Request_for_Information__-_Confedential_Close_Call_Program.docx

Request for Information (RFI) Washington Metropolitan Area Transportation Authority Confidential Close Call Reporting Program Date - September 19, 2018

Dear Contractors:

Introduction:

The Washington Metropolitan Area Transportation Authority (WMATA) is gathering information that may facilitate a formal procurement process and invites your firm to provide input associated with this Request for Information (RFI). Any suggestions received through this inquiry may be incorporated into a final scope of work that will provide the basis for a future procurement solicitation.

Background:

The Washington Metropolitan Area Transportation Authority (WMATA) seeks to gather information from vendors to identify leading practices and capabilities in managing close call/near miss programs in order to inform requirements for a potential future procurement for a third-party vendor to manage WMATA’s confidential and non-punitive Close Call Reporting Program.

Close Call Reporting programs, which originated in the 1970's in aviation, have worked well in freight and commuter rail environments. In 2013, WMATA's program was established in cooperation with the Amalgamated Transit Union Local 689 and International Brotherhood of Teamsters Local 922. The partnership also included an independent statistical agency to help manage the project and take confidential safety reports from employees. The program addresses a National Transportation Safety Board recommendation from the June 2009 Metrorail accident to develop and implement a non-punitive safety reporting program.

WMATA employees who see or experience unsafe conditions can submit a report to the third party. To maintain confidentiality the third party removes all identifying information, conducts interviews with employees who submitted reports, and presents information about emerging trends and new sources of risks to a joint WMATA /Labor committee known as the Peer Review Team. This trained team, which works under a strict confidentiality agreement required by the third party, meets regularly to establish root causes of reported events and recommend actions WMATA should take to stop them from reoccurring. The preventive safety actions are reviewed, approved, and implemented by WMATA management. All employees receive information about the safety actions resulting from Close Call Reports via a newsletter distributed by both management and the unions and posted on the third party's website set up for the program.

The Close Call program is one of four avenues that management relies on to identify trends and safety issues needing to be addressed. It allows them to report events that would otherwise go unreported, without fear of possible discipline. In turn management can take action to resolve the safety issues. However, the program does not eliminate employee accountability for specific serious rules violations. Except for serious rule violations, all other reported incidents will not be subject to administrative discipline.

WMATA will not be responsible for any cost incurred in furnishing this information.

If a solicitation is released, it will be synopsized/advertised on the Authorities web-site at: https://www.wmata.com/Business/procurement/solicitations/active-procurement-opportunities.cfm

Objectives of the RFI:

This RFI provides the opportunity for contractors, suppliers, distributors, service-providers, private firms and corporations, etc. to assist WMATA with gathering technical information relative to the outsourcing of transit services. Responses to this RFI will not be used to qualify proposers/bidders for future solicitations, nor are they a pre-condition to responding to future RFP’s or IFB’s.

The objectives of this RFI are to obtain responses to specific technical inquiries below from industry for consideration. WMATA seeks to identify opportunities for innovative approaches to improve customer choice, provide better service, and operate more efficiently.

1. Describe specific examples of close call programs with public or private sector organizations, ideally where safety is a major organizational priority. Include a description of the organization, including industry and employee population, the structure of the program, how employees report issues or incidents, defined outputs of the program, cadence of meetings, and measures of success.

2. What measures of success and/or performance standards should WMATA consider including in potential requirements? How should WMATA think about developing incentives for potential vendors?

3. What are best practices in ensuring employee confidentiality and protecting the security of employee information?

4. What are best practices in receiving reports from employees? What mediums should be used (e.g., phone number, web form) and how should WMATA think about defining standards for the reporting mediums?

5. How do you ensure information obtained in the reporting process is communicated in a way that produces actionable information while also preserving employee confidentiality? What are leading practices in providing feedback to management and employees to ensure the information gets into the right hands to have a maximum positive impact?

6. What types of analytical support are available and how do they add value to a close call program?

7. How does your organization get up to speed on a specific industry or firm and ensure it has the necessary expertise to understand the issues employees are reporting and turn them into actionable reports? How should WMATA think about developing requirements around expertise of potential vendors?

