IRS BAA 2020_4_14_2020_final.pdf

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BROAD AGENCY ANNOUNCEMENT

BAA-2020- Intelligent Railroad Systems

For

Universities and University-led Teams

Federal Railroad Adminstration

Office of Research, Development and Technology

April 2020 i

Contents

1 Introduction

1.1 Purpose

2 Strategic Research Focus

3 Program Guidelines

3.1 Schedule

3.2 Communications Protocol

3.3 Data Sources and Points of Contact

3.4 Offeror Eligibility

3.5 Project Qualification Requirements

3.6 Program and Project Funding Limits

3.7 Cost Sharing

3.8 Project Selection Process

3.8.1 Project Concept Papers

3.8.2 Project Proposals

3.8.3 Oral Presentations

3.9 Intellectual Property Rights

3.9.1 Patents

3.9.2 Proprietary Data Restrictions

4 Project Concept Papers

4.1 Cover page

4.2 Technical Approach

4.2.1 Background

4.3 Scope of Work

4.4 Expected outcomes and impacts

4.5 Qualifications

4.5.1 Project Team

4.5.2 Experience

4.5.3 Unique Capabilities

4.6 Schedule and Cost Estimate

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4.7 QUAD Chart

5 Project Proposals

5.1 Cover Page

5.2 Volume 1: Technical Proposal

5.2.1 Background

5.2.2 Statement of Work

5.2.3 Technical Approach

5.2.4 Project Management Plan

5.2.5 Capabilities and Experience

5.3 Volume 2: Cost and Pricing Proposal

5.3.1 General Requirements

5.3.2 Recommended Procurement Instrument and Pricing Arrangement

5.4 Volume 3: Supplemental information

5.4.1 System for Award Management (SAM) Registration

5.4.2 Administrative and Audit Offices

5.4.3 Intellectual Property Declaration

5.4.4 Subcontracting Plan

5.5 QUAD Chart

6 Past Performance

7 Oral Presentations

8 Evaluation and Award Process

8.1 Project Concept Papers

8.2 Project Proposals

8.2.1 Technical Factors

8.2.2 Cost and Pricing Factors

8.2.3 Past Performance Factors

8.2.4 Oral Presentation

8.3 Awards

8.3.1 Notifications and Negotiations

Appendix A – Project QUAD Chart

Appendix B – Cost Proposal Format and Preparation Instructions

Appendix C – Research Topics

1 Introduction

The Federal Railroad Administration (FRA) has a successful history of supporting the development of advanced rail technologies to meet the transportation needs of the country. Over the last few decades, the FRA has provided funding and technical support to facilitate research and to stimulate development of new equipment, infrastructure, and testing technologies to enhance the nation’s rail transportation safety and efficiency. These efforts are undertaken in support of the US Department of Transportation’s (DOT)s mission:

Serve the United States by ensuring a fast, safe, efficient, accessible and convenient transportation system that meets our vital national interests and enhances the quality of life of the American people, today and into the future.

FRA’s Office of Research, Development and Technology is charged with conducting research and development in support of improved railroad safety and national rail transportation policy. These activities support the objectives of the DOT, the mission critical needs of FRA, and the rail industry through technology development and demonstration, basic and applied research, and information exchange within the rail industry.

The DOT has developed a draft strategic plan for Fiscal Years 2018–2022. This document can be found here: https://www.transportation.gov/dot-strategic-plan

1.1 Purpose

The purpose of this Broad Agency Announcement (BAA) is to solicit basic and applied technology research projects that will support DOT and FRA goals to advance automation in the rail industry.

Research projects will likely align with one or more of the FRA research division program areas.

Additional information on the FRA’s research programs can be found here:

https://www.fra.dot.gov/Page/P0562

2 Strategic Research Focus

The DOT has made significant investments in advanced technology related to connected vehicles, automated driving systems, transportation connectivity, interoperability, etc. These initiatives are led by DOT’s Intelligent Transportation Systems Joint Program Office (ITS-JPO):

https://www.its.dot.gov/index.htm. The ITS-JPO has published a strategic plan (https://www.its.dot.gov/research_areas/strategicplan2015.htm) to guide their research. Program objectives within this plan include:

• Enabling Safer Vehicles and Roadways

• Enhancing Mobility https://www.transportation.gov/dot-strategic-plan https://www.fra.dot.gov/Page/P0562 https://www.its.dot.gov/index.htm https://www.its.dot.gov/research_areas/strategicplan2015.htm

• Limiting Environmental Impacts

• Promoting Innovation, and

• Supporting Transportation Connectivity

This BAA solicits basic and applied research projects that can leverage the technologies and systems both developed and emerging from the intelligent transportation systems field and apply these advances to the rail industry. Such advancements can help ensure rail safety, improve economic competitiveness, and expand opportunities for the rail industry. Collectively, these technologies can begin the development of an Intelligent Railroad System.

