Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF NOVEMBER 02, 2016 FBO #5458
SOURCES SOUGHT

R -- OVSC's Motor Vehicle Import Information (MVII) Operations, Technical, and Customer - Sources Slought Notice (DTNH2217RQ00086)

Notice Date

10/31/2016
 

Notice Type

Sources Sought
 

NAICS

541611 — Administrative Management and General Management Consulting Services
 

Contracting Office

Department of Transportation, National Highway Traffic Safety Administration (NHTSA), National Highway Traffic Safety Administration HQ, 1200 New Jersey Avenue, SE, Washington, District of Columbia, 20590
 

ZIP Code

20590
 

Solicitation Number

DTNH2217RQ00086
 

Point of Contact

Vincent Lynch, Phone: 202-366-9568
 

E-Mail Address

vincent.lynch@dot.gov
(vincent.lynch@dot.gov)
 

Small Business Set-Aside

N/A
 

Description

Sources Sought Action Code: S Classification Code: R Solicitation: DTNH2217RQ00086 Agency/Office: National Highway Traffic Safety Administration (NHTSA) Location: National Highway Traffic Safety Administration HQ NAICS Code: 541611, Administrative Management and General Management Consulting Services, $15.0M. Point of Contract: Vincent Lynch, Contracting Officer, ph(202) 366-9568 Title: OVSC's Motor Vehicle Import Information (MVII) Operations, Technical, and Customer Services Support (2017-2022) Description(s): 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 provide professional technical support for its operations and business processes that involve monitoring the importation of motor vehicles and motor vehicle equipment to ensure compliance with applicable motor vehicle standards and regulations. NHTSA welcomes all qualified certified 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 proposed project as listed below. In addition to soliciting on the open market, the government may decide to later limit its competition to those qualified GSA MOBIS Schedule holding contractors listed under SIN 874-1, Integrated Consulting Services and/or 874-7, Integrated Business Program Support Services. 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; and 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's (NHTSA); an operating administration within the U. S. Department of Transportation (DOT) 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 vehicle crash tragedies and reducing economic costs associated with vehicle use and highway travel. The agency's mission of saving lives, preventing injuries, and reducing economic costs as a result of traffic related crashes is supported by education, research, safety standards testing and enforcement activity. The National Highway Traffic Safety Administration (NHTSA), Office of Vehicle Safety Compliance (OVSC) requires professional technical support for its operations and business processes for the importation of motor vehicles and items of motor vehicle equipment. NHTSA shares the responsibility with CBP for monitoring the importation of motor vehicles and motor vehicle equipment. NHTSA has been delegated statutory authority by the Secretary of Transportation (49 CFR 1.50) to carry out certain sections of Title 49, U.S. Code (49 U.S.C). 49 U.S.C, Chapter 301, Motor Vehicle Safety and the agency's implementing regulations contain the following sections that specify some of NHTSA's responsibilities: 49 U.S.C. § 30112(a) prohibits the importation of motor vehicles under 25 years old that were not originally manufactured to conform to all applicable FMVSS except as provided in 49 U.S.C. § 30141. Section 30141(a) permits such a vehicle to be imported, provided 1) the Secretary decides it is eligible for importation and 2) it is imported by a registered importer. Section 30141(d) provides that a person importing a nonconforming vehicle under this section must provide a bond to ensure that the vehicle will be brought into conformity with all applicable FMVSS within a reasonable time (as specified by the Secretary) after importation or will be exported from or abandoned to the United States. 49 CFR 591.8(d) (1) requires the nonconforming vehicle to be brought into conformity with all applicable standards within 120 days of entry. 49 U.S.C. § 30146(a) prohibits a registered importer from releasing custody of an imported nonconforming vehicle until 30 days after the registered importer certifies to the Secretary, in the manner the Secretary prescribes, that the motor vehicle complies with all applicable standards. 49 U.S.C. § 30146(c) provides that the Secretary may require that the certification be accompanied by evidence of compliance the Secretary considers appropriate. 