Atch_2_-__PWS_DODX_Freight_Car_Repair_Maintenance_Services.pdf

HTC711-17-R-R003

Attachment 2

PERFORMANCE WORK STATEMENT FOR

UNITED STATES TRANSPORTATION COMMAND

DIRECTORATE OF ACQUISITION,

SPECIALIZED TRANSPORTATION AND

SUPPORT BRANCH

MILITARY SURFACE DEPLOYMENT & DISTRIBUTION COMMAND

DODX FREIGHT CAR REPAIR & MAINTENANCE

SERVICES

9 June 2017

APPENDIX

A Acronyms

EXHIBIT(S)

A DODX Car Data Report B Weekly Status Report

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 Branch manages the interchange freight cars owned by the Department of Defense (DOD).

1.2 Scope. This Performance Work Statement (PWS) is for continued DODX Freight Car Repair & Maintenance support required by the Rail Fleet Management Branch. This requirement includes repair and maintenance of the Defense Freight Railway Interchange Fleet (DFRIF), DOD owned and operated freight cars registered for operation in interchange service in North America (identified by DODX reporting marks). As of June 2017 the DFRIF is composed of 1,991 freight cars including 1,820 flat, 124 tank, 30 box, 9 refrigerator, 6 caboose, and 2 Schnabel cars.

1.2.1 The contractor shall repair DFRIF equipment in accordance with the current Field and Office Manuals of the Interchange Rules, as published by the Association of American Railroads (AAR); the Private Rail Car Standard Job Codes (Appendix D of the Field Manual); the Code of Federal Regulations (CFR), as it applies to railroad cars; and SDDC’s Preventive & Periodic Inspection & Maintenance Instructions (PPIM), the latest version of which can be requested by emailing army.sddc.ops.dodx@mail.mil.

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

1.3.1 Task 1 – Responding to Shopping Notification. Contractors are requested to submit a Capacity Commitment as part of their proposal. The Government will have the ability to send cars to the contractor’s shop without prior notification up to the limit of the Capacity Commitment that the contractor has specified in its offer. Once that limit is reached the contractor shall receive email notification of any additional car(s) the Government may wish the shop to accept. If the contractor does not desire to receive the car(s) it must respond by email to that effect within eight (8) business hours following the date time of the notification email.

1.3.2 Task 2 – Inspections. The contractor shall perform a detailed inspection within five (5) business days after receipt of car(s), applying the guidance found in the documents listed in paragraph 1.2.1. The contractor shall document the inspection using a DODX Car Data Report, attached as Exhibit A, or a similar report providing like information.

1.3.2.1 Rule 95 Damage. If a car is sent to the contractor for wreck repair or otherwise shows evidence of damage, loss, or a condition covered by Interchange Rule 95, the contractor shall preserve the Government’s rights under the rule by requiring the handling or delivering line to provide a Defect Card and/or to sign a Joint Inspection Certificate accepting responsibility. If a defect card and/or joint inspection certificate signature are not obtained when required, the contractor shall be liable for the cost of repairs, whether performed by itself or another, which are handling and/or delivering line responsibility under Interchange Rule 95.

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

1.3.2.2 Disposition of Deadlined Cars. The process of disposing of a car that is not economically repairable and cannot move on its own wheels is under the control of the Defense Logistics Agency’s Disposition Services (DLA). The Contracting Officer’s Representative (COR) will coordinate between the contractor and DLA to determine how the car shall be disposed. Upon approval by the COR, the contractor may charge a $3.00 per day storage fee from the date it is notified that the car is to be disposed of on site until the Government transfers ownership to the purchaser. The contractor shall make reasonable arrangements for prospective buyers to access the car for inspection and to disclose to them its requirements for removal of the car once it is sold.

1.3.3 Task 3 – Estimates.

1.3.3.1 Initial Estimates. The contractor shall provide an initial estimate of items proposed for repair or maintenance to the COR, electronically or in person, within five (5) business days after a car’s inspection. The estimates shall be formatted in accordance with paragraph 1.3.3.3 and shall be accompanied by a DODX Car Data Report, attached as Exhibit A, or a similar report providing like information.

Deliverable: Initial Estimate and DODX Car Data Report

1.3.3.2 Revised Estimates. The contractor shall provide a revised estimate when hidden defects or additional work are discovered during the course of repair or when directed to do so by the COR. The revised repair/maintenance estimate shall contain all lines of approved repairs from the Initial Estimate as well as the additional items proposed for repair.

