RB Rail. Letter on_Rail Baltica Operational Plan Concept – Ad Hoc Technical Working Group

Dear Madam, Dear Sir, Dear Colleagues, I would like to apologize about the delay for which you are receiving this letter inviting you to be actively involved in the Operational Plan Concept of Rail Baltica Technical Working Group. We have faced some difficulties with our new Document Management System, that shall be solved from now. In addition to the letter, here are some more information:  You will attached to this email the Technical Specification of the Study (sent already in November), as well as the draft of the Technical Working Group (TWG) rules, that will become final after your review, and insertion of the names of the appointed members to the TWG.  The Consultant ETC Transport Consultants GmbH already started to work on the study from the signature of the contract on 22.02, and is preparing a list of necessary input data list, that you will be kindly asked to provide.  Please save the date of Thursday 12th of April for the first session of the TWG. It will take place in Tallinn, in the continuity of the Rail Baltica Global Forum. Proposal of agenda is under preparation, and could include some points on your suggestions. These 2 latter points will be confirmed and detailed in a letter that you will receive in the next days. Best regards, Jean-Marc Bedmar Mob.: +37128374162 Senior Engineer E-mail: [email protected] Skype: [email protected] K.Valdemara 8-7,Riga,LV-1010,Latvia RB Rail AS http://www.railbaltica.org This electronic communication, which includes any files or attachments thereto, contains proprietary or confidential information and may be privileged and otherwise protected under copyright or other applicable intellectual property laws. All information contained in this electronic communication is solely for the use of the individual(s) or entity to which it was addressed. If you are not the intended recipient(s), you are hereby notified that distributing, copying, or in any way disclosing any of the information in this e-mail is strictly prohibited. If you have received this e-mail in error, please notify the sender immediately, and destroy the communication and any files or attachments in their entirety, whether in electronic or hard copy format. From: Liene Stiebre Sent: trešdiena, 2018. gada 21. marts 17:01 To: [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected] Cc: Jean-Marc Bedmar <[email protected]>; Artūrs Caune <[email protected]> Subject: Letter on_Rail Baltica Operational Plan Concept – Ad Hoc Technical Working Group Dear Sir or Madam, On behalf of the Management of RB Rail AS, please find attached letter No. 6.1/2018-234 on “Rail Baltica Operational Plan Concept – Ad Hoc Technical Working Group”. Thank you in advance for confirming receipt of the letter. Sincerely, Liene Stiebre Mob.: +37129937716 Receptionist E-mail: [email protected] Skype: [email protected] K. Valdemāra 8-7,Rīga,LV-1010,Latvia RB Rail AS http://www.railbaltica.org This electronic communication, which includes any files or attachments thereto, contains proprietary or confidential information and may be privileged and otherwise protected under copyright or other applicable intellectual property laws. All information contained in this electronic communication is solely for the use of the individual(s) or entity to which it was addressed. If you are not the intended recipient(s), you are hereby notified that distributing, copying, or in any way disclosing any of the information in this e-mail is strictly prohibited. If you have received this e-mail in error, please notify the sender immediately, and destroy the communication and any files or attachments in their entirety, whether in electronic or hard copy format. Annex No 3: Technical specification TE CHNICAL SPECIFICATION FOR PROCUREMENT OPERATION PLAN CONCEPT FOR RAIL BALTICA RAILWAY Riga, 2017 Content TOC \o "1-3" \h \z \u introduction and references Introduction The Baltic countries Estonia, Latvia and Lithuania have historically been linked to the east-west railway transport axis using the 1520mm gauge railway system. Because of the existing historical and technical constraints, the existing rail system is incompatible with mainland European standards, thus there is a consensus that Estonia, Latvia and Lithuania need to be fully integrated into the wider European rail transport system. Currently there is no efficient 1435 mm railway connection along the Warsaw-Kaunas-Riga-Tallinn axis, i.e. there are missing links or significant bottlenecks. Thus, there are no direct passenger or freight services along the railway axis as the existing infrastructure does not allow for competitive services compared to alternative modes of transport. Thus, the clear majority of the North-South freight is being transported by road transport and the overall accessibility in the region is low. The ambitions of the Rail Baltica Global project (Global Project) are: to become a powerful catalyst for sustainable economic growth in the Baltic States; to set a new standard of passenger and freight mobility; to ensure a new economic corridor will emerge; sustainable employment and educational opportunities; an environmentally sustainable infrastructure; new opportunities for multimodal freight logistics development; new intermodal transport solutions for passengers; safety and performance improvements; a new value platform for digitalization and innovation; completion of Baltic integration in the European Union transport ecosystem. Rail Baltica is already designed to become a part of the EU TEN-T North Sea – Baltic Core Network Corridor, which links Europe’s largest ports of Rotterdam, Hamburg and Antwerp – through the Netherlands, Belgium, Germany and Poland – with the three Baltic States, further connecting to Finland via the Gulf of Finland short sea shipping connections with a future fixed link possibility between Tallinn and Helsinki. Further northbound extension of this corridor shall pave the way for future connectivity also with the emerging Arctic corridor, especially in light of the lucrative prospects of the alternative Northern Circle maritime route development between Europe and Asia. Furthermore, the North Sea – Baltic Corridor crosses with the Baltic-Adriatic Corridor in Warsaw, paving the way for new supply chain development between the Baltic and Adriatic seas, connecting the Baltics with the hitherto inadequately accessible Southern European markets. In a similar fashion, Rail Baltica shall strengthen the synergies between North-South and West-East freight flows, creating new transshipment and logistics development opportunities along the Europe and Asia overland trade routes. The new Rail Baltica infrastructure would, therefore, not only put the Baltics firmly on the European rail logistics map, but also create massive opportunities for value creation along this infrastructure with such secondary economic benefits as commercial property development, revitalization of dilapidated urban areas, private spin-off investment, new business formation, technology transfer and innovation, tourism development and other catalytic effects. Rail Baltica aims to promote these effects from the early stages of the Global Project, learning from the key global success stories and benchmarks in this regard. The contracting authority RB Rail AS (RBR) was established by the Republics of Estonia, Latvia and Lithuania, via state-owned holding companies, to coordinate the development and construction of the fast-conventional standard gauge railway line on the North Sea – Baltic TEN-T Core Network Corridor (Rail Baltica II) linking three Baltic states with Poland and the rest of the EU. The main technical parameters shall correspond to traffic code P2-F1 as per INF TSI (Commission Regulation 1299/2014/EU) and shall have the following main technical parameters: double track, design speed on the main track 240 km/h, design speed on side tracks minimum 100 km/h; axle load 22.5 t; distance between track centres at least 4.20 m on the main tracks; distance between two sided passing loops approximately 50 km and crossovers approximately 25 km but staged according to a train traffic forecast; all pedestrian, road and 1520mm rail crossings only as above or below grade crossings (segregated grade crossings), fencing and noise barriers where needed; ERTMS Level 2 with possible update to the newest version; communications system GSM-R with a view to accommodate the new generation railway communications standard; electrification 2x25 kV AC; length of freight trains 740m, but for spatial planning and track geometry design a length of 1050m shall be used; length of passenger trains 200m, but for spatial planning and track geometry design a length of 400m shall be used; height of passenger platforms 550mm; maintenance road, where necessary, shall be on one side of the tracks with gravel 3.5m wide The shareholders structure of RBR is presented in Figure 1. RBR together with governments of Estonia, Latvia and Lithuania (represented by the ministries in charge of transport policy) have applied for the CEF co-financing