The National Highway Traffic Safety Administration (NHTSA) is issuing this Sources Sought Notice to identify potential qualified Small Business (SB), Small Disadvantaged Business (SDB), 8(a) Certified SDB, HUBZone SB, SDVOSB, or WOSB concerns that may be interested in and capable of performing the work described herein to collect and analyze information, identify information gaps; develop and test content, have a network of transportation safety professionals, implement demonstration projects, as well has the capacity to develop training, materials and resources on pedestrian safety.
NHTSA welcomes all qualified Small Business concerns, with the appropriate NAICS Code and past experience to submit their Corporate Capability Statements that demonstrate their ability to successfully accomplish the goals of the project as listed below. NHTSA does not intend to award a contract on the basis of responses to this notice or otherwise pay for the preparation of any information submitted. Acknowledgement of receipt of responses will not be made; no formal evaluation of the information received will be conducted by NHTSA. NHTSA may; however later on issue a Request for Proposals (RFP). However, should such a requirement fail to materialize, no basis for claims against NHTSA shall arise as a result of a response to this notice.
Background:
The National Highway Traffic Safety Administration (NHTSA) is responsible for reducing the personal injury and property losses resulting from motor vehicle crashes. NHTSA relies on data to measure the characteristics and needs of the highway safety environment. Data is essential to reducing the human and economic cost of motor vehicle crashes. NHTSA has several different information collections that collect real-world crash data that support research, problem identification, developing effective countermeasures, identifying NHTSA program and rulemaking needs, developing, and evaluating traffic safety programs, evaluating new technologies and supporting NHTSA highway safety grants.
In the late 1970s, NHTSA’s National Center for Statistics and Analysis (NCSA) devised a multidisciplinary approach to meet NHTSA’s data needs that used a combination of census, sample-based and State reported data to provide nationally representative traffic crash data on a timely basis. NHTSA created two types of crash data collection efforts: records-based systems and investigation-based systems. The records-based systems involved coding data from crash records and included the Fatality Analysis Reporting System (FARS) and the National Automotive Sampling System General Estimates System (NASS-GES). The investigation-based system was the National Automotive Sampling System Crashworthiness Data System (NASS-CDS) and involved on-site crash investigation combined with coding crash data and analysis of additional information, such as injuries or vehicle crashworthiness.
Over time, NHTSA’s data collection has evolved. In 2015, NHTSA created two new data systems and retired NASS-GES and NASS-CDS. These are the CISS and Crash Report Sampling System (CRSS). Under these data systems, NHTSA uses primary sampling units (PSUs) to collect information from police crash reports (PCRs) and other associated crash information. The CISS operates three primary components: CISS PSU Operations Center, CISS Quality Control Center (QCC), and CISS Injury Coding Center (ICC). The PSU Operations Center manages the everyday operations of the PSU’s while the QCC manages the technical aspects of the work produced by those PSUs. The ICC provides comprehensive assessments of occupant injuries in crashes produced in CISS. Key to this role is the evaluation and coding of exterior, interior and safety system data, understanding of occupant kinematics (motion and movement of occupants) in crashes, event data recorder (EDR) data, and the crash dynamics of vehicles.
This solicitation applies only to the CISS Quality Control Center.[1] This procurement will provide quality control of up to seventy-three (73) CISS PSUs over the period of performance. PSU personnel consist primarily of Crash Technicians who collect data, and cases are the work product from PSUs that contain the data elements, images, and records collected during motor vehicle crash investigations. NHTSA will award one (1) contract for the Quality Control Center task in CISS.
Objective:
The objective of this contract is to provide timely, efficient, and effective support to NHTSA and its partners in the quality control of the data in the NHTSA Crash Data Acquisition Network (CDAN). This Statement of Work describes the responsibilities for the Quality Control Center (QCC) for NHTSA’s Crash Investigation Sampling System (CISS). The activities include:
- Establishment and operation of a data and performance quality control center;
- Quality control review of CISS cases generated for up to seventy-three (73) CISS PSUs consisting of sixty-five (65) that are already operational and eight (8) to be added during this contract;
- Sampling review of Police Crash Reports (PCR) entered weekly by PSUs into the PARSE program;
- Participation in and delivery of training, technical meetings, and workshops;
- Quality control site visits to the CISS PSUs at locations throughout the contiguous United States.
Capabilities:
SUPPLIES/SERVICES
The Contractor shall provide the necessary qualified personnel, facilities, materials, supplies, equipment, and services as identified in the attached Draft Statement of Work (SOW).
This contract involves the quality control of cases produced of injuries sustained in crashes and the linking of those injuries to vehicle/environmental sources with data derived from cases selected by CISS PSUs and medical documents/records received from hospitals and other third parties.
The success of quality data coding is strongly dependent upon proper interpretation of data. The Contractor staff shall be thoroughly familiar with crash-related terminology, occupant kinematics, and NHTSA coding procedures and protocols. The quality control responsibilities include but are not limited to the following:
1. Data Quality Control Reviews –The Quality Control Contractor (QCC) contractor shall work collaboratively with the existing PSU Operations (PSU-OPS) and Injury Coding Center (ICC) contractors. The names of these entities will be disclosed upon contract award. The QCC process involves comprehensive reviews of cases that contain vehicles (exterior, interior & safety systems) that have been involved in crashes, the scenes where the crash occurred, the interviewing of crash victims, and the collection of supporting materials to generate thorough reconstructions of the events. The QCC shall also assist in establishing and maintaining cooperation at police jurisdictions, tow yard facilities, and other public organizations servicing each PSU. Police Crash Reports (PCR) and other records will be obtained primarily by the PSU Contractor, with assistance from the QCC and ICC as requested.
