DTRT57-13-R-20012_Informational_Draft.docx

EXECUTIVE SUMMARY

1) THIS IS A DRAFT RFP THAT IS BEING ISSUED FOR INFORMATIONAL PURPOSES ONLY. QUESTIONS FROM INDUSTRY WILL NOT BE ACCEPTED UNTIL THE RFP IS FORMALLY ISSUED.

2) THE RFP IS EXPECTED TO BE ISSUED ON OR AROUND MAY 8, 2013.

3) A PRE-PROPOSAL WEBINAR WILL TAKE PLACE AT 1 PM, EDT, MAY 16, 2013. REGISTRATION INSTRUCTIONS WILL BE INCLUDED IN THE RFP.

Table of Contents

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 CONTRACT TYPE (FEB 2013)

A. This is an indefinite delivery/indefinite quantity (IDIQ) task order contract. Work will be placed under this contract through the issuance of task orders.

B. Task orders may be issued on a Firm-Fixed-Price (FFP) basis in accordance with Federal Acquisition Regulation (FAR) 16.202. Task orders may also be issued on a Cost-Plus-Fixed-Fee (CPFF) completion, or CPFF term basis in accordance with FAR 16.305 and 16.306 (d). Task order type shall be determined and issued at the Contracting Officer's discretion consistent with the guidelines provided in Part 16 of the FAR. Performance-based task orders will be used to the maximum extent practicable.

C. The Contract Line Item Number (CLIN) structure provided in Subsection B.4 below establishes a CLIN for the four areas outlined in the Statement of Work (Section C). Because using a particular contract type/pricing methodology requires terms and conditions specific to that use, this contract includes terms and conditions covering FFP, CPFF completion, and CPFF term tasks. In general, these terms and conditions are clear on their face with regard to applicability.

B.2 CONTRACT LIMITATIONS (FEB 2013)

A. Multiple Contract Awards: (TO BE COMPLETED AT TIME OF AWARD) contracts have been awarded under the U.S. Department of Transportation, Research and Innovative Technology Administration, Volpe National Transportation Systems Center (Volpe Center) Solicitation DTRT57-13-R-20012.

B. Maximum Contract Value: The value of all task orders placed under all contracts awarded shall not exceed $(TO BE COMPLETED AT TIME OF AWARD). As a task order is issued to one Contractor, its value is subtracted from the total value available to all Contractors.

C. Minimum Guarantee: The guaranteed minimum is $2,500 for each contract.

B.3 CONTRACT SCOPE (FEB 2013)

The Contractor, acting as an independent Contractor and not as an agent of the Government, shall furnish all personnel, supplies, facilities, materials, and management necessary to provide the services required under this contract. The scope of this effort is defined in the Statement of Work (SOW) (see Section C). Specific work requirements will be stated in individual task orders.

B.4 CONTRACT LINE ITEMS (FEB 2013)

ITEM NO. SERVICES

0001 MONITORING AND TECHNICAL ASSISTANCE SUPPORT

0001AA FIRM-FIXED-PRICE TYPE*

0001AB COST-PLUS-FIXED-FEE (COMPLETION TYPE)*

0001AC COST-PLUS-FIXED-FEE (TERM TYPE)

0002AA FIRM-FIXED-PRICE TYPE*

0002AB COST-PLUS-FIXED-FEE (COMPLETION TYPE)*

0002AC COST-PLUS-FIXED-FEE (TERM TYPE)

* Performance-based task orders will be used to the maximum extent practicable.

SECTION C - DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

Volpe National Transportation Systems Center Monitoring and Technical Assistance Support to Federal Railroad Administration

C.1 INTRODUCTION

The Volpe Center is a Federal fee-for-service organization within the Research and Innovative Technology Administration (RITA) of the United States Department of Transportation (USDOT). The Volpe Center’s mission is to improve the nation’s transportation systems. In partnership with sponsoring agencies, the Volpe Center provides technical research and analysis services to the USDOT, other Federal agencies, state agencies, and other organizations in connection with the transportation-related components of their missions. The Volpe Center’s focus is research and innovation in all areas of transportation to improve the transportation system for the future. The Volpe Center is an active partner with several agencies in defining and implementing the future transportation system. For example, the Volpe Center supports the Federal Railroad Administration (FRA) in the area of High Speed Rail (HSR) and also monitors and provides technical assistance for the FRA’s grant and loan programs.