49 CFR 592.8 provides that the Administrator shall release the conformance bond upon acceptance of the importer's certification that the vehicle has been brought into conformity with all applicable standards. OVSC conducts testing, inspection, analysis, and investigation, to identify domestic and imported motor vehicles and items of motor vehicle equipment that do not meet all applicable Federal motor vehicle safety standards (FMVSS). Motor vehicle equipment that does not comply with applicable FMVSS cannot be lawfully imported. Nonconforming vehicles less than 25 years old can be lawfully imported provided NHTSA decides they are eligible for importation, based on their capability of being modified to conform to all applicable FMVSS and they are imported by an importer specially registered with the agency or by a person who has a contract with such a registered importer (RI) to modify the vehicles so that they conform to those standards following importation. The business process for the importation of motor vehicles and items of motor vehicle equipment has changed significantly in the last five years due to the implementation of new and expanded rules, office automation, and the increase of importation from emerging markets not familiar with NHTSA's rules. The OVSC Importation and Certification Division (ICD) is handling a substantial increase in the number of vehicles imported by RIs, telephone inquiries, e-mails, faxes, and other customer and RI related service issues. In addition to the increased demand for customer service, the need for subject matter experts in this area has also increased. The business process for the information technology support within OVSC has also recently changed due in part to the implementation of a new automated importation system by the U.S. Customs and Border Protection (CBP). OVSC collects data in the MVII database to ensure that legal requirements are met. The MVII system is used by OVSC to maintain a database for monitoring the importation of motor vehicles into the United States and to support investigatory actions concerning the imported items. MVII contains records from 1982 to the present. It is a tracking and reporting system that enables OVSC to record and report basic identifying information on vehicles imported into the United States. MVII also contains registration information on RIs; this includes nonconforming vehicles that have been allowed into the Unites Stated with the proviso that they will be modified to conform to, and be certified as conforming to, all applicable FMVSS by an RI. Upon certification, RIs are authorized by the agency to import vehicles deemed by the agency to be eligible for importation and to perform modifications that will bring the imported vehicle into compliance with all applicable FMVSS. OBJECTIVE: The Contractor shall be responsible to provide operations, technical, and customer support services to maintain the importation program monitoring and enforcement effort and to obtain professional consultation to assist OVSC in the development and implementation of new importation related business processes as well as improve current business procedures. Capabilities: The corporate capability statement must address the capabilities necessary to accomplish the scope outlined above as well as the additional tasks and characteristics given below: The overall goals of the program are to: •1. Effectively maintain and enhance OVSC's importation programs and services through annual planning and resource allocation support. •2. Provide OVSC with responsive and high quality onsite direct technicians who fully meet OVSC's customer service expectations. •3. Provide timely high quality document and database records to OVSC customers and staff. •4. Provide timely high quality responses on behalf of the OVSC to RIs, manufacturers, and other OVSC customers, including the general public. C.2 SPECIFIC REQUIREMENTS Task 1. Standard Operating Procedure. Establish and document methods, procedures and techniques to maintain a secure and available operation by ensuring that all tasks performed and equipment conform to standard operating procedures; and determine the impact of any changes to the Standard Operating Procedure. This work permits OVSC and the Contractor to achieve their objective to maintain and enhance OVSC's programs and services to meet growing demands by the most cost-effective means. Task 2. Project Plan. The Contractor must provide a comprehensive project plan annually which presents: any pending transition plans; major acquisition plans (excluding tools, supplies, materials and rotary pool equipment); organizational structure; quality control/verification/validation procedures; established escalation points and standard operating procedures. The procedures shall include: problem escalation; call prioritization; COR notification; shifts; problem determination; and tracking and monitoring procedures. Task 3. Procedures Maintenance. Monitor all tasks and provide recommendations to improve standard operating procedures. Especially, determine areas in which applications support for users is lacking and where obsolescence is becoming apparent. Then, devise and document solutions that do not adversely affect OVSC's other operations. Task 4. Problem Management. Define and implement a problem management and resolution process to ensure appropriate and timely problem response and escalation. Provide associated problem tracking, trend analysis, and management reporting. Task 5. Management Standards of Acceptance. The Contractor shall provide an Annual Project Plan, no later than 45 days after the base period commences and an updated Annual Project Plan within 20 days after the start of the next contract period (i.e., base period or option period, as applicable). This Annual Project Plan shall include, at a minimum: •1. Summary of previous year(s) goals, objectives, accomplishments, highlights