6913G622Q300017_SOW.pdf

Request for Quotation (RFQ) No. 6913G622Q300017

Statement of Work

Initiation and Maintenance of a Technical Advisory Group (TAG) for United States Representation

PART 1 – DESCRIPTION OF REQUIREMENT

1. Background and Purpose

International Organization for Standardization’s (ISO) is an international non-governmental organization, based in Geneva, Switzerland, that is a network of 163 national standards institutes including the American National Standards Institute (ANSI) whose headquarters are located in Washington, DC. ISO’s mission is to provide “International Standards for Business, Government and Society.” A central role of ISO is to make trade between countries easier and fairer by harmonizing standards among nations. This certification allows for a certain level of trust and confidence that would otherwise not be available if there were no common standards.

ISO methods are internationally recognized and have a significant impact on trade. For example, ISO methods are recognized by organizations such as the European Committee for Standardization (CEN) which is comprised of the 31 member states of the European Union (EU). As enunciated by the CEN on its website (http://www.cen.eu/cen/AboutUs/Pages/default.aspx): “These standards have a unique status since they also are national standards in each of its 31 Member countries. With one common standard in all these countries and every conflicting national standard withdrawn, a product can reach a far wider market with much lower development and testing costs. European Standards help build a European Internal Market for goods and services and position Europe in the global economy. More than 60.000 technical experts as well as business federations, consumer and other societal interest organizations are involved in the CEN network that reaches over 480 million people.” The Vienna Agreement − signed by CEN in 1991 with ISO, its international counterpart − ensures technical cooperation by correspondence, mutual representation at meetings, coordination meetings, and adoption of the same text, as both an ISO Standard and as a European Standard. Thus, ISO methods, including those for food microbiology, are the official reference methods of the EU and all its member states.

In April 2012, ISO/TC 269 was established to broadly address Railway Applications. Since its inception, ISO/TC 269 and its three subcommittees (SCs) have published seven ISO standards (two infrastructure (SC1), five rolling stock (SC2), and one operations (SC3)). These three subcommittees are currently developing 29 additional standards or technical recommendations. Several of these standards under development (for example those on interior passive safety, track geometry quality, and rail fastening systems) are of particular interest to FRA and Volpe because they address ongoing US safety concerns. For the US to participate in these ISO activities, a US organization must establish an American National Standards Institute (ANSI) accredited United States (US) Technical Advisory Group (TAG). The US TAG must be comprised of US stakeholders (such as but not limited to US freight railroads, Amtrak, US commuter railroads, equipment manufacturers, labor unions, government, and industry consultants), potentially affected by the standards developed by an ISO committee.

The US TAG must operate under a set of procedures approved by ANSI that follow basic principles of openness, balance, due process, and transparency. The Volpe Center, in support of the FRA, plans to establish one TAG for the entire ISO/TC 269. The US TAG must have an administering organization that is responsible for coordinating the work of the US TAG and ensuring the procedures are followed accordingly.

2. Objective

The objective of this requirement is to initiate, maintain, and support a technical advisory group (TAG) to represent the United States on the ISO Technical Committee 269 (TC 269).

http://www.cen.eu/cen/AboutUs/Pages/default.aspx http://www.iso.org/

3. Scope of work

Independently, and not as an agent of Government, the Contractor shall furnish the necessary personnel, materials, services, and otherwise do all things necessary for, or incident to, the performance of the work described below. The Contractor shall work closely with the Technical Point of Contact.

4. Specific Tasks

The contractor shall conduct the following tasks described below:

4.1 Kick off meeting

The Contractor shall arrange a virtual kick-off meeting with the Technical Point of Contact within ten

(10) working days after award to achieve a clear and mutual understanding of all contractual requirements.

4.2 Direct Administration of the US TAG for ISO TC 269

• Approval by ANSI of the TAG administrator and proposed TAG membership list, and accreditation of the TAG.

• Submission of the US TAG membership list and annual report to ANSI for review by the Executive Standards Council (ExSC) or its designee.

• Ensure an active membership of the US TAG by monitoring their participation.

• Provide administrative services, including arrangements for meetings, timely preparation and distribution of documents related to the work of the US TAG, and maintenance of appropriate records, including meetings minutes and results of letter ballots.

