VIRGINIA RAILWAY EXPRESS INVITATION FOR BIDS (IFB) IFB No PASSENGER CAR TRUCK OVERHAUL SERVICES

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1 VIRGINIA RAILWAY EXPRESS INVITATION FOR BIDS (IFB) PASSENGER CAR TRUCK OVERHAUL SERVICES IFB Issued: July 23, 2018 Contact: Kristin Nutter, Manager of Purchasing and Contract Administration, 1500 King Street, Suite 202, Alexandria, VA Main Office: (703) Direct/Fax: (703) Page 1 of 64

2 TABLE OF CONTENTS PART I IFB INFORMATION 4 A Purpose/Background 5 B Procurement Schedule 6 C Notices for Bidders 7 PART II SCHEDULE 10 D Scope of Work 11 E Special Terms and Conditions 13 PART III GENERAL INFORMATION, INSTRUCTIONS 21 AND CONDITIONS FOR BIDDERS F General Information About the IFB 22 G General Instructions for Bidders 24 H General Conditions for Bidders 27 PART IV UTILIZATION OF DISADVANTAGED BUSINESS 31 ENTERPRISES AND SMALL BUSINESS CONCERNS I Disadvantaged Business Enterprises Policy 32 J Small Business Concerns Policy 34 PART V BID REQUIREMENTS 37 K Bid Content 38 L Price Information 43 M Submission of Bid 44 2

3 TABLE OF CONTENTS (continued) PART VI EVALUATION OF BIDS, CONTRACT AWARD 47 AND CONTRACT EXECUTION N Evaluation of Bids 48 O Contract Award 49 P Contract Execution 50 PART VII CONTRACT DELIVERABLES 51 Q Certificate of Insurance