REQUEST FOR QUOTES (RFQ) DECAL STRIP ADVERTISEMENTS FOR RAIL CAR MODESTY PANELS. RFQ ISSUED: September 13, 2018

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1 VIRGINIA RAILWAY EXPRESS REQUEST FOR QUOTES (RFQ) DECAL STRIP ADVERTISEMENTS FOR RAIL CAR MODESTY PANELS RFQ ISSUED: September 13, 2018 QUESTIONS DUE: September 19, 2018 at 10:00 A.M. EST QUOTES DUE: September 26, 2018 at 4:00 P.M. EST VIRGINIA RAILWAY EXPRESS 1500 King Street, Suite 202 Alexandria, VA P: (703) F: (703) Submit Quotes To: Amy Keady, Contracts Administrator Telephone/Facsimile: (703) Kristin Nutter Manager of Purchasing and Contract Administration Telephone/Facsimile: (703) Page 1 of 13

2 1. PURPOSE/BACKGROUND A. INTRODUCTION The Virginia Railway Express (VRE) is soliciting Quotes to establish a Blanket Purchase Order with one (1) qualified and experienced Contractor to provide decal strip advertisements for its rail car modesty panels. B. VRE BACKGROUND 1. 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 IFB refers to NVTC and PRTC. 2. VRE began operations in 1992 and carries an average of approximately 19,000 weekday trips on two (2) lines. 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. 3. 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. PROJECT BACKGROUND VRE seeks to update the decal strip advertisements on its rail car modesty panels. The scope of this project includes removing the existing decal strip advertisements, as needed, and replacing them with new decal strip advertisements. Page 2 of 13

3 2. SUBMISSION OF QUESTIONS A. DEADLINE 1. All questions and requests for clarification regarding the meaning or interpretation of this RFQ 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 on Page 1 of this RFQ. Questions and clarifications requested after such time will not be answered unless VRE elects, in its sole discretion, to do so. 2. Any interpretation of a question made by VRE will be in the form of an addendum to the RFQ. Questions and responses will be posted on VRE s website at for all interested Contractors. B. FORMAT FOR QUESTIONS Questions must be submitted to the VRE Manager of Purchasing and Contract Administration and the Contracts Administrator, in writing via electronic mail as listed on Page 1 of this RFQ. No questions or requests for additional information, clarification or any other communication should be directed to any other individual. C. VRE POINT OF CONTACT The VRE Marketing Administrator will be the point of contact for all aspects of this project. D. NO ORAL COMMUNICATION WILL BE ACCEPTED VRE will not be bound by any oral communications, written interpretations or clarifications that are not set forth in an addendum. Page 3 of 13

4 3. SCOPE OF WORK A. GENERAL REQUIREMENTS 1. The Contractor shall print the decal strip advertisements for rail car modesty panels per the following specifications, on an as needed basis: a. Wide format, single-sided prints b. 9 h x 94 w c. Full color d. 3M IJ180Cv3-10 Gloss 54" - 2mil Cast Wrap Vinyl e. Clear gloss laminate: 3M 8518 Gloss 54" - 2mil Cast Lam 2. Once printed, the Contractor shall subsequently install the decal strip advertisements, to include the following tasks: a. Remove the existing modesty panel decal strip advertisements. b. Perform all cleaning and prep work needed prior to installation. c. Complete mounting of the new decal strip advertisements in the rail cars. 3. Below is a sample of a modesty panel previously installed on a VRE rail car. Modesty Panel: Area between lower and upper level seating in train car Page 4 of 13

5 B. DELIVERY 1. As requested by VRE, the Contractor shall deliver and install the decal strip advertisements to the following locations: a. Crossroads Maintenance and Storage Facility (MASF) 9400 Crossroads Parkway Fredericksburg, VA b. Broad Run Maintenance and Storage Facility (MASF) Piper Lane Bristow, VA Installation shall be performed by the Contractor at the location designated by VRE. The Contractor shall coordinate with VRE s Marketing Administrator to develop a schedule for installation of the decal strip advertisements. Page 5 of 13