The list of possible rail applications for connected vehicles and automation is extensive. Research proposals in response to this BAA are not limited to any singular application of these technologies, and offerors are encouraged to be creative when considering these merging capabilities and their application to the rail industry. However, due to the scope and complexity of such technologies, a well-documented systems engineering approach (such as IEEE 15288) is encouraged. Improving rail safety is a paramount goal of the FRA and any project proposal should recognize the project’s contribution to improving safety within the rail environment, and the rail industry’s interface to other transportation modes and the public. This connected system—multi-modal freight and human transportation—is the beneficiary of technology development under this program. Offerors are encouraged to study the research objectives and plans published by the ITS-JPO and find creative, innovative ways to apply these technologies to the rail industry. Rail-related research targets may include, but are not limited to:

• Transportation security

• Trespasser prevention

• Grade crossing collision prevention

• Grade crossing infrastructure violation prevention

• Railroad systems hazard detection

• Rail systems and vehicle automation

• Real-time weather reporting

• Mapping and inspection

• Train and railcar tracking

Offerors are encouraged to develop teaming relationships with railroads, automakers and suppliers, State and local governments, and other stakeholders that can guide the research and help to ensure the research goals and objectives respond to actual needs and the project yields practical results. This BAA program will emphasize research that benefits rural areas.

Additional research topics are included in Appendix C.

3 Program Guidelines

This BAA, due to its broad research focus, does not lend itself to the use of a common work statement.

As such, no single North American Industry Classification System (NAICS) code (formerly Standard

Industrial Classification (SIC) codes), will be issued for the BAA. NAICS codes will be specific to each individual contract award, as determined by the type of activity in which the offeror will be engaged.

The Government reserves the right to select for award any, all, part, or none of the proposals received in response to this announcement. This BAA is an expression of interest only and does not commit the Government to pay any concept paper or proposal preparation costs.

This announcement constitutes the public announcement, as contemplated by Federal Acquisition Regulation (FAR) 6.102(d)(2), and no formal Request for Proposals or other solicitation regarding this announcement will be issued. Requests for same will be disregarded.

By participating in this BAA, the offeror agrees that if awarded a Firm-Fixed-Price type contract with milestone payments, the Government’s liability for any effort performed shall not exceed the payment amount of the preceding milestone. The offeror shall propose and implement a program consistent with this requirement. If it is determined that the offeror’s performance under the contract is not progressing to the satisfaction of the Government, the Government retains the right to commence a process to modify or end performance. This process will require a 60-day notice and may be used in conjunction with FAR clause 52.242-15, Stop-Work Order.

3.1 Schedule

This BAA will remain open through the last concept paper due date (see Appendix C). The FRA may modify the schedule or research topics. If such changes are made, Appendix C will be amended. This BAA and amendments issued thereto will be posted to the https://beta.sam.gov/ website. It is the responsibility of the offeror and interested parties to be aware of BAA amendments, notifications, and updates by regularly checking the https://beta.sam.gov/ website.

Due to funding limitations, and other factors, interested parties are encouraged to respond promptly.

3.2 Communications Protocol

Those parties interested in responding to this BAA are encouraged to first contact the FRA Office of Research, Development and Technology via phone or e-mail (see below) to discuss the prospective project prior to devoting resources towards completing the project concept paper. All non-technical inquiries should be directed to the Contracting Officer.

Any exchanges of information must be consistent with procurement integrity requirements of section 27 of the Office of Federal Procurement Policy Act (41 U.S.C. 423, as amended) (see FAR 3.104).

Communication between offerors and FRA is encouraged prior to and throughout the project concept paper phase. After submission of project proposals, all information exchanges of a technical nature will be conducted through the BAA Program Manager, and exchanges of a non-technical nature through the BAA Contracting Officer. There shall be no discussion of proposals submitted by other offerors or proposal evaluation data.

https://beta.sam.gov/

Offerors are advised that any indication of interest, in the affirmative, is not meant to imply nor in any way impart an obligation on the part of the Government that an award will be forthcoming for the offered work or project.

3.3 Data Sources and Points of Contact

All submittals shall be delivered in electronic format to the BAA Program Manager with copy to the BAA Contracting Officer, via the e-mail addresses listed below.

BAA Official Documents https://beta.sam.gov/ www.fra.dot.gov

BAA Program Manager, Cameron Stuart TEL: 202-493-6384 Cameron.Stuart@dot.gov

BAA Contracting Officer, Devona Jackson Devona.Jackson@dot.gov System for Award Management www.sam.gov

3.4 Offeror Eligibility

This is solicitation is limited to universities and university-led teams. All offerors must be registered on the Federal Government’s System for Award Management (SAM) systems prior to project award (www.sam.gov).

