Attachment 11 Transition Task Order Amendment 0001.docx

STATEMENT OF WORK

CONTRACT TRANSITION TASK ORDER

Contract XXXXXXXXXXXX: Transportation Technology Center at Pueblo, Colorado

XXXXXXXXXXX, 2020

1. BACKGROUND

The services being procured under the TTC Support Services solicitation are vital to the US transportation safety mission and must be continued without interruption. The TTC Site encompasses numerous inhabited facilities, uninhabited structures and a broad set of Research and Development (R&D), testing, and training equipment all of which are critical the ongoing mission and support services. Based on the nature of the work, the site location is remote and requires significant business planning to operate. The government has provided for an extended transition period to allow for sufficient planning.

2. OBJECTIVE

The objective of this task is to provide for a seamless, efficient transition from the predecessor contract to the new contract. The Contractor shall plan for the transfer of work control, delineating the method for processing and assigning tasks during the phase-in/phase-out.

3. SCOPE

The Contractor shall submit a detailed phase-in plan to include start-up activities that may be required to transition to full operational capability upon conclusion of the transition period.

The Contractor shall:

a) Provide a detailed transition methodology in logical sequence to ensure a smooth transition of all tasks of the task order without interruption or degradation of service levels;

b) Provide a timeline for completion during a 180-day phase-in period; and

c) Identify associated risks and issues and risk mitigation strategies.

The contractor shall account for all lifecycle costs including maintenance, repair, and replacements that occur during the term of the contract. Best practice shall be provided for the following transition activities:

d) Conduct a baseline property conditions assessment

e) Site Assessment Schedule and Communications Plan

f) Operations and Maintenance Plan relative to the facility

4. LOCATION

U.S. Department of Transportation Federal Railroad Administration Transportation Technology Center 55500 DOT Road Pueblo CO. 81001

5. PERIOD OF PERFORMANCE

The period of performance will be 180 days from date of award. Anticipated to begin April 1, 2022 through September 30, 2022.

6. MAJOR REQUIREMENTS

The Offeror is required to submit a written narrative delineating a transition plan based on a 180 day transition period beginning after award, but prior to the start of the period of performance of the contract. The Offeror’s approach must detail how the Offeror proposes to maintain quality and minimize disruption to the TTC mission. The Offeror shall outline how all transition related requirements specified in SOW will be met and the Offeror will be ready for full performance on the 181st day after the commencement of the transition period.

This transition should ensure a smooth workplace changeover from the incumbent contractor to the awardee. The plan should take into consideration the following elements, as well as any additional elements deemed necessary by the Offeror:

6.1. Key Transition Staff to include Roles and Responsibilities

6.2. Knowledge Transition Approach

6.3. Detailed Transition Activities Schedule

6.4. O&M Facility Transition Plan that includes deployment of a Computerized Maintenance Management System (CMMS) or Facility Management Software (FMS) containing documented equipment, building, non-building, and preventative maintenance information.

6.5. Transition Risk Management Plan to include Risk Identification and Mitigation Approaches

6.6. Detailed approach for conducting necessary property conditions assessment

6.7. Stakeholder Communications and Risk Management Approach

7. SITE ASSESSMENT

At award FRA will provide a full inventory of known property and equipment to be transferred to the contractor. The Contractor and the COR shall jointly make a complete and systematic assessment during the startup or transition phase of the contract to include all mechanical, electrical, heating and ventilation, structural, vertical transportation, fire protection and life safety systems, environmental systems, including but not limited to Underground Storage Tanks (UST) and structural storm water (including drains, oil/water separators, etc.) and utility systems and equipment, windows, doors, and other structural features for which maintenance and repairs are covered by this performance work statement. The purpose of this inspection shall be to identify and note the condition of the facility, equipment, and tracks.

The Contractor shall submit a proposed Joint Inspection Plan that details the date, time, and location of the Joint Inspections, as well as the number of personnel that shall be employed for the purpose of both the COR and the Contractor to identify any preexisting deficiencies to the building or buildings’ equipment. The Government may elect to have all, or any part of this work performed by the Contractor (at the price or prices quoted), by Government employees, or by other Contractors. If discovered, a deficiency list report shall not include any items that would be replaced, repaired, or adjusted during the performance of normal preventive or predictive maintenance. During this inspection, any equipment which has been taken out-of-service by the Government shall be identified by the COR on the Contractor’s existing deficiency report. The Joint Inspection Plan between the COR and the incoming Contractor shall take place with the incumbent Contractor during the Phase out inspection.

Following completion of the Joint Inspectiontransition task order the contractor’s authorized officer and the COR will sign the final inspection report indicating concurrence as to the completeness and accuracy of the list and equipment condition. Following concurrence by both parties the contractor shall capture all the identified equipment in their inventory management or facility management system to serve as the facility assessment baseline.

8. GOVERNMENT TECHNICAL MONITOR (TM)

The government (FRA) Technical Monitor (TM) for the transition task will be Luis Maal (719) 584-0551. Unless otherwise designated, all issues should be addressed with the TM. All contractual issues should be addressed with the contracting office.

9. GOVERNMENT FURNISHED ITEMS

The government will provide access to all TTC equipment during the transition period as required to support transition activities.

10. MEETINGS AND REVIEWS

The government will hold a monthly transition meeting for with both the incumbent and the awardee during each of the of the transition periods.

11. TRAVEL REQUIREMENTS

The contractor will be allowed to establish a presence onsite during the final 30 days or the transition period. All costs associated with supporting this presence should be included in the contractors Firm Fixed Price.

12. REPORTS AND DELIVERABLES

Each month during the transition the Contractor shall furnish one copy of a transition progress report to the FRA Contracting Officer on or before the 5th of the month following the month being reported. The required format, in paper and/or electronic version, will be specified by the FRA during the contract period. Each progress report will include concise statements describing:

a) Any changes to the transition team key personnel staffing

b) An updated task status report measured against the original Transition Activities Schedule

c) An updated Transition Risk Matrix with a Risk Mitigation Planning for any significant risks

d) All deliverables shall be submitted using Microsoft Office suite of tools (for example, MS Word, MS Excel, MS PowerPoint), or Adobe PDF format, unless otherwise specified by the COR. Electronic submission shall be made via email, unless otherwise agreed to by the COR.

e) The COR has the right to reject or require correction of any deficiencies found in the deliverables. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The following table specifies the deliverables for this requirement (days refer to business days).

Figure 1. Transition Deliverables

Section

(including Project Schedule)

12.1. Additional Contract Deliverables

The contractor shall refer to the Contract Deliverables section of Attachment 8 – SOW for an additional deliverables that may require support during the transition period when developing their transition level of effort.

13. WRITTEN PROPOSAL CONTENTS

Page limitations for each volume if any, are specified in the table below; title and table of contents pages do not count towards page limit. Proposal pages beyond the specified maximum limit will not be reviewed as part of the evaluation. Volume contents and limits are described in the table: `

Each volume shall contain a table of contents with sufficient detail to enable easy location of important elements.

14. PRICING

The contractor should propose a single Firm Fixed Price for the Transition Task Order that covers all services and ODC’s required to support the proposed transition plan. Provide Level of Effort (LOE) required for transition activities, including the use of a third party subcontractor, if applicable. All transition task order pricing should be provided in Attachment 7 – Pricing Tables in the Transition Task Order worksheet.