8. What training tools are available for employers and employees? What are leading approaches to employee training?

Responding to this RFI:

RFI responses must include:

· Name of Firm

· Primary business and corporate mission

· Email address

· Phone

· Identification of other key individuals who collaborated on the RFI response

· Responses can be sent to both- Project Coordinator in Department along with PRMT POC.

· A brief summary description of previous relevant experience in identifing leading practices and capabilities in managing close call/near miss programs

· As part of this Request for Information, vendors may elect to appear in person or by phone for demonstration meetings to discuss and answer questions about their responses.

Company Profile – provide your firm’s name, contact name, street address, mailing address if different, email address, and telephone numbers of the Respondent along with a description of your firm, and any potential sub-contractors or other partners.

Describe past successes you have had in delivering similar solutions. Provide contact information for three organizations that you have previously provided with similar solutions.

RFI Questions:

Response Submission Deadline/Action Dates: January 4, 2019

Point of Contact for Inquiries and Submissions:

Rights and Options Reserved:

In addition to the rights reserved elsewhere in this RFI, WMATA reserves and may, in its sole discretion, exercise any one or more of the following rights and options with respect to this RFI if determined that doing so is in the best interest of the Authority:

1. to decline to consider any response to this RFI (Response); to cancel the RFI at any time; to elect to proceed or not to proceed with discussions or presentations regarding its subject matter with any Respondent and with firms that do not respond to the RFI; or to reissue the RFI or to issue a new RFI (with the same, similar or different terms);

2. to waive, for any Response, any defect, deficiency or failure to comply with the RFI if, in the Authority’s sole judgment, such defect is not material to the Response;

3. to extend the Submission Date/Time and/or to supplement, amend, substitute or otherwise modify the RFI at any time prior to the Submission Date/Time, by posting notice thereof on the Authority’s web page(s) where the RFI is posted;

4. to require, permit or reject amendments (including, without limitation, submitting information omitted), modifications, clarifying information, and/or corrections to Responses by some or all Respondents at any time before or after the Submission Date/Time;

5. to require, request or permit, in discussions with any Respondent, any information relating to the subject matter of this RFI that the Authority deems appropriate, whether or not it was described in the Response or this RFI;

6. at any time determined by the Authority, to discontinue discussions with any Respondent or all Respondents regarding the subject matter of this RFI, and/or initiate discussions with any other Respondent or with vendors that did not respond to the RFI;

7. to do any of the foregoing without notice to Respondents or others, except such notice as the Authority, in its sole discretion, may elect to post on the WMATA web page(s) where this RFI is posted.

8. To the best of the Authority’s knowledge, the information provided herein is accurate. Respondents should undertake appropriate investigation in preparation of responses.

9. This RFI is issued solely for information and planning purposes and does not constitute a solicitation or commitment to contract. Responses to this notice are not an offer and cannot be accepted by the Authority to form a binding contract.

The Authority is not obligated to conduct subsequent discussions with any Respondent to this RFI, and reserves the right to conduct discussions regarding its subject matter with firms that do not respond to this RFI. This RFI and the process it describes are proprietary to the Authority and are for the exclusive benefit of the Authority. No other party, including any Respondent, is intended to be granted any rights hereunder. Upon submission, Responses to this RFI shall become the property of the Authority, which shall have unrestricted use thereof. Responses may be subject to public disclosure under applicable law. By submitting its Response, the Respondent agrees to the terms and conditions of this RFI.

DISCLAIMER

WMATA will not publicly disclose proprietary information obtained as a result of this RFI.

To the full extent that it is protected by law and regulations, information identified by a respondent as Proprietary or Confidential will be kept confidential. Submitters are cautioned to clearly label as proprietary and confidential any specific information or other material that is considered to be confidential.

This RFI may also be found electronically at www.wmata.com

Main POC:

Adrianne Harley 202-962-2278 aharley@wmata.com

Alternate POC:

William Johnson 301-698-7237 wjohnson3@wmata.com