3.5 Project Qualification Requirements

This BAA solicits research projects in response to specific research topics detailed in this document (Appendix C). Projects shall be designed to complete applied technology activities, to increase the scientific knowledge base of the rail industry, to exploit the potential of existing technologies, and to address issues that impact the safety and efficiency of rail operations, including high-speed rail, in the United States. Projects designed to develop magnetic levitation (Maglev) technologies, or other non-traditional rail transport modes, will not be considered under this BAA. Transit-oriented research topics such as light rail, trolley, or monorail systems will not be considered. This BAA will not be used to sponsor projects that develop specific products or systems for sale. In the context of the technology readiness levels defined below, this BAA is designed only for projects in Levels 1 through 7, with preference given to those projects that are already advanced to the proof-of-concept testing stage (Level 3).

Technology Readiness Levels Description

1. Basic principles observed and reported.

Lowest level of technology readiness. Scientific research begins to be translated into applied research and development. Examples might include paper studies of a technology’s basic properties.

2. Technology concept and/or application formulated.

Invention begins. Once basic principles are observed, practical applications can be invented. The application is speculative and there is no proof or detailed analysis to support the assumption.

Examples are still limited to paper studies.

https://beta.sam.gov/ http://www.fra.dot.gov/ mailto:Cameron.stuart@dot.gov mailto:Devona.Jackson@dot.gov http://www.sam.gov/

3. Analytical and experimental critical function and/or characteristic proof of concept.

Active research and development is initiated. This includes analytical studies and laboratory studies to physically validate analytical predictions of separate elements of the technology.

Examples include components that are not yet integrated or representative.

4. Component and/or breadboard validation in laboratory environment.

Basic technological components are integrated to establish that the pieces will work together. This is relatively “low fidelity” compared to the eventual system. Examples include integration of “ad hoc” hardware in a laboratory.

5. Component and/or breadboard validation in relevant environment.

Fidelity of breadboard technology increases significantly. The basic technological components are integrated with reasonably realistic supporting elements so that the technology can be tested in a simulated environment. Examples include “high fidelity” laboratory integration of components.

6. System/subsystem model or prototype demonstration in a relevant environment.

Representative model or prototype system, which is well beyond the breadboard tested for TRL 5, is tested in a relevant environment.

Represents a major step up in a technology’s demonstrated readiness. Examples include testing a prototype in a high-fidelity laboratory environment or in simulated operational environment.

7. System prototype demonstration in an operational environment.

Prototype near or at planned operational system. Represents a major step up from TRL 6, requiring the demonstration of an actual system prototype in an operational environment, such as in a rail vehicle or on an actual track system.

8. Actual system completed and qualified through test and demonstration.

Technology has been proven to work in its final form and under expected conditions. In almost all cases, this TRL represents the end of true system development. Examples include developmental test and evaluation of a component of subsystem in its intended system to determine if it meets design specifications.

9. Actual system proven through successful deployment.

Actual application of the technology in its final form and under operational conditions, such as those encountered in operational test and evaluation. In almost all cases, this is the end of the last “bug fixing” aspects of true system development.

Source: GAO/NSIAD-99-162

3.6 Program and Project Funding Limits

Funding for this program is appropriated in the Federal budget for railroad research and development.

FRA will make available approximately $2.5 million during fiscal year 2020 (FY 20) for projects determined by the FRA to be technically consistent with the objectives of this BAA and of interest to the Government, and for which adequate funding exists. Awards are subject to the availability of funds.

No funding provision or commitment can be made at the time of award for phased or expanded work or projects beyond the initial or base phase funded at the time of award that the applicant may propose in its submissions. If appropriated funds are authorized, FRA may, at its discretion, provide additional funding for phased or expended effort under existing awards.

Awards may be of any dollar value, but it is anticipated that most individual awards (or that part of the Government’s portion in a cost sharing arrangement) will have dollar values ranging between $50,000 and $500,000.

Awards resulting from this BAA will be made based on the evaluation results of a two-phased process.

The Government reserves the right to fund all, some, one, or none of the proposals submitted; may elect to fund only part of a submitted proposal; and may incrementally fund any or all awards under this BAA. In either case, the Contracting Officer will have the ultimate authority and responsibility to make final scope determinations for selections of proposals that will not be totally funded to ensure the portion selected meets the solicited requirements. In addition, the Government reserves the right to create and maintain a reserve list of proposals for potential funding, if additional funding becomes available.

All awards are subject to the availability of funds. Offers considered unresponsive to the Government’s requests for information in a timely manner, defined as meeting government deadlines established and communicated with the request, may be removed from further consideration.

3.7 Cost Sharing

For the purposes of this BAA, cost sharing is a generic term denoting any situation where the Government does not fully reimburse the offeror for all allowable costs necessary to accomplish the project under the contract or another award instrument. The term encompasses cost matching, participation in-kind, or other investment of resources as a means of venture sharing in lieu of a formal cost sharing arrangement, third-party in-kind contributions, cost limitations (direct or indirect) and similar concepts. Generally, many forms of cost participation, by their very nature and definition, minimize or negate the opportunity for profit or fee.