in 2015, 2016 and 2017 (three applications in total). The first two applications were successful and INEA grants are available to support the Global Project expenses with up to 85% of co-financing in amount of 633 mln EUR. A further application is currently under evaluation. Rail Baltica is a joint project of three EU Member States – Estonia, Latvia and Lithuania – and concerns the building of a fast conventional double track 1435 mm gauge electrified railway line on the route from Tallinn through Pärnu (EE), Riga (LV), Panevėžys (LT), Kaunas (LT) to the Lithuania/Poland state border (including connection Kaunas - Vilnius). In the longer term, the railway line could potentially be extended to include a fixed link between Helsinki and Tallinn, as well as integrate the railway link to Warsaw and beyond. The expected core outcome of the Global Rail Baltica Project is a European gauge (1435mm) double-track railway line of almost 900 km in length meant for both passenger and freight transport and the required additional infrastructure (to ensure full operability of the railway). It will be interoperable with the TEN-T Network in the rest of Europe and competitive in terms of quality with other modes of transport in the region. The indicative timeline and phasing of the project implementation can be found here: http://www.railbaltica.org /about-rail-baltica/project-timeline/ . Further informations are available in http://www.railbaltica.org/ Abbreviations and terms R ail Baltica Project - a future railway line preventing missing links in the European railway network and improving the existing network infrastructure on the route Warsaw – Kaunas – Riga – Tallinn – Helsinki, and ensuring full railway interoperability and better railway usage indicators in passenger and cargo traffic. The project ensures Baltic State integration into the EU railway area. The project is the part of the TEN-T core network North Sea-Baltic corridor. The total investment cost of the project is being estimated at 5 .8 billion euro; Railway – new fast conventional double track electrified railway line with the design speed of 240 km/h and European standard gauge (1435 mm) on the route from Tallinn through Pärnu (EE), Riga (LV), Panevėžys (LT), Kaunas (LT) to Warsaw (PL); Study corridor – the railway lines, stations, service and maintenance facilities and all other associated objects, on the route s: Warsaw – Białystok – Ełk – Suwałki – PL/LT border – Kaunas node – Panevėžys - Riga node – Pärnu – Tallinn node – FinEst Link – Helsinki node ; Kaunas node – Vilnius node . Contractor - service provider awarded with rights on Operation plan concept for Rail Baltica railway; Contracting authority - "RB Rail" AS - a joint venture of Estonia, Latvia and Lithuania for the development of Rail Baltica project and construction of the R ailway; Service, study - service of elaboration of Rail Baltica Operational Plan concept ; Node : complex railway configuration, which include stations, tracks, junctions, bridges, tunnels, service and maintenance facilities to serve cargo and passenger flows in a geographical location, typically a city. Line section : section of the Railway between 2 nodes, generally equipped with dual track, with stations, sidings and necessary maintenance facilities. Operational Plan Concept – set of documents including a detailed plan for the trains operation of Rail Baltica railway, description and benchmarking of typical rolling stock to be operated, a draft of infrastructure and rolling stock maintenance plan, recommendations to ensure interoperability of Rail Baltica railway, recommendations for technical parameters to be taken into account for design and construction of the Railway, recommendations for technical parameters to be taken into account for design and construction of infrastructure and rolling stock maintenance facilities, and recommendations for the Control Command systems of the Railway; Design guidelines – set of predefined and standardized technically and economically justified engineering and design solutions for Rail Baltica to be applied at design, construction and operation phases of the Railway. Design guidelines will be mandatory for all stakeholders involved in design a nd construction of the Railway. Design Guidelines are ongoing studies not part of the Service; Operating rules – draft regulatory basis of Rail Baltica Railway operations . Operating rules are not part of the Service, and will be based on OPE TSI; CEF – Connecting Europe Facility; National studies - detailed engineering and feasibility studies on implementation of Rail Baltica project in each of the three Baltic states, covering EIA, preliminary design, feasibility studies, spatial planning and similar activities ; WP - Work package; EU - European Union; TSI – Technical S pecifications for I nteroperability; Technical work group, TWG – group of experts from stakeholders and involved parties nominated by the Contracting authority; Documents , studies AND INFormations to be taken into account The Contractor shall consider the following non-exhaustive list of documents, studies, study projects and spatial development planning documents: Ref. Title of document, date of issuance, Web link 1 Technical standards and specifications Manual of Rail Baltic/Rail Baltica Railway 2 Feasibility study "Standard gauge separate railway line within the "Rail Baltica" corridor through Estonia, Latvia and Lithuania" (so called AECOM Study, 2011) 3 Design Guidelines (ongoing) 4 Rail Baltica Globa l Project Cost-Benefit Analysis, 2017 http://railbaltica.org/cost-benefit-analysis/ 5 Elaboration of traffic management and operations control plan for Rail Baltica”, Railistics 2016 (Railistics study ) 6 Rail Baltica studies for Estonia: General information website : http://railbaltic.info/et/ 7 Rail Baltica studies for Latvia: Environmental Impact Assessment: http://railbaltica.info/wp-content/uploads/2014/11/IVN-Zinojums.pdf 8 Rail Baltica studies for Lithuania: Kaunas – Vilnius feasibility study, 2015 https://sumin.lrv.lt/uploads/sumin/documents/files/Veikla/Veiklos_sritys/ Gelezinkeliu_transportas/%E2%80%9ERail%20Baltica%E2%80%9C_projektas/ AECOM_Vilnius_(1).pdf 9 Feasibility Study for FinEst link (ongoing) 10 Study on Rail Baltic/Rail Baltica section "Polish / Lithuanian state border - Kaunas - RRT Palemonas" upgrade (ongoing) 11 Analysis on RB Muuga MMT technological and spatial needs (ongoing) 12 Integration of Rail Baltica railway line within the Riga central multimodal public transportation hub – Elaboration of technical solution, 2015 13 Rail Baltica Intermodal Logistics Centre in Latvia - Development of Opera tional and Technical Solutions, 2016 14 Construction of the Kaunas intermodal terminal in a public logistics centre , 2014 15 Commercialisation plan studies (ongoing) 16 List of planned regional station in Estonia 17 L ist of planned regional station in Latvia 18 L ist of planned regional station in Lithuania Documents for which Internet link is not mentioned will be provided at inception of the study. The Contractor shall consider all o ther significant information and documents with either direct or indirect relation to the study project, or providing background information; The Contractor shall consider all r elevant national as well as EU standards and Technical S pecifications for I nteroperability. List of passengers and freight train services planned to be operated on the Railway: Ref. Type of service P AX 1 Mainline daytime express passenger long distance (international) service at maximum line speed P AX 2 Mainline night time long distance (international) express passenger service P AX 3 Regional passenger service in every country and, if applicable cross-border regional passenger service P AX 4 Airport shuttle services on the routes Riga Central station - Riga International Airport ( RIX) and Helsinki Central station - Vantaa International Airport (HEL) P AX 5 FinEst Link shuttle service on the route Tallinn Ullemiste - Helsinki central station - Van taa International Airport (HEL) F RT 1 Freight servi ce for containers (intermodal) F RT 2 Freight service for trucks or lorry transport (piggybacking) F RT 3 Freight service for dry bulk materials F RT 4 Freight service for liquid bulk materials F RT 5 Freight service for d angerous goods (chemicals etc.) F RT 6 Freight service for transport of new passenger cars and trucks transp ort (automotive rail logistics) F RT 7 Freight service for transport of passenger cars of passengers travelling by day or night express service F RT 8 Freight service for temperature controlled goods F RT 9 Freight service f or express mails, post, parcels F RT 10 Freight service for d angerous goods (chemicals etc.) F RT 11 Project Car go exceptional oversize service Content of the assignment Overall framework The objective of this assignment is to prepare the overall Operational Plan Concept for Rail Baltica railway corridor, on short, medium and longer term. The Operational Plan Concept is the proposed organization for the transport offer, which will be realized on the Rail Baltica railway. It shall incorporate all