• Provide administrative support to the Working Groups where a United States TAG member is the convener of the Working Group.

• Transmission of US proposals and US positions, as developed and approved by the US TAG to ANSI.

• Transmission of US delegate lists for all international meetings to ANSI.

• Establish a procedure to hear appeals of actions or inactions of the US TAG.

• Complying with the requirements associated with ANSI oversight and supervision of the activities of the U.S. TAG and its administrator in accordance with the latest ANSI International Procedures clause 2.5. See Section 4.2.1 for the ANSI International Procedures clause 2.5 as of as of January 5, 2022.

• Ensure compliance with applicable ANSI and ISO procedures.

4.2.1 ANSI International Procedures clause 2.5

The requirements of ANSI International Procedures clause 2.5 as of January 5, 2022 are listed below (https://www.ansi.org/iso/us-representation-in-iso/international-procedures). Newer versions developed during the period of performance also apply in order to remain in compliance with the requirements associated with ANSI oversight and supervision of the activities of the U.S. TAG and its administrator.

2.5 Accreditation of U.S. TAGs

2.5.1 General.

U.S. TAGs shall be accredited by ANSI and must operate in compliance with the ANSI Criteria for the Development and Coordination of U.S. Positions in the International Standardization Activities of the ISO and IEC.

https://www.ansi.org/iso/us-representation-in-iso/international-procedures

2.5.2 Criteria for Accreditation.

U.S. TAG accreditation shall be based on compliance with the following criteria:

1. The U.S. TAG Administrator shall agree to comply with the criteria for balance and openness as outlined in sections B4.1 and B4.2 of the ANSI Criteria for the Development and Coordination of U.S. Positions in the International Standardization Activities of the ISO and IEC (see Annex B)

2. The U.S. TAG operating procedures for developing and coordinating U.S. positions shall conform to the requirements of the ANSI Criteria for the Development and Coordination of U.S.

Positions in the International Standardization Activities of the ISO and IEC (see Annex B)

3. The U.S. TAG Administrator shall agree to assume the functions given in section 2.3.3

4. The U.S. TAG Administrator shall agree to pay to ANSI all relevant fees

5. The U.S. TAG Administrator shall agree that the person(s) serving as the administrator of the TAG shall be a U.S. citizen (or seeking U.S. citizenship) residing in the U.S., or a U.S. citizen (or seeking U.S. citizenship) living or working abroad, or otherwise legally authorized to work in the U.S. (which would also include lawful permanent residents and individuals in the U.S. on temporary work visas).

5 See section 2.5.5.2 for the format of membership lists.

2.5.3 Application.

The prospective U.S. TAG Administrator shall submit an application to ANSI for U.S. TAG accreditation as well as an application for approval of the U.S. TAG Administrator and the initial U.S. TAG membership list and shall provide the pertinent operating procedures.

Following the public review period the ExSC shall consider the information supplied by its designee if any, the applicant, and any comments received. The ExSC shall determine whether the application for accreditation of the U.S. TAG, the application for approval as U.S. TAG Administrator, and the initial U.S. TAG membership list should be approved. The applicant shall meet all of the criteria in section 2.5.2 before accreditation can be granted. If there is no designee, the application for approval of the U.S. TAG Administrator and the U.S. TAG membership list and the application for accreditation shall be forwarded directly to the ExSC.

Upon accreditation, the applicant shall be notified and a notice shall appear in Standards Action.

In the event that accreditation is not granted, the ExSC shall advise the applicant of the reasons and the applicant shall have the opportunity to reapply and, if desired, appeal the decision (see 2.6).

2.5.4 Accreditation of U.S. TAGs for Subcommittees of ISO Technical Committees.

If a U.S. TAG to an ISO subcommittee has the authority to perform all of the functions of a U.S.

TAG as outlined in section 2.2.3 without oversight by the U.S. TAG to the ISO technical committee, then the U.S. TAG for the ISO subcommittee shall be accredited in accordance with sections 2.4 and 2.5 of these procedures.