C.2 BACKGROUND

The FRA has engaged the Volpe Center to enhance the FRA’s existing monitoring and technical assistance program by using the Volpe Center’s expert Federal and Contractor resources in a manner similar to other USDOT agencies. The FRA administers grant and loan programs to assist State and other eligible entities (Grantees or Borrowers) in financing the planning, acquisition, design, construction, financing, and/or improvement of freight rail and intercity passenger rail infrastructure, facilities, and equipment as well as rail service operating support for Amtrak. The FRA has the authority to administer such grants and loans through Federal statutes and appropriations acts. The grant and loan programs administered by the FRA have grown exponentially in both the number of awarded projects and amount of funds available over the last several years. The FRA currently has a grant and loan portfolio comprised of over $18 billion worth of investments for more than 325 active grants and loans distributed across multiple programs for projects located throughout the entire United States. These projects are also in various stages of development, including, planning, environmental review, preliminary design, final design, construction, and operation. To administer its grants and loans, the FRA has organized its staff into multi-disciplinary teams that are responsible for nine geographically based portfolios. The Volpe Center will be responsible for the development of operating procedures and management of the monitoring and technical assistance program for specific programs that will support the efforts of the FRA’s Regional Teams.

The FRA’s monitoring program includes three components: compliance; programmatic performance; and financial monitoring. The compliance component measures how well Grantees or Borrowers (also referred to as funding recipients) are following the terms of the grant or loan agreement and applicable rules, regulations, or statutes. Programmatic performance assesses the substantive portions of projects such as the scope, schedule, and budget that are described in the agreement’s statement of work as well as applicable regulations and program requirements. This component also includes a review of targeted technical matters such as engineering, environmental, and financial analysis and identifies opportunities where technical assistance can be offered to Grantees or Borrowers. Finally, the FRA examines the potential for fraud, waste, and abuse by reviewing a Grantee or Borrower’s accounting and financial policies and procedures, previous audit findings, and drawdown activity.

The FRA is committed to supporting Grantees and Borrowers across all programs to achieve their project goals while balancing its responsibility to conduct oversight and protect its investment of taxpayer funds. In pursuit of this mission, the monitoring and technical assistance effort seeks to establish partnerships between the FRA and the Grantees and Borrowers to support program success. Monitoring evaluates adherence to FRA agreements, identifies areas for improvement, and provides opportunities for training and technical assistance.

C.3 OBJECTIVE

The Volpe Center, through an Intra-Agency Agreement (IAA) with the FRA, is providing support to enhance the FRA’s monitoring and technical assistance program for High-Speed Intercity Passenger Rail (HSIPR) and the Transportation Investment Generating Economic Recovery (TIGER) Discretionary Grant program. Support services to monitor additional FRA-administered programs may be added in the future depending on the availability of funding. The Monitoring and Technical Assistance Contractor (MTAC) will work with the Volpe Center to execute monitoring and technical assistance (MTA) under this contract. This SOW describes the MTA services the Contractor shall provide. Task orders will have both long-term assignments and short-term immediate tasks. Task orders will be structured to provide a flexible approach to MTA to ensure consistent activities throughout the country and, at the same time, demonstrate the ability to respond quickly and effectively to specific issues that may arise.

MTAC support under this contract includes: compliance and programmatic monitoring support, deliverable review and technical assistance, and training support to the Grantee or Borrower. MTAC will assist in the execution of the program, including producing reports, memorandums, presentations, and training materials.

To the maximum extent possible and consistent with Federal Acquisition Regulations Part 23, the Government requires during the performance of the work under this Statement of Work (SOW) the Contractor to provide or use products that are: energy efficient (ENERGY STAR® or Federal Energy Management Program (FEMA)-designated); water-efficient; biobased; environmentally preferable (e.g., EPEAT-registered, or non-toxic or less toxic alternatives); non-ozone depleting; or made with recovered materials. Unless otherwise identified in this SOW, each recovered materials or biobased product provided and delivered must meet, but may exceed, the minimum recovered materials or biobased content of an EPA- or USDA-designated product. The sustainable acquisition requirements specified herein apply only to products that are required to be: (1) delivered to the Government during contract performance; (2) acquired by the contractor for use in performing services (including construction) at a Federally-controlled facility; (3) furnished by the contractor for use by the Government; or ( 4) specified in the design of a building or work, or incorporated during its construction, renovation, or maintenance.