physical, technical, human and organisational factors and resources, to set up the most efficient production organisation. Major targets are reduced operation costs for the infrastructure lifetime and optimised transport plans for final customers , to ultimately transfer the maximum of market share to the rail and to Rail Baltica in particular . Rail Baltica railway Operational Plan Concept shall consider all the traffic flows which shall employ the Rail Baltica railway. It is therefore important to have a wide scale domain for the study of Operation Plan Concept, keeping in mind the mandatory transhipments due to break of gauge, physic al obstacle, or use or other transportation than rail. On another hand, the needed operation studies cannot be done on a too wider territory outside of Rail Baltica railway. The Study Corridor is defined as the railway lines, stations, service and maintenance facilities and all other associated objects, on the route s: Warsaw node – Białystok – Ełk – Suwałki – ( PL/LT border ) – Kaunas node – Panevėžys – (LT /L V border ) - Riga node – ( L V / EE border ) - Pärnu – Tallinn node – FinEst Link – Helsinki node ; Kaunas node – Vilnius node . A node is defined as a complex railway configuration, which include stations, tracks, junctions, bridges, tunnels, service and maintenance facilities to serve cargo and passenger flows in a geographical location, typically a city. Inside the Study Corridor , t he considered nodes are: Warsaw node: only the main traffic generating points relevant for Rail Baltica corridor will be studied, e.g. the main passenger and freight stations , service s and maintenance facilities which are strictly needed for Rail Baltica corri dor operation . Since only a macroscopic view is necessary, a very simplified node configuration shall be considered; Kaunas node: it includes Kaunas station and Palemonas station , the section J i esia – Kaunas station – Palemonas station, Kaunas bypass (Jiesia – Palemonas), junction with Vilnius line , any 1435 mm gauge regional station, freight terminal and service and maintenance facility; Vilnius node: it includes Vilnius central station, any 1435 mm gauge regional station, freight terminal and service and maintenance facility; Riga node: from Dim ž ukalns junction (South) to Upeslejas junction (North) , including Riga airport (RIX) and Riga central station, Riga by-pass line, and any 1435 mm gauge regional station, freight terminal and service and maintenance facility; Tallinn node: Ülemiste station, line to Muuga port terminal, junction line to future FinEst Link , and any 1435 mm gauge regional station, freight terminal and service and maintenance facility; Helsinki node: Central station, Pasila station, line to Vantaa airport (HEL), junction line to FinEst Link , any 1435 mm gauge regional station , freight terminal and s ervice and maintenance facility. Study Corridor for Operation al Plan Concept The performance of the study for Operational Plan Concept requests extensive railway engineering technical analysis , transversal approach from future customers’ needs to realisation of transport offer, and quantitative economic assessment of key elements of railway operation. The study shall be carried out in work packages according to nine general stages: Traffic studies (WP1) (covers review and consolidation of the traffic studies, for all type s of railway transport services to be performed by Rail Baltic a railway ); Rolling stock studies (WP2) (covers possible / needed typical rolling stock to operat e trains on the Rail Baltica railway); Infrastructure studies (WP3) (covers analysis and assessment of the planned railway infrastructure); Operation plan – Iteration 1 (WP 4 ) (covers the analysis of operation conditions, the software simulation and the operation plan of the Railway ); Rolling stock maintenance (WP 5 ) (covers the analysis of rolling stock maintenance needs, location and consistence of rolling stock maintenance facilities, required equipment, as well as assessment of rolling stock maintenance costs); Infrastructure maintenance (WP 6 ) (covers the analysis of infrastructure maintenance needs, location and consistence of infrastructures maintenance facilities, required equipment, as well as assessment of maintenance costs); Recommendation and optimisation (WP 7 ) (covers the Contractor proposals for improvement and optimisation of the planned railway infrastructure , railway infrastructure maintenance and railway service facilities); Operation plan – Iteration 2 (WP 8 ) (covers the update of WP4 following conclusions of WP7 ); Signalling and Control Command System studies (WP 9 ) (covers the definition of main features of the ERTMS and Centralised Traffic Control systems to operate the Rail Baltica railway, in accordance with operation plan defined in WP 8 ) . The timefram e defined as pertinent for the Study is declined around 4 specific years, hereafter called Time Period s (TP) : TP1: 202 6 , Rail Baltica railway planned start of operations between Warsaw and Tallinn and on Kaunas – Vilnius section ; TP2: 203 6 ; TP3: 204 6 ; TP4: 205 6 , taking as assumption that FinEst Link and infrastructure in Finland started their operation in 2050. TP4 is the time period for which Rail Baltica infrastructure parameters shall be designed , taking into account the traffic at that time . The Contractor shall perform necessary researches and studies, and report conclusions and deliverables for the four time periods TP1 to TP4 . At each stage, according to section 3. 5 of this technical specification, the Contractor shall submit reports to the Contracting Authority along with a presentation of the progress made within each stage, based on which the latter may take relevant decisions on the further fulfilment of the S ervice . Traffic studies (WP1) The Contractor shall carry out detailed analysis of the existing traffic studies, consolidate and supplement them in order to propose an overview of the passengers and freight studies for each time period. WP 1.1 – Screening of existing passengers traffic studies - the Contractor shall conduct traffic study analysis on the study corridor, for the type of passenger services [ PAX1 ], [PAX2], [PAX3], [PAX4], and [ PAX5 ] . The exi sting traffic studies will be main ly taken from in the reference studies [ 4] , [8] and [9 ]. These studies and all other available information will be delivered to the Contractor as part of input data; The Contractor shall review all information and prepare a r eport on consistency and deficiencies of existing passenger traffic studies , and propos e of list of updates to the studies , to be included in WP 1.3; WP 1.2 Screening of existing freight traffic studies - the Contractor shall conduct traffic study analysis on the study corridor, for the following type of freight services [FRT1], [FRT2], [FRT3], [FRT4], [FRT5], [FRT5], [FRT6], [FRT7], [FRT8], [FRT9] and [FRT10]; The exi sting traffic studies will be notably taken from in the reference studies [4] , [9] , [11], [13] and [15] . These studies will be delivered to the Contractor as part of input data; The Contractor shall review all information and prepare a r eport on consistency and deficiencies of existing freight traffic studies, and propose of list of studies to complement them ; WP 1.3 – Consolidation and completion of passengers traffic studies – based on the report of WP 1. 1, the Contractor shall p r epare a n overview of traffic studies for every type of passenger services, for the 4 TP considered. The Contractor shall perform update, consolidation and harmonisation of the passengers traffic studies , in order to ensure technical and methodological consistency between the studies. The Contractor s ha ll consider the socio-economic data, as well as return of experience from similar projects in Europe, to assess the induced and captured traffic flows . The Contractor shall perform traffic studies for Regional passenger service, to estimate the number of passengers using these stations. All relevant Origin – Destination shall be considered, inside every country as well as for cross-border services. The number of passenger at every hour of the service shall be estimated. The number of Regional stations is indicatively estimated as follows: In Estonia: 11; In Latvia: 12; In Lithuania: 13 In Poland, the Contractor shall consider the existing regional stations and services. List and location of regional stations will be provided at the inception of the Study. As a result, a report including summary of methodology and assumptions used and giving overview of traffic flows for every type of passenger services and for the 4 TP considered shall be prepared by t he Contractor . WP 1. 4 – Consolidation and completion of freight traffic studies – based on the report of WP 1. 