Cost sharing by awardees is not mandatory under this BAA, but because of the potential for long-term benefits to those firms or institutions involved in these research, development and demonstration activities, it is FRA’s policy to obtain cost participation, whenever possible. This is preferred when FRA supports efforts where the principal purpose is ultimate commercialization and utilization of the technologies by the private sector, and when there are reasonable expectations that the offeror will receive present or future economic benefits beyond the instant contract/agreement. It is important that research conducted under this BAA be applicable to the development objectives of the program, and that the results of these research activities are practical for deployment within the railroad industry.

Projects that include partnerships with, and cost sharing from railroad operators and other industry stakeholders, will facilitate future industry adoption of developed technologies. Such projects are preferred.

3.8 Project Selection Process

This BAA selection process is structured as a two-step process.

3.8.1 Project Concept Papers

The first step of the process is the submission and evaluation of project concept papers. As detailed in Section 4, the concept paper provides a brief overview of the research effort, including the current state of development, the next steps in the development plan and rough order magnitude cost and schedule data. Concept papers will be used to gauge applicability of and the Government’s interest in the technology research area. All offerors must first submit a project concept paper to be considered for an award.

Discussions between the offeror and FRA are required at this point in the process to develop or refine project concepts and to avoid unnecessary work efforts, by either party, on project concepts that the Government does not value, or cannot fund.

Concept papers shall be submitted in electronic form via e-mail. FRA will work to complete concept paper evaluations within 60 days of receipt and will notify the offeror of final disposition.

3.8.2 Project Proposals

Following concept paper evaluation and discussion, FRA may invite the offeror to submit a detailed technical and cost/price proposal for award evaluation. Proposals shall be prepared in accordance with the requirements of Section 5. Submissions that are incomplete, materially lacking, or not responsive to the technical requirements of this BAA, may be returned unevaluated, or evaluated as is, without further opportunity for revision, at the discretion of the FRA’s evaluation committee.

3.8.3 Oral Presentations

FRA may request that offerors conduct an oral presentation of the proposal following an initial evaluation. Oral presentations may be conducted in person or via telephone or computer conference at the discretion of FRA. Oral presentations shall be prepared in a technical briefing format following the requirements of Section 6. FRA may ask technical questions for clarification during the oral presentation.

3.9 Intellectual Property Rights

Awards will generally contain detailed provisions concerning patent rights, rights in technical data and computer software, data reporting requirements, and other terms and conditions which may be negotiated as part of the award process.

Offerors must describe any limitations on any intellectual property (patents, inventions, trade secrets, copyrights, or trademarks) that will impact the Offeror’s performance of the contract or impact the Government’s subsequent use of any deliverable under the contract. The Offeror must describe the intellectual property in sufficient detail to describe the limitations (data assertions of the Offeror or any subcontractor, potential patent licenses required by the Government, etc.), and to describe why or how the Government can accomplish the stated objectives of this BAA with the limitations described or proposed by the Offeror. This information must be included in Volume III, Supplemental Information, of the proposal.

3.9.1 Patents

Offerors must list any known patents, patent applications, or inventions which may require the Government to obtain a license should the Offeror’s proposal be selected for award. If any patent, patent application or invention is owned by the Offeror, the Offeror must provide a statement, in writing, that it either owns or possesses the appropriate licensing rights to patent, patent application or invention for which the Government may require a license for this program. If an Offeror does not own or have license rights to license the Government for any such patent or patent application, the Offeror must explain how the Government may obtain a license or whether the Offeror plans to obtain these rights on behalf of the Government.

For any patent or patent application listed above, the Offeror must provide the patent number or patent application publication number, a summary of the patent or invention title, and indicate whether the Offeror is the patent or invention owner. If a patent or invention is not licensed by the Offeror, identify the licensor. Be advised that no patent, patent application, or invention disclosure will be accepted if identified in the Data Rights Assertion list described below. Rights in patents, patent applications, and invention disclosures are addressed in the patent rights clause to be included in the contract and therefore, no assertion of limited rights in patents or patent applications will be accepted. The list of patents, patent applications and inventions of this section must be a separate list from the Data Rights Assertion list described below.

3.9.2 Proprietary Data Restrictions

Offerors are advised that the proposal concept papers and/or proposals may contain data the offeror does not want disclosed to the public for any purpose, or used by the Government except for evaluation purposes. If the offeror wishes to restrict such data, the cover page of all submittal documents must be marked with the following legend, and relevant sheets marked as instructed.

This proposal includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclosed – in whole or in part – for any purpose other than to evaluate this proposal. However, if a contract is awarded to this offeror as a result of – or in connection with – the submission of these data, the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the Government’s right to use information contained in these data if they are obtained from another source without restriction. The data subject to this restriction are contained in Sheets [insert numbers or other identification of sheets].

