Atch 2 - RMS PWS.pdf

Source Selection Sensitive Information - See FAR 2.101 and 3.104 Unclassified

PERFORMANCE WORK STATEMENT FOR

UNITED STATES TRANSPORTATION COMMAND

DIRECTORATE OF ACQUISITION,

INTERMODAL TRANSPORTATION

MILITARY SURFACE DEPLOYMENT & DISTRIBUTION COMMAND

RAIL MANAGEMENT SUPPORT

12 January 2022

ATTACHMENTS

A

B

C

User Name & Password Request

MTX Number Request

ECR Number Request

D MTX Report

E ECR Report

F (Reserved – No Attachment Included)

G Maintenance Open Items Report

H Maintenance Status Report

I Maintenance Dead Dates Report

J Cumulative Historical Utilization Report

K Stationed Cars Report

L Cost Activity Codes

M Instructions for Computing Dead Dates

N Additional Maintenance Statuses

O Factors Affecting Empty Car Distribution

P Mileage Allowances

Q Anticipated Mileage Allowance Report

R Revenue and Claim Activity Report

S Mileage Payments by CAC Report

APPENDICES

I CLM Format Y Custom ETA with Years

II Government Furnished Information (GFI)

III Acronyms

CONTRACT NUMBER

PERFORMANCE WORK STATEMENT (PWS)

1.0 DESCRIPTION OF SERVICES.

1.1 Background. As a component of the United States Transportation Command (USTRANSCOM), the Military Surface Deployment & Distribution Command (SDDC) Rail Fleet Management Division provides operational management of Department of Defense (DOD) railroad shipments in North America, including management of the Defense Freight Railway Interchange Fleet (DFRIF), approximately 2,000 cars registered and maintained for operation in interchange service under the reporting mark DODX.

1.2 Scope. This Performance Work Statement (PWS) is for continued Rail Management Support (RMS) for the Rail Fleet Management Division.

1.3 Tasks. The contractor shall perform all tasks identified in this PWS.

1.3.1 Task 1 – Provide the Contractor's Basic Commercial Offering for Rail In Transit Visibility (ITV) and Fleet Management. Other tasks within this PWS build on or are in addition to the contractor's basic commercial offering.

1.3.2 Task 2 - Track, Monitor, and Expedite Cars. The contractor shall monitor projected movements; and track, monitor, and expedite the movement of all DODX cars (loaded and empty), all cars carrying DOD cargo, and all cars known to be moving to where they will be loaded with DOD cargo.

The contractor shall report the status of cars including projected arrival dates based on historical data, and expedite movement of cars and cargo, including empty cars, to meet required delivery dates (RDDs). This includes identifying delayed and misrouted cars and facilitating their prompt movement to the proper destination.

1.3.2.1 Sources of In Transit Visibility (ITV) Information.

1.3.2.1.1 SDDC. The Government receives Format Y CLMs (Car Location Message) (format shown at Appendix I)) directly from the railroads and stores them on a database called ITV for Surface Deployment and Distribution Cargo (ISDDC). The contractor shall pull from the ISDDC Enterprise File Transfer (EFT) server, not less than once each business day (M-F), the CLMs received by the EFT since the Contractor’s last pull; review them; use information received from other sources to delete improper and add corrected or new information; and push the CLMs back to the EFT not later than the end of the immediately following business day.

[After contract award, the Contractor shall be contacted by SDDC’s Automated Transport Systems office (SDDC-G6-IMA) in order to establish an interface with the EFT server to accomplish this requirement.]

1.3.2.1.2 Railroads. The contractor shall receive, directly or indirectly from all railroads moving DFRIF cars or cars carrying military cargo, CLMs on all movements tracked. The Government will appoint the contractor its agent for the purpose of obtaining CLM and other information from the railroads. CLMs received shall be used to update the ITV information on the contractor’s website not less than every nominal eight (8) hours from 0001 hours CT (00:01 am CT) Monday through 1601 hours CT (4:01 pm CT) Friday and not less than every nominal twenty-four (24) hours on Saturdays, Sundays, and federal holidays.

At least once each business day (see paragraph 4.3.1), the Contractor shall contact the appropriate railroads and:

a. Record updated CLM information or the current cause of delay and expected time of movement for each car for which more than 24 hours has elapsed since the time of the last CLM event if the last previous CLM event code was P or for which more than 36 hours has elapsed since the time of the last CLM event if the last previous CLM event code was other than P.

b. Record or update the cause of delay or bad order and the expected movement date/time for every car not at its CLM destination which has a last previous CLM sighting code of B, G, H, N, S, or Y.

1.3.2.1.3 Car Users. The Contractor shall use information obtained from shippers, receivers, and others to correct erroneous CLMs and to maintain car location records in the absence of a received CLM record, e.g. when a railroad no longer reports a CLM on a car because of the time that has elapsed since the date of the last CLM generated. Some DODX cars move very infrequently and therefore may not be currently reported by the railroads.