2 , t he Contractor shall prepare an overview of traffic studies for every type of freight services, for the 4 TP considered. The Contractor shall perform update, consolidation and harmonisation of the freight traffic studies , in order to ensure technical and methodological consistency between the studies. However, no additional traffic forecasting study shall be performed as part of the Services. The Contractor s ha ll take into account the socio-economic data, as well as return of experience from similar projects in Europe, to assess the induced and captured traffic flows . The Contractor shall perform a breakdown of traffic flows per type of freight services, on a sufficient basis to be used for the preparation of the operation plan of Railway fre ight services. This task shall be coordinated with the Technical Work Group set by the Contracting authority. As a result, a report including summary of methodology and assumptions used and giving overview of traffic flows for every type of freight services and for the 4 TP considered shall be prepared by t he Contractor. rolling stock studies (WP2) WP 2.1 – Definition of passenger typical rolling stock – t he contractor shall elaborate a list of the rolling stock which will be needed to perform the passenger services , defines their technical characteristics and perform a benchmarking of suppliers and off shelf rolling stock. On the basis of the defined types of passenger services (Refer to WP 1.1), the Contractor shall define the typical characteristics for locomotives, carriages, EMU and DMU needed . This shall include (but not limited to) type of rolling stock, weight, passenger capacity, axle load, bogie configuration, climatic and environmental requirements, power, maximum tractive effort, t ypical tractive effort / train resistance curve , adhesion limit values, acceleration values, electrification types, signalling system types , braking systems parameters, environmental parameters. T he Contractor shall study the infrastructure parameters along the study corridor which may impact the definition of passenger rolling stock characteristics. This shall include ( but not limited to) issues related to rolling stock gauge , platform dimensions, electrification, signalling, axle load , restrictions in tunnels or in specific areas . This task shall be coordinated with the Technical W ork G roup set by the Contracting authority. The Contractor shall consider rolling stock for both electric and thermic traction mode. The Contractor shall list and consider the passengers rolling stock currently in use or future plans for rolling stock procurement in Poland and Lithuania (14 35 mm gauge network). The Contractor shall perform a benchmark of the available passenger rolling stock off the shelf by different manufacturers, corresponding to the defined technical characteristics. A comparison table shall be delivered, including all technical characteristics. WP 2.2 – Definition of passenger typical fleets – t he C ontractor shall elaborate a set of the rolling stock fleet which will be needed to perform the passenger services, according the traffic flows planned for each time period. Corresponding rough CAPEX for fleets shall be defined. On the basis of the defined types of typical rolling stock for passenger services (Refer to WP 2 .1) and the passengers traffic flows at e very TP (Refer to WP 1.3) , the Contractor shall define the fleet needed for each service . Th e proposed fleets shall take into account RB Rail requirements and Contractor recommendations regarding comfort levels for different services, including (but not limited to) available space per pass enger, necessary on-board facilities, specific equipment for PRM, children, restauration, accommodation, normal and excepti onal luggage… The typical train composition for every fleet at every TP shall be detailed by the Contractor. This shall include the type of train used ( locomotive + carriage s, EMU, DMU) and typical compositions. For each composition, an approximate of the train resistance shall be given, using the Davis formula R(V) = A+ BV + CV² . The Contractor shall deliver a rough cost estimate (CAPEX) of the fleets, considering the quantities needed for every TP . WP 2. 3 – Definition of freight typical rolling stock – t he contractor shall elaborate a list of the rolling stock which will be needed to perform the freight services, defines their technical characteristics and perform a benchmarking of suppliers and off shelf rolling stock. On the basis of the defined types of freight services (Refer to WP 1. 2 ), the Contractor shall define the typical characteristics for locomotives and wagons needed . This shall include (but not limited to) type of rolling stock, weight, goods type and capacity, axle load, bogie configuration, climatic and environmental requirements, power, maximum tractive effort, t ypical tractive effort / train resistance curve , adhesion limit values, acceleration values, electrification types, signalling system types, braking systems parameters, environmental parameters. The Contractor shall study the infrastructure parameters along the study corridor which may impact the definition of freight rolling stock characteristics. This shall include (but not limited to) issues related to rolling stock gauge , electrification, signalling, axle load, restrictions in tunnels or in specific areas. This task shall be coordinated with the Technical W ork G roup set by the Contracting authority. The Contractor shall consider rolling stock for both electric and thermic traction mode. The Contractor shall list and consider the freight rolling stock currently in use or future plans for rolling stock procurement in Poland and Lithuania (143 5 mm gauge network). The Contractor shall perform a benchmark of the available freight rolling stock off the shelf by different manufacturers, corresponding to the defined technical characteristics. A comparison table shall be delivered, including all technical characteristics. The Contractor shall precise if some benchmarked locomotives could be fitted for both freight and passenger services. WP 2.4 – Definition of freight typical fleets – t he contractor shall elaborate a set of the rolling stock fleet which will be needed to perform the freight services, according the traffic flows planned for e very TP . Corresponding rough CAPEX for fleets shall be defined. On the basis of the defined types of typical rolling stock for freight services (Refer to WP 2.3) and the freight traffic flows at each time period (Refer to WP 1.4) , the Contractor shall define the fleet needed for each service. The proposed fleets shall take into account RB Rail requirements and Contractor recommendations regarding specific requi rements for different services. Axle load con sidered shall be 25 tons. The typical train composition for every fleet at every TP shall be detailed by the Contractor. This shall the type of train used (locomotive + wagons ) and typical compositions. For each composition, an approximate of the train resistance shall be given, using the Davis formula R(V) = A+ BV + CV² . In the case of heavy train composition, the Contractor shall propose different locomotive configurations: simple unit, multiple unit, push-pull… and detail pros and cons for each of them, using technical and economic aspects. The Contractor shall deliver a rough cost estimate (CAPEX) of the fleets, taking into account the quantities needed for every TP . infrastructure studies (WP3) WP 3.1 – Analysis of infrastructure parameters – T he Contractor shall collect , analyse and complement the available infrastructure data, in order to gather all needed information to prepare the operation plans. Existing infrastructure studies will be made available to the Contractor . These studies are at various stages, part of them include detailed parameters (gradient, profiles, stations and junction location and configurations, signal s location…) and others are with limited level of details. The Contractor shall define the type and level of detail of input data needed to perform the operation plans. The Contractor shall review the existing studies, extract the necessary data, and propose assumptions to complement them to be able to perform the study . In Estonia, the alignment for the entire country are on approv al process . Preliminary design includes line profiles at 1/1 0 000 scale. In Latvia, the alignment for the entire country was approved. Preliminary design includes line profiles at 1/1000 scale. In Lithuania, Special Plan for the Kaunas (Palemonas) – Lithuanian – Latvian state border was approved, and includes line profiles at 1/5000 scale. T he ongoing study ‘’Study on Rail Baltica section “Polish / Lithuanian state border – Kaunas – RRT Palemonas” upgrade” shall define necessary modification to be implemented on that line and in Kaunas node to be compliant with the whole Rail Baltica project parameters. Kaunas – Vilnius is at feasibililty study stage. In Poland , the situation differs depending on the line sections: Warsa w – Białystok section will be upgraded to allow passengers trains at 160 km/h and freight trains at 120km/h; Białystok – Ełk section will be upgraded to allow passengers trains at 160 km/h and freight trains at 100km/h; Ełk – Trakiszki section will be upgraded to allow passengers trains at 120/140 km/h and freight trains at 100km/h ; RB Rail is connected with Polish authorities and available information will be delivered