2.5.5 Maintenance of Accreditation.

In order to maintain accreditation by ANSI, a TAG Administrator shall continue to maintain its status as an incorporated, registered or otherwise recognized legal entity. The ExSC shall provide for oversight and supervision of accredited U.S. TAGs and TAG Administrators to confirm adherence to the criteria for accreditation and to confirm that the procedures and practices of the accredited U.S. TAG continue to be consistent with those that formed the basis for accreditation.

This oversight and supervision activity shall apply to all U.S. TAGs regardless of whether an external organization or ANSI serves as U.S. TAG Administrator. The activity shall consist of the following elements, designed to achieve the objectives while minimizing the burden on U.S.

TAGs and U.S. TAG Administrators.

2.5.5.1 Review of Revisions to U.S. TAG Procedures.

The procedures of the U.S. TAG shall be in compliance with the ANSI International Procedures at all times. Whenever the procedures of the accredited U.S. TAG are revised, the ExSC shall be notified. If the changes are considered by the ExSC to be substantive and were not made at the request of the ExSC, notice of the revisions shall appear in Standards Action with a call for comment. Copies of the revised procedures shall be available from the U.S. TAG Administrator upon request.

Following the comment period, the ExSC shall consider the comments received, the latest audit of the accredited U.S. TAG if any, and any additional information available to determine whether to reaccredit. Notice of reaccreditation shall be sent to the U.S. TAG Administrator and shall appear in Standards Action.

2.5.5.2 Annual Reporting.

Each U.S. TAG Administrator shall submit to ANSI a completed TAG Annual Compliance Form. In addition, an annual report shall be prepared by each U.S. TAG Administrator, describing in summary narrative form the U.S. TAG activity during the past year. The report shall be submitted to the ExSC or its designee no later than January 31 of the following year. In satisfying this requirement, meeting minutes and other appropriate reports and documents may be incorporated or appended, or referred to if previously distributed by ANSI. The annual report shall include:

1. Information on TAG meetings (including attendees), actions taken, and the work program

2. Current TAG membership list which shall include:

o Title and designation of the U.S. TAG o Scope of the U.S. TAG o U.S. TAG Administrator (name of organization, name of secretary, address(es), telephone number) o U.S. TAG officers (chairman and other officers) o Members:

Names of the individuals and alternates (as applicable) and their addresses and business affiliations including names of the organizations they are representing on the U.S. TAG

The interest categories of the U.S. TAG shall be defined and the category of each member identified

3. A list of any problems encountered during the past year in the functioning of the U.S. TAG or U.S.TAG Administrator that required assistance by ANSI

4. An express certification by the U.S. TAG Administrator that the U.S. TAG has been and continues to be operated in a manner that complies with all applicable ANSI and ISO procedures

5. The results of any self-audit held during the past year

If the U.S. TAG or TAG administrator has a concern with either the conduct or results of a self-audit completed to assure adherence to its own procedures and applicable ANSI and ISO criteria and procedures, it may be brought to the attention of the ExSC.

2.5.5.3 Complaint Notification.

Each U.S. TAG Administrator shall forward to the ExSC or its designee, upon receipt, a copy of any complaint concerning the manner in which the U.S. TAG is operating or the U.S. TAG administration is being conducted. Copies of the U.S. TAG Administrator response to the party lodging the complaint, and all subsequent related correspondence, shall also be sent to the ExSC or its designee.

2.5.5.4 ANSI Audits.

The ExSC, in accordance with its procedures, may arrange for audits of accredited U.S. TAGs and TAG Administrators. The purpose of such audits is to validate the U.S. TAG’s annual certification that it is operating according to applicable ANSI and ISO procedures, and to identify areas where ANSI can help the U.S. TAG improve its operation. The audit will examine:

1. Procedures in use by the U.S. TAG governing the development of U.S. positions

2. Knowledge of and compliance with ISO and ANSI requirements

3. Records of compliance and their maintenance

4. Adherence to ANSI due process and consensus criteria

5. Balloting procedures and results

6. Documentation of attempts to resolve objections

7. Appeal mechanism and its implementation

An audit report shall be prepared and provided to the U.S. TAG Administrator for review.

Thereafter the report and comment by the U.S. TAG and TAG Administrator, if any, shall be submitted to the ExSC. The ExSC shall take appropriate actions with respect to the audit findings.