6 4. SPECIAL TERMS AND CONDITIONS A. TERM 1. The Blanket Purchase Order shall be valid for one (1) calendar year. 2. Printing and installation of decal strip advertisements shall be completed within fifteen (15) business days of the request from VRE. 3. Any deviation or delay from the established schedule must be presented to VRE in writing for approval. 4. VRE shall not be obligated to expend all funds authorized for the Blanket Purchase Order. B. SINGLE POINT OF CONTACT The Contractor shall assign a single point of contact that must be available between the hours of 8:30 A.M. and 5:30 P.M. EST., Monday through Friday. C. DELIVERY LOCATION The Contractor shall be responsible for installation on VRE rail cars at the Crossroads MASF or Broad Run MASF as directed by VRE s Marketing Administrator. D. MODIFICATION OF THE SCOPE OF WORK VRE reserves the right to modify the scope of work at its discretion when it is in the best interest of VRE. See Clause 22., CHANGES, of the General Provisions. E. QUOTE ACCEPTANCE PERIOD The Quote and any modification thereof shall be binding upon the Quoter for ninety (90) calendar days following the Quote closing date. Any Quote in which the Quoter shortens the acceptance period shall be rejected, although the acceptance period may be extended by mutual agreement between VRE and the Quoter. At the end of the Quote acceptance period, the Quoter may withdraw its Quote by giving written notice to VRE. Page 6 of 13

7 F. GENERAL PROVISIONS & GENERAL TERMS AND CONDITIONS The Contractor shall comply with ATTACHMENT 1 GENERAL PROVISIONS and ATTACHMENT 2 - GENERAL TERMS AND CONDITIONS FOR NON- PROFESSIONAL SERVICES, as applicable to the scope of work. G. PRIME CONTRACTOR RESPONSIBILITIES 1. The Contractor shall be responsible for completely supervising and directing the work under this Blanket Purchase Order and all Subcontractors that it may utilize, using adequate skill and attention. Subcontractors who perform work under this Blanket Purchase Order shall be responsible to the Prime Contractor. 2. The Contractor agrees that it is fully responsible for the acts and omissions of its Subcontractors and of persons employed by each Subcontractor as it is for the acts and omissions of its own employees. H. SUBCONTRACTING 1. In the event the Contractor desires to subcontract part of the work specified herein, the Contractor shall submit with the Quote, a list of Subcontractors. 2. During the period of performance, the Contractor shall not substitute Subcontractors without the prior written approval of VRE. The Contractor shall provide VRE with information as to the circumstances necessitating the proposed change and other information as requested. 3. VRE reserves the right to request from the Contractor during the solicitation process and any time during performance of the scope of work, additional information about a Subcontractor proposed by the Contractor, that VRE deems necessary to evaluate the qualifications of the Subcontractor. 4. The Contractor shall, however, remain fully liable and responsible for the work to be done by Subcontractor(s) and shall assure compliance with all requirements of the Request for Quotes. 5. The volume of work performed by the Subcontractor(s) shall not exceed forty-nine percent (49%) of the total Blanket Purchase Order value. Page 7 of 13

8 5. DELIVERABLES A. CERTIFICATE OF INSURANCE 1. By signing and submitting a Quote under this solicitation, the Contractor certifies if issued the Blanket Purchase Order, the Contractor will have the insurance coverage identified and described in ATTACHMENT 3 VRE INSURANCE COVERAGE REQUIREMENTS FOR SMALL PURCHASE OF GOODS/SERVICES. 2. The Contractor shall furnish VRE proof of compliance with these insurance requirements in the form of an original Certificate of Insurance signed by an authorized representative or agent of the insurance company(ies). The Certificate of Insurance must be furnished within three (3) calendar days of requested by VRE. 3. Failure to provide the Certificate(s) when required may be cause for VRE to issue a Blanket Purchase Order to the next responsive Contractor. However, in no event shall work be performed until the required Certificate(s) of Insurance have been furnished and approved by VRE. 4. All insurance must be raised to an amount approved by VRE as changes are made to the Blanket Purchase Order. Page 8 of 13

9 6. INVOICES A. INVOICES 1. Invoices shall be submitted by the Contractor for services/goods ordered, delivered, and accepted by VRE. 2. Invoices shall be submitted via VRE s electronic mailbox. 3. Invoices shall be submitted electronically in one (1) continuous electronic copy in PDF to ebills@vre.org. The VRE Marketing Administrator shall be copied on the at cking@vre.org. 4. The VRE Marketing Administrator, Cindy King, shall be indicated on the invoice cover sheet. 5. At a minimum, invoices shall contain the following information: a. Name, address and telephone number of Contractor b. VRE Blanket Purchase Order number c. Invoice number d. Date of invoice e. Quantity of decal strip advertisements printed and installed f. Location of installation g. Total invoice amount h. Total cumulative amounts invoiced i. Contractor s signature 6. If invoices fail to meet all of the above requirements, they will not be processed for payment and will result in the invoice being returned to the Contractor for correction and resubmission. VRE may request additional substantiating documentation as necessary. B. PAYMENT Payment will be made on a per order basis upon receipt and acceptance by VRE. Page 9 of 13