1.3.2.1.4 IEDD & EDD. For each car being tracked, the contractor shall provide an Initial Expected Delivery Date (IEDD) at the commencement of a movement based on historical trip performance or the railroads’ performance plans. As the car moves, the contractor shall provide updated Expected Delivery Date (EDD) information by comparing the progress of each car while in transit with standard transit times it develops or receives from a railroad for major intermediate segments. The development of EDDs for a car shall take into account whether loaded or empty; whether in unit, manifest, or special train service; whether an over-dimensional load; security level required; and restrictive handling codes.

Within one (1) hour of its notification, when an unusual event occurs (e.g. derailment, shipment loss or damage), the contractor shall contact the appropriate railroad, determine and record information regarding the specific incident, and provide such information regarding the specific incident to the COR.

1.3.2.2 Assign MTX & ECR Numbers. The contractor shall assign a unique MTX (Military Traffic Expediting) number identifying each loaded movement, whether the movement comprises one car or multiple trains. The MTX number by prefix or number series shall distinguish between movements requiring the handling railroad to provide special security and those that do not. The contractor shall assign a unique Empty Car Request (ECR) number identifying each request for empty cars, regardless of numbers and types, for a specific origin, destination, and required date for delivery of the empty cars.

1.3.2.3. Compare CLMs With Other Records. At least once each business day the Contractor shall compare the latest corrected CLM for each car, with the car movement intentions and actions reported by the activity holding or shipping the same car, as obtained from requests for MTX numbers, ECRs, conversations with installations and railroads, or other means. The purposes of this manual comparison are to identify cars:

a. Moving out-of-route.

b. Moving without a MTX or ECR number.

c. Received at destination without a Delivered to Patron CLM.

d. Having a CLM message with incorrect data.

e. Being tracked but not carrying, or not empty en route to carry, military cargo.

f. Otherwise not acting as expected.

When discrepancies are found the Contractor shall take whatever steps are appropriate to bring the actual car movement and the car movement record into harmony, correcting the CLMs in ISDDC and its own databases if necessary.

1.3.2.4. Determine railcars ordered not used. The contractor shall provide a metric to compare railcars ordered against the total number of railcars loaded for any given solicitation. This metric shall use the railcars ordered on an official solicitation, tender, and/or amendment and must adjust this number based on written notification from a DOD component of any requirement changes. The contractor shall take note that railcar order changes or modifications after railcars have already started movement on their empty disposition, this order cannot be modified or changed in regards to this metric. The contractor will not take into consideration railcar substitutions (example, two HTTX series railcars in place of one 89 foot railcar. In this instance, the shipper only ordered a single railcar and should be calculated as such for this metric.) The contractor will collect information on the related carloads versus what was ordered and provide a comparison to the COR after each large scale move (more than 300 railcars required) and at the end of each month for all moves. For container moves, the number of TEUs (Twenty foot equivalent unit) on a solicitation or tender shall be calculated in a way than an 89’, four pocket railcars is ordered to move four TEUs.

1.3.3 Task 3 – Electronic Tracking.

1.3.3.1 Contractor Website. The contractor shall provide 24/7 secure access to users approved by the COR. The contractor shall incorporate into the website the names and passwords from previously approved users not later than five business days after assuming responsibility for providing RMS services, and confirm the current need of previously approved users, by issuing new user names and passwords, within the first six months after the effective date of the contract. Attachment A contains the information required from new applicants. The website shall provide near real-time access to current and historical shipment status and shall not require a user, other than SDDC, to possess or download client software. If the contractor requires that SDDC possesses or download client software in order to access programs or data which the contract states need be provided only to SDDC or USTRANSCOM, that client software shall be able to function over a virtual private line or network (VPL or VPN). All of the features of the website shall be fully functional when using the Microsoft Internet Explorer browser. The minimum supported browser shall be Internet Explorer Version 11, running on Windows -7 Enterprise.

1.3.3.1.1 The website shall provide all features available to the contractor’s commercial customers and shall allow access to all site functions by at least 100 simultaneous users.

Additionally, the website shall hold and provide access to car records associated with 2,500 unique DODX cars and 15,000 unique cars of other ownership. A unique car of other ownership may include an associated CLM and other movement or comment records.

1.3.3.1.2 With respect to features on the contractor’s website specifically developed for this contract, they shall be organized in logical sequence matching the sequence of events in making a rail shipment, distinguish functions, group related functions or queries, perform similar functions using similar procedures, and maximize data integrity by such means as drop down or look up tables, common tables for all screens or reports addressing the same information, and mass updates of different records with data common to those records. Known problems with commercial data validation, such as varied spellings for the same location (e.g. Fort Bragg, Ft.

Bragg, Ft Bragg, Bragg) shall be addressed in a consistent manner throughout the system, so that whichever spelling is used, data for all variant spellings shall be presented and grouped together.

Likewise, for Origin/Destination locations where the identical location has both a station name and a site name (e.g. Calcium, NY and Fort Drum, NY) data for both names shall be presented and grouped together in reports. Ad-hoc report generators shall either guide a user designing a report in the selection of the dominant name or permit receiving the same information regardless of the name used for a particular location.

1.3.3.1.3 The website shall provide access to a user manual capable of being printed with proper page breaks/pagination and designed to provide all required training to use all functions of the website. The user manual shall reflect the latest changes to the website. The website shall display current email addresses and telephone numbers for obtaining assistance during the work hours identified in paragraph 4.3.1.

