6913G626Q300027 Statement of Work VTIworkshop4.22.26.pdf

RFQ No. 6913G626Q300027

Statement of Work

“Support Services for FRA 2026 VTI Workshop at TTC”

1. GENERAL

1.1. INTRODUCTION / BACKGROUND

The Federal Railroad Administration (FRA) sponsored the "FRA Vehicle-Track Simulation Software Workshop" (also known as the "Best Practices Workshop on VTI Simulation") held at the Volpe Center in Cambridge, Massachusetts in 2015. This workshop identified several key research priorities that continue to be highly relevant for advancing vehicle-track interaction (VTI) dynamics.

Building upon the insights from the 2015 workshop and current research needs, FRA in collaboration with Volpe is planning a follow-up workshop. This upcoming workshop aims to further advance key research priorities for enhancing railroad safety and performance in both freight and passenger railway operations. Key topics include model validation (identified as the top priority in 2015), improved modeling of rail profiles, track discontinuities (such as rail joints), and 3D wheel-rail contact geometry. The workshop will be held at the FRA’s Transportation Technology Center (TTC) in Pueblo, Colorado, and will include a site visit to view upgraded FRA equipment and test tracks.

1.2. OBJECTIVE

The objective of this task is to provide support services to Volpe and FRA for the upcoming international VTI workshop. The workshop is tentatively scheduled as a two-day event: Day 1 will feature presentations, while Day 2 will include morning tours followed by additional presentations.

1.3. SCOPE OF WORK

The Contractor shall be responsible for (1) performing tasks / specified actions identified in Section 3 and (2) any deliverables identified in Section 4 of this performance work statement (PWS).

1.4. PERIOD OF PERFORMANCE

The period of performance of this task order is from the date of award through October 31, 2026.

1.5. PLACE OF PERFORMANCE

The place of performance of this task order will be FRA’s TTC in Pueblo, Colorado.

1.6. TYPE OF TASK ORDER

The Government will award a Firm Fixed Price order. The Contract Line-Item Number (CLIN) structure shall be as follows:

CLIN Work Description Approximate Date

00100 VTI Workshop:

• Workshop Planning/Coordination (incl. Custodial)

• Venue management for two full days (incl.

appropriate meeting spaces, audio-visual equipment, and internet connectivity)

• Implement the necessary technical infrastructure and support for remote participation via web conference.

• Coffee Service / Refreshments

• RDL equipment demo (MSU w/ FRA’s standard truck characterization test flatcar (DOTX 304)) and slab track visit at RTT track

Summer or Fall

1.7. IDENTIFICATION BADGE

The Contractor shall issue visitor badges to each of the participants upon their arrival at TTC for the duration of the workshop.

1.8. ATTIRE / DRESS CODE

The Contractor’s personnel directly involved with the execution of this task order will have appropriate personal protective equipment (PPE) during the workshop activities and shall wear business casual attire as appropriate.

1.9. QUALITY CONTROL / ASSURANCE

The contractor shall maintain acceptable quality levels (AQL) and ensure non-defective services. The Government shall rely on the contractor’s quality assurance systems; however, the Government reserves the right to perform inspections on services provided to the extent deemed necessary to protect the government’s interests. The contractor must control the quality of the services and deliverables provided in support of this task order and maintain substantiating evidence that services conform to quality requirements and furnish such information to the Government, if requested.

2. GOVERNMENT-FURNISHED ITEMS / SERVICES

None anticipated.

3. SPECIFIC REQUIREMENTS / TASKS

The Contractor shall provide adequate support for the successful execution of an FRA-hosted tour of TTC.

FRA/Volpe personnel will be responsible for leading the tour in accordance with workshop agenda.

3.1. Initial Planning/Safety Meeting

The kick-off meeting will serve as both the planning and safety meeting for the aforementioned workshop. The Contractor shall have at minimum, the assigned task order manager, and the Safety Officer present.