10 7. PRICE INFORMATION Quoters are strongly encouraged to read this section carefully. INCOMPLETE QUOTES WILL BE AUTOMATICALLY DISQUALIFIED. A. The price information must be submitted in ATTACHMENT 4 QUOTE FORM AND SCHEDULE OF PRICES included herein. B. The price shall be quoted in U.S. Dollars. C. Unless indicated otherwise, Quotes shall be inclusive of all costs and shall include full compensation for all taxes, fees, shipping/delivery charges, materials, equipment, tools, transportation, labor, insurance, permits, overhead and profit, etc. necessary to complete the work in conformance with the scope of work and to the satisfaction of VRE. Extra charges will not be allowed. D. The prices without exception shall be net, not subject to discount, and shall include all royalties and costs arising from patents, trademarks and copyrights in any way involved in the work. E. The Quote must be signed in ink. No erasures or other handwritten changes may appear on the Quote. Page 10 of 13

11 8. DISADVANTAGED BUSINESS ENTERPRISES POLICY A. DISADVANTAGED BUSINESS ENTERPRISES (DBE) 1. VRE is committed to an active effort to involve Disadvantaged Business Enterprises (DBE) in contracting opportunities and encourages participation in procurement activities. Where it is practicable for any portion of the issued Blanket Purchase Order to be subcontracted to other businesses, the prospective Contractor is encouraged to offer such business to minority and/or women-owned businesses. 2. Disadvantaged Business Enterprises (DBE) means a for-profit small business concern: a. That is at least fifty-one percent (51%) owned by one (1) or more individuals who are both socially and economically disadvantaged, or, in the case of a corporation, in which fifty-one percent (51%) of the stock is owned by one (1) or more such individuals; and b. Whose management and daily business operations are controlled by one (1) or more of the socially and economically disadvantaged individuals who own it. 3. Contractors must state any plans to utilize such businesses and the manner in which they shall be utilized under the resultant Blanket Purchase Order. B. DBE CERTIFICATION 1. All DBEs proposed must be certified by one of the following: a. United States Department of Transportation (DOT); b. Another Federal agency using essentially the same definition and ownership and control criteria as DOT; c. Another recipient of DOT funds; d. Washington Metropolitan Area Transit Authority; e. Virginia Department of Small Business and Supplier Diversity; or f. Metropolitan Washington Airports Authority. Page 11 of 13

12 2. The prospective Contractor and its Subcontractors agree to ensure that Disadvantaged Business Enterprises as defined in 49 C.F.R. Part 26 have a level playing field on which DBE s can compete fairly and participate fully in contracts and subcontracts financed in whole or in part with Federal funds. 3. Prospective Contractors shall not discriminate on the basis of race, color, national origin or sex in the award and performance of Blanket Purchase Orders. Failure by the Contractor and its Subcontractor(s) to carry out these requirements is a material breach of this Blanket Purchase Order, which may result in the termination of this Blanket Purchase Order or such other remedy as VRE deems appropriate. 4. The prospective Contractor, its agents, employees, assigns or successors, any persons, firms, or agency of whatever nature with whom it may contract or make agreement, in connection with the Blanket Purchase Order shall cooperate with VRE in meeting its commitment and goals with regard to the creation of a level playing field for Disadvantaged Business Enterprises. The prospective Contractor shall use its best efforts to ensure that Disadvantaged Business Enterprises shall have a level playing field to compete for subcontract work under this Blanket Purchase Order. Reference: Federal Regulations Sec. 49 C.F.R Page 12 of 13

13 9. ATTACHMENTS The following documents are incorporated in this and the resulting Blanket Purchase Order by this reference. A. Attachment 1 General Provisions, Revised October 4, 2017 (25 pages) B. Attachment 2 General Terms and Conditions for Non-Professional Services, Revised February 9, 2017 (11 pages) C. Attachment 3 VRE Insurance Coverage Requirements for Small Purchase of Good/Services (1 page) D. Attachment 4 Quote Form and Schedule of Prices (4 pages) Page 13 of 13