C.4 TASKS/REQUIREMENTS

The work described below may be assigned to the MTAC under the respective CLIN:

CLIN 0001- MTA Support (Unrestricted Full and Open (F&O)

Task Area 1 - Contract and Program Support

· Monitoring Plan Support

· Implementation and Transition Plans

· Monitoring Report

· Meeting and Teleconference Support

· Ancillary Support

Task Area 2 – Project Monitoring and Monitoring Support

· Compliance Monitoring Support

· Performance Monitoring Support

· Financial Monitoring Support

Task Area 3 – Deliverable Review and Technical Assistance

· Deliverable Reviews

· Technical Assistance

· Technical Studies and Papers

CLIN 0002 – Task Area 4 Training Support (Reserved for SDVOSB)

· Webinar and Classroom Training

· Annual Conference for Grantees or Borrowers

· Peer-to-Peer Exchange

· Competency Building Website

The MTAC shall only perform tasks, produce deliverables, and deliver services in accordance with approved task orders. Task orders may include all or some of the tasks, deliverables, or services described in this SOW.

The following are tasks that Volpe may assign to the MTAC in whole or part via Task Orders.

C.4.1 CLIN 0001 TASK AREA 1 – CONTRACT AND PROGRAM SUPPORT

A. Monitoring Plan Support

The FRA and the Volpe Center are currently developing an overall program plan for providing MTA to the Grant and Loan programs. The MTAC shall assist with the refinement and improvement of the monitoring plan throughout the duration of the program, which includes providing input and enhancements to the Government’s plan. Utilizing lessons learned, the MTAC shall enhance and improve the monitoring plan throughout the program.

B. Implementation and Transition Plans

The MTAC shall develop and submit Implementation and/or Transition Plans that describe how the MTAC will provide MTA to ongoing Grant projects.

If the MTAC is transitioning into an ongoing project, the implementation plan should address the transition efforts to ensure continuity of MTA with minimum disruption to the Grantee or Borrower. If the MTAC is transitioning out of a task order, it shall provide a transition plan that reports the status of the project and any unresolved issues and key issues that the new MTAC will need to immediately address.

C. Monitoring Report

The MTACs that monitor Grantees or Borrowers shall document relevant information about the project in a monitoring report. The report shall formally document noteworthy meetings or discussions with the Grantee or Borrower, required follow-up actions, corrective action plans, and training and technical assistance needs. The level of detail in the report will vary based on whether or not significant findings that jeopardize project completion are identified. Monitoring that identifies issues of minor concern require that the MTACs provide recommendations to the Grantee or Borrower addressing the problem areas in the monitoring report.

D. Meeting and Teleconference Support

The MTAC shall produce deliverables for, attend, or present materials at meetings and teleconferences as requested. Examples of such meetings include annual meetings or conferences, quarterly teleconferences, or monthly meetings. The MTAC shall provide technical consultation to the Volpe Center prior to and during monthly and quarterly review meetings in addition to preparing documentation for all Quarterly Progress Meetings, trips, reviews, and project status meetings.

E. Ancillary Support

The MTAC may be required to provide ancillary services or produce deliverables in support of unforeseen emergency activities or other tasks as directed by the Volpe Center. Ancillary support may also include Agency efforts to evaluate Grantee or Borrower projects for funding purposes. Such tasks will be issued through the normal task order process.

C.4.2 CLIN 0001 Task Area 2 – Project Monitoring and Monitoring Support

Monitoring support will be required for projects located throughout the entire United States. These projects are also in various stages of development, including, planning, environmental review, preliminary design, final design, construction, and operation.

In support of all tasks, the MTAC shall review project documents and perform interviews in sufficient detail to become familiar with the aspects of the project pertaining to the specific task order requirements. Typical documents to be reviewed may include design criteria, plans, specifications, environmental reports, cost estimates, third party agreements, contract packages, organizational charts, project management plans, rolling stock fleet management plans, real estate acquisition plans, operations plans, maintenance plans, start up plans, safety and security plans, project performance, forecasting analysis, applications, grant/loan agreements, and various reports. Personnel to be interviewed shall typically include project personnel, project design and construction staff and consultants, suppliers, and the FRA regional office and headquarter personnel. The MTAC shall also conduct site visits, as required, to verify and obtain information for monitoring reviews. Site visits will include Grantee or Borrower project offices as well as active railway sites and construction sites.

There are two distinct types of monitoring activities included in the monitoring program: routine monitoring and scheduled monitoring. Routine monitoring includes periodic reviews applicable to every project as part of the management and administration of the FRA’s Grant and Loan programs. Scheduled monitoring is an annual review of a select group of investments accomplished through formal desk reviews and/or site monitoring. Scheduled monitoring typically consists of either a desk review or a desk review combined with a site review for a select group of projects that follows the six steps listed below:

· Select the monitoring population with the risk assessment model, portfolio balance, and exception standards.

· Schedule the review.

· Prepare with the pre-review activities checklist.

