Sources Sought Notice Waybill 11.10.2026.pdf

Sources Sought Notice Notice Type: Sources Sought Notice (Market Research) Agency: Department of Transportation (DOT) Office: Federal Railroad Administration (FRA)

NAICS Code: 518210, Data Processing, Hosting and Related Services Small Business Size Standard: $40 Million

1. Introduction / Purpose The Federal Railroad Administration (FRA) is seeking information from industry regarding potential sources capable of providing the FRA and the Surface Transportation Board (STB) and independent bipartisan adjudicatory body, collectively function as the "Government" in overseeing the nation's rail infrastructure. Under federal regulations (49 CFR Part 1244), qualifying railroads must submit standardized waybill sample data based on specific volume and traffic thresholds.

This data is processed into a comprehensive 913-byte record format known as the Confidential Waybill Sample. Because this file tracks sensitive logistics metrics nationally—such as specific railroads, geographic stations, interchanges, commodities, and freight revenues, the raw data is strictly confidential. To balance public utility with corporate privacy, a modified, aggregated "Public Use File" is also generated annually to shield individual shipper and railroad identities.

The primary purpose of collecting and processing the Waybill Sample dataset is to monitor, analyze, and regulate the economic and operational health of the U.S. surface transportation network. Specifically, the data serves the following critical functions in monthly, quarterly and annual reports including regulatory oversight, industry monitoring;

strategic planning and evidentiary support.

This is a Sources Sought Notice (SSN) only. This is not a Request for Quotation (RFQ). Currently, no solicitation exists.

The FRA will use this information to:

• Identify qualified firms capable of meeting this requirement under NAICS code 518210, Data Processing, Hosting and Related Services.

• Determine the appropriate procurement strategy (set-aside vs. full and open).

• Refine the draft Statement of Work (SOW)

2. Background / Requirement Description The Surface Transportation Board (STB) and the Federal Railroad Administration (FRA) (collectively referred to as the Government) require expert contractor support to manage, validate, and process the Railroad Carload Waybill Sample. Under federal regulations outlined in 49 CFR Part 1244, subject railroads meeting specific traffic thresholds (terminating at least 4,500 revenue carloads or 5% of a state’s total carloads in any of the three preceding years) must submit sample data from all line-haul revenue waybills.

This data set serves as a primary tool for federal economic regulation, infrastructure oversight, state-level transportation planning, and evidence in formal regulatory dockets.

Because raw waybill files contain sensitive commercial metrics—including precise shipping routes, volumes, and freight rates—the core data must be kept strictly confidential under federal law (49 U.S.C. 11904). The ultimate goal of this requirement is to produce a flawless master Confidential Waybill Sample and an aggregated "Public Use File" that protects proprietary shipper info while maintaining data utility.

3. Anticipated Scope of Work The selected contractor will be required to provide all personnel, technical infrastructure, and materials to execute a 24-month data processing cycle for each data collection year.

The work is strictly divided into two distinct, non-severable phases:

• Phase I: Data Collection, Sampling, and Quality Control o Secure Data Ingestion: Establish and maintain secure electronic transfer protocols to collect monthly and quarterly raw waybill data from participating railroads.

o Sample Generation: Apply strict STB sampling methodologies to draw sample entries from the 100% traffic logs submitted by railroads that do not self-sample.

o Rigorous Data Editing: Conduct intensive ongoing error checking against an array of parameters (validating car initials, structural capacities, logical shipment dates, and revenue boundaries) to enforce a mandatory 99% data accuracy threshold.

o Audit Trails: Run an Attribute Transaction File to systematically track and log every single data modification made between original submission and finalized delivery.

• Phase II: Network Modeling and Public Layout Formatting o Transportation Network Modeling: Calculate actual route mileage and theoretical short-line miles using the FRA's North American Rail Network (NARN) modeling parameters.

o Advanced Modification Elements: Apply complex revenue division algorithms across multi-carrier interchanges, disaggregate cross-border Canadian/U.S. rail systems, and translate specialized bulk/hazardous commodity classifications (STCC codes).

o Public Use File Production: Re-engineer the post-costed master dataset into a 253-byte Public Use File structure, safely masking shipper/consignee identities via geographic and volume aggregation.

• Program Management and Security Infrastructure o Provide a credentialed technical team consisting of specialized Program Managers, Data Architects, Transportation Modeling Engineers, and Quality Assurance Analysts.

o Furnish all essential processing hardware, commercial software platforms, and standard Industry Reference Files (e.g., CSM, OPSL, and Official Railway Equipment Registers).

4. Requested Information from Industry Interested businesses are invited to submit a capability statement that demonstrates their ability to perform the services described above. Responses should include:

1. Company Information: Name, UEI number, UEI Expiration Date, CAGE code, address, and point of contact.

2. Socioeconomic Status: Confirm whether your firm is a Small Business Concern and provide SBA No.

3. Relevant Past Performance: Provide 2-3 examples of projects completed within the last 2 years similar in size, scope and complexity to the requirements described.

Include contract numbers and customer POCs.

4. Technical Capability: A brief statement indicating your firm's technical ability to meet the requirements provided in the Scope of Work.

5. Processing Crosswalk

6. Submission Details

• Response Deadline: 11/16/2026 at 12:00pm Eastern Time.

• Submission Format: Email to Koren Wheeler at koren.wheeler@dot.gov

• File Format: PDF or MS Word. Please limit submissions to 5 pages.

• Subject Line: Sources Sought – FRA RDI Waybill Dataset Requirement - [Firm Name]

7. Disclaimer The Government will not pay for any information submitted in response to this notice, nor will it reimburse firms for costs associated with developing their submissions. Responses to this notice will not be returned. Any information received will be treated as sensitive market research and will not be shared publicly.

National Railroad Data

Submitted to Contactor

PHASE 1: Railroad Data Calibrated and sent to STB

PHASE 2:

Contractor takes approved Data and creates reports

Contractor delivers reports to FRA and

STB

mailto:koren.wheeler@dot.gov