and barriers (not applicable to the contract's Base Period, Year 1) •2. Summary of previous year(s) costs (not applicable to the contract's Base Period, Year 1) •3. Summary of current year goals, objectives and barriers •4. Work breakdown schedules / Project Plan for new tasks •5. Scheduled assessments, tests, and changes •6. Acquisitions (identify costs, benefit to NHTSA, schedule) •7. Scheduled modifications to existing procedures, organization structure or documentation. The COR will review a draft of the project plan or updated project plan for technical content errors and inclusion of standard items. The Contractor shall provide a final draft of the project plan for COR approval. Any revisions to an approved project plan shall be presented for further review and approval by the COR. Task 6. Document and Data Processing and Customer Support. The Contractor shall be required to examine, enter, load information onto a database, verify and process approximately 700,000 motor vehicle and items of motor vehicle equipment records per month. These records include import eligibility petitions, requests for information, and complaints concerning importation violations. The primary records are entry data on imported vehicles and equipment provided by CBP and records created from the DOT HS-7 Declaration form (see Attachment). The contents of the HS-7 include vehicle identification number (VIN), name of owner, name of registered importer, port of entry, etc. The contractor shall maintain a log of all HS-7 submissions, track the submissions, analyze the information submitted, produce reports and letters, and provide stakeholders and customers with the status of submissions. The Contractor shall make modifications to the MVII system as necessary to continue receiving CBP records. The Contractor shall also update associated MVII documentation to support OVSC in maintaining Authority-to-Operate certification of the MVII system. Task 7. Provide support to the Importation Program. The Contractor shall carry out the following requirements: •1. Process documents covered by requests for confidentiality to ensure protection of confidential material. •2. Draft Federal Register notices and associated documents to disseminate information to the public for review by NHTSA staff. •3. Within the NHTSA docket, verify relevant petitions and status associated with the importation of motor vehicles. •4. Ensure that DOT conformance bonds furnished by RI's have been issued and are valid. •5. Maintain and track data on fees imposed by NHTSA on RI's and the general public. •6. Support the review, processing and tracking of import eligibility petitions submitted by RIs. •7. Support the review, processing and tracking of conformity packages received from RIs. •8. Support the general importation process, answering questions from the public and other government officials, and locating information relevant to the importation of motor vehicles and motor vehicle equipment as well as general information associated with all Federal motor vehicle safety standards (FMVSS). •9. Support OVSCs enforcement investigations involving imported motor vehicles and motor vehicle equipment as well as RIs. Task 8. General Documentation Management. •1. The Contractor shall transcribe and enter data from the DOT HS-7 Declaration forms and insert the information into the MVII database. •2. The Contractor shall identity petitions under cursory review, technical review, and the dates associated with petition milestones including date of publication of associated Federal Register notices. •3. The Contractor shall track arriving petitions, inform Registered Importers that petitions have been received, and assign tracking numbers and import eligibility numbers as appropriate based on the status of a petition. •4. The contractor shall generate MVII data reports from standard and/or ad hoc queries. •5. The Contractor shall catalog and store electronic copies of documents submitted to ICD by RI's and CBP on government furnished storage media. The cataloging of these documents shall include cross-referencing to associated MVII data elements. •6. The Contractor shall catalog, scan to electronic media, and store electronic copies of paper documents submitted to ICD by RI's and CBP on government furnished storage media. The cataloging of these documents shall include cross-referencing to associated MVII data elements. •7. Physically move boxes of paper documents within the NHTSA headquarters facility for receiving, processing, storage, and retrieval purposes. Task 9. Petition Review and Tracking. The Contractor shall conduct a first level administrative acceptance review of submitted petitions and provide the information to the COR. The Contractor shall document the receipt of petitions as well as technical information that supports the petition. The Contractor shall also verify petition references to FMVSS, bumper and theft standard applicability to the vehicles or equipment covered by a petition. The Contractor shall provide research expertise to support the technical review of petitions, including the following: •1. Use Internet/other sources (e.g. manufacturer's web site). •2. FMVSS and other pertinent Federal regulations. •3. The