7-3.0 - Scope of Services.pdf

RFP No. 26-007 SOS - 1 of 3

SECTION 3.0 - SCOPE OF SERVICES

1.0 INTRODUCTION

South Florida Regional Transportation Authority (SFRTA) operates the Tri-Rail commuter rail service in Miami-Dade, Broward, and Palm Beach counties on 72 miles of the South Florida Rail Corridor (SFRC) and eight (8) miles of the Florida East Coast Railway (FECR), servicing 19 passenger stations.

SFRTA has agreed to purchase Charger locomotives from Siemens Mobility (Siemens). The Consultant shall provide Services to SFRTA that shall include assisting SFRTA in: (1) assessing whether it is beneficial for SFRTA to enter into a long-term maintenance agreement with Siemens Mobility (Siemens) including possibly a Technical Support and Spares Supply Agreement (Maintenance Agreement) for maintenance, parts supply and/or support for Charger locomotives (“Maintenance Agreement”) and if so, what form of the Maintenance Agreement offered by Siemens is most advantageous to SFRTA; and (2) if SFRTA elects to enter into a Maintenance Agreement, to assist it with negotiations of that agreement.

This Scope of Services and the remainder of the Contract Documents, contain the Services that the Consultant shall provide for the Project (“Services” or “Work”).

The Tasks associated with the Services are described below. The Consultant shall be prepared to perform Tasks 1-3 either simultaneously or in a different order than described herein, depending on the status of the ongoing negotiations between SFRTA and Siemens for the Maintenance Agreement. The anticipated start date of the Services is approximately late January, 2026 and will be on an accelerated timeframe to conclude Maintenance Agreement negotiations (should SFRTA decide to enter into a Maintenance Agreement) within approximately 6 months. All written documentation (memoranda, etc.) shall be submitted to the SFRTA PM for prior, written approval before being provided in final form.

2.0 TASK GOALS & OBJECTIVES

Task 1: Project Management

The CONSULTANT shall appoint a Project Manager (PM) who will be the primary point of contact for the SFRTA PM. The CONSULTANT PM shall meet with SFRTA PM to discuss agency goals, objectives, expectations, and Project schedule.

Task 1.1 Project Schedule

The CONSULTANT shall develop a detailed Project schedule that establishes start and end points for each Project task, submittal dates for draft and final deliverables, and meeting dates. Any activities that have fallen behind will be flagged, and schedule recovery mitigations will be identified.

RFP No. 26-007 SOS - 2 of 3

Task 1.2 Project Status Meetings

The CONSULTANT shall schedule and conduct bi-weekly status meetings for the entirety of the Project. These meetings may be held virtually, in-person, or via hybrid formats, per the direction of the SFRTA PM. Prior to each meeting, the CONSULTANT shall prepare and distribute an agenda and accompanying materials for discussion and will deliver meeting minutes within five (5) business days of each meeting. The CONSULTANT shall develop and maintain an action item list to facilitate the expedited resolution of issues and decision points. The action item list will be reviewed at each Project status meeting and shall be updated by the CONSULTANT for inclusion with the status meeting minutes.

Task 1 Deliverables:

- Detailed Project Schedule

- Project Status Meeting Agendas & Minutes (including Action Item List)

Task 2: Data Collection and Analysis

Task 2.1 Data Collection and Analysis

The Consultant shall perform data collection and analysis which shall include conducting in-person interviews with SFRTA Executive management and directors, as well as key staff and Herzog Transit Services, Inc. (HTSI) personnel involved in the current, day-to-day maintenance and operations of the Tri-Rail fleet and associated engineering to develop an understanding of the current train maintenance operations including work force expertise, capacity, maintenance facility capacity, parts storage capacity, etc. to assist SFRTA in determining whether or not to enter into the Maintenance Agreement.

Task 2.2. Assessment and Associated Memorandum

The Consultant shall perform an assessment of SFRTA’s current train maintenance situation, including an existing conditions and operational assessment, using the data and analysis performed in Task 2.1 and shall prepare a memorandum detailing the results and conclusions from the Services performed in Task 2.1, and the assessment, including its findings and recommendations, including whether it recommends SFRTA enter into a Maintenance Agreement with Siemens or not (Task 2 Memorandum). If the recommendation is to enter into a Maintenance Agreement, the memorandum shall also address proposed draft Maintenance Agreement provisions the Consultant recommends be included to address SFRTA’s specific needs that it identified in the Task 2 Memorandum.

Task 2 Deliverables:

- Draft and Final Task 2 Memorandum

Task 3: Review of Locomotive Purchase Contract Documents

Task 3.1: Review Siemens Contract Documents

RFP No. 26-007 SOS - 3 of 3

Review of the Siemens Contract Documents for purchase of the SFRTA Charger locomotives (Siemens Contract) to ensure that the Siemens Contract contains key provisions necessary for transition between the Siemens Contract and the Maintenance Agreement, including the necessary tasks and associated costs transfer from the Siemens Contract to the Maintenance Agreement, including but not limited to warranty, reliability, fleet management information, etc.

Task 3.2: Review of Draft Maintenance Agreement

Using the information identified in Task 2, the Consultant shall review the proposed draft Maintenance Agreement provided to SFRTA from Siemens, and shall prepare a memorandum identifying areas of concern, and attach to the memorandum its recommended edits to the draft Maintenance Agreement which make it more favorable to SFRTA, which address any identified specific areas of concern identified in the Task 2 Memorandum, etc. (Task 3 Memorandum).

Task 3 Deliverables:

- Draft and Final Task 3 Memorandum

Task 4: Maintenance Agreement Negotiations and Recommendation

Task 4.1: Negotiations

The Consultant shall assist and support SFRTA in the negotiation of the Maintenance Agreement, including drafting new and/or amended contract language to address key provisions and/or areas of concern to ensure the Maintenance Agreement contract scope and terms fully align with and protect SFRTA's identified needs.

Task 4.2: Recommendation

Upon the conclusion of negotiations, the Consultant shall provide SFRTA with its written recommendation addressing whether it is of the opinion that executing the final negotiated Maintenance Agreement in the best interests of SFRTA.

Task 4 Deliverable:

- Draft and Final written recommendation on execution of Maintenance Agreement