· Conduct the desk review or combined desk and site review.

· Document the review with the post-review activities checklist and report templates.

· Complete the review and follow up, as needed.

Monitoring by the MTAC helps the FRA to accomplish its fundamental stewardship role and provides Grantees or Borrowers with assistance and monitoring to identify and avoid problems and mitigate risks. Through monitoring, the MTAC shall strive to ensure that the Grantee or Borrower successfully implements the project, fulfills the agreed requirements for program, capacity, and quality; adequately administers and manages the project; complies with agreement terms and conditions, statutes, codes, and regulations; applies sound engineering and program/project management practices and safety standards; and maintains effective project controls.

MTAC services or products should not convey any real or apparent perception to the Grantee or Borrower that the Grantee or Borrower has been relieved of any component of its responsibilities and liabilities as the responsible party for carrying out the project under the terms of the agreement with the FRA.

Monitoring activities include:

· Reviewing project files to ensure compliance with terms and conditions of the agreement with the FRA;

· Interacting with the Grantee or Borrower and affiliated entities (e.g., interviews, discussions, meetings, or other);

· Assessing Grantees’ or Borrowers’ technical capacity and capability to manage the projects and to meet goals related to scope, schedule, budget, quality, and safety during both construction and in revenue operations;

· Investigating project conditions and core documents, visiting project sites and reviewing pertinent documents, all in sufficient detail as to become familiar with the proposed project goals, site conditions, design criteria, operations plans, drawings and specifications, value engineering studies, peer and constructability reviews, schedules, cost estimates, risks, bid packages, contracts, progress of construction, methodology for resolving changes and claims, and project closeout;

· Discussing findings and conclusions, identifying problems and uncertainties, making recommendations, providing professional opinions, and proactively solving problems;

· Providing supporting reports and presentations; and

· Presenting to other groups such as Grantees, Borrowers, project teams, public bodies, governmental groups at all levels, and peer groups.

As an example, monitoring could include investigation, examination, and checking to determine if the project is on schedule, within budget, and proceeding in conformance with the Grantee’s or Borrower’s approved plans, specifications, and agreement with the FRA; further, that the project is being implemented efficiently, effectively, and safely and that the Grantee’s or Borrower’s organization continues to demonstrate the required technical capacity to successfully complete the project.

As a matter of course or routine, the MTAC will observe, assess, and provide recommendations on the Grantee’s or Borrower’s project management practices and monitor the Grantee’s or Borrower’s competence in the use of project controls tools related to schedule, cost, and risk. On a more periodic basis, the MTAC will review the Grantee’s or Borrower’s project documents such as drawings, specifications, design criteria reports, construction communications, schedules, cost estimates, risk assessments, vehicle and equipment procurement, and management plans. The reviews may include extended on-site discussions, meetings, and working sessions between the Grantee’s or Borrower’s team and the MTAC team. Intensive reviews will typically be required once or twice in a project phase with the intention of gaining a true up-to-date picture of the project status for scope, schedule, cost, risk, and technical capacity of the Grantee or Borrower to successfully manage the project.

In both routine and periodic monitoring, the MTAC is expected to proactively engage with the Grantee or Borrower to identify problems, provide technical assistance, offer alternative approaches, and actively solve problems with the Grantee or Borrower. The MTAC shall document its findings, professional opinions, and recommendations in required reports and reconcile these with the Grantee or Borrower. When the MTAC perceives the Grantee or Borrower needs technical assistance, the MTAC is required to communicate this need to the Volpe Center for authorization.

Below is a summary of the types of monitoring that will be conducted by the MTAC:

A. Compliance Monitoring Support

The MTAC shall provide monitoring to the extent needed to ensure compliance with the requirements prescribed by the agreement with the FRA. With consideration of the laws, regulations, policies, circulars, guidance documents, and practices that apply to the Grantee’s or Borrower’s work, the MTAC shall review and analyze all pertinent information available for reasonableness within the scope and cost parameters for completeness, adequacy, consistency, and appropriateness of level of detail given the project phase (e.g., planning, design, construction, project completion and close out).

The MTAC is expected to transmit information to the Volpe Center and keep it informed of findings, project status, issues of concern, and recommendations for action. The reporting function of the MTAC allows for proper and timely decision making. The MTAC shall consult with the Volpe Center prior to and during all review meetings in addition to preparing agendas, attachments, and meeting notes for all review meetings.

Reports and other documentation shall be distributed to the Volpe Center and to the Grantee or Borrower when directed by the Volpe Center. Reports should be submitted to the Volpe Center within 15 days of a meeting or as specified in task order and technical memorandum assignments. The form of the communication will also be specified in the task order.