to the Contractor as input data. In Finland and r egarding FinEst Link , a feasibility study is currently ongoing, which include tunnel construction technical feasibility , stations locations in Finnish side, safety aspects, detailed train operation and capacity study. RB Rail is connected with FinEst Link and available information will be delivered to the Contractor as input data. Signalling system to be implemented in ERTMS level 2, with possible update to level 3. For the sake of the study, the Contractor shall take into account the presently available release (baseline 2,3,0d). operation plan – iteration 1 (WP 4 ) WP 4 .1 – Assessment of the operational situation – Based on the information collected on previous work packages, the Contractor shall deliver his detailed analys is of the operational situation, for every TP . Particular attention shall be given to the possible bottlenecks, to the connection with Polish railway network and to the railway nodes of Tallinn, Riga and Kaunas. The Contractor may illustrate his analysis with case study of similar situation on other countries. Current and future operation plan s in Poland, as far as available, will be delivered to the Contractor as input data. The Contractor shall review these operation plans, extract the necessary data, and propose assumptions to complement them to be able to perform the study. Current and future operation plans on the line sections Kaunas / Palemonas – Jiesia – Kazlu Ruda – Sestokai – LT / PL border, as far as available, will be delivered to the Contractor as input data. The Contractor shall review these operation plans, extract the necessary data, and propose assumptions to complement them to be able to perform the study. The Contractor shall take regular information of the progress of ‘’Study on Rail Baltica section “Polish / Lithuanian state border – Kaunas – RRT Palemonas” upgrade”, and in particular regarding its operation part. RB Rail Lithuanian country manager will be responsible to manage the interface with the contractor responsible of th at study. The Contractor shall take regular information of the progress of ‘’ Feasibility Study for Finnish Estonian Transport Link (FinEst Link) ”, and in particular regarding its operation part. RB Rail Estonian country manager will be responsible to manage the interface with the contractor responsible of that study. WP 4 . 2 – Study area software modelling – The Contractor shall p erform the software modelling of the railway infrastructure of the Study area, and of the operational situation s , for every time period . On the basis of the information collected on type of services, rolling stock fleets and infrastructure parameters, the Contractor shall create a software model of the Rail Baltica railway operation situation, for every time period . Software model created on a format compatible with Railsys , which is the software in use inside RB Rail . A copy of the software model and its update shall be transferred to RB Rail on request. It shall be on RailML format . The software model shall allow to visualise, (but not limited to), for the operation plans of every TP , as defined in the 4.3 : Infrastructure schematic layout, including all needed element (track sections, track gauge type, points, stations, platforms, level crossings, bridges, tunnels, infrastructure and rolling stock maintenance facilities, signalling devices, …); Typical busiest day 24-hour space / time diagram, including all train services; Maximum speed allowed by infrastructure; Effective speed of every particular train; Station track occupation; All train movements, including shunting and between passengers’ stations and de pots; Energy consumption for train traction. The Contractor shall create the model for the entire study area. However, if existing models of some sections w ould be available under useable format, they would be delivered to the Contractor to speed up the modelling phase . The Contractor shall incorporate in the model the sections with gauntleted 1435 mm and 1520 mm gauges, located in Kaunas node area. Necessary train operation data on 1520 mm will be provided as input data, or assumptions taken in agreement with RB Rail. WP 4 . 3 – Operation Plan – The Contractor shall prepare an exhaustive operational plan for Rail Baltica railway, for the whole study area, and for every TP . The Contractor shall define and propose the necessary trains to transport the passengers and freight flows calculated in the WP 1.3 and 1.4, using the rolling stock fleets defined in WP 2.3 and WP 2.4. Train services, defined by type of traffic, timetables and stops shall be proposed by the Contractor, taking into account all information available. Commercial aspects shall be main criteria for train service definition, notably when defining the train timetable. T ransfer ing the maximum of market share to Rail Baltica remains of of the main objective of the study . Assumption s taken by the Contractor in the definition of train services shall be justified by factual element, as travel times and time to serve stations suitable and attractive to passengers, potential users of services, competition with other transportation modes for cargo… The Contractor will deliver a report presenting the operational situation for every TP , with the following (but not limited to) content: Considered track layout and infrastructure elements; Considered typical rolling stock used to perform the services; Maximum speed diagrams for all routes , tracks and junctions ; Detailed definition for each passenger and freight service s, taking into account rolling stock used, stations or freight facilities served, timetable of every train. Train space time diagrams for the whole study area; Assumptions taken for necessary parameters ( reliability margin, dwell times, traffic windows…); Flow diagra ms in railway nodes; Conflict and bottleneck areas; Detailed re port on operational situations of the nodes of Kaunas, Riga, Tallinn and Helsinki ; Used and spare capacity of every line section; Calculation of trains services at different speeds ; Power consumption for each train , Total power consumption for all train s for a 24 hours service. WP 4 . 4 – Operation resources assessment – The Contractor shall evaluate in terms of quality and quality the resources needed for the railway operation. This shall include the human and material resources. The Contractor shall evaluate the number of staff positions needed to operate the railway, inside station s , in Centralised Traffic Control and in other locations. The evaluation shall be based on benchmarking of similar type of railway and type of operation. Necessary work conditions (day shifts, night shifts, on duty ) shall be taken into account. A tentative list shall be established for all the locations along Rail Baltica railway, for every TP . Description of the required skills, experience and education for every position needed shall be provided. Description of necessary material resources (buildings, rooms, offices, specific tools…) shall be provided, with respective locations. Based on the evaluations above, the Contractor shall calculate an estimation of the o peration c osts, for every TP . The signalling and Control Command Systems shall not be included, as it is the subject of WP 9. Energy costs (Electricity or Diesel) shall be ex c luded of the operation costs. rolling stock maintenance (WP 5 ) WP 5 .1 – Definition of passenger rolling stock fleet maintenance facilities – On to the basis of work performed on previous work packages, the Contractor shall evaluate the needs in maintenance facilities (locomotive, EMU and DMU depots, garage and associated equipments) for the passengers rolling stock fleet. The Contractor shall assess the adequation of the planned or existing facilities along the study corridor , according their respective technical parameters : number and length of tracks, depot buildings , equipment , connect ion to main railway tracks and geographical situation s , etc. The Contractor shall propose the suitable purpose (type of rolling stock to be serviced) , locations and technical parameters for passengers rolling stock fleet maintenance facilities for every TP . WP 5 . 2 – Cost estimate of passenger rolling stock fleet maintenance – T he Contractor will assess the maintenance cost for passengers rolling stock fleet, for every TP . On the basis of the maintenance facilities defined in WP 5 .1, the Contractor will assess the investment cost for passengers rolling stock fleet maintenance facilities, for every location. The Contractor shall evaluate in terms of quality and quality the human resources needed for the maintenance of passengers rolling stock fleet. The Contractor shall evaluate the number of staff positions needed to maintain the rolling stock , inside depots , garage, workshops and in other locations. The evaluation shall be based on benchmar king of similar type of railway operation and maintenance . Necessary work conditions (day shifts, night shifts, on duty) shall be taken into account. A tentative list shall be established for all the locations along Rail Baltica railway, for every time period. Description of the required skills, experience and education for every position needed shall be provided. On the basis of WP 2. 