RRF Management System (RMS)-Market Research

Description

No award will be made without the approval of DOGE/Office of Secretary of Transportation

DESCRIPTION AND SPECIFICATIONS

1 Introduction and Background

1.1 Background

The Ready Reserve Force (RRF) program, comprised of approximately 60 vessels, is a subset of the Maritime Administration's National Defense Reserve Fleet (NDRF) which supports the rapid worldwide deployment of U.S. military forces. A key element of strategic sealift, the RRF is specifically structured to transport Department of Defense (DOD) unit equipment and initial resupply for forces deploying anywhere in the world during the critical period before adequate numbers of commercially available ships can be marshaled. The ships are maintained and operated by commercial ship management companies under contract to the U.S. Maritime Administration (MARAD).

1.2 Ready Reserve Force Management System (RMS)

The RRF Management System (RMS) encompasses the management and operation of Commercial-Off-The-Shelf (COTS) software applications, hardware infrastructure. The RMS Program office, located in MARAD’s Division of Logistics (MAR-614), provides overall program direction and operations guidance for RMS-related activities. MARAD’s Division of Maintenance and Repair (MAR-611) is responsible for documentation and training related to the business protocols, process improvements, and ship maintenance plans.

The primary RMS software application is a customized version of the American Bureau of Shipping’s Nautical Systems Enterprise (NSE), a client-server MySQL-based database application. NSE is the maintenance management system used across the NDRF, for tracking maintenance and financial information for all operations of all MARAD vessels. Third party applications are also used for RMS customized reports and remote accessing of shipboard servers and workstations. MAR-611 Manages the NSE software and requests, while MAR-614 manages the support and hardware across all NSE deployment sites.

NSE is installed onboard all NDRF vessels, two special program vessels, and school ships. It is in operation at seven contracted Ship Managers, two Logistics Support Contractors Sites, MARAD Headquarters, and MARAD Division Offices. There are approximately one thousand active NSE users/accounts. MARAD has also deployed a tailored version of NSE at three NDRF sites (James River (fort Eustis), VA; Beaumont, TX; and Suisun Bay, CA) to support NDRF functions called the Reserve Fleet management System (RFMS).

1.3 Objective

MARAD requires, specialized assistance, and professional consulting services with the expert knowledge of the data structure, processing logic, and queries within NSE, and expertise in the commercial maritime business operations, and marine maintenance management, Preventive Maintenance Plans (PMP).

Designated contractor personnel will be given access to the DOT network and to the MARAD NSE databases (but not source code). Personnel so designated must apply and obtain the department of Transportation Personal Identification Verification (PIV) card and shall be required to comply with the requirements in Section 3.2.

These services may be required to be performed in Washington, D.C., at contractor facilities, or at other NSE sites.
Contractor employees who visit NDRF Vessels must have a Transportation Worker Identification Credential (TWIC). More TWIC information can be found on the URL: TWIC® | Transportation Security Administration (tsa.gov)

2 Scope of Work

2.1 DATA MANAGEMENT:

The Contractor shall act as the Data Manager, ensuring consistency in vessel hierarchy and configuration within Nautical Systems Enterprise Duties of the (finish me)

2.1.1 The contractor shall serve as a subject-matter-expert in Marine Maintenance Management to provide technical assistance in process engineering and research analysis to the RMS Operations and Policy Group.

2.1.2 As Data Manager the contractor shall manage all the new vessel database imports/data conversions for ship classes, and programs in the NDRF (existing RRF/VAM/LMSR/NSMV) to ensure consistency across the fleet. This shall include, but not limited to the following:

2.1.2.1 Ensure compliance with protocols, policies, and memorandums in place at MARAD.

2.1.2.2 Ensure proper coding of equipment with respect to the MARAD SFI code (or other equipment coding standard in effect for vessel).

2.1.2.3 Application of UNSPEC codes for the standard classification of vessels for all fleets.

2.1.2.4 Perform import and validation of all data.

2.2 Training:

The contractor shall provide training on the use of, to Nautical System Enterprise (NSE) training to MARAD staff, Ship Manager Staff, and vessel staff as requested/required. Training is to be performed either in person or virtually.