B. Performance Monitoring Support

The MTAC shall provide performance monitoring support to ensure that the Grantee or Borrower is meeting its requirements in the performance of planning, managing, and executing the agreement with the FRA. The MTAC will observe, assess, and provide recommendations on the Grantee’s or Borrower’s project management practices and monitor the Grantee’s or Borrower’s competence in the use of project control tools related to schedule, cost, and risk. On a more periodic basis, the MTAC will review the Grantee’s or Borrower’s project documents such as drawings, specifications, design criteria reports, construction communications, schedules, cost estimates, risk assessments, vehicle and equipment procurement, and management plans. The monitoring may include extended on-site discussions, meetings, and working sessions between the Grantee’s or Borrower’s team and the MTAC team. Intensive reviews will typically be required once or twice in a project phase with the intention of gaining a true up-to-date picture of the project status for scope, schedule, cost, risk, and technical capacity of the Grantee or Borrower to successfully manage the project.

The MTAC is expected to transmit information to the Volpe Center and keep it informed of findings, project status, issues of concern, and recommendations for action. The reporting function of the MTAC allows for proper and timely decision making. The MTAC shall consult with the Volpe Center prior to and during all review meetings in addition to preparing agendas, attachments, and meeting notes for all review meetings.

Reports and other documentation shall be distributed to the Volpe Center and to the Grantee or Borrower when directed by the Volpe Center. Reports should be submitted to the Volpe Center within 15 days of a meeting or as specified in task order and technical memorandum assignments. The form of the communication will also be specified in the task order.

C. Financial Monitoring Support

The MTAC shall provide financial monitoring to the extent needed to ensure compliance with the financial requirements prescribed by the agreements with the FRA. The MTAC shall review and analyze all pertinent financial information available for reasonableness within the scope and cost parameters for completeness, adequacy, consistency, and compliance with the financial requirements of the agreement with the FRA.

The MTAC is expected to transmit information to the Volpe Center and keep it informed of findings, project status, issues of concern, and recommendations for action. The reporting function of the MTAC allows for proper and timely decision making. The MTAC shall consult with the Volpe Center prior to and during all review meetings in addition to preparing agendas, attachments, and meeting notes for all review meetings.

Reports and other documentation shall be distributed to the Volpe Center and to the Grantee or Borrower when directed by the Volpe Center. Reports should be submitted to the Volpe Center within 15 days of a meeting or as specified in task order and technical memorandum assignments. The form of the communication will also be specified in the task order.

C.4.3 CLIN 0002 Task Area 3 – Deliverable Review and Technical Assistance

Grantees and Borrowers are required to provide a variety of deliverables to the FRA as part of the agreement with the FRA. The MTAC will perform engineering reviews of these deliverables. The MTAC may also be required to provide Subject Matter Expertise (SME) and provide technical assistance to the Grantee, Borrower, contractors, the FRA, and other government agencies for any of the following areas.

A. Deliverable Reviews

The MTAC will perform reviews of deliverables in the following areas.

Project Scope/Capacity Review: The MTAC shall perform scope reviews to assess and evaluate the Grantee’s or Borrower’s project using industry guidelines with respect to the capacity of its individual rail system/facility features or functions and to assess and evaluate the proposed level of service. The MTAC shall prepare a report to document the findings, professional opinions, and recommendations following the project scope/capacity review.

Capital Cost Estimate Review: The MTAC shall perform cost reviews to assess the consistency of such data provided by the Grantee or Borrower to understand its characteristics and descriptions as well as the correlation between the quantity data in the estimates and the data established in the design deliverables, and review whether the Grantee or Borrower cost data is truly reflective of the scope indicated on the design drawings; i.e., correct estimate quantities. Also, the MTAC should review the Grantee’s or Borrower’s cost estimating methodology memorandum or report developed as part of alternatives analysis work and updated with each subsequent estimating effort.

To accomplish this, the MTAC shall perform cost characterization of the Grantee or Borrower cost data inclusive of the project estimate. The MTAC shall also assess the integration and traceability of that estimate into the defined scope of the project for purposes of “baselining” the project estimate as the costs, scope issues, and project become more fully defined and developed through progression of project definition. The MTAC shall identify and separately list risks discovered in the cost review and evaluate the potential likelihood and impact of these risks on the cost, scope, and schedule.