1 , 2. 2 , 4.3 and 5 .1 , the Contractor shall provide a rough yearly cost assessment of the spare parts needed for passengers rolling stock fleet maintenance . On the basis of the evaluations above, the Contractor shall calculate an estimation of the passengers rolling stock fleet maintenance cost s , for every time period . Cost of energy (from electricity, Diesel or other sources) shall be exluded of the maintenance costs. WP 5 . 3 – Definition of freight rolling stock maintenance facilities – On to the basis of work performed on previous work packages, the Contractor shall evaluate the needs in maintenance facilities (locomotive and wagons depots, garage and associated equipments) for the freight rolling stock fleet. The rolling stock dedicated to the maintenance of the infrastructure, as defined in WP 6.1, shall be considered for the definition of the freight rolling stock maintenance facilities . The Contractor shall assess the adequation of the planned or existing facilities along the study corridor, according their respective technical parameters : number and length of tracks, depot buildings, equipment, connection to main railway tracks and geographical situations, etc. The Contractor shall propose the suitable purpose (type of rolling stock to be serviced), locations and technical parameters for freight rolling stock fleet maintenance facilities for each time period. WP 5 . 4 – Cost estimate of freight rolling stock fleet maintenance – T he Contractor will assess the maintenance cost for freight rolling stock fleet, for each time period. On the basis of the maintenance facilities defined in WP 5.3, the Contractor will assess the investment cost for freight rolling stock fleet maintenance facilities, for every location. The Contractor shall evaluate in terms of quality and quality the human resources needed for the maintenance of freight rolling stock fleet. The Contractor shall evaluate the number of staff positions needed to maintain the rolling stock , inside depots , garage, workshops and in other locations. The evaluation shall be based on benchmar king of similar type of railway operation and maintenance . Necessary work conditions (day shifts, night shifts, on duty) shall be taken into account. A tentative list shall be established for all the locations along Rail Baltica railway, for every TP . Description of the required skills, experience and education for every position needed shall be provided. On the basis of WP 2.3, 2.4, 4.3 and 5.3, the Contractor shall provide a rough yearly cost assessment of the spare parts needed for freight rolling stock fleet maintenance . On the basis of the evaluations above, the Contractor shall calculate an estimation of the freight rolling stock fleet maintenance cost s , for every time period . Cost of energy (from electricity, Diesel or other sources) shall be exluded of the maintenance costs. infrastructure maintenance (WP 6 ) WP 6 .1 – Definition of infrastructure mainte nance strategy and organisation – On to the basis of his experience and on the work performed on WP 3 and 4, the Contractor shall evaluate the needs in maintenance of the infrastructure. A strategy shall be proposed, which shall be transposed in a global organisation of the maintenance of Rail Baltica railway. After presenting a benchmarking of infrastructure organisation for similar type of railway and type of operation, the Contractor shall propose a global maintenance strategy , taking into consideration all infrastructure components (earthworks, bridges and structures, tunnels, stations, track, electrification, control command and signalling…). Particular attention shall be given to the climatic conditions, and their impact on the maintenance operation, notably in term of seasonality and of access to worksites. Infrastructure management strategy is subject to a separate ongoing study. For the sake of the present study, the Contractor will consider the following situation: One single infrastructure manager for the 3 Baltic states; Existing infrastructure manager in Poland; One single infrastructure manager for the FinEst Link and the 1435 mm gauge tracks in Finland. WP 6 . 2 – Definition of infrastructure mainte nance facilities, equipment and dedicated rolling stock – On the basis of his experience and on the work performed on WP 6.1, the Contractor shall evaluate the facilities , equipment and rolling stock dedicated to the maintenance of the infrastructure. Infrastructure maintenance facilities include all tracks, buildings and fixed equipment dedicated to the maintenance of the infrastructure, as maintenance bases general or specialised to a component, specific laboratory and plant, administrative buildings, storages of material, access road and path… The Contractor shall assess the adequation of the planned or existing infrastructure maintenance facilities along the study corridor, according their respective technical parameters (type of facilities, number and length of tracks, buildings, equipment, connection to main railway tracks and geographical situations, etc). Infrastructure maintenance equipment include all tools, machines, industrial equipment dedicated to the maintenance of the infrastructure, and generally located in maintenance facilities. It also includes the material stocks ( e.g.: sleeper and rail spare part, ballast stockpiles, cable rolls…) Rolling stock dedicated to the maintenance of the i nfrastructure include all tracks and catenary maintenance machines (dumper, grinder…), infrastructure parameter measurement trainsets , inspection draisine, locomotives and dedicated wagons … Non -destructive measurement rolling stock as well as railway infrastructure testing systems (both track side and rail machinery) shall be proposed by the Contractor. T he Contractor shall list every type of facilities, equipment and rolling stock dedicated to the maintenance of the infrastructure , provide for each of them: a brief description of the item and its purpose; location and quantities needed; cost estimate for every item. A summary table for each of the infrastructure managers defined in WP 6.1 shall be provided, based on geographical entries. WP 6 . 3 – Cost estimate of infrastructure maintenance – The Contractor will assess the maintenance cost for the infrastructure , for each time period. On the basis of the infrastructure maintenance facilities, equipment and rolling stock defined in WP 6.1, the Contractor will assess the investment costs for infrastructure maintenance, for every location. The Contractor shall evaluate in terms of quality and quality the human resources needed for the maintenance of the infrastructure . The Contractor shall evaluate the number of staff positions needed to maintain the infrastructure , inside maintenance bases, laboratories, buildings and in other locations. The evaluation shall be based on benchmar king of similar type of railway maintenance . Necessary work conditions (day shifts, night shifts, on duty) as well as climatic conditions shall be taken into account. A tentative list shall be established for all the locations along Rail Baltica railway, for every time period. Description of the required skills, experience and education for every position needed shall be provided. On the basis of WP 4 , 6 . 1 , and 6 . 2 , the Contractor shall provide a rough yearly cost assessment of the spare parts and materials needed for infrastructure maintenance. On the basis of the evaluations above, the Contractor shall calculate an estimation of the infrastructure maintenance cost s , for every time period . Cost of energy (from electricity, Diesel or other sources) shall be exluded of the maintenance costs. Recomm e ndation s and optimisation (WP 7 ) WP 7 .1 – Recommendation s regarding infrastructure design parameters – On the basis of previous studies , software simulation results and his experience, the Contractor shall provide statements and recommendations regarding the infrastructure design parameters , with detailed justifications. The objective of the s tatements and recommendations shall be to improve the operational situation of the Rail Baltica railway, in order to warranty that the designed configuration will fulfils the requirements for train capacity and cost-effective operation, for each time period. Statements and recommendation s could be about general infrastructure design parameters , including ( but not limited to ) : gradients, curve radius, speed s on deviated turnout s , typical station configuration , platform dimensions …) , signalling (headway…), control and electrification systems features or f or specific cases and locations, where it is suggested to modify the design. Statements and recommendations regarding the configuration of the railway nodes of Kaunas, Riga and Tallinn shall be provided, which detailed supporting argumentation, regarding (but not limited to) the following parameters : number of tracks in stations and open line , station s configuration, location