2.5.5.5 Transfer of U.S. TAG Administrator.

In those instances where a U.S. TAG Administrator is unable to continue serving, the organization shall provide notice of its intent to relinquish the role, giving three (3) months prior written notice to ANSI. Subject to ExSC approval, if a change in the entity that serves as the TAG Administrator is sought by both the TAG and the TAG Administrator and the new TAG Administrator agrees to use the TAG’s existing procedures or the Model Operating procedures for U.S. TAGs to ANSI for ISO Activities contained in Annex A, then the following shall apply:

1. The current or the proposed TAG Administrator shall prepare and circulate a ballot for TAG approval of the new TAG Administrator.

2. Upon closure of the ballot, a copy of the voting results shall be transmitted to the TAG pursuant to the TAG’s currently accredited procedures:

o If a two-thirds affirmative vote of the total voting membership of the TAG, excluding abstentions, is not achieved, and the TAG Administrator does not wish to continue to serve, then the ExSC shall be so notified in writing. The accreditation of the TAG shall be withdrawn by the ExSC as a result in accordance with 2.5.6 herein.

o If a two-thirds affirmative vote of the total voting membership of the TAG, excluding abstentions, is achieved, then the following procedures shall apply.

3. A notice shall be sent to the Secretary of the ExSC notifying it of the change in TAG Administrator, the reasons therefore, a copy of the voting results that indicate the TAG’s acceptance of the proposed change and a certification that the new TAG Administrator shall operate in accordance with the TAG’s currently accredited procedures or the Model Operating Procedures for U.S. TAGs to ANSI for ISO Activities.

4. The Secretary of the ExSC shall place an announcement of the transfer of responsibility to the new TAG Administrator in Standards Action to solicit public comment. The comment period shall be 30 days.

5. The ExSC shall consider any comments received during the public comment period. If no comments are received, then an informative announcement confirming the change of TAG Administrator shall be made in Standards Action. If comments are received, the ExSC shall require that the TAG and the proposed new TAG Administrator respond adequately to such comments prior to final approval by the ExSC.

2.5.5.6 Termination of U.S. TAG.

A proposal to terminate a U.S. TAG may be made by directly and materially affected interests.

The proposal shall be submitted in writing to ANSI and to the U.S. TAG Administrator and shall include the reasons why the U.S. TAG should be terminated. The U.S. TAG in accordance with A7.66 shall take action. In the event that the U.S. holds the secretariat for an ISO committee for which the U.S. TAG is considering termination, the organization serving as secretariat shall be informed promptly and shall submit their position regarding termination of the TAG to ANSI and to the TAG Administrator.

As a result of action taken in accordance with A7.67, if termination of the TAG is approved, notification of such action shall be announced in Standards Action. The announcement shall note that dissolution of the TAG will result in the U.S. relinquishing its P- (participant) status in the international activity. Also, if the U.S. serves as international secretariat, the announcement shall state that the U.S. will resign as international secretariat. The appropriate notification(s) shall be sent to ISO by ANSI regarding the change in status, and the relinquishment of the secretariat, if applicable.

6. If the U.S. TAG utilizes accredited procedures other than the model, then those procedures shall apply.

7. Ibid.

4.3 Contractor’s Technical Workplan

1. Maintain the TAG membership list. This includes both soliciting participation on the TAG and ensuring that the membership is active by monitoring their participation.

2. Provide administrative services, including arrangements for meetings, timely preparation and distribution of documents related to the work of the US TAG, and maintenance of appropriate records, including meetings minutes and results of letter ballots.

3. Provide administrative support to the Working Groups where a United States TAG member is the convener of the Working Group.

4. Transmit US proposals and US positions, as developed and approved by the US TAG to

ANSI.

5. Transmit US delegate list for all international meetings to ANSI.

6. Establish a procedure, with input from the project officer, to hear appeals of actions or inactions of the US TAG.

7. Ensure compliance with applicable ANSI and ISO procedures.

8. Ensure compliance with the requirements associated with ANSI oversight and supervision of the activities of the U.S. TAG and its administrator in accordance with ANSI International Procedures clause 2.5. See Section 4.2.1

9. Conduct virtual monthly meetings (day/week TBD).

10. Conduct one face-to-face meeting of daylong duration each year two months before the annual plenary meeting of TC34/SC9. This meeting can be virtual if the TAG agrees by majority vote or if ISO determines that all ISO meetings must be virtual due to a public health emergency such as but not limited to COVID-19.