1.3.3.1.4 The contractor shall establish a website screen to obtain information on rail shipments (defined as loaded cars or revenue empty cars) whose transit is to be tracked. The screen shall contain at a minimum the fields shown within Attachment B. The contractor shall use the information received via this screen to automatically populate the MTX Report, as identified in paragraph 1.3.3.2.2, and to generate the MTX number, as identified in paragraph 1.3.2.2. While the contractor shall encourage the use of the website screen, the contractor shall be prepared to receive information to populate the screen by other means, such as telephone, email, and fax.

1.3.3.1.5 The contractor shall establish a website screen to obtain information on all requirements for cars to be shipped, even if the required empty cars are already on hand at the loading location. The screen shall contain at a minimum the fields shown within Attachment C. The contractor shall use this information received via this screen to automatically populate the ECR Report, as identified in paragraph 1.3.3.2.2, and to generate the ECR number as identified in paragraph 1.3.2.2. While the contractor shall encourage the use of the website screen, the contractor shall be prepared to receive information to populate the screen by other means, such as telephone, email, and fax.

1.3.3.1.6 The contractor shall notify the COR within 60 minutes of any unscheduled downtime once it lasts more than one (1) hour and provide at least one (1) business day notice of any scheduled downtime to take place outside of work hours (see paragraph 4.3.1). The contractor shall have a backup system implemented whenever the primary system is inoperable, or is expected to be inoperable, for more than twenty-four (24) hours. The backup system’s stored data shall not be more than twelve (12) hours old when commencing reliance on the system;

updates of information on the backup system shall be commenced within one (1) hour of starting reliance on the backup system. All functions of the primary system shall be present and operable on the backup system. All updates made on the backup system shall be reflected on the primary system within eight (8) hours of its restoration. The contractor shall provide a website contingency plan to address loss of primary staff site, loss of primary server site, and loss of primary internet service provider (ISP). The amount of time to respond and the corrective action for each instance shall be specified within the contingency plan.

Deliverable: Website Contingency Plan

1.3.3.1.7 At minimum, the website shall maintain immediately accessible for preparing reports all data received or generated within the previous 60 months, except that all records of DFRIF car characteristics, inspections, and repairs shall remain accessible throughout the life of the car or the contract. Older data shall be archived; the contractor shall have 48 hours to make the data available after receiving a request to view or generate a report using archived data.

1.3.3.2 Contractor Website Reports. The contractor’s website shall be capable of providing reports, unless otherwise indicated, in Microsoft Excel format capable of being legibly printed in full on 8 ½” x 11” or 8 ½” x 14” paper or of being downloaded in electronic format for viewing or analysis. In addition to the reports specified within this PWS, the contractor shall provide the Government with the ability to generate the reports provided in its basic commercial offering for ITV and fleet management services (see paragraph 1.3.1).

1.3.3.2.1 Ability to Generate Ad-hoc Reports. The contractor shall establish an ad-hoc report generator which shall allow access to all data fields required to perform the contractor’s responsibilities under this PWS, even fields not specifically mentioned in this PWS; produce reports that can be viewed on screen, saved, or downloaded as a Microsoft Excel file; and enable the saving, alteration, or deletion of report ‘templates’ designed by users. Alternatively, the contractor shall provide equivalent report generating capabilities with its own personnel, providing the requested reports not later than 1630CT the next business day.

1.3.3.2.2 MTX Report and ECR Report. These reports shall summarize in “as few lines as possible” the information needed to determine the planned movement or current location of the cars to move or that are moving under each MTX and ECR number and to report any factors affecting timely arrival. The required minimum data fields are shown within Attachments D and E. Users shall have the ability to drill down from any particular line of data to a list of the individual cars whose data is summarized on that line. The following information should be highlighted on both reports using different background colors, bolding, or underlining:

a. EDD date same as RDD date.

b. EDD date later than RDD date.

c. Lines that need to be discussed on next conference call.

The movement data in the MTX and ECR Reports shall be automatically updated as CLMs are received. The remaining data shall be updated at least once each business day.

“As few lines as possible” is defined as not less than one line for each MTX or ECR number.

Under the following circumstances, more than one line is necessary: (1) If multiple trains, then each train shall have at least one line; and (2) If cars on a single MTX train or on a single ECR are in more than one location or have different CLM sighting codes, then each different location or sighting code shall have its own line.

Deliverables: MTX Report & ECR Report

1.3.3.2.3 CLM Data Transfer. This file shall include the latest corrected CLM data for all DFRIF cars and for each non- DFRIF car being tracked. CLMs shall not be deleted from this report until a later replacement CLM is received. The contractor shall ensure that a railroad dropping the reporting of the CLM on a particular DFRIF car, e.g. because of the length of time since the car last had a CLM event, does not cause the deletion of the CLM in the contractor’s records and this report.

Deliverable: CLM Data Transfer

1.3.3.2.4 Maintenance Open Items Report. This report shall identify DFRIF cars requiring inspection or repair and provide location information from the latest reported CLMs. The report shall list the principal defects of cars with maintenance defects or overdue inspections, record cars ordered by the railroads or the contractor to be sent to the railroad’s or SDDC’s contract repair shops, and identify cars that should not be loaded or positioned for loading. The report shall be accessible to SDDC/USTRANSCOM users only. The required minimum data fields are shown within Attachment M. The data shall be sorted first by the inspection, periodic maintenance, or repair required; second by latest reported location; and third by car number.