Project Schedule Review: The MTAC shall perform schedule reviews and analyses to determine whether the Grantee’s or Borrower’s project schedule is sufficiently developed to establish the validity of the longest path of the project and that critical areas such as right-of-way acquisition, utility relocation, wetland mitigation, and construction are sufficiently detailed to confirm if the schedule is reasonable and to estimate a probability of schedule slippage. The MTAC shall validate the usefulness of the schedule as a project management tool, identify problems, provide technical assistance, and actively solve schedule problems with the Grantee or Borrower. The MTAC shall prepare a report to document the findings, professional opinions, and recommendations following the schedule review.

Environmental Review: The MTAC shall review the Grantee’s or Borrower’s Environmental Document Mitigation Plan, including National Environmental Policy Act (NEPA) analysis requirements; mitigation principles; plan for management, and implementation of mitigation actions.

Design Review: The MTAC shall review engineering designs and specifications as required for accuracy and applicability. The MTAC shall evaluate the adequacy of the design requirements to evaluate the capability of the design to meet these requirements and to identify problems. The design review shall ensure that all system requirements have been allocated, the requirements are complete, and the proposed design is expected to meet the functional and performance requirements.

Fleet Management Plan Review: If applicable, the MTAC shall evaluate if the Grantee or Borrower has met the requirement to have a Fleet Management Plan as well as the Grantee’s or Borrower’s ability to carry out the Plan. The MTAC shall provide professional opinions on whether the Plan is: (1) feasible based on the resources immediately available to the Grantee or Borrower; (2) sustainable based on the long-term infrastructure and resources anticipated to be available to the Grantee or Borrower; and (3) comprehensive based on consideration of the required factors to properly maintain and operate the new or refurbished vehicles contemplated.

The MTAC may be required to conduct on-site inspections of equipment, related facilities, data, documentation, or records to evaluate the Grantee's or Borrower’s effectiveness in implementing the Fleet Management Plan in conformance with the agreement with the FRA, sound operating or engineering practices, or other statutory and administrative requirements. Inspection visits may be made, for example, to follow up on information received from the Grantee or Borrower about an event with significant impact on the project or to determine whether the Grantee or Borrower has adequately implemented the Fleet Management Plan. The MTAC may also be required to review Grantee or Borrower documentation, perform its own technical review and physical inspections, characterize the Grantee’s or Borrower’s Fleet Management Plan, and validate the plan and operating assumptions in conformance with these procedures.

Rail Vehicle Technical and Procurement Reviews: The MTAC shall assist in overseeing the Grantee’s or Borrower’s procurement of rail vehicles to help achieve economy in vehicle procurements. The MTAC shall report on the completeness and accuracy of Grantee’s or Borrower’s deliverables, including contractual deliverable documents, to determine whether the documents will address all of the characteristics to be demonstrated throughout analysis and testing phases, design documentation, and quality control/quality assurance (QA) plans to ensure the supplier’s QA will be performed under adequate surveillance. The MTAC shall also identify when the Grantee’s or Borrower’s actual and stated needs are in conflict. The MTAC shall provide recommendations for corrective action and ensure timely intervention when there are indications that the vehicle will not satisfy the Grantee’s or Borrower’s actual needs.

Risk Assessments and Contingency Review: The MTAC shall implement and maintain a continuous risk planning and monitoring process. Risk assessments for a capital project shall include a base condition for scope, cost, and time for known elements (e.g., design quantities, unit costs, duration); a risk condition for scope, cost, and time for unknown or uncertain elements; and a combined base and risk condition. Uncertain project elements shall be identified; and project targets, such as performance, cost, and schedule estimates, shall be expressed as a range that varies in value, reflecting the potentially large impacts of uncertain elements and unidentified risk. These uncertain elements and unidentified risks adjust the base cost to give an approximation of the total project cost that ranges in value expressed as a probability distribution. The MTAC shall evaluate the risk assessment findings and provide professional opinions as to the reliability of the project scope, cost, and schedule of the project and describe uncertainties.

Readiness Reviews: The following reviews may be required at different project development phases and will utilize previously developed guidance to the extent applicable to complete the review.

(1) Readiness to Enter Final Design: The MTAC shall provide professional and well-reasoned findings and recommendations regarding the readiness of the Grantee or Borrower to enter and complete the final design phase. In general, the MTAC shall review and analyze the pertinent information available for completeness, adequacy, consistency, and appropriate level of detail given the phase of the work, identify all apparent discrepancies and deficiencies, and state findings in descending order of importance (most likely, largest consequences, least likely, moderate/minor consequences) and make recommendations for modifications or additional work by the Grantee or Borrower along with a time frame for the performance of the work.