contractor shall draft background and decision supporting information, including draft Federal Register petition receipt and decision notices. •4. The contractor shall check the NHTSA Docket as required to track relevant submissions to the NHTSA docket assigned to the petitions. Task 10. US DOT Conformance Bonds. •1. The Contractor shall determine when a Registered Importer has furnished a DOT Conformance Bond for a nonconforming vehicle covered by a conformity package. •2. The Contractor shall track the status of the U.S. DOT Conformance Bond in the OVSC provided database. •3. The Contractor shall release the U.S. DOT Conformance Bond by issuing a bond release letter to the RI when authorized by the NHTSA COR. •4. The Contractor shall provide reports detailing DOT bond activity to support compliance investigations. Task 11. Conformity Packages. The Contractor shall record the receipt of all non-conforming vehicle conformity packages, and after conducting an acceptance review, record all applicable receipt and tracking data into MVII noting necessary factual corrections. In the case of conformity packages for vehicles that are not currently eligible for importation, notify the COR prior to recording the package as received. Data entered into MVII shall include at least the following information: •1. Import Eligibility Number •2. Vehicle Identification Number (VIN) •3. Make, Model, Model Year, •4. Registered Importer's name, address and contact information, including e-mail •5. CBP vehicle importation data records The Contractor shall analyze conformity packages to determine if the subject vehicles have outstanding recalls. The Contractor shall maintain a physical inventory of the location of all conformity packages submitted to NHTSA and provide reports listing conformity packages that may be destroyed based on OVSCs document retention policy. Task 12. Registered Importer Registration. The Contractor shall record receipt of, and process RI applications and renewals, including accounting for the method of payment of associated fees. After recording the receipt, the contractor shall conduct an administrative review to assure that all required documentation has been received. Discrepancies shall be reported to the COR. Task 13. Imported Motor Vehicle Inquiries. The Contractor shall record all complaints received about imported vehicles and equipment, and notify the COR of receipt of each complaint within one business day. The Contractor shall record all complaints received about RI's and notify the COR of receipt of each complaint within one business day. Task 14. Law Enforcement Support. The Contractor shall provide technical support by responding to questions, producing reports, forwarding data for investigations and enforcement actions relating to all applicable laws and regulations administered by the NHTSA and other law enforcement entities. Task 15. Shared Data with CBP and NHTSA. •1. The Contractor shall accept pertinent data from CBP on vehicles being imported into the United States for incorporation into MVII. •2. The Contractor shall notify CBP of the identity of active RIs who are allowed to enter nonconforming vehicles as well as RIs who are no longer allowed to enter nonconforming vehicles within two business days of a change in an RI's status. •3. The Contractor shall also notify CBP as to which nonconforming motor vehicles may be imported by an RI within two business days following the granting of an import eligibility petition. •4. The Contractor shall obtain and store data regarding the seizure of vehicles by CBP. Task 16. Registered Importer (RI) activity. The Contractor shall maintain information on activity of RI's regarding the importation of each vehicle. Task 17. Situational Awareness Tasks. The contractor shall identify falsified Box 2 declarations on the HS-7 Declaration Form. The contractor shall identify non-conformed vehicles being registered for on-road use (Box 3 entries) by using open-source or other sources of information as provided by OVSC. The contractor shall identify vehicles that entered the United States lawfully on a temporary basis. The contractor shall identify vehicles that entered into the United States lawfully on a temporary basis, but have remained beyond the period for which importation was allowed. The contractor shall identify and report vehicles with fraudulent registrations. The contractor shall identify and report illegal import activities. The contractor shall monitor the status of Customs house brokers, RIs (including all vehicles they imported, and are petitioning to import), and vehicle status in the importation process (including location). The contractor shall process applications to import vehicles for all declarations made via the HS-7 declaration form and require NHTSA approval including; show and display (Box 10), research, investigations, demonstrations or training, or competitive racing events (Box 7), preparing an import eligibility petition (Box 13), manufactured primarily for off-road use (Box 8). As appropriate, the contractor shall then prepare draft approval or disapproval letters for OVSC review. The contractor shall prepare approval letters for Box 7, Box 8, Box 10 and Box 13, assign corresponding NHTSA tracking