Annual inspections shall be ignored in determining open items. More than one line may be required to report all significant required repairs or inspections on a given car.

Producing this report will require incorporating required repairs by the Association of American Railroads/National Industrial Transportation League (AAR/NITL) job code and description as identified from the Damaged Defective Car Tracking (DDCT) system; inspection reports; Joint Inspection Certificates; Defect Cards; and programmed maintenance dead dates. The report shall reflect the deletion of such open items when repaired as identified from railroad Billing Repair Card (BRC) details. Shipment of a car from an SDDC contract repair shop shall cause the deletion of all open items on the car.

If possible, the AAR/NITL job code listed should be one which, when an invoice is received with a car number on the Maintenance Open Items Report, the presence of the same job code will unequivocally indicate that the open item has been closed by its repair.

Deliverable: Maintenance Open Items Report

1.3.3.2.5 Maintenance Status Report. This report shall provide actual or projected maintenance status as of a particular date. Based on the date entered, the report shall display past, current or projected future maintenance status, and shall enable identification of timely actions needed to prevent a downgrade of a car’s maintenance status. The report shall be accessible to SDDC/USTRANSCOM users only. The required minimum data fields are shown within Attachment N. The data shall be sorted first by maintenance status, second by primary cause of maintenance status, and third by car number.

Deliverable: Maintenance Status Report

1.3.3.2.6 Maintenance Dead Dates Report. This report shall provide the dates on which the various time-based periodic inspections or maintenance actions that apply to each DODX car change (future) or changed (past) to be no longer in date. The report shall associate the cars at or en route to a location with their maintenance dead dates and mileage. The report shall be accessible to SDDC/USTRANSCOM users only. The required minimum data fields are shown within Attachment O. The data shall be sorted first by car number and second by status.

Deliverable: Maintenance Dead Dates Report

1.3.3.2.7 Cumulative Historical Utilization Report. This report shall include total usage information for each phase of the car cycle (i.e. moving loaded, moving empty, not moving) and for revenues and expenses, between two inclusive dates to be specified by the user. Phases of the car cycle which were already underway before the FROM date specified by the user shall be included in the report. Phases of the car cycle which are not completed before the TO date of the report shall not be reported. The report shall summarize all car utilization information and shall be accessible to SDDC/USTRANSCOM users only. The required minimum data fields are shown within Attachment P. The data shall be sorted first by car number and shall be capable of being summarized by Cost Activity Code (CAC), mechanical designation, AAR car type code, and pool code.

Deliverable: Cumulative Historical Utilization Report

1.3.3.2.8 Stationed Cars Report. This report shall include car availability information for each location the COR identifies as having a stationed car requirement. The report shall show for each location and in summary the stationed car requirement, the number of cars on hand which meet the requirement, and the number of cars en route to stationed car locations. The report shall be accessible to SDDC/USTRANSCOM users only. The required minimum data fields are shown within Attachment Q.

Deliverable: Stationed Cars Report

1.3.3.2.9 Inventory Report. This spreadsheet report shall include, sorted first by reporting marks and then by car numbers, all recorded information on all cars currently being tracked.

For non-DFRIF cars all available CLM information shall be shown, as well as destination, RDD, security inspection level (if loaded and applicable), IEDD, and EDD. For DFRIF cars, in addition the CAC number, pool code, and maintenance code shall be shown. The report shall be accessible to SDDC/TRANSCOM users only. The report shall be produced by 1000CT Monday through Friday. A monthly summary of the daily report shall include a coversheet listing the number of loads delivered during the month, broken out by whether the loads were delivered on DFRIF or non-DFRIF cars. The monthly summary inventory report will be available by the 10th day of the following month. An annual summary of the daily report shall provide the same coversheet information specified in the monthly summary and shall include a pivot table for further analysis.

Deliverable: Inventory Reports

1.3.4 Task 4 – Revenue Management.

1.3.4.1 Manage DFRIF Revenue Identification and Collection. The contractor shall determine mileage allowances and other revenue due from the railroads for use of DFRIF cars in accordance with the terms detailed in Attachment V, which are taken from SDDC’s Military Freight Traffic Unified Rules Publication (MFTURP) and which is subject to being updated.

Within three weeks after the last day of each service month, the contractor shall independently determine for each railroad the current mileage allowances, known mileage allowance corrections for earlier months, and other revenue due that month, using Car Location Messages (CLMs), its own records of the revenue movement of the DFRIF, and the mileage allowance rate applicable to each car, and furnish the data in an Anticipated Mileage Allowance Report, the required minimum data fields of which are shown on Attachment W. This report shall be used to accrue accounts receivable for each railroad’s mileage allowance liability and so should match each railroad’s eventual payment, subject only to railroad mistakes and to mileage allowance corrections which take place between the preparation of the Anticipated Mileage Allowance Report and the railroad’s own reports for the same service month.

