VIRGINIA RAILWAY EXPRESS REQUEST FOR QUOTES (RFQ) PRINTING SERVICES FOR VRE MARKETING MATERIALS RFQ ISSUED: May 24, 2018 QUESTIONS DUE: May 31, 2018 at 10:00 A.M. EST QUOTES DUE: June 11, 2018 at 4:00 P.M. EST VIRGINIA RAILWAY EXPRESS 1500 King Street, Suite 202 Alexandria, VA 22314 P: (703) 684-1001 F: (703) 684-1313 www.vre.org Submit Quotes To: Amy Keady, Contracts Administrator Telephone/Facsimile: (703) 838-9323 Email: akeady@vre.org Kristin Nutter Manager of Purchasing and Contract Administration Telephone/Facsimile: (703) 838-5441 Email: knutter@vre.org Page 1 of 16
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 printing services for VRE marketing materials. 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 RFQ 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 2040. 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 produces several pieces of marketing material to disseminate new information, assist riders in trip planning, provide safety education, establish courtesy rules, and more. The marketing department also handles the printing of documents for other departments, including the budget report and financial report. Page 2 of 16
2. SUBMISSION OF QUESTIONS A. DEADLINE 1. All questions and requests for clarifications 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 http://www.vre.org/about/procurement.htm for all interested Contractors. B. FORMAT FOR QUESTIONS Questions must be submitted to the VRE Manager of Purchasing and Contract Administration and 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 16
3. SCOPE OF WORK A. GENERAL REQUIREMENTS 1. The Contractor shall provide printing services for brochures, flyers, pocket schedules, posters, folders, magazines, non-encoded tickets, surveys, report documents, and booklets as requested by VRE. 2. All marketing material shall be printed in full color. 3. The Contractor shall print the following on an as-needed basis: a. Pocket Schedules i. 2.625 x 10.25, fold 2.625 x 3.5 ii. 4cp + AQCT / 4cp + AQCT iii. 65# Cougar Opaque Smooth Cover iv. Score and fold bulk b. Posters i. 22 x 33 ii. 4c / 0 iii. 80# Dull Cover iv. Trim Only c. Booklet Style 1 i. Bleed ii. 7 x 8.5 inches Flat iii. 3.5 x 8.5 inches Folded iv. 5 Signatures=20 Pages v. 80# Matte Text with Silk Coating vi. Saddle Stitched d. Booklet Style 2 i. Bleed ii. 7.25 x 6 inches Flat iii. 3.5 x 6 inches Folded iv. 9 Signatures=36 Pages v. 80# Velvet Text vi. Saddle Stitched Page 4 of 16
e. Flyer Style 1 i. 1-Sided ii. Bleed iii. 8.5 x 11 inches iv. 80# Silk Cover f. Flyer Style 2 i. 2-Sided ii. Bleed iii. 8.5 x 11 inches iv. 80# Silk Cover g. Rack Card i. Bleed ii. 7 x 7 inches Flat iii. 3.5 x 7 inches Folded iv. 80# Matte Cover with Silk Coating h. Bi-Fold Brochure i. 2-Sided ii. Bleed iii. 11 x 17 inches Flat iv. 8.5 x 11 inches when folded v. 80# Silk Cover i. Bi-Fold Brochure Style 2 i. 2-Sided ii. Bleed iii. 7 x 8.5 inches Flat iv. 3.5 x 8.5 inches when folded v. 100# Silk Text j. Tri-Fold Brochure Style 1 i. 2-Sided ii. Bleed iii. 11 x 17 inches Flat iv. 5.6 x 11 inches when folded v. 80# Silk Cover Page 5 of 16
k. Tri-Fold Brochure Style 2 i. 2-Sided ii. Bleed iii. 8.5 x 11 inches Flat iv. 3.6 x 8.5 inches when folded v. 80# Silk Text l. Presentation Folder i. Style CF-105 ii. 1-Sided Printing iii. Bleed iv. 12 x 9 inches with two (2) 4-inch Inside Pockets v. Single Business Card Slot Right Side Pocket vi. White Gloss C2S 11pt Cover Stock m. RIDE Magazine (up to twelve (12) times per year) i. 8-1/2x11 ii. 12pg self cover iii. Prints 4/4 + FSAQ iv. 100# Silk Text v. Stitch n. Station Posters on 3mm PVC, 24x36 i. Full Color ii. 1-Sided iii. Bleed iv. 24 x 36 Inches v. White PVC 3mm Palight o. Station Posters on 3mm PVC, 21.75x34 i. Full Color ii. 1-Sided iii. Bleed iv. 21.75 x 34 Inches v. White PVC 3mm Palight Page 6 of 16
