses.
The Government will review each submitted plan in accordance with the following:
(1) The extent to which SDB concerns are specifically identified;
(2) The extent of commitment to use SDB concerns (for example, enforceable commitments are to be weighted more heavily than non-enforceable ones); and
(3) The complexity and variety of the work SDB concerns are to perform;
(4) The realism of the proposal.
M.6 FAR 52.217-5 EVALUATION OF OPTIONS (JUL 1990)
Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the Government will evaluate the offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s).
M.7 PRICE EVALUATION SHEETS
The Offeror shall complete and submit the following price schedules for each of the potential tasks and for each year of the contract. The estimated number of hours and other direct costs are provided in order to establish a common basis on which the Offeror's direct labor and ODC indirect cost rates can be compared to other Offerors. If the Offeror is awarded a contract, the total amount of its proposed Price Schedules may serve as the basis on which the contract's base and option periods' ceiling amounts are established.
NOTE: The numbers provided for the Traffic Records Assessments are advisory. After reviewing the complete RFP and all associated attachments, Offerors may propose another Firm Fixed Price to complete the assessment. If the Offeror deviates from the stated amount, a narrative should be submitted to discuss the basis for the FFP proposed.
BASE PERIOD- From Award Date through twelve (12) months thereafter
LOT A POTENTIAL TASKS
LOT B POTENTIAL TASK
OPTION PERIOD ONE- From end of Base Period through twelve (12) months thereafter
LOT A POTENTIAL TASKS
LOT B POTENTIAL TASK
OPTION PERIOD TWO- From end of Option Period One through twelve (12) months thereafter
LOT A POTENTIAL TASKS