(2) Readiness to Bid the Work for Construction: The MTAC shall review the Grantee’s or Borrower’s bid packages and supporting documentation to ensure compliance with Federal requirements; ensure it is complete, accurate, and consistent with project management plans; and to confirm that the Grantee or Borrower is prepared to successfully manage the procurement and construction processes. This shall include confirmation of the readiness for bidding of the complete bid package, including plans, specifications, and contract provisions; confirmation that the bid package is consistent with project management plans with respect to scope, schedule, and budget; and confirmation of the readiness of the sponsoring organization with respect to having in place the necessary qualified project staff, consistent project management plans, procurement and construction management procedures, needed interagency and third party and real estate agreements, and required financial resources.

(3) Readiness for Revenue Service: The MTAC shall determine a Grantee’s or Borrower’s readiness for revenue operations by verifying that all systems, subsystems, components, equipment, and materials furnished and installed to conform to the requirements of the contract documents and verifying that the entire system with all interfaces operates as indicated in the contract documents as an integrated whole and is capable of functioning effectively to provide dependable service.

B. Technical Assistance

The MTAC may be required to provide technical assistance in any of the areas described above, particularly where the MTAC notes deficiencies or recommendations discovered through reviews. Technical assistance may be provided to the Grantee, Borrower, their contractors, the FRA, and other governmental agencies. Assistance will need to be provided by SMEs in the field of railroad safety, railroad design, transportation planning, construction, operations, regulatory compliance and others. This task is to assist in overcoming obstacles and problems that arise throughout the execution of the agreement with the FRA.

Technical assistance activities include assessing Grantee or Borrowers activities (most likely informed by information collected while performing monitoring activities); identifying strategies and measures to address project development challenges; and teaching, training, or tutoring of the Grantee, Borrower, or affiliated entities on topics, strategies and best practices related to the Grantee’s or Borrower’s project development and delivery. Technical assistance can cover a wide variety of topics; however, it does not transfer any responsibility from the Grantee or Borrower to the Volpe Center, the FRA, or any third party for the project or the aspect of the project for which the technical assistance was provided. Technical assistance is required in the following areas:

Project Management Review: The MTAC shall evaluate the Grantee’s or Borrower’s project management practices and Project Management Plan (PMP) for completeness and adequacy to ensure it contains the necessary elements to effectively manage the work for the given project phase. The Grantee’s or Borrower’s policies, practices, and procedures related to the management, planning, design, construction, testing, and revenue operations of the project. The project management practices of the Grantee or Borrower should reflect a risk-informed approach to project management, i.e., as time progresses and the project develops and risks diminish.

Technical Capacity and Capability Review: The MTAC shall review a Grantee’s or Borrower’s technical capability and capacity to efficiently and effectively implement proposed and current Federal projects. The MTAC shall evaluate the organizational structure of the Grantee or Borrower, the qualifications of its personnel, and the Grantee’s or Borrower’s policies, procedures, and implementation methods. Particular attention needs to be given to the Grantee’s or Borrower’s abilities, resources, and organization of its own staff and third party consultants to develop and implement project plans as well as to identify and manage project cost and schedule risks, real estate acquisition (as applicable), safety and security requirements, Q1 and quality control (QC), and other issues of Federal concern.

Quality Assurance/Quality Control Program Review: The MTAC shall review and verify that the Grantee’s or Borrower’s QA/QC program ensures project quality, has appropriate staffing levels, and the Grantee or Borrower is adequately implementing its QA/QC program. As part of the verification process, the MTAC shall review the Grantee’s or Borrower’s QA/QC program and routinely monitor the Grantee’s or Borrower’s QA/QC activities. Monitoring shall include reviews of Grantee’s or Borrower’s implementation of its overall quality program, including process, documentation, and results. The MTAC shall also hold periodic interviews with individuals, such as the project's quality manager, resident engineers, project control engineer and design engineers, and review on a random basis the various documents maintained by these individuals related to the overall quality of the project. The review shall determine that the appropriate reports exist and that the data contained in the documents are indicative of an adequately implemented QA/QC program. Typical documents that may be reviewed include design completion/coordination check list, quality audits, inspection reports, non-conformance logs, and compliance measures taken to correct deficiencies. Through observation and discussions with key individuals and reviews of key documents, the MTAC will be able to conclude whether or not the Grantee or Borrower is adequately implementing its QA/QC program.

Safety and Security Management Review: The MTAC shall review the Grantee’s or Borrower’s Safety and Security Management Plan (SSMP) and program to determine that the Grantee or Borrower is adequately performing required safety and security management activities. The MTAC shall verify that the Grantee or Borrower has documented its approach to performing the required safety and security management activities and verify that the Grantee or Borrower has the technical capacity to implement its SSMP, including adequate personnel, organization, budget, and schedule. The review shall also determine whether the approach documented by the Grantee’s or Borrower’s SSMP is being implemented as appropriate for the project’s current stage.