Deliverable: Anticipated Mileage Allowance Report

1.3.4.2 The Government will appoint the contractor its agent for the purpose of obtaining mileage allowance revenue and other information from the railroads. After the contractor obtains mileage allowance accrual and other revenue records from the railroads for a given month, the Contractor shall compare that data with the amount due according to the Contractor’s calculations, contact the railroads to resolve differences between it’s and the railroad’s calculations, and arrange for payment through the mileage revenue reporting process directly to the Government of any shortfalls due to the Government. The contractor shall also request the rationale for any railroad-initiated corrections to past months and challenge corrections which are not justified. This activity will be reported on a Revenue & Claim Activity Report, the required minimum data fields of which are shown on Attachment X.

Deliverable: Revenue & Claim Activity Report

1.3.4.3 After the contractor obtains mileage allowance accrual and other revenue records from the railroads for a given month, it shall sort the reported mileage and other revenue by the CAC of the cars being credited with the revenue and report the results on a Mileage Payments by CAC Report, the required minimum data fields of which are shown on Attachment Y. The CAC for each car is shown on Attachment R.

Deliverable: Mileage Payments by CAC Report

1.3.4.4 Whenever the contractor is at an impasse in its attempt to have a railroad acknowledge or pay claims it believes to be valid, the contractor shall notify the COR and be prepared to furnish copies of its correspondence with the railroad.

1.4 Task 5 – Maintenance Management.

1.4.1.1 Definition. Maintenance management consists of:

a. Maintaining a data base of car mechanical characteristics, dead dates for periodic inspections and repairs, and repairs performed by railroads and contract repair shops;

b. Using the data base to conduct analyses of trends, anomalies and abuses, and to schedule cars for repair prior to their dead dates;

c. Routing cars to and from contract shops in accordance with the repair schedule, to the extent permitted by the demand for the cars; and

d. Acting as SDDC’s agent in connection with handling DDCTs, billing in execution of

Counter Billing Authorities (CBAs), etc.

1.4.1.2 Inventory Data Management. The contractor shall maintain electronic databases of the following inventory data for each fleet car managed. The COR will provide current data at commencement of contract performance.

a. Universal Machine Language Equipment Register (UMLER) data. The Government will give the contractor read/write access to the Government’s UMLER account.

b. SKU number (National Stock Number).

c. Cost Activity Code (CAC). The CACs usually provide the most useful way of grouping cars that are alike in design, loading features, or service. Current CACs, identified as to whether the cars are general or special purpose, and showing number series and recent inventory quantities are at Attachment R.

d. Pool code. Pool codes are composed of up to seven (7) alphanumeric digits. While the Government may suggest or require that certain cars be given a particular pool code, in general, pool codes are available for the contractor to assign and use as it sees fit in execution of its car maintenance and empty car distribution activities.

e. Information needed to take advantage of manufacturer or vendor warranties.

1.4.1.3 Maintenance Data Management. The contractor shall maintain electronic databases of the following maintenance data for each fleet car managed. The COR will provide current data at commencement of contract performance. The data shall be capable of being accessed in Microsoft Excel format.

a. Repair invoices by contract repair shops. Invoices will be supplied by the COR and in AAR BRC format, but with extra columns to reflect contract pricing.

b. Repairs invoices by railroads. The Government will appoint the contractor its agent for the purpose of obtaining car repair billing, UMLER, car defect and early warning notifications, and other information from the railroads.

c. Information as to required repairs or inspections from DDCTs, Joint Inspection Certificates, AAR Maintenance Advisories, Government annual inspection reports, and other reports that are transmitted to or may be downloaded by the contractor.

d. Dates that the various periodic inspection and maintenance requirements were done and dates that the various periodic inspection and maintenance requirements will be ‘dead’. A dead date is the first day/month/year, month/year, or year that a car will be overdue for a given user- or industry-specified periodic time-interval inspection or repair procedure. The contractor shall calculate dead dates from built dates and car maintenance information according to the procedures found in Attachment S (subject to changes or additions resulting from changes in underlying rules or regulations).

e. The contractor shall assign a single mechanical serviceability status for cars based on dead dates and reports of car defects. Status names for periodic inspections and maintenance shall be those shown in parenthesis (for example, “BRAKE”) in Attachment S. When a car is in dead status for more than one periodic inspection or maintenance item, the single status shall be that of the item which is farthest down the list in Attachment S. Other statuses and their names are as found in Attachment T.

1.4.2 Task 6 – Empty Freight Car Distribution Services.

1.4.2.1 Definition. The contractor shall actively work to ensure the timely delivery of the quantities of each type and ownership of empty cars required, in condition suitable for safe loading and movement to final destination. The contractor shall maximize the capacity of the commercial rail system to carry military traffic and minimize, to the extent feasible, the negative effects of heavy military traffic volume on movement of civilian traffic of chain tie-down and Container-On-Flat Car (COFC) cars. A discussion of factors affecting empty car distribution is provided in Attachment U.