p. Station Posters on 3mm PVC, 20x34 i. Full Color ii. 1-Sided iii. Bleed iv. 20 x 34 Inches v. White PVC 3mm Palight q. Santa Train Tickets (Tickets for Stations) i. Size: 2.5 x 4.5 ii. Stock: 100# cougar opaque cover iii. Ink: 4/4 with bleeds iv. Bindery: cut, box each lot separately r. Santa Train Self Mailers (Tickets for Website) i. Flat size: 8.5 x 11 ii. Final size: 8.5 x 11 iii. Stock: 100# silk text iv. Ink: 4/4 with bleeds v. Bindery: cut, box (do not fold so it can laser at the mailshop) vi. Duplex laser 8.5 x 11 sheet with personalized information on the interior for train and ticket info and laser address block on the other side for mailing vii. Bifold, waferseal, mail presort standard s. Onboard Survey i. Specs: 8-1/2 x 11, 8p self cover. P1, 7 and 8are 4c, balance black only, 70# Accent Opaque Text. Straight ii. line perf p7, stitch, inkjet lot number on p1 for versions, box separate iii. 6200 Manassas, 7600 Fredericksburg. 19 versions from 50 to 1150 with only difference black copy on P1 iv. P1. Run through mail machine to print train numbers on cover t. Financial Report i. Specs: 11x8-1/2, 80p + Covers + Mylar sheets. Text, ii. prints 4/4 digital, 80# Finch Text. Covers, print 4/4 digital, 100# Finch iii. Cover. Collate w/ mylar front and back, double loop wiro bind w/ black wire on 11" side u. Budget Report i. Specs: 11x8-1/2, 106p + Covers + Mylar sheets. Text, ii. prints 4/4 digital, 80# Finch Text. Covers, print 4/4 digital, 100# Finch iii. Cover. Collate w/ mylar front and back, double loop wiro bind w/ black wire on 11" side Page 7 of 16
B. DELIVERY 1. As requested by VRE, the Contractor shall deliver marketing materials to the following locations: Name VRE Crossroads Yard VRE Broad Run Yard VRE Head Quarters Office Crystal City Commuter Store Commuter Direct Destination Station 7-11 (Leeland Road) 7-11 (Fredericksburg) Ricks Roasters (Quantico Station) Spotsylvania (7-11) Historic Manassas Inc. Fredericksburg Visitor Center Spotsylvania County Visitors Center Location 9400 Crossroads Parkway Fredericksburg, VA 22408 10637 Piper Lane Bristow, VA 20136 1500 King Street, Suite 202 Alexandria, VA 22314 251 18th Street South, Suite 1638-B Arlington, VA 22202 1501 Wilson Blvd., Suite 1101 Arlington, VA 22209 1040 Express Drive Woodbridge, VA 22191 327 Deacon Road Falmouth, VA 22405 905 Lafayette Boulevard Fredericksburg, VA 22401 550 Railroad Ave. Quantico, VA 22134 4640 Lee Hill School Drive Fredericksburg, VA 22401 9431 West St. Manassas, VA 20110 706 Caroline St. Fredericksburg, VA 22401 4704 Southpoint Pkwy. Fredericksburg, VA 22407 2. Upon request by VRE, quantities of 50 or less may be mailed, and the mail charges shall be applied to the invoice for the corresponding print job. 3. Delivery shall be made between the hours of 9:00 A.M. and 5:00 P.M. EST, Monday through Friday to the location designated by VRE. Page 8 of 16
4. SPECIAL TERMS AND CONDITIONS A. TERM 1. The Blanket Purchase Order shall be valid for one (1) calendar year. 2. Printing and delivery of marketing materials shall be completed within five (5) business days of the request from VRE, excluding delivery of quantities under fifty (50) which shall be mailed upon VRE approval. 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 deliver marketing materials to VRE locations as directed by the VRE point of contact. 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 9 of 16
F. GENERAL PROVISIONS AND CONDITIONS The Contractor shall comply with ATTACHMENT 1 GENERAL PROVISONS 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 the 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 prior written approval by 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 at any time 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 10 of 16
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 as 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 11 of 16
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 format to ebills@vre.org. The VRE Marketing Administrator shall be copied on the email at cking@vre.org. 4. The VRE Marketing Administrator 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. Description of materials and date and location of delivery f. Quantity of materials and unit price 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 12 of 16
7. 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 or 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. 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 Page 13 of 16
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. 26.49. Page 14 of 16
8. 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, labor, equipment, tools, transportation, insurances, 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 rom patents, trademarks and copyrights in any way involved in the work. C. The Quote must be signed in ink. No erasures or other handwritten changes may appear on the Quote. Page 15 of 16
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 Goods/Services (1 page) D. Attachment 4 Quote Form and Schedule of Prices (8 pages) Page 16 of 16