2.3 Cybersecurity:

Contractor will provide support as it relates to the development, implementation, monitoring, training, and other aspects of cyber security as it dictated by MARAD & DOT requirements and policy.

2.4 NSE Integrations:

The contractor shall provide technical assistance in developing and maintaining interfaces and integrations between NSE and other MARAD programs/functions. Note: This requirement does not involve accessing or altering the proprietary NSE source code.

2.4.1 The contractor shall work with the RMS software provider to design/implement integrations / features into the software to support the mission of the RRF.

2.4.2 The contractor shall assist MARAD in the formation of specifications for integrations as requested.

2.4.3 The contractor shall provide a scope of work, cost estimate, and proposed schedule, for any new integration proposed integration.

2.4.4 If MARAD contracts for integration outside of this contract the contractor shall act as MARAD NSE SME as required.

2.5 Preventive Maintenance Plan (PMP)
The contractor shall provide technical assistance in the formation and updating of Preventative Maintenance Plans as prescribed by applicable MARAD PMP guidance for NDRF Ships. Tasks include, but not limited to the following:

2.5.1 Assisting ship managers and MARAD Surveyors in the methodology for development of a single plan for both (Reduced Operational Status (ROS) and Full Operational Status (FOS) phases within NSE and verification of the hierarchy of associated shipboard databases.

2.5.2 Maintenance of standard jobs including corrections, deletions, new jobs, and standardization for fleet wide PM jobs. Provide support for jobs improperly functioning.

2.5.3 Provide support for developing additional standard jobs. To include shipboard requests, and new equipment additions to existing vessels.

2.6 Drydock Support

The contractor shall aid with drydock creation and execution documents including training and documentation. Assist with drydock errors and corrections to documents. Provide financial and status reporting to monitor progress and completion of drydock tasks.

2.7 RMS Software Subject Matter Expert:

The contractor shall work with act as the ABS NSE SME. As the SME the contractor shall work with ABS to design/implement features into the software to support the mission of the NDRF. This includes the requirements gathering, soft specification design and integration into MARAD workflow upon delivery.

2.8 Document Support:

2.8.1 The contractor shall provide technical assistance to revise, maintain, and develop user documentation including but not limited to the following:
• MARAD Business Protocol
• NSE Hierarchy Protocol
• MARAD NSE Preventive Maintenance Protocol
• MARAD NSE Shipboard Quick Reference Guide
• MARAD SM Reporting Tool Installation/Usage
• MARAD NSE Drydock Guidance and Usage
• MARAD Removal of Equipment Guidance
• MARAD Emergent Repairs and PO Revision Guidance
• MARAD New Equipment Procurement
• MARAD Surveys and Certificates Guidance
• MARAD Rescheduling of Standard Jobs Guidance
• MARAD School Ship Surveyor Guidance
• Position papers and reports
• MARAD Logistics Management Manual

2.8.2 All Manuals shall have on the title page “Property of United States Maritime Administration” No other ownership markings shall be used.
2.8.3 The Contractor shall test the release of upcoming NSE versions to ensure accuracy/completeness of updates and effect on MARAD protocols. The Contractor shall advise recommended changes to MARAD operating procedures and protocols based off the upcoming NSE releases.

2.9 RMS Program and NSE Trouble Ticket Technical Support:

The contractor shall provide technical support and assistance to the RMS Help Desk

2.9.1 The contractor shall work in conjunction with the RMS Help Desk to support, analyze and resolve NSE help desk tickets daily.

2.9.2 The Contractor shall aide the RMS support team in resolving issues at ship manager sites to include but not limited to, database replication issues, and RMS Software Updates.

2.9.3 The contractor shall provide support services through the RMS help desk to resolve NSE anomalies which including custom reports, analysis, and resolutions for such items some examples are.
• Standard Jobs not scheduling
• Removed equipment with active standard jobs, etc.