1.4.2.2 Empty SDDC-Owned Car Distribution. The contractor shall distribute empty SDDC-owned cars to meet car requests, taking into account the RDD at the point where the empty cars are needed and the maintenance status of the cars. The contractor’s car distribution responsibilities for a particular car request shall not end until all the empty cars in request are delivered. The contractor shall take action to move replacement empty cars as soon as cars originally committed against a car request are delayed to the point that their arrival on or prior to the RDD for the empty cars is reasonably in doubt. General purpose tank cars in their normal shuttle between loading and unloading points do not require the contractor’s intervention to return to same loading point. Empty special purpose cars in normal usage are distributed by the shippers having exclusive use of the cars and normally do not require the contractor’s intervention except to monitor movement. Whether a car is general or special purpose can be determined from its CAC as shown on Attachment R.

1.4.2.3 Empty Commercially-Owned Car Distribution. The contractor shall cooperate in the distribution of empty commercially-owned cars to meet military-related car requests, taking into account the RDD at the point where the empty cars are needed. At a minimum, the contractor shall pass through requests for commercial cars to the railroads and/or the car owners, following up as necessary to meet the requirements of the car request. The contractor shall work closely with the railroads to fill car requests with the cars best suited by virtue of location and capability, whether commercial or SDDC-owned, provided (a) SDDC’s rights as a private car owner (e.g. to not use it cars, or to have its cars sent where they are most needed, not where it is cheapest or easiest for the railroad holding them to send them) are not forfeited, and provided (b) that more versatile cars are not used in other services to the point that they are unavailable in the quantity needed for services requiring their particular qualities (e.g. using DODX 40000-series cars to carry containers to the point that there are not enough to meet the demand for cars to carry military tanks). The contractor shall be prepared to waybill empty cars using carriers’ empty cars billing system when necessary to meet RDDs for the delivery of empty cars or when otherwise desirable, except that in no case shall a charge to SDDC result from the billing or movement of the empty cars.

1.4.2.4 Stationed Cars. A requirement to hold DFRIF general purpose flatcars out of service at specific locations in order to maximize the availability of the cars for immediate loading and to encourage the railroads to purchase additional militarily-useful cars may be in effect. When in effect, DFRIF general purpose flatcars (other than those cars designed to carry heavy tracked vehicles, for which there is no commercial equivalent) may be provided for loading only after permission from SDDC is received, or when following directions from SDDC on the use of out-of-position cars, so as to move them to or toward where there is a shortfall of stationed cars. Current instructions to shippers, railroads, and the rail management support contractor explaining the use of stationed cars in more detail can be obtained by emailing army.sddc.ops.dodx@mail.mil.

1.4.2.5 Routing Cars for Repairs. SDDC has contracted directly with shops for repair services.

The contractor shall route cars to and from the shops in an efficient manner with regard to cost and timeliness, using shop selection and notification criteria to be provided by the COR, but shall not route cars to shops if a defect does not degrade safety or load-ability and the car is required to fulfill an empty car request. The contractor shall provide the shops with the reason(s) why each car requires repair. The contractor shall identify and route cars for shopping in the following order of priority:

a. Cars identified by the COR.

b. Cars home shopped by the railroads for repairs.

c. Cars identified by Railinc, either through the Damaged and Defective Car Tracking system (DDCT) or otherwise, as requiring immediate repair attention.

d. Cars identified in the Maintenance Open Items Report (paragraph 1.3.3.2.12) as approaching or past the PM dead date and having a short-term railroad or regulatory requirement for repair, e.g. tank car safety inspections and tests, application of reflective sheeting, or condemned components.

e. Cars identified in the Maintenance Open Items Report as approaching or past the PM date and offering the prospect of reduced repair cost if repaired by a contract shop rather than a railroad.

f. Cars identified in the Maintenance Open Items Report as approaching or past the PM date.

mailto:army.sddc.ops.dodx@mail.mil

1.4.2.6 Car Distribution Factors. The contractor shall receive and fulfill empty car requests, and receive and develop plans to fulfill empty car forecasts, taking into account the following factors:

a. Whether or not stationed car requirements are in effect.

b. If stationing is in effect, whether DFRIF cars must be used, or have been requested and permission to use has been granted.

c. Car type, both preferred and required, which may be variously expressed by the requestor as AAR car type codes [e.g. F423], or car number series [e.g. DODX 40000-series], or reporting marks [e.g. ITTX], or text [e.g. 89’ chain tie-down flat cars].

d. Quantity

e. Ownership, both preference and requirement (choices limited to Government or railroad-supplied)

f. RDD at point where empty cars are needed

g. RDD at initial destination of cars after shipment

h. The location and date cars will be finally released back to the control of the contractor.

i. Exercise name, port order number, ship name and other data that will identify the purpose for which these cars may be required.

1.4.2.7 Car Request Monitoring. The contractor shall use the same number it assigns to each empty car request to identify the cars committed to filling that request in order to enable car users to monitor the status of car requests.

1.4.2.8 Need for Government’s Prior Approval. The contractor shall use an empty car request management process that provides the opportunity for the COR to approve, disapprove, or modify car orders on an as-needed basis. The COR will notify the contractor when a requirement for Government prior approval begins or ends.

1.4.3 Task 7 – Contract Management. The contractor shall designate an individual(s) from the contractor’s resources to be the focal point(s) for all communications with USTRANSCOM, SDDC, railroads, shippers, receivers, and other interested parties. The designated focal point(s) shall be responsible for ensuring successful accomplishment of all PWS tasks. Point of contact (POC) information includes name, title, phone number, and email address.