Each restricted data sheet shall be marked as follows:

Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document.

To the extent that such restrictions on proprietary data or information would not interfere with the intent of the Government to make the results of the work and projects awarded under the BAA available to all interested parties, and if in conformance with the Freedom of Information Act (5 U.S.C. 552, as amended), the Government will honor those desires.

4 Project Concept Papers

All project concept papers must respond to a specific research topic (Appendix C). The FRA will not evaluate concept papers that do not respond to a specific research topic. In the case of multiple project proposals from a single offeror, a separate concept paper is required for each project. No project will be considered for an award without an approved project concept paper.

Project concept papers shall be prepared simply and economically, and shall provide a concise description of the proposed research project, organized as defined in the following sections. Concept papers shall be no more than 5 pages in length (excluding cover page and QUAD chart), no less than 10-point font, and single-spaced, single-sided letter size pages with 1” margins (minimum). Project concept paper submissions should not include promotional brochures, advertisements, taped recordings, or other extraneous material.

A complete concept paper submittal will include two documents:

• Concept paper with cover page (Adobe PDF)

• Project Quad chart (MS PowerPoint)

All concept papers must be submitted electronically, via e-mail, to the BAA Program Manager, with copy to the BAA Contracting Officer. See BAA Section 3.3.

4.1 Cover page

Project concept papers shall include a cover page containing the following information:

• Working title of the proposed project

• BAA Research Topic title and reference Number (Appendix C)

• Names, phone numbers, mailing and e-mail addresses for the principal technical and contractual points of contact (person or persons authorized to negotiate on the behave of the offeror and who can contractually obligate the offeror organization)

• Secondary offeror organization names and addresses (project partners), if any

• Date of submittal

• Proprietary data restrictions, if any (See Section 3.9.2)

4.2 Technical Approach

The Technical Approach shall contain the Background, Scope of Work, Expected Outcomes and Impacts associated with the project concept.

4.2.1 Background

In this section, the offeror shall describe the following:

Mission Statement – Briefly describe the technology proposed for research. Provide a statement(s) that conveys the offeror’s vision of the fully developed technology and its impact on the FRA’s research topic.

Description of Need – Describe the specific issue intended to be solved or improved by the technology proposed for research and development. Discuss the proposed application to rail safety and/or efficiency improvement in the United States. Estimate the probability of the rail industry adopting this technology, and provide a rationale for this estimate.

Technology Assessment – Quantify the maturity of the technology in the context of the technology readiness levels detailed in Section 3.5. Provide analytic and empiric evidence to support the assessment. Describe how the proposed research or technology is technically or scientifically innovative with respect to the research topic description.

Development Framework – Describe the development history of the technology, both within the offeror’s organization and from other sources, as applicable. Discuss the technical, financial, programmatic, or other significant factors that have impacted the development of this technology to date, both positively and negatively. Provide a technological risk assessment for future development of this technology.

4.3 Scope of Work

The offeror shall describe the general scope of work planned for this research activity. This section shall describe the major research, testing, and analysis activities in sufficient detail to communicate the breadth of activities proposed. A detailed work breakdown structure is not required. The offeror shall indicate major progress milestones and associated deliverables as part of this section.

The scope of work shall identify all offerors and associated stakeholder groups in the major activities of the project, and shall indicate the estimated work effort required from each offeror, expressed as a percentage of the total effort for each activity. In addition, the offeror shall identify any third party resource needs that are required during the project. These resources may include Government-furnished equipment.

4.4 Expected outcomes and impacts

Identify the significant outcomes expected from the project and their impact on the safety and efficiency of the rail industry, including short, medium and long term effects. Describe these outcomes and impacts in the context of the technology readiness levels, and in terms of their impact on the realization of FRA goals as described by the specific research topic.

4.5 Qualifications

The Qualifications section of the Concept Paper shall introduce the project team, the team’s experience, and any unique capabilities.

4.5.1 Project Team

List all key offerors proposed for the project, including offerors from outside the prime offeror’s organization. Organize the team by organization name and briefly describe each person’s roles and responsibilities on the project. Provide a short synopsis of each key person’s education, experience, and other qualifications applicable to the proposed project. Provide information on the business type (small, large, or disadvantaged) for each offeror organization.

4.5.2 Experience

Describe the relevant experience of each organization participating in the project. Identify any publicly available and accessible resources that may provide more details regarding this experience, e.g. public web site links to past or current project documents.

4.5.3 Unique Capabilities

Briefly describe any unique capabilities that the offeror team possesses that may reduce project risk, may reduce project duration, or may improve project financial performance. Describe these capabilities within the context of the research topic BAA and the proposed project’s scope of work.