11. The Manager must travel with the US Delegation to the annual plenary meeting of TC34/SC9 to provide real time support regarding ISO rules and procedures. The Manager must have expert knowledge of ISO rules and procedures so that the US delegation can advance its interests at the plenary meetings of TC34/SC9.

5. Deliverables

The Contractor shall submit progress reports by the 15th of the month. The reports shall include the work that has been accomplished, the activities planned for the next period, and any barriers to success. The Contractor shall provide all written reports in electronic format with read/write capability using Microsoft Office applications to the TPOC’s and cc the Contracting Officer. The Contractor shall be available to discuss with the TPOC’s any current or anticipated problems.

Deliverables Table

Task Description Due Date

4.1 Kick Off Meeting Due within ten (10) working

days after award

5 Progress Reports Due by the 15th of the month.

6. Government-Furnished Property, Material, Equipment, or Information (GFP, GFM, GFE, or GFI)

N/A

7. Contractor Provided Special Material Requirements

None

8. Security

None

9. Travel

The Manager shall travel with the US Delegation to the annual plenary meeting of TC269 to provide real time support regarding ISO rules and procedures. This is generally international travel. The Manager shall travel to some location within the United States to attend and organize the annual face-to-face meeting of the TAG which occurs around two months prior to the annual plenary meeting of TC269. This travel requirement is dependent on COVID-19 restrictions and these meetings will be virtual so long as COVID-19 travel restrictions are in place.

10. Place of Performance

The task shall be performed off-site at contractor facility.

11. Holidays and Government Closures

Meetings shall not be held on Federal holidays.

PART 3– INSPECTION AND ACCEPTANCE

Volpe shall have ten (10) business days from delivery to formally accept progress reports. The vendor shall have ten (10) business days to remedy any deficiencies identified. If the Contractor cannot correct the deficiencies within this time frame, the contractor shall immediately notify the Technical POC of the reason for the delay and provide a proposed corrective action plan within three (3) business days.

PART 4 – PERIOD OF PERFORMANCE

The period of performance shall include a twelve (12) month base and four (4) twelve (12) month option periods.

Base Year: Date of Award to February 14, 2023 (CLINs 00100 & 00200)

Option 1: February 15, 2023 to February 14, 2024 (CLINs 00300 & 00400)

Option 2: February 15, 2024 to February 14, 2025 (CLINs 00500 & 00600)

Option 3: February 15, 2025 to February 14, 2026 (CLINs 00700 & 00800)

Option 4: February 15, 2026 to February 14, 2027 (CLINs 00800 & 01000)

PART 5 – TECHNICAL POINT OF CONTACT

1. Government Technical POC (TPOC):

Carolina Mendez, V333

Email: Carolina.Mendez@dot.gov

The Contractor shall contact the Government TPOC (C. Mendez) listed above at least 48 hours prior to delivery or service. Unless otherwise specified, deliverables shall be sent via email to the Government Technical POCs (Carolina Mendez and Kris Severson) and cc the contracting officer.

2. Government Technical POC (TPOC)

Kristine Severson, V333

Email: Kristine.Severson@dot.gov

The Technical POC listed in #2 (K. Severson) is responsible for: (1) monitoring the Contractor’s technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; (2) interpreting the Statement of Work and any other technical performance requirements; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this purchase order; and (5) assisting in the resolution of technical problems encountered during performance and (6) reviewing and recommending payment for invoices.

mailto:Carolina.Mendez@dot.gov mailto:Kristine.Severson@dot.gov

Contracting Officer (CO):

Karen M. Marino, V222

Volpe Center

55 Broadway

Cambridge, MA 02142

Karen.marino@dot.gov

The Contracting Officer is the only person with authority to act as agent of the Government under this purchase order. Only the Contracting Officer has authority to (1) Direct or negotiate any changes (2) Modify or extend the period of performance; (3) Change the delivery schedule, upon recommendation from the TPOC; (4) Authorize reimbursement to the Contractor any costs incurred during the performance of this purchase order; or (5) Otherwise change any terms and conditions of this purchase order.

mailto:dot.gov