Deliverable: POC Information

1.4.3.1 Contractor Management Report (CMR). The contractor shall report ALL direct contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Army via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September

30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors http://www.ecmra.mil/ may direct questions to the help desk at: http://www.ecmra.mil/.

The eCMRA site associated with this contract is Army.

The Command of the Requiring Activity is HQ SDDC.

The Unit Identification Code (UIC) for this requirement is W0QFAA.

The Federal Service Code for this contract is J022.

Deliverable: Contract Management Report

1.3.8. Task 8 – Conference Calls.

1.3.8.1 Conference Calls. The contractor shall provide access to a toll-free call-in conference line to accommodate up to 75 inbound lines. The contractor shall facilitate conference calls among USTRANSCOM, SDDC, shippers, receivers, railroads, and other interested parties to discuss current and future rail movements. The contractor shall facilitate one (1) conference call per day for up to one hour in length. Additionally, the contractor shall host up to 52 additional conference calls per year; some of which may occur on weekends or federal holidays. The COR will determine when the daily conference call shall take place, whether and when additional conference calls are necessary, and whether a particular meeting requires the contractor to take minutes.

1.3.8.2 The conference line shall also give the contractor and Government the ability to view numbers, assign identifiers, mute, and remove participants.

Deliverable: Meeting Minutes

1.4 Deliverables.

The contractor shall deliver data (with applicable data rights) as set forth in the below table. If a delivery is submitted via e-mail and the size or the firewall prevents its delivery, the contractor shall deliver via compact disk/digital videodisk (CD/DVD). The CD/DVD must be properly labeled to identify the content to include classification, version number, and date. The contractor shall prepare and submit all deliverables electronically in Microsoft Office (i.e., Word, Excel, PowerPoint, Project, etc.) formats pursuant to the following schedule. All references to days are defined as business days unless otherwise specified.

Task Deliverable

Title Delivery Schedule Manner of

Delivery Deliver To

Archive Archive as of

1.3.3.1.6 Website

Contingency Plan

Submit original within 30 calendar days after award.

Final version submitted within 30 calendar days after receipt of Government comments.

Mail or Email Attachment

SDDC N N/A

http://www.ecmra.mil/

1.3.3.2.2 MTX Report 0800Central Time (CT), 1200CT, 1900CT

Website, Email Attachment

All Y 1200CT

1.3.3.2.2 ECR Report 0800CT, 1200CT, 1900CT

Website, Email Attachment

All Y 1200CT

1.3.3.2.3 CLM Data

Transfer

Daily FTP ISDDC N N/A

1.3.3.2.4 Maintenance

Open Items Report

Daily Website SDDC Y 2359

1.3.3.2.5 Maintenance

Status Report

Daily Website SDDC N N/A

1.3.3.2.6 Maintenance

Dead Dates Report

Daily Website SDDC Y 2359

1.3.3.2.7 Cumulative

Historical Utilization Report

Daily Website SDDC N N/A

1.3.3.2.8 Stationed

Cars Report

Daily Website SDDC Y 2359

1.3.3.2.9 Inventory

Report

Daily, Monthly Summary, Annual Summary

Website SDDC Y 1000

1.3.3.2.10 Anticipated

Mileage Allowance Report

Within three (3) weeks after the conclusion of the month being reported.

Email Attachment

1.3.4.1 Revenue &

Claim Activity Report

Monthly, 2 months and 10 days after the service month

Email Attachment

SDDC N N/A

1.3.4.1 Mileage

Payments by CAC Report

Monthly, 2 months and 10 days after the service month

Email Attachment

SDDC N N/A

1.3.7 POC

Information

Post-Award Conference and when changes occur.

Email Attachment

SDDC N N/A

1.3.7.1 Contractor

Management Report

Annually https://cmra.arm y.mil

N/A N N/A

1.3.8.1 Meeting

Minutes

When required by the COR, within three (3) hours after the conference call.

Email Attachment

1.4.1 Inspection. A deliverable is a specific measurable, tangible, and verifiable activity, outcome, result, item, or product that the contractor shall provide and that will require formal Government acceptance and approval. The Government will review, assess and provide comment, as required.

1.4.2 Final Acceptance. Final inspection and acceptance of all work performed, reports, or other deliverables shall be performed at the place of delivery. The Government will notify the contractor of deliverable acceptance or provide comments, in writing, and the contractor, if necessary, shall revise and resubmit the final deliverable to the Government within ten (10) business days (unless otherwise specified) after receipt of Government comments.

2.0 SERVICE DELIVERY SUMMARY.

The Services Delivery Summary (SDS) represents the most important objectives that, when met, will ensure performance is satisfactory. Although not all PWS requirements are listed in the SDS, the contractor is fully expected to comply with all requirements in the PWS.