3.2. Workshop Support Requirements

The Contractor shall render adequate support for the following components of the tour:

3.2.1. Meeting Room Preparation

The Contractor shall ensure the conference room selected to house workshop participants is clean, fully prepared, and ready prior to the start of workshop activities, including verifying that all audio-visual equipment and internet connectivity are operational. The Contractor shall have

(1) the appropriate number of PPE (i.e., hard hats, safety glasses, high-visibility vests, and steel-toed boots) and (2) coffee service and other refreshments (e.g., bottled water) set up in the conference room in preparation for the planned site visits. Following the completion of the workshop activities and site visits, the Contractor shall remove the used items (e.g., PPE) and clean the conference room as needed (e.g., wipe conference room table and vacuum).

3.2.2. On-Site Safety Briefing

The Contractor’s Safety Officer (or other designated representative authorized to perform such duties) shall conduct an on-site safety briefing for workshop participants prior to the start of presentations on both days as well as before the RDL demonstration and visit to slab track.

3.2.3. Site Logistics

The contractor will support site visits from 8:00 AM to approximately 10:30 AM MDT on Day 2.

The visits will highlight the various capabilities of TTC as a cutting-edge research facility. The Contractor shall provide adequate support for the following activities:

• Staging of the FRA’s standard truck characterization test flatcar (DOTX 304) on the elevated track by the Mini-Shaker Unit (MSU) in the Rail Dynamics Laboratory (RDL) (incl.

powering and activating the measurement system) and return to an appropriate storage location within the yard trackage at the conclusion of the event.

• Setting up the MSU and associated instrumentation for characterization demonstration.

• Conducting the MSU characterization demonstration, accompanied by a detailed presentation.

• Setup of one (1) large-screen monitor (with extension cord, as needed) on table at RDL

High Bay, near the Vibration Test Unit (VTU). Teardown and return of this equipment to storage at the conclusion of the visit.

• Coordinating and supporting the slab track trip at the Railroad Test Track (RTT).

3.2.4. Lunch Service Preparation

Prior to the scheduled lunch breaks, the Contractor shall have the appropriate number of boxed lunches, as well as canned/bottled drinks, set up in the selected conference room. In addition, during the scheduled lunch breaks, the Contractor shall have a designated representative on hand in the conference room with a point-of-sale device to handle individual purchasing of the boxed lunches by the participants. The boxed lunch is not covered by Government funds.

4. DELIVERABLES

The period of performance for this PWS is from the date of award through October 31, 2026. Project deliverables will include:

Related Task

Required Deliverable Brief Description of Deliverable

Due Date / Frequency

Meeting Room Preparation

Reserved conference room, cleaned, stocked and with operational equipment

Cleaned meeting room with refreshments, PPE and with operational audio-visual equipment and internet

At least two

(2) hours prior to start of activities

Staging of

DOTX 304

Flat Car at

RDL

Movement of DOTX 304 Flat Car into RDL

Staging of DOTX 304 Flat Car on elevated track ready for demo

At least 12 hours prior to start of RDL visit

MSU Setup and cleanup

MSU setup in RDL MSU setup and associated instrumentation and large-screen monitor display for characterization demonstration

At least 12 hours prior to start of tour

MSU Demo Characterization demo and presentation

Conducting the MSU characterization demonstration and presentation

During scheduled visit (per agenda)

Setup of Monitor for

VTU

One (1) large-screen monitor, with table and extension cord

One (1) large-screen monitor set up at RDL near VTU

At least 12 hours prior to start of tour

Lunch Service Preparations

Boxed lunches and drinks moved to conference room, representative available to handle payments

Coordinated lunch service featuring box lunches and drinks, representative with point-of-sale device to accept Payments. The boxed lunch is not covered by Government funds.

Within 30 minutes of scheduled lunch (per agenda)

Slab Track Visit

Trip to slab track at RTT Transportation of participants to and from slab track site at

RTT

During scheduled visit (per agenda)

Restoration of Used Facilities

Clean used conference room, return DOTX 304, monitor to storage, instrumentation teardown

Return the conference room used to cleaned condition, return DOTX 304, and monitor to storage, instrumentation teardown and cleanup

No more than 12 hours following the conclusion of the workshop activities.

4. DELIVERABLES