2.10 Reserve Fleet Management System (RFMS)
The contractor shall provide support/updates/enhancements as required to the RFMS (Reserve Fleet Management System) as directed.

3 Oversight

3.1.1 The Contractor shall provide a Bi-weekly work plan to the Contracting Officers Representative (COR), on the first working day of a bi-weekly period. The work plan shall include For Each task:
• Description of the Task
• RMS Help Desk Ticket Number (If applicable)
• Personnel assigned to Task
• Percent completion of Task
• Estimated Completion Date of Task

3.1.2 The contractor shall furnish updates status updates as tasks are completed and as requested by the COR.

3.1.3 Direct Reimbursable Costs, If additional equipment / software is needed to perform tasks set out in section 2 of this statement of work the Contractor shall notify the COR prior to purchase, and provide receipts on the invoice.

3.1.4 The contractor shall provide invoices to the COR Monthly. Invoices shall be provided for the previous month No later than the 7th business day after the first of the month.

3.1.4.1 Invoices shall break hours down by specific task.

4 General Personnel Provisions

4.1 Prior to assigning any personnel to the contract, the contractor shall submit personnel resumes to the COR for approval. The contractor must demonstrate that personnel assigned to this contract has the necessary knowledge, skill set, experience, and education to perform the requirements of the tasks to which they may be assigned, especially regarding use and management of NSE software.

4.2 All contractor personnel who may have access to sensitive information under this task order will complete the “Contractor Employee Non-Disclosure Agreement” available from the COR. The Contractor employee will follow the guideline of Privacy or Security Safeguards prescribed in FAR 52.239-1. In addition, designated contractor personnel with access to the DOT network and NSE shall complete the following items prior to commencement of work:

4.2.1 DOT Information System Responsibilities and Rules of Behavior for Users, Account Administrators, and System Operators.

4.2.2 All Contractor employees are required to take the annual DOT Security Awareness Training (SAT). The proof of contractor employees who successfully complete the SAT must be delivered to the MARAD Information System Security Officer (ISSO) for acceptance.

4.2.3 DOT Annual Privacy Awareness training

4.2.4 Personnel with NSE Database Administrator user profiles will be required to sign a non-disclosure agreement due to the proprietary nature of the ship mangers’ data. Originals will be forwarded to the MARAD COR and the contractor will be required to keep and executed copy on file.

4.3 Personnel Identity

4.3.1 It is the responsibility of the contractor to verify that all proposed staff for the contract meets federal employment eligibility, the validity of Social Security number (SSN) and is suitable for employment and/or access to unclassified but sensitive (UBS) information.

4.3.2 MARAD will not initiate requests for appropriate investigation on behalf on contractor’s employees. The cost incurred from the security clearance shall be borne by the contractor.
4.3.3 Per DOT Information Technology and Information Assurance Guidance number 2009-002: e-Authentication and Access Control, contractor staff may require using DOT-Issued Personal Identity Verification (PIV) card to access DOT network. The Government will issue the PIV cards to the contractor staff whose assigned duties require them.

4.3.4 The contractor shall not begin the performance of substantive work under this Contract until a sufficient number of personnel have presented evident that they have the required credential which has been approved by MARAD. The contractor further agrees to include this provision in any subcontract awarded pursuant to his contract.

4.3.5 While onboard NDRF ships, all ship manager log-in and safety procedures are to be strictly adhered to. Employees visiting NDRF ships and sites must wear their TWIC card to gain access to the ship/facility.

5 Travel Requirements

5.1 Travel costs will be reimbursed (at actual cost) in accordance with Federal Travel Regulation (FTR) and FAR part 31.205-46 Travel Costs. Substantiating receipts must be submitted in accordance with FTR 301-11.25. The Contractor will submit travel requests to the COR for approval, Via Email, in advance of each travel event. Reimbursement will not be approved for unauthorized travel.

5.2 The Contractor shall not charge local travel costs with in a 50-mile radius of their home of record / Office.

No award will be made without the approval of DOGE/Office of Secretary of Transportation.