2. CISS Data Coding - The technical responsibility for the final determination of crash circumstances and accuracy of CISS cases shall be completed at the QCC level. The entire review and coding process shall be completed within four (4) weeks from the date the case was released to the QCC. Upon completion of the review, the QCC staff shall provide an electronic case review feedback to the crash technicians along with noted changes made in the electronic CDAN system and prepare the cases for approval for submission to the data file. NHTSA will conduct random checks on the automated file on a regular basis. These checks may require the QCC staff to reexamine specific cases to verify or correct questionable or incorrect coding.
3. Quality PSU Performance – The Contractor shall use NHTSA’s CDAN system for PSU quality performance assessment. The CDS electronic data collection system shall be used to document data quality and crash technician data quality and adherence to CISS protocols. The Contractor shall use computer systems as specified by NHTSA. This includes any hardware and software that may be required to support the quality review process. The Data Quality Log System in CISSWeb is the mechanism used to document crash technician case quality standards.
QCC should work with PSU OPS to provide technical assistance to any crash technician or PSU that is below minimum performance standards for two consecutive quarters. Targeted technical assistance shall be provided to the Crash Technician or PSU until the team has improved beyond minimum standards, or the crash technician(s) was/were released by PSU Operations Center. Minimum performance standards are determined by a range of factors including historical acquisition rates and PSU performance metrics.
To adequately evaluate CISS PSU performance, it is vital that QCC staff members working in concert be kept informed of all phases of CISS PSU performance. When consistent errors are noted, QCC review staff shall be notified so that errors in those specific data items can be monitored among all staff members. Likewise, when error trends become apparent during case review and case listing, the team coordinators shall be informed so that they can concentrate on enhancing specific PSU skills during future interaction.
4. CISS Reinvestigation Activities – A major component of the case review process is the evaluation and observation of investigatory skills and data acquisition tendencies the CISS crash technicians. The quality of case documentation is critical, but in some cases an accurate assessment of field performance can only be conducted through a reinvestigation process. This process includes but is not limited to confirming that the correct vehicles and scenes were inspected, the interviews obtained, and the reasons for missed documentation are valid. CISS QCC staff shall make unannounced visits to CISS PSUs one or more times annually at the direction of the COR. During these visits, QCC staff shall independently locate and measure scenes and vehicles and reinterview crash victims to confirm the reported in the activities of the past indeterminate period for accuracy and completeness.
5. PSU Site Visitation – The QCC staff shall conduct quarterly visits to all CISS PSUs. The scheduling of site visits and duration are generally left to the discretion of the PM in consultation with the COR. The coordinators shall conduct most of these visits to the site unless otherwise stipulated. When necessary, a subject matter expert may assist with any current issues the PSU is experiencing. The site visitor shall be thoroughly familiar with all aspects of past and present team activities and review past site visit reports, quality control reviews and confer with other staff members and run various quality and acquisition reports prior to their visits.
CAPABILITY STATEMENTS
Any interested qualified Small Business firms, Small Disadvantaged Business (SDB), 8(a) Certified SDB, HUBZone SB, SDVOSB, or WOSB concerns should submit their Corporate Capability Statement, which demonstrates the firm’s ability and past experience in no more than 10 pages to perform the key requirements described above to the identified NHTSA point of contact listed herein.
Any proprietary information should be marked as such. All respondents are asked to certify the type and size of their business organization is in-line with the requirements of this Sources Sought Notice, and must be received no later than 10 calendar days from the date of publication or by the closing date of this notice.
To facilitate a timely and comprehensive review of all submitted responses, firms should respond using the format requested in this Notice.
Please provide the following information for your firm and for any teaming or joint venture partners:
General Information
- Company name, address, point of contact name, telephone, and email address.
- Data Universal Numbering System (DUNS) Number and Commercial and Government Entity (CAGE) Code.
- Business size and classification (e.g., large, small, small-disadvantaged, SBA Certified 8(a), HUBZone, service-disabled veteran-owned, woman-owned) based on NAICS code: 541990 – All Other Professional, Scientific, and Technical Services.
- If applicable, potential proposed teaming arrangements to include business size and classification of prime and subcontractors.
- GSA Federal Supply Schedule (FSS) Number (FSS must include NAICS code 541990 – All Other Professional, Scientific, and Technical Services
- Identify contracts your company has been awarded under NAICS code: 541990 – All Other Professional, Scientific, and Technical Services.
Technical Capability:
- Provide a brief synopsis to support the firm’s ability to perform all of potential areas of the objective/scope. Identify each task element and provide information to support the firm’s experience, staffing and overall ability to perform the technical area.
- Evidence of experience and past performance should include contracts/task orders from the past three (3) years similar in scope to this requirement.
- Examples must include contract numbers, project titles, dollar amounts, periods of performance, and Government points of contact (telephone numbers or email addresses).
- Documented information to support the firm’s ability to provide the range of research skillsets capability to quickly plan, conduct, and document studies; AND personnel required for this effort in a timely fashion.
- Any data on previous contracts/task orders on personnel retention and succession planning.
Additional Information:
- Indicate if your firm will submit a proposal if a Request for Proposal (RFP) is issued, and if your firms interest is for Prime contracting, teaming agreement or Joint Venture.
- Validation of, or recommended NAICS codes for this effort.
- Validation of, or recommended contract type.
- Validation of, or recommended GSA vehicle
- In each potential areas of research, indicate any Small Business Subcontracting opportunities, as applicable.
- Other Recommendations
- Any information missing from this requirement that would provide a better understanding of the effort desired.
- Please submit any other questions or comments along with your response.
CONTRACTING OFFICE ADDRESS
Department of Transportation (DOT) Headquarters, 1200 New Jersey Avenue, SE, Washington, DC 20590.
[1] NHTSA has separate procurements for the CISS PSU Operations and Injury Coding Centers.