of infrastructures and maintenance facilities, single track sections, gantletted track sections , locations with speed restrictions, specific case of of bridges and tunnels, junctions configuration, signalling control and electrification systems features. Statements and recommendations shall include the management of operation for all sections, including gantletted track sections and gauge crossings. Measures to improve the operational situation and capacity limitations in these area s shall be proposed. This shall include functional and technical requirements for signalling, traffic control and electrification systems. Particular attention shall be given to the size of infrastructures needed for each time period, according traffic forecast s and corresponding operation plan s . Recommendations shall be provided to delay construction of part of infrastructure, which is not needed at some TP . It could be about number of tracks, stations or part of station, intermodal station, electrification system, maintenance bases, rolling stock depot… Station configu ration recommendations shall take into consideration the o peration in the same station of different type of trains: express passengers trains, night trains, regional trains, long freight trains (1 050 m) . Statements and recommendations shall be provided in a summary table based on geographical entries (km point, station…). WP 7 . 2 – Recommendation regarding rolling stock – On the basis of previous studies and his experience, and taking into account the WP 7.1, the Contractor shall provide statements and recommendations regarding the typical rolling stock to be used on Rail Baltica railway, with detailed justifications. These recommandations may concern rolling stock parameters studied in WP 2.3, or any additional parameter. WP 7 . 3 – Recommendation regarding infrastructure maintenance facilities – On the basis of previous studies and his experience, the Contractor shall provide statements and recommendations regarding the infrastructure maintenance facilities, with detailed justifications. Statements and recommendations could be about general design parameters (e.g.: number of track, spacing between maintenance bases…) or for specific cases and locations, where it is suggested to modify the design. Particular attention shall be given to the size of infrastructure maintenance facilities needed for every TP, according traffic forecast s and corresponding operation plan s . Recommendations shall be provided to delay construction of part of infrastructure maintenance facilities , which is not needed at some TP . Statements and recommendations shall be provided in a summary table based on geographical entries (km point, maintenance base …). WP 7. 4 – Recommendation regarding rolling stock maintenance facilities – On the basis of previous studies and his experience, the Contractor shall provide statements and recommendations regarding the rolling stock maintenance facilities, with detailed justifications. Statements and recommendations could be about general design parameters (e.g.: number of track, type of equipment…) or for specific cases and locations, where it is suggested to modify the design. Particular attention shall be given to the size of rolling stock maintenance facilities needed for every TP, according traffic forecast s and corresponding operation plan s . Recommendations shall be provided to delay construction of part of rolling stock maintenance facilities, which is not needed at some TP . Statements and recommendations shall be provided in a summary table based on geographical entries ( depot location …). WP 7 . 5 – Optimisation of the operation organisation – On the basis of previous studies and recommendations and on his experience, t he Contractor shall propose an optimisation of the organisation of operation, as defined in the WP 4 , with detailed justifications. WP 7 . 6 – Review and revision of recommendations of optimisation measures – T he statements and recommendations of the Contractor will be reviewed, and discussed with all necessary stakeholders, in order to in fine reach a consensus regarding the recommendations to be implemented. The Contracting Authority will review the statements and recommendations, and will provide his opinion, taking into account the involved authorities and stakeholders. This review period will have a maximal duration of 30 days . During this review period, the Contract or will be requested to present during high level meetings his works, statements and recommendations to the relevant authorities and stakeholders . Up to 3 meetings will be organised, which will take place in some of the involved state capitals. Consistent presentations shall be prepared, using the moder n communication tools. At the end of the review period, the Contractor will receive from the Contracting Authority. the detail of the recommendations which were approved for implementation , forming the optimised situation . operation plan – iteration 2 (WP 8 ) WP 8 . 1 – Optimised study area software modelling – The Contractor shall perform the software modelling of the optimised situation. Optimised situation shall be based on the situation studied in WP 4, amended by the recommendations proposed by the Contractor in WP 7, and which were approved by the Contracting Authority. The Contractor shall perform update of the operation model of the optimised situation inside the software tool . The updated software model shall be delivered to the Contracting Authority in electronic format together with the Final Report. WP 8 . 2 – Optimised Operation Plan – The Contractor shall prepare the optimised exhaustive operational plan for Rail Baltica railway, for the whole stud y area, and for every TP . The Contractor will deliver a report presenting the operational situation for every TP , with the following (but not limited to) content: Considered optimised track layout and infrastructure elements; Considered typical rolling stock used to perform the services; Maximum speed diagrams for all routes, tracks and junctions; Detailed definition for each passenger and freight service; Calculation of trains services at different speeds; Train space time diagrams for the whole study area; Assumptions taken for necessary parameters (reliability margin, dwell times, traffic windows…); Flow diagrams in railway nodes; Conflict and bottleneck areas; Detailed report on operational situations of the nodes of Kaunas, Riga, Tallinn and Helsinki, after optimisation ; Used and spare capacity of every line section; Power consumption for each train ; Total power consumption for all trains for a 24 hours service ; Remaining train capacity for every line section, at every TP. Control command systems (WP 9 ) WP 9 . 1 – Signalling systems – The Contractor shall propose main features for ERTMS signalling systems, which are adapted and needed to operate the Rail Baltica railway. WP 9 . 2 – Traffic Control – The Contractor shall p ropose an operational organisation for the Traffic Control Centres, which are necessary to operate the Rail Baltica railway. The operational organisation shall take into account the infrastructure management organisation s , as defined in the WP 6.1. Contract's project management Management structure and cooperation The principal decisions are made by the Contracting authority. In addition to settling operative and professional issues , the Contracting authority will establish a Technical Work group, which may include stakeholder representatives. The organisational scheme of the study has to take into account that it will be conducted in 5 countries while the main Contracting Authority is in Riga. The Contractor is required to propose a Project Management Structure which is adequate to that scheme to ensure a smooth and efficient conduct of the project. All experts must be free from conflicts of interest in the tasks or responsibilities accorded to them. The Contractor shall propose an optimum structure for the Project Team, based on the Services Requested in the terms of reference, and where possible propose a core team with cross-functional roles. The Contractor shall provide Technical Work Group facilitation. Progress meetings with the Contracting authority are held at least once per month. Regular project management meetings shall be scheduled at least 2-3 times per month. If needed, ad-hoc meetings can be arranged, which may be initiated both by the Contractor, or the Contracting Authority, Upon a request by and in the term set by the Contracting Authority (but no less than within five business days ) the Contractor shall prepare informative materials and presentation within this study demonstrating both main conclusions at that time, an overview of the project progress. Upon a request by the Contracting Authority , the Contractor shall take part and, where necessary, prepare informative materials or work reports in meetings, forums, discussions, etc. organised by the Contracting Authority or where the Contracting Authority shall take part. Such events are, for instance, Rail Baltica Task Force meetings, workgroups, meetings in the European