VIRGINIA RAILWAY EXPRESS REQUEST FOR PROPOSALS (RFP) RFP No MAINTENANCE SERVICES / CUSTODIAL AND SEASONAL SERVICES FOR VRE FACILITIES

Transcription

1 VIRGINIA RAILWAY EXPRESS REQUEST FOR PROPOSALS (RFP) MAINTENANCE SERVICES / CUSTODIAL AND SEASONAL SERVICES FOR VRE FACILITIES RFP Issued: January 31, 2018 Contact: Kristin Nutter, Acting Manager of Purchasing and Contract Administration, 1500 King Street, Suite 202, Alexandria, VA Main Office: (703) Direct/Fax: (703) knutter@vre.org Page 1 of 74

2 TABLE OF CONTENTS PART I RFP INFORMATION 4 A Purpose/Background 5 B Procurement Schedule 7 C Notices for Offerors 8 PART II SCHEDULE 10 D Contract Services 11 E Special Terms and Conditions 13 PART III GENERAL INFORMATION, INSTRUCTIONS 23 AND CONDITIONS FOR OFFERORS F General Information About the RFP 24 G General Instructions for Offerors 26 H General Conditions for Offerors 29 PART IV UTILIZATION OF DISADVANTAGED BUSINESS 33 ENTERPRISES AND SMALL BUSINESS CONCERNS I Disadvantaged Business Enterprises Policy 34 J Small Business Concerns Policy 36 PART V PROPOSAL REQUIREMENTS 39 K Proposal Content 40 L Cost Information 47 M Submission of Proposal 48 2

3 TABLE OF CONTENTS (continued) PART VI EVALUATION OF PROPOSALS, CONTRACT AWARD 51 AND CONTRACT EXECUTION N Evaluation of Proposals 52 O Contract Award 54 P Contract Execution 56 PART VII CONTRACT DELIVERABLES 57 Q Certificate of Insurance 58 R Surety Bonds 59 S Invoices 60 T Project Reports/Documents 62 PART VIII DOCUMENTS, EXHIBITS AND OTHER 65 ATTACHMENTS U Exhibits 66 V List of Attachments 74 3

4 PART I RFP INFORMATION SECTION TITLE A B C Purpose/Background Procurement Schedule Notices for Offerors 4

5 SECTION A PURPOSE/BACKGROUND A.1 PURPOSE (VRE) is soliciting Proposals to establish two (2) Contracts with qualified and experienced company(ies) to provide all labor, supervision, equipment, materials, supplies, tools, and transportation necessary to perform maintenance services, as well as custodial and seasonal services for VRE facilities, including commuter rail stations, parking lots and garages, and business offices. The Contract for maintenance services shall include preventive maintenance, repairs and construction services. The Contract for custodial and seasonal services shall include landscaping and snow removal services. A.2 VRE BACKGROUND A. VRE is a commuter rail service linking the District of Columbia and Northern Virginia. The Northern Virginia Transportation Commission (NVTC) and the Potomac and Rappahannock Transportation Commission (PRTC) are transportation districts established under Virginia law and jointly own this service. An Operations Board consisting of members from each of the jurisdictions within the VRE service area governs the development and operation of VRE and serves as an advisory board to the NVTC and PRTC governing boards. Use of the term VRE in this RFP refers to NVTC and PRTC. B. The primary mission of VRE is to provide commuter-oriented passenger rail service between outlying suburbs and the Washington-Arlington-Alexandria urban core. Some tourists and day-trippers also ride the trains. The service is heavily oriented towards that core area in the morning peak and in the opposite direction in the evening peak. C. VRE began operations in 1992 and carries an average of approximately 19,000 weekday trips. VRE operates thirty-two (32) revenue trains over a network of two (2) lines (Fredericksburg and Manassas) that cover eighty-nine (89) miles of track, from Union Station in Washington, D.C., south to Fredericksburg, Virginia and west to Manassas, Virginia. 5