4.6 Schedule and Cost Estimate

Provide milestones for the proposed project that includes start, finish, and major activity completion times. Express milestones dates as the number of weeks from project start.

Provide a rough order magnitude cost estimate. Provide a breakdown of these costs (percentage) for each organization in the project team.

Provide a funding plan for the project. Identify each funding source and their contribution to the whole, expressed as a percentage. Include all anticipated sources, including offeror internal sources, government funds, and partner organizations.

4.7 QUAD Chart

Include a Quad chart summarizing the project concept, as per the example and instructions provided in Appendix A.

5 Project Proposals

Following review, evaluation and discussion of the concept paper, the FRA may invite the offeror to submit a formal proposal for the project. The project proposal builds upon the contents of the concept paper, as modified through discussions between the offeror and FRA. Additional content and more detailed information is required in the proposal document, as described in the sections that follow.

Proposal documents are produced to the same formatting requirements as the concept papers, except for a 20-page limit. This 20-page limit is for Volume I only. Submissions that are incomplete, materially lacking, or not responsive to the technical requirements of this BAA, may be returned unevaluated, or evaluated as is, without further opportunity for revision, at the discretion of the FRA’s evaluation committee.

Offerors are advised that the FRA’s evaluation of a project for possible award is based solely on the contents of the offeror’s project proposal document, oral presentation documents (see Section 4.3), and the offeror’s answers to any technical clarification questions, as transmitted through the BAA Contracting Officer.

It is the policy of FRA to treat all proposals as competitive information and to disclose the contents only for the purposes of evaluation.

Please note that prior to an award, the Government reserves the right to perform a review of past performance. Sources for past performance may include the Past Performance Information Retrieval System (PPIRS), the Federal Award Performance and Integrity System (FAPIIS), and Government program managers and contracting officers who are familiar with the offeror’s relevant past performance may also be contacted.

A complete project proposal submittal will include 4 documents:

• Volume 1: Technical Proposal (20-page limit) with cover page (Adobe PDF)

• Volume 2: Cost and Pricing Data (Adobe PDF)

• Volume 3: Supplemental Information (Adobe PDF)

• Project Quad Chart (MS PowerPoint)

All project proposals must be submitted electronically, via e-mail, to the BAA Program Manager, with copy to the BAA Contracting Officer. See BAA Section 3.3.

5.1 Cover Page

Project proposals shall include a cover page containing the following information:

• Working title of the proposed project

• BAA Research Topic title and reference Number (Appendix C)

• “Project Proposal” written below the project title

• Names, phone numbers, mailing address and e-mail addresses for the principal technical and contractual points of contact (person or persons authorized to negotiate on the behave of the offeror and who can contractually obligate the offeror organization)

• Secondary offeror organization addresses (project partners), if any

• Date of submittal

• Proprietary data restrictions, if any (See Section 3.9.2)

5.2 Volume 1: Technical Proposal

The Technical Proposal shall contain the following sections:

1. Background

2. Statement of Work

3. Technical Approach

4. Project Management Plan

5. Capabilities and Experience

5.2.1 Background

Offerors shall explain, specifically, how the proposed technology or method enhances the ability to meet the research topic goals; how it could be incorporated into existing railroad equipment, infrastructure, or operations (to include how major barriers, impediments or obstacles could be overcome or mitigated); and the interface modifications required to accomplish a demonstration. Explain how its application will bring about an improvement to capital equipment or infrastructure, or operating methods, safety and/or performance improvements. Correlative benefits to general railroad operations, if any, should also be cited, since they can also enhance the feasibility of passenger service added to freight routes. Quantitative support should be provided for assertions made.

Proposals may include a discussion of optional, future phase or phases of work. Such discussion shall be clearly labeled as “optional future phase or phases of work.” The original phase or work shall in no way depend on work described under future phases to meet the program criteria. If a future phase or phases are included, a rough order magnitude cost estimate shall be provided as a separately labeled section in the costs and pricing section of the proposal.

Proposals shall include references to past relevant research describing capabilities, work, and significant accomplishments in areas directly associated with proposed research area or in closely related areas. A bibliography of relevant technical papers and research notes that support the technical concepts and innovative ideas described in this proposal shall be included for technical reference.

Mission Statement – Describe the technology proposed for research. Provide a statement(s) that conveys the offeror’s vision of the fully developed technology and its intended impact on the FRA’s research topic.

Description of Need – Describe the specific issue intended to be solved or improved by the technology proposed for research and development. Discuss the proposed application to rail safety and/or efficiency improvement in the United States. Discuss the intended stakeholder groups expected to utilize this technology and discuss how each group is expected to leverage this technology to improve safety and operating efficiency. Estimate the probability of the rail industry adopting this technology, and provide a rationale for this estimate.