Commission, meetings with stakeholders in Latvia, Lithuania, Estonia, Poland, or Finland, conferences, discussions, etc. Maximum number of events is set to 8. Working materials (including a PowerPoint presentations), agenda of the meeting, list of participants shall be submitted no later than one business day prior to the meeting. Decisions taken at the meeting are registered in the minutes of the meeting. The writing of minutes is done by an expert assigned by the Contractor. Minutes of the meeting are sent by email to the meeting participants within two business days after the meeting. Where within two working days after minutes of the meeting have been sent the participants have not submitted any comments, the minutes of meeting are deemed approved. Approved minutes of meeting are signed by the project managers of the Contracting authority and the Contractor during the next meeting. Initiated by the Contracting authority the Contractor's project manager of the study, his deputy or any other competent Contractor's exerts may be invited to take part in the meetings organised by the Contracting authority or meetings, where the Contracting authority shall take part, together with representatives of other authorities. Any official correspondence within the Contract must be done in paper . Language for official communication - English. Visibility requirements The Contractor is obliged to comply with the following visibility requirements: Any reports, tables, figures and infographics, appendices, presentations and other deliverable material must be formatted according to Rail Baltica visual guidelines ( http://railbaltica.org/about-rail-baltica/visual-guidelines/ ); Any reports, brochures, other documents or information connected with Services which the Contractor produces and submits to the Principal, the Beneficiary, any other third person or makes publicly available must include the following: a funding statement stating that Services is the recipient of the funding from the CEF: “Rail Baltica is co-financed by the European Union’s Connecting Europe Facility”; (for printed materials) a disclaimer releasing the European Union from any liability in terms of the content of the dissemination materials: "The sole responsibility of this publication lies with the author. The European Union is not responsible for any use that may be made of the information contained therein." This disclaimer in all European Union official languages can be seen at the website: https://ec.europa.eu/inea/connecting-europe-facility/cef-energy/beneficiaries-info-point/publicity-guidelines-logos ; the European Union flag. Requirements set in Sections REF _Ref471938772 \w \h \* MERGEFORMAT Error! Reference source not found. and REF _Ref471938785 \w \h \* MERGEFORMAT Error! Reference source not found. can be fulfilled by using the following logo: If the Contractor shall use this logo, the Contractor shall ensure that elements of the logo will not be separated (the logo will be used as one whole unit) and enough free space around the logo shall be ensured; The Contractor is obliged to comply with the latest visibility requirements set by the European Union. For that purpose the Contractor shall follow the changes in the visibility requirements on its own. On the date of conclusion of this Contract the visibility requirements are published on the following website: https://ec.europa.eu/inea/connecting-europe-facility/cef-energy/beneficiaries-info-point/publicity-guidelines-logos . Project schedule The deadline for the performance of the procurement contract shall be up to 36 weeks from its commencement date. The Contractor shall provide in its work programme enough time for the review of submitted reports and deliverables by representatives of the Contracting Authority and other stakeholders, leaving at least 14 days for the review and preparation of their statement. The Contractor shall plan and schedule activities and tasks so the time available for the Study is utilized effectively. Project execution site The primary base for the project will be the office facilities of the Contractor. In order to perform the project tasks visits within the region to make the interviews, site visits, and field research will have to be carried out. The Contractor shall make his own arrangements for office facilities, personal computers and other facilities of appropriate performance and security standard for the production of study results. The Contractor shall ensure that experts involved in Project are adequately supported and equipped. In particular, he shall ensure that there is sufficient administrative, secretarial and interpreting provision to enable experts to concentrate on their primary responsibilities. The Contractor must also transfer funds as necessary to support its activities under the Contract, and ensure that his employees are paid regularly and in a timely manner. Costs for project administration and office operation including telecommunication costs shall be included. If the Contractor is a consortium, the arrangements should allow for the maximum flexibility in project implementation. Reports and deliverables Inception Report is required within 4 weeks after commencement of the Contract. Any clarifications of the present Technical Specifications shall be carried out during the inception period of the Project, and shall be agreed with the Contracting authority. Inception report: a) shall demonstrate the understanding of assignment by the Contractor; and b) shall demonstrate the further implementation plan of the study, including the schedule of workgroup meetings, and a detailed work programme of other works. Monthly progress reports shall be drafted in digital editable format (*.ppt, *.pptx) and shall be submitted to the Contracting authority one business day prior to presentation of the report in a progress meeting. A progress report shall be short and cover all aspects of the service in terms of its content, incl. information on the work progress and conclusions within working tasks, as well as questions and issues. A progress report may contain short technical report on the course of work by the Contractor. The aim of the progress reports is: 1) To receive timely information from the Contractor regarding progress of works and initial conclusions and recommendations; 2) To ensure the Contractor with the possibility of receiving duly comments, opinions, and recommendations on issues related to service performance. There must be a Final Completion Report at the end of the period of execution. The Draft Completion Report must be submitted at least 1 week prior to expiry of the Contract. Note that Progress Report and Completion Report are administrative reports on the course of performance of the service. The content of the deliverables/ reports to be drafted and delivered are summarized in the table below. Report Main contents Inception report Detailed project execution plan Detailed methodology and workplan Project risk and issue evaluation and management plan First interim report Outputs of WP 1, WP 2, WP 3 and WP 4.1. Status of software modelling (WP 4,2), with submission of the model in its current status. Second interim report Outputs of WP 4. 2, WP 4.3, WP 4.4, WP 5 and WP 6. Submission of the finalised software model. Preliminary Study Report Revised contents of WP 1 to WP 6 Output of WP 7. Final Study report Revised contents of WP 1 to WP 7 Output of WP 8 and WP 9. Submission of the software model for optimised situation. Conclusion and recomme n d ations. Final Completion report Summary of execution of the Contract (*) CD: commencement date of the contract Submission and approval of reports and deliverables Draft Final Report and Final report shall be submitted in English. Inception, Progress and Completion Reports, and Final Report must be written in English. All reports shall be submitted in hard and soft copy. The Contractor must submit the documents (paper and soft versions) in person or by courier to the Contracting authority's representative. Time schedule of deliverables and approval thereof is presented in the following table. The Contractor may submit updated report and deliverable submission schedule included within the project inception report only in reasonably justified cases. Deliverables/Reports No. of copies Submission schedule Approval through Contracting Authority Inception Report 1 hard copies, 1 soft copy CD* + 4 weeks 2 weeks after reception Interim Report 1 1 hard copies, 1 soft copy CD* + 1 4 weeks 1 month after reception Interim Report 2 1 hard copies, 1 soft copy CD* + 19 weeks 2 weeks after reception Preliminary Study Report 1 hard copies, 1 soft copy CD* + 28 weeks 1 month after reception Final Report 4 hard copies, 1 soft copy CD* + 3 4 weeks 2 week s after reception Final Completion Report 1 hard copies, 1 soft copy CD* + 35 weeks 1 week after reception (*) CD: commencement date of the contract Reports and documents will be officially delivered and accepted when the Contracting authority or its authorized representative will approve the receipt of the document in writing by signing the acceptance-delivery protocol.