Real Estate Acquisition and Management Review: On capital projects, the real property acquisition and relocation component represents substantial risk. The MTAC is required to include a specialized real estate expert with experience in early right-of-way planning and acquisition and have a working knowledge of appraisal, acquisition, relocation, and property management as described in the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, amended (Public Law 91-646; 42 U.S.C. 4601, et seq.) http://www.fhwa.dot.gov/realestate/row_legs.htm. The real estate expert shall review the project real estate management as directed at particular phases of the project. The objective is to identify problems and solutions as early as possible in the project life. The real estate expert will provide monitoring to review and analyze pertinent information for reasonableness, completeness, adequacy, consistency, and appropriateness of level of detail given the phase and identify risks. The MTAC shall also characterize the Grantee’s or Borrower’s ability to meet the relevant laws and regulations and determine the Grantee’s or Borrower’s level of compliance.

Construction Review: The MTAC shall review the Grantee’s or Borrower’s procedures for construction management and implementation, including administration, management, inspection; coordination with third parties, site logistics, phasing, shop drawing, request for information (RFI) processing, change order and claims procedures, and standards for substantial completion and final completion.

The following are additional examples of the kind of topics on which the MTAC may be required to provide technical assistance under this contract:

· Reviewing and commenting on Environmental Document Mitigation Plans;

· Reviewing and commenting on right-of-way acquisition plans to ensure conformity with the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970;

· Reviewing and commenting on utility relocation plans;

· Reviewing and commenting on permitting plans;

· Reviewing and commenting on engineering plans and documents, including value engineering proposals;

· Reviewing and commenting on financial plans;

· Reviewing and commenting on operational modeling analysis and operating plans;

· Reviewing and commenting on fleet management plans;

· Reviewing and commenting on project management plans;

· Reviewing the Grantee’s or Borrower’s approach to risk analysis and conducting risk assessments;

· Analyzing project schedules to determine if assumptions are reasonable;

· Analyzing project budgets to determine if assumptions are reasonable;

· Providing guidance on complying with policy and regulatory requirements;

· Providing expert advisory support to FRA Headquarters or Regional Staff; and

· Developing course content or supporting instruction of a course provided by the Training Contractor under CLIN 0002.

C. Technical Studies and Papers

The MTAC may be required to conduct technical studies, prepare professional papers, and present such papers or studies. This may include:

· Research of industry trends

· Development of concepts and issue papers

· Analysis of project cost, schedule and other data

· Analysis of technologies and the integration of technologies

· Examination of agency histories or practices

C.4.4 CLIN 0002 – Task Area 4 - Training Support (SDVOSB SET-ASIDE)

The following are tasks that the Government may award to training awardees in whole or in part via Task Orders.

The Training Contractor may be required to provide training to the Grantees or Borrowers, its contractors, and/or FRA staff in any of the areas described above, particularly where the MTAC noted deficiencies or recommendations discovered through reviews. The Training Contractor is not responsible for technical content development. Technical content will be provided by SMEs from the Volpe Center, the MTACs, or other government agencies. The Volpe Center will be responsible for coordinating the technical content and providing that information to the Training Contractor for inclusion in training materials.

The Training Contractor will be responsible for developing training delivery materials for and conducting a webinar or classroom course, an annual conference for Grantees and Borrowers, or a peer exchange bringing best practices from one project or one Grantee or Borrower to another. In addition, the Training Contractor may be called upon to support the Volpe Center in developing and/or maintaining a competency building website for training and technical assistance guidance materials, an events calendar, newsletters, lessons learned, and other relevant internet links.

A. Webinar and Classroom Training

The Volpe Center expects to conduct monthly webinars and up to four classroom trainings per year over the 5-year period of performance. Webinars are expected to be approximately 1-2 hours in length and will require gathering information from technical experts and the FRA, developing PowerPoint and Word materials, providing logistic support, and conducting the training. The same type of support will be required for the classroom trainings that can vary from 1-3 days in length. Separate stand-alone guidance material may also be required such as training sheets and workbooks.

B. Annual Conference for Grantees and Borrowers

It is anticipated that there will be an annual conference for all Grantees and Borrowers that will provide training in requested topic areas as well as lessons learned and program updates. It is expected that this conference could last from 2-4 days and require development and/or coordination of the agenda with the FRA and the Volpe Center; coordination of the speakers, conference and…