Technology Assessment – Quantify the maturity of the technology in the context of the technology readiness levels detailed in Section 3.3. Describe the technology readiness in the context of the rail industry (operations, legal, regulatory, etc.). Provide analytic and empiric evidence to support the assessment. Describe how the proposed research or technology is technically or scientifically innovative with respect to the research topic description.

Development Framework – Describe the development history of the technology, both within the offeror’s organization and from other sources, as applicable. Discuss the technical, financial, programmatic, or other significant factors that have impacted the development of this technology to date, both positively and negatively. Provide a technological risk assessment for future development of this technology.

Expected Outcomes and Impact - Identify the significant outcomes planned for the project and their impact on the safety and efficiency of the rail industry, including short, medium and long term effects.

Describe these outcomes and impacts in the context of the technology readiness levels, and in terms of their impact on the realization of FRA goals as described by the specific research topic.

5.2.2 Statement of Work

A statement of work document shall be prepared as a separate document contained within the proposal submittal. There shall be no company-sensitive or proprietary data included in this document.

This statement of work shall contain the following information:

Work Scope: Describe the work to be accomplished as part of the research project. Include the technology under development, the objectives and goals of the effort, major milestones, and the expected outcomes.

Requirements: Define the work. Separate the work effort into major tasks and subtasks as numbered paragraphs, or in a table. Identify all project reviews, test, demonstrations, and all deliverables resulting from the execution of the project.

Deliverables: All project deliverables should be clearly listed and described.

5.2.3 Technical Approach

Offerors shall provide a narrative description of work to be performed, organized as it is expected to be performed. The technical approach shall include activities designed to integrate the rail industry into the development effort, either through active participation in the technology development or through demonstration and/or testing support. Describe the steps, tasks, and activities necessary to achieve the desired project results. Identify and describe all deliverables, presentations, demonstrations, test, and periodic reports. Describe the quality requirements for the project and identify the processes and/or procedures that will be employed to ensure these requirements are satisfied.

The technical approach shall include a risk assessment. Technical, programmatic, market and other risk elements shall be analyzed for their impact on the project. A scoring or ranking scheme shall be developed to quantify potential impacts. Data shall be presented in a probability/impact chart or another suitable format.

5.2.4 Project Management Plan

The proposal shall contain a detailed management plan for the project based upon the following minimum requirements.

Work Breakdown Structure (WBS) – Divide the project requirements into tasks and work packages.

Hierarchically organize the project work down to the work package level. A table or chart format is preferred.

Project Schedule – Sequence the project activities, identify and estimate resource requirements and activity durations. Identify the critical path. Present the project schedule as a bar, or Gantt-style chart, including activity relationships (dependencies). Provide a milestone chart for the project illustrating key activities and their expected completion time (weeks from project start). Include intermediate progress reviews, demonstrations or tests, and periodic reporting activities in the schedule. All project deliverables shall be clearly indicated on the project schedule.

Mobilization Plan – In the context of the project schedule, describe the plan to acquire and deploy resources needed for the project, including personnel, facilities, equipment, and other resources, including Government Furnished Equipment (GFE), deemed necessary for project execution.

Organization Chart – Deliver an organization chart for the project illustrating resource roles and reporting relationships. Include all offeror organizations. Clearly highlight organizations that are participating in cost sharing activities. Identify the type of business (large, small, disadvantaged, or educational) for each offeror organization. Provide resumes (2-page maximum) for all key personnel on the project. Resumes shall be organized in an appendix to the proposal. Resumes do not count toward the 20-page limit for the proposal.

Subcontracts/Teaming/Cost Sharing Management Plan – Identify and describe the offeror’s plans for subcontracting, teaming, and cost sharing. Clearly identify the roles and responsibilities of all organizations working within the project team, including technical and financial elements.

Testing Plan - Describe the testing requirements, environments and methods needed to assess or demonstrate the suitability of the technology in the railroad environment and to demonstrate the success of the proposed project. Cite railroad companies or other rail-related organizations, such as railroad industry suppliers, that have expressed their willingness to permit and/or support such testing or demonstrations. Letters or statements attesting to an outside organization’s interest or commitment to permit and/or support testing or demonstrations should be furnished with the proposal as an attachment. Such letters or statements will not count towards the proposal’s 20-page limit.

5.2.5 Capabilities and Experience

Identify and describe the capabilities and experience of key personnel and organizations within the project team as these elements relate to the proposed project. Describe any relevant technological and scientific, railroad or other industrial or defense capabilities, experience, and resources (or those of its team members) that will serve to demonstrate its ability to successfully conduct the proposed research or technology advancement project. Describe the team member’s (or organization’s) familiarity with or position in the railroad community and access to critical resources for the project.

Describe any unique capabilities that the offeror team possesses that may reduce project risk, may reduce project duration, and/or may improve project financial performance. Describe these capabilities within the context of the objectives of the BAA and the proposed project’s scope of work.