Deliverable: Revised Estimate

1.3.3.3 Estimate Preparation. The format for all estimates shall be based on the Billing Repair Card format shown in Interchange Rule 83, and shall include the following:

a. Estimates shall be provided in both Adobe Acrobat (.pdf) and Microsoft Excel (.xlsx) file formats. Estimates shall state whether they are initial or revised estimates. The first page shall include the contractor's name, contract number, task order number, car number, car arrival date, and an estimated completion date or a projection of the number of calendar days to complete the repairs.

b. Each item on the estimate shall be listed with the appropriate AAR or National Industrial Traffic League (NITL) job code. AAR job codes for miscellaneous repairs, labor, materials or shipping shall not be used unless no more specific NITL job code applies; in such cases, the description shall clearly indicate the necessary repairs and/or the material to be applied.

c. Each item on the estimate shall be priced. Any item for which there is a job code in the Office Manual of the AAR Interchange Rules shall be priced at the appropriate labor and net material charge for that job code in effect on the day the car was received, adjusted by the contractor’s bid percentage of the labor rate and bid percentage of the material costs. Any item for which there is no job code in the Office Manual of the AAR Interchange Rules shall be priced at the contractor’s estimated item cost, defined as limited to the cost per item charged by the supplier and, when paid separately, the item’s share of the cost of transportation from the supplier to the contractor. Charges for work by a subcontractor are limited to the subcontractor’s actual charges.

d. Except for replacement with identical material, the manufacturer and model number of the materials proposed to be applied is to be shown on the estimate for hand brake mechanisms; draft gear; cushioning units; slack adjusters; empty/load devices; and tank car gaskets and valves.

1.3.3.4 Shipping Estimate. If the contractor is requested by the Government to ship parts, components, or assemblies, an estimate of the cost of the shipping, broken out between packaging and transportation, shall be provided to the COR for approval prior to initiating shipment. There is no required format for this estimate. Shipping Instructions for parts, components, or assemblies will be provided electronically by the COR upon approval.

Deliverable: Shipping Estimate

1.3.4 Task 4 – Repairs & PPIM Services.

1.3.4.1 Timeliness. The contractor shall accomplish all work on the estimate(s) for which approval was received within the number of calendar days or the completion date that was specified on the initial, or, if applicable, the revised estimate. Requests for an extension of the estimated completion date shall be submitted via email to the COR for approval. All extension requests shall include the reason(s) the original date cannot be met.

1.3.4.2 Shipping Repaired Cars. The contractor shall request via email from the COR, or his designee, shipping instructions for completed cars.

1.3.4.3 Scrap. Scrap becomes the property of the contractor unless otherwise notified in specific cases by the COR. Items that are customarily rebuilt or reconditioned for further use are not considered scrap, and remain the property of the Government unless the price charged for the repair incorporates a credit for the removed items.

1.3.5 Task 5 – Quality Assurance & Certifications.

1.3.5.1 Quality Assurance Program. The Government adopts the AAR’s M-1003 Quality Assurance Program as its own. Therefore, the contractor shall submit via email, copies of their AAR Shop Evaluations and Quality Audit Reports when they are performed. The contractor shall submit via email, copies of all correspondence from and to the AAR pertaining to the identification and correction of defects noted by evaluators or auditors.

Deliverable: Shop Evaluation and Quality Audit Reports, AAR Correspondence

1.3.5.2 Certifications, Approvals and Licenses. The contractor, as well as any subcontractor, shall obtain and maintain all necessary certifications, approvals, permits, and licenses required and shall comply with all laws, ordinances, statues and regulations in connection with the furnishing of services herein. The contractor shall ensure facilities at which tasks are performed have and maintain all necessary AAR technical and quality assurance certifications and approvals. Certification for Heavy Freight Car Repairs and Office Manual Rule 88 Repairs, is specifically required. Contractors performing work on tank cars shall also maintain AAR Tank Car registration or certification as appropriate.

Deliverable: Certifications and Approvals

1.3.6 Task 6 – Contract Management. The contractor shall designate a person, and an alternate, who shall be responsible for ensuring the successful accomplishment of all the contractor’s PWS tasks. These persons shall be the official recipients of all communications concerning this contract. Point of contact (POC) information to be furnished shall include name, title, phone number, postal address and email address.

Deliverable: POC Information

1.3.6.1 Weekly Status Report. The contractor shall prepare and provide a Weekly Status Report identifying all DODX freight cars currently in possession or shipped since the previous report.