numbers and provide those numbers to CBP within two business days. The contractor shall identify vehicles that are offered for importation with Vehicle Identification Numbers (VINs) duplicating those of vehicles already in the United States. The contractor shall determine if any open recalls exist for vehicles being imported by an RI. The contractor shall determine if RI's have submitted proof that all outstanding recalls on nonconforming vehicles imported by each RI have been performed. The contractor shall provide analysis of data regarding duplicate VINs, fraudulent registrations, falsified Box 2 entries, non-conforming Box 3 entries, vehicles that have exceeded the time limit for temporary importation, and all other illegal activities, to assist law enforcement. Task 18. Record Retention. The contractor shall assist NHTSA in refining internal processes to retain and retrieve historical records (paper copy, relational database and scanned images) in accordance with approved National Archives Records Administration (NARA) document disposition authority. Task 19. Notification of NHTSA RI Registration Numbers. The contractor shall notify CBP and the responsible party(s) within two business days that an RI has been issued a NHTSA RI Number, or that a RI number has been rescinded. Task 20. Agent for Service of Process. To support OVSC and CBP investigations, the contractor shall verify that manufacturers located outside the U.S., who offer their products for sale in the U.S., have designated an Agents for Service of Process under 49 CFR part 551, Subpart D. The contractor shall also determine if information submissions from manufacturers who offers motor vehicles or motor vehicle equipment sale in the U.S., as required by 49 CFR parts 565 (VIN Requirements), 566 (Manufacturer Identification), are current. Task 21. Fees. •1. The contractor shall track the cost of processing each import eligibility petition. •2. The contractor shall track the cost of processing each conformity package. •3. The contractor shall prepare a bill of fees and bill the proper party(ies). •4. The contractor shall facilitate the collection of fees on behalf of NHTSA. All fees collected under this contract shall be remitted to the U.S. Treasury in accordance with agency procedures. Task 22. Communications. The contractor shall create a database that records and allows for processing of incoming public inquiries, phone calls, e-mails, faxes, and letters directed to OVSC. Task 23. Requirements Analysis. The contractor shall assist OVSC with requirements analysis for the purpose of expanding existing applications or to implement emerging technologies. The requirements analysis may cover reviewing the following areas: CBP's rules and regulations, filing entries, manifests, CBP release process, entry process with customs house brokers, post release process when CBP releases vehicles (e.g. Bill of Lading, taxes, and fees), freight forwarders, and CBP's systems. Task 24. Consultation on Program Management. The contractor shall provide consultation in certain areas of on program management, including but not limited to the following subject areas: •1. Data-field information for importation of vehicles and vehicle parts. •2. Recall information data. •3. Historical data •4. Importer/Federal interface elements •5. Transition of MVII from its current configuration to a module of NHTSA's Artemis or other data management systems. Task 25. Consultation on Document User Requirements. The Contractor shall identify and document processes that can be improved by taking advantage of newer technologies and methodologies. These areas may include: •1. Data access; •2. New data sources; •3. Data integrity and timeliness; •4. Reporting; •5. User-friendliness; •6. Information management practices; and •7. Data transition/migration/query. Task 26. Imported Vehicle Investigation Support. Review and analyze technical and importation related documents and data obtained during NHTSA investigations related to compliance of imported motor vehicles and motor vehicle equipment. Review may include documents written in English, Spanish and Mandarin languages. Analysis will include informed findings as to the relevance of document contents to the regulations and standards enforced by NHTSA. Task 27. Modification of the MVII. The contractor shall modify the MVII operating system, data entry and retrieval screens, and databases as directed by the COR for the purposes of continuing to receive, transmit, process, and report motor vehicle and motor vehicle importation related data from and to CBP. The contractor shall also update the associated change management documentation to record all such modifications. Format of Corporate Capabilities Statement: Any interested qualified Small Business (SB), 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 of this notice.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/DOT/NHTSA/NHTSAHQ/DTNH2217RQ00086/listing.html)
 

Place of Performance

Address: Washington, District of Columbia, 20590, United States

Zip Code: 20590
 

Record

SN04316159-W 20161102/161031234018-ad252b4fdff01bb8b75925f23790c348 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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