Task Performance Objective Performance Threshold

1.3.2.1 Maintain accurate and current database of Car

Location Messages (CLMs)

99% Compliance (including correction of railroad-originated errors)

1.3.2.3 Correct anomalies identified during

comparison of actual and intended movements

100% Compliance

1.3.2.2 Distribute empty cars prior to RDD in Empty 99% Compliance

Car Requests (ECR)

1.3.3 Maintain website with accurate information 99% Compliance (including and ability of users to obtain desired scheduled and unscheduled Information downtime other than events triggering contingency plan)

1.3.6.5 Route railcars to repair shops in accordance

with guidance from COR

95% Compliance

3.1 GOVERNMENT-FURNISHED PROPERTY AND SERVICES.

3.2 Government-Furnished Property. No Government-Furnished Property (GFP) is identified.

3.3 Government-Furnished Information. Upon commencement of performance of this contract, the Government will provide, or arrange for the previous contractor to provide, the new contractor with information pertinent to completing task 1.3.2.1. The list of Government- Furnished Information (GFI) is provided in Appendix II.

3.4 Military Network Connectivity. The contractor shall use military network connectivity to support completion of task 1.3.2.1.1 and to archive Deliverables (see paragraph 1.4 Deliverables) and shall institute safeguards ensuring compliance with applicable Government network security guidance and policies.

4.1 GENERAL INFORMATION.

4.2 Place of Performance. Tasks shall be performed at the contractor’s facility.

4.3 Work Hours.

4.3.1 The contractor shall have a person or persons able to assist shippers, receivers, and railroads, working solely on this contract, available from not later than 0700CT to not earlier than 1900CT on business days (all days other than Saturday, Sunday, and federal holidays).

Other contractor personnel who regularly interact with shippers, receivers, and railroads shall start work not later than 0800CT and finish not earlier than 1600CT. A telephone number and email address for contracting the contractor 1900CT to 0700CT and on non-business days must also be supplied.

4.3.2 Some tasks have specific times or periods for accomplishment as noted in Task paragraphs. The contractor shall be responsible for adapting schedules and performance to accommodate successful completion of tasks.

4.4 Cooperation with Other Contractors and Government Personnel. The contractor shall maintain a cooperative work environment with other Government contractors, railroads, railcar shops, and all others so as not to cause interference, disagreement or delays to work to be performed. Conflicts shall be brought to the attention of the Contracting Officer.

4.5 Quality Control. The COR will monitor and evaluate contractor performance on a quarterly basis for the first year of contract performance and bi-annually thereafter.

4.5.1 The COR will ensure that contractor performance is not accomplished in a manner that includes performance of an inherently governmental function. Contractor questions and/or concerns about the manner of performance shall be directed to the COR for resolution by the contracting officer.

4.6 Quality Assurance. The contractor shall support Government agency reviews and audits of all services and support provided under this PWS. The contractor shall support Quality Assurance reviews conducted by the Government. The Government reserves the right to authorize an independent verification and validation of the contractor’s procedures, methods, data, equipment, and other services provided during the performance of this PWS.

4.7 Handling of Non-Public Information: In performance of this contract, the contractor may have access to sensitive, non-public information. The contractor agrees:

a. To use and protect such information from unauthorized disclosure in accordance with DoDI 8582.01, Security of Unclassified DoD Information on Non-DoD Info Systems, 6 Jun 2012, http://www.dtic.mil/whs/directives/corres/pdf/858201p.pdf.

b. To use and disclose such information only for the purpose of performing this contract and to not use or disclose such information for any personal or commercial purpose.

c. To obtain permission from the Government PM before disclosing/discussing such information with a third party.

d. To return and/or electronically purge, upon Government request, all non-public, sensitive information no longer required for contractor performance

e. To advise the Government PM of any unauthorized release of such information.

http://www.dtic.mil/whs/directives/corres/pdf/858201p.pdf

f. The contractor shall have its employees assigned to this contract execute a non-disclosure agreement for delivery to the Government. The Government will require contractor personnel to sign a non-disclosure agreement to protect non-public information of other contractors and/or the Government. Non-disclosure agreements are provided at Appendix III.

Signed agreements shall be provided to the CO at the Post Award Conference. For employees who begin work on this contract after the Post Award Conference, non-disclosure forms shall be submitted to the CO within five working days of beginning applicable work.

4.8 Travel: Travel may be required in completion of PWS tasks. The Contractor must provide notice and receive COR approval not less than five (5) days from date of travel (exception noted for lesser periods if approved by COR). The contractor will travel IAW Federal Travel Regulations (FTR).

In addition, the Government will not reimburse local travel and related expenses for daily travel to or from the work at Scott AFB. The contractor must provide all travel related receipts in order for travel expenses to be reimbursed on an actual cost basis, excluding G&A, profit, or any other mark-ups. Travel will not exceed $20,000. Travel must be approved by the COR if the contractor is anticipating travel to exceed the $20,000 per option year.

5.1 SECURITY (PHYSICAL, PERSONNEL, INFORMATION, OPERATION,

INDUSTRIAL SECURITY, AND ANTITERRORISM / FORCE PROTECTION)

REQUIREMENTS.

General Security Information. The overall classification of work associated with this PWS is at the UNCLASSIFIED level. At times, the contractor will require SECRET clearance eligibility and access.

All classified material handled by the contract members will be safeguarded and derivatively classified IAW Executive Order (EO) 12958 and…