5.3 Volume 2: Cost and Pricing Proposal

See Appendix B for specific requirements for cost and pricing information content and formatting requirements. Cost and pricing proposals must conform to the requirements in Appendix B and below.

5.3.1 General Requirements

Identify each funding source and their contribution to the whole, expressed as a percentage. Include all anticipated sources, including offeror internal sources, government funds, and other offeror organizations.

The cost or pricing portion of the project proposal should contain a cost estimate for the proposed effort to allow for meaningful evaluation and determination of price reasonableness and cost realism. The cost estimate shall account for the entire cost of the project, inclusive of that portion of cost the applicant or other offerors would bear in any proposed cost sharing arrangement or other investment of resources, as a means of venture sharing, in lieu of a formal cost sharing arrangement. The cost estimate shall be broken down for each year of the proposed work, and by all years combined. At a minimum, the cost estimate shall include the following information:

Labor - A breakdown of direct labor, by WBS index number, identifying the labor categories or individuals and projected hours, and their associated subtotals.

Overhead and/or fringe - Labor overhead and/or fringe rate(s) and base(s), and cumulative effect on labor costs.

Materials, supplies, and equipment - Description and cost of materials, supplies, and equipment, to include the basis of the cost estimate (e.g., historical data, competitive market quotes, and in house transfers). Specific mention should be made of any highly specialized or costly test equipment or supplies needed to accomplish the project.

Travel and transportation - Breakdown of travel and transportation costs.

Subcontracts - Breakdown of individual subcontracts. State the amounts of time of subcontractor/consulting services to be devoted to the project, including the cost to be charged to the proposed contract/agreement.

ODC - Breakdown of other direct costs (reproduction, computer time, and consultants).

Misc. - Identification of any other direct or indirect cost elements not identified elsewhere. For each indirect rate (identified here or elsewhere), indicate if the proposed indirect rate and allocation base have been approved by a government audit or cognizant agency for use in proposals and when the rate(s) was approved and the name of and telephone number of the cognizant auditor or approving official.

General and Administrative - G&A rate and base, and cost outcome.

Profit or fee - Generally, the FRA does not anticipate providing profit or fee under contracts awarded under the BAA because of the potential for long-term benefits to those firms or institutions involved in these demonstration activities. However, profit or fee may be proposed, and if proposed, is subject to final negotiations.

Cost Sharing/Cost Participation - Identify extent of cost sharing/cost participation, if any (exclusive of the offeror’s prior investment), to include the actual dollars or the percentage of the cost share of the proposed research or technology project, to be provided by the applicant, or third party contributors or other Federal funding sources, if allowable; the type and extent of cost limitations (direct or indirect); or the specifics for and extent of similar concepts indicative of cost participation. (Note: The applicant may be required to certify that it has secured the appropriate cost share funding levels, and identify the source of funding.

The value of any proposed cost participation in the form of participation in-kind or other investment of resources as a means of venture sharing, in lieu of a formal cost sharing arrangement, or third-party in-kind contributions, must be assessed by the Government. (Note: These latter forms of cost participation are best suited for and may only be applicable as the offeror’s cost share/match in a grant or cooperative agreement award.)

5.3.2 Recommended Procurement Instrument and Pricing Arrangement

Offerors shall include a summary of the recommended procurement instrument (e.g., contract, cooperative agreement, or grant) and pricing arrangements (e.g., firm-fixed-price, cost, cost-plus-fixed-fee, etc.) and include the rationale for their use. However, the FRA reserves the right to negotiate and award the types of instruments determined most appropriate under the circumstances. If warranted, portions of resulting awards may be segregated into pre-priced options. It is anticipated that most instruments will be contracts with firm-fixed-price pricing arrangements with milestone payments. It should be noted that cost reimbursable type contractual arrangements are not permissible unless the awardee has an accounting system that has been approved by the Government as adequate to support the determination of costs applicable to the contract. Additionally, the accounting system will be subject to audit and surveillance during the awardee’s performance to provide reasonable assurance that efficient methods and effective cost controls are being used.

5.4 Volume 3: Supplemental information

All proposal must respond to the following items. All resumes, letters of support, or other supporting material for the proposal should be included in Volume 3.

5.4.1 System for Award Management (SAM) Registration

To be eligible for award of a contract resulting from this solicitation, offerors must be registered in the Federal Government’s SAM system. The registration can be accomplished by accessing the following website:

http://www.sam.gov

NOTE: Contractor must ensure that the registration process has been completed in SAM as award may not be made until the contractor is registered in the system.

5.4.2 Administrative and Audit Offices

Offerors shall indicate which audit offices will represent them. For DCAA offices, offerors can identify their DCAA office by going to the following website: www.dcaa.mil and entering their ZIP code.

Cost reimbursable type contractual arrangements are not permissible unless the awardee has an accounting system that is adequate to permit timely development of all necessary cost data in the form required by the proposed contract type.