The report shall also include a list of Government-furnished materials and quantities and shall note the cause of any increase or decrease in quantity since the previous report. If the cause of a decrease is the application to a car, the contractor shall indicate the car number(s), type, and name and number of each item applied to each car. A sample Weekly Status Report is located at Exhibit B.

Deliverable: Weekly Status Report

1.3.6.2 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, beginning with 2013. Contractors 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 http://www.ecmra.mil/ http://www.ecmra.mil/

1.4 Deliverables. The contractor shall deliver data (with applicable data rights) as set forth in the below table. All deliverables shall be submitted electronically via e-mail to the Program Manager (PM), COR(s), Contracting Officer, and Contract Specialist(s). 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 Adobe Acrobat (.pdf) files, unless otherwise indicated and pursuant to the following schedule.

Task Deliverable Title Delivery Schedule

1.3.3.1 Initial Estimate and Car Data Report

Not later than 5 business days after a car’s inspection.

1.3.3.2 Revised Estimate

Not later than the fifth (5th) business day after discovery of the hidden defect(s).

1.3.3.4 Shipping Estimate

Not later than the second (2nd) business day after receiving instructions to ship a part, component, or assembly.

1.3.5.1 AAR Shop Evaluation and Quality Audit Reports Within ten (10) business days of receipt.

1.3.5.1 AAR Correspondence

Not later than second (2nd) business day after generating or receiving correspondence.

1.3.5.2 AAR Certifications and Approvals

Prior to exercise of options and when changes occur.

1.3.6 POC Information

At post award conference and when changes occur.

1.3.6.1 Weekly Status Report

Not later than 1500 CT on the last business day of each week.

1.3.6.2 Contract Management Report Annually

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. The Contractor, if necessary, shall revise and resubmit the final deliverable to the Government within five (5) 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

1.3.1

Accept cars up to the limit of the capacity commitment to the Government.

No refusal or inability to accept cars when below the Capacity Commitment level.

1.3.2

Perform detailed inspection within five (5) business days after receipt of car 95% On time.

1.3.3

Provide Initial Estimate(s) within five (5) business days of detailed inspection 95% On time.

1.3.4.1

Accomplish Repair(s) IAW

1.2.1 within the estimated completion period included on the Initial Estimate or, if applicable, the Revised Estimate. 95% On time; 100% Compliance

3.0 GOVERNMENT PROPERTY AND SERVICES.

3.1 Government-Furnished Property. The Government may furnish repair materials and/or authorize the contractor to obtain and invoice for economic order quantities of repair materials in advance of the receipt of cars requiring such material. The contractor shall provide storage for such materials appropriate to their design and value, so as to prevent loss through misuse, theft, weather, and other such causes. The contractor shall use such parts only on DODX freight cars.

3.2 Government-Furnished Information. No Government-Furnished Information (GFI) is identified.

3.3 Protection of Government Property. The contractor shall be responsible for the damage or destruction of any Government owned or leased car and of any other government-furnished material, whether located at the contractor's shop or otherwise, while in its control.

4.0 GENERAL INFORMATION.

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

4.2 Work Hours. The contractor shall be responsible for adapting schedules and performance to accommodate successful completion of tasks.

4.3 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 minimize disagreement or delays to the work to be performed.

Conflicts shall be brought to the attention of the Contracting Officer.

4.4 Quality Control. The COR shall make periodic visits to the contractor’s place of performance to ensure compliance with contract terms and conditions. The contractor shall support Government agency reviews and audits of all services and support provided under this PWS. The Government reserves the right to authorize an internal or independent verification and validation of the contractor’s procedures, methods, data, equipment, and other services provided during the performance of this PWS.

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

a. To use and protect such information from unauthorized disclosure IAW 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 personal or commercial purpose.

c. To obtain permission from the DODX fleet manager 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 DODX fleet manager of unauthorized releases of such information.

4.6 Disposal of Hazardous Material. The contractor shall dispose of all hazardous material resulting from its performance under this contract in accordance with all local, state, and federal environmental protection laws.

4.7 Invoicing. Invoices shall include all applicable information IAW FAR 52.212-4 (g).

The Contractor is authorized to bill for approved repairs up to the amount stated on the individual Task Order. The Contractor will be notified of the car numbers as cars are identified for repair under each task order. The Field and Office Manuals of the AAR Interchange Rules shall govern all labor and material charges allocated to the government. Charges for job codes which are not priced in the Office Manual of the AAR Interchange Rules are limited to the actual delivered cost of the item covered by the job code. Charges for work by a subcontractor are limited to the subcontractor’s actual charges.