6 D. VRE s operating territory encompasses nineteen (19) stations including four (4) station facilities at Washington Union Station, L Enfant, Crystal City and Alexandria that are served by both the Fredericksburg and Manassas lines. Additional station information including addresses and available amenities can be found on VRE s website at E. In January 2014, VRE s Operations Board adopted System Plan 2040 which calls for expansion of service, requiring the addition of railcars, expansion of station and maintenance and storage facilities, as well as expanding operations to meet the goal of doubling ridership by VRE s multi-prong program addresses short term growth needs, as well as longer term capacity improvements and investments in maintaining and servicing VRE s equipment and facilities. 6

7 SECTION B PROCUREMENT SCHEDULE RFP Issued January 31, 2018 Confirm Attendance at the Pre-Proposal Meeting (See Page 8) February 8, 2018 at 4:00 P.M. EST Pre-Proposal Meeting (See Page 8) February 9, 2018 at 10:00 A.M. EST Submission of Written Questions (See Page 9) February 13, 2018 at 11:00 A.M. EST Proposals Due (Closing Date and Time) (See Page 50) March 5, 2018 at 2:00 P.M. EST Interviews (Optional) (See Page 54) March 20, 2018 at 8:00 A.M. to 4:00 P.M. EST _ (VRE) reserves the right to make changes to this schedule. All such changes shall be made by an addendum to the solicitation. Offerors must frequently monitor VRE s website at for information concerning this solicitation, including any addenda or notices. _ 7

8 SECTION C NOTICES FOR OFFERORS C.1 VRE INCLEMENT WEATHER POLICY In the event of inclement weather conditions, such as heavy snowfall, icy streets and sidewalks, flooding, earthquakes, tornadoes, and other natural disasters, which result in the cancellation of VRE service operation, the Proposal due date will be extended to the next business day VRE service operates. Notifications of service operation interruptions and the resumption of service are generally posted on VRE s website. An official addendum to the solicitation will be posted on VRE s website at the earliest opportunity once VRE service resumes operation. C.2 AVAILABILITY OF SOLICITATION DOCUMENTS The electronic versions of the solicitation documents are intended to provide convenience to prospective Offerors. Be advised that it is the responsibility of prospective Offerors to monitor VRE s website for any addenda, notices or postings. Failure to submit signed addenda may be grounds to declare a Proposal non-responsive. C.3 PRE-PROPOSAL MEETING A. An optional pre-proposal meeting to discuss the requirements of this solicitation will be held for prospective Offerors at VRE Headquarters, located at 1500 King Street, Suite 202, Alexandria, VA The date and time is specified in SECTION B PROCUREMENT SCHEDULE of this RFP. B. Attendance at the pre-proposal meeting is limited to no more than two (2) representatives of each company. C.4 CONFIRM ATTENDANCE AT THE PRE-PROPOSAL MEETING Offerors must confirm their attendance at the pre-proposal meeting by contacting Kristin Nutter at (703) or knutter@vre.org prior to the date and time specified in SECTION B PROCUREMENT SCHEDULE of this RFP. 8

9 C.5 SUBMISSION OF WRITTEN QUESTIONS A. Deadline: All questions and requests for clarifications regarding the meaning or interpretation of this RFP and other solicitation documents, or any ambiguities, discrepancies, inconsistencies, or conflicts in or between any of the technical, pricing, or contractual provisions, must be submitted no later than the date and time specified in SECTION B PROCUREMENT SCHEDULE of this RFP. Questions and clarifications requested after such time will not be answered unless VRE elects, in its sole discretion, to do so. B. Format for Questions: Questions must be submitted in Microsoft Word format and include the related Section number and title. C. VRE Points of Contact: Questions must be submitted in writing via electronic mail to the following persons: Kristin Nutter Acting Manager of Purchasing and Contract Administration knutter@vre.org Amy Keady Contracts Administrator akeady@vre.org D. No oral communication will be accepted. VRE will not be bound by any oral communications, or written interpretations or clarifications that are not set forth in an addendum. E. Questions and responses will be posted on VRE s website at F. Any interpretation of a question made by VRE will be responded to and distributed in the form of an addendum to the RFP and will be available to all interested Offerors through VRE s website. 9