4.7.1 Frequency. Invoices shall be submitted by email. The contractor shall submit no more than one invoice per week. There is no limit to the number of cars on an invoice, but only completed cars ready to ship shall be invoiced.

4.7.2 Format. The supporting records for each invoice shall be in the same format and media used to prepare and submit estimates (see PWS Paragraph 1.3.3.3).

a. The contract number, labor, materials, shipping and total amount billed for each car and for the invoice as a whole shall be shown on the first or cover page of the invoice.

b. Each car invoiced shall have its supporting records shown on a separate attachment to the invoice. Supporting records shall include any documentation required to support Billing Repair Card lines, e.g. verification of acceptance of Single Car Air Brake Test reports by Railinc (printout of UMLER ABT inquiry), Rule 88b2 certificates, Joint Inspection Certificate (JIC), tank and valve test certificates, ultrasonic test reports, weigh tickets, railroad tariffs, invoices for parts not priced in the Office Manual, subcontractor invoices, etc.

4.7.3 Submission. Invoices and supporting records shall be sent via email to: USTRANSCOM Contracting Office (TCAQ-R), the COR, and the contractor performing management support services.

4.7.4 Processing. Invoices will not be processed for payment until all of the required billing or certifying documentation is received.

4.8 Incidental charges. All instances listed in this section shall require prior authorization from the Contracting Officer.

4.8.1 Any services and/or materials (to include transportation to the Contractor’s shop) not listed in the current edition of the Office Manual will be reimbursed at actual costs. No additional charges e.g. administration and storage, will be permitted.

4.8.2 A Tank Car Certified shop operating its own disposal facility may charge for the cost of disposing petroleum or biofuel residue.

4.8.3 Upon request from the Government, repairs performed at locations other than the Contractor’s shop shall be billed as if repaired at the shop. In addition, the contractor may charge for the costs of travel to and from the repair site, to include personnel, fuel, and equipment usage.

All travel costs will be calculated IAW the Joint Travel Regulations (JTR).

5.0 CYBER SECURITY.

5.1 Cyber Security. The services provided within the scope of this contract are considered “operationally critical support” as defined in DFARS 252.204-7012, “Safeguarding Covered Defense Information and Cyber Incident Reporting.”

APPENDIX A

Acronyms

AAR Association of American Railroads CFR Code of Federal Regulations CLM Car Location Message CMR Contract Management Report COR Contracting Officer’s Representative DFRIF Defense Freight Railway Interchange Fleet DOD Department of Defense DODX Department of Defense Railroad Cars DRMS Defense Reutilization & Marketing Service GFI Government-Furnished Information GFP Government-Furnished Property NITL National Industrial Transportation League PM Program Manager POC Point of Contact PPIM Preventive & Periodic Inspection & Maintenance Instructions PWS Performance Work Statement SDDC Military Surface Deployment & Distribution Command SDS Service Delivery Summary UMLER ABT Universal Machine Language Equipment Register Air Brake Test USTRANSCOM United States Transportation Command

EXHIBIT A - DODX CAR DATA TO BE REPORTED

ON ARRIVAL

IF DIFFERENT ON

DEPARTURE

Shop Location Arrival Date Reason Shopped Arrival Inspection Date Departure Inspection Date

Stenciling Car Number

LD LMT

LT WT

Built Date

Wheel Rim Thickness L1 L2 L3 L4 L5 L6 R1 R2 R3 R4 R5 R6

Side Frame Dates

BL

RL

AL

AR

Bolster Dates B A EOC Cushioning Unit Make & Model # B A

EXHIBIT B

DODX WEEKLY STATUS REPORT

FROM:

MONTH

OF:

WEEK OF:

Car Number

Task Order Number

Responsible Party

Arrival Date

Inspection Date

Estimate Submittal Date

Estimate Approval Date

Start Work Date

Estimated Completion Date

Second Estimate Submittal Date

Second Estimate Approval Date

Work Completion Date

Dispo Request Date

Dispo Location

RR

Pull Date

Invoice Number

Invoice Date

EXHIBIT B

DODX WEEKLY STATUS REPORT (continued)

GOVERNMENT OWNED / FURNISHED MATERIAL

MATERIAL

DESCRIPTION

PART

NUMBER

STARTING

BALANCE

GOVERNMENT

PURCHASE

INVOICE

NUMBER

DATE

RECEIVED

QUANTITY

RECEIVED

REIMBURSE

INVOICE

NUMBER

CAR

APPLIED

TO

DATE

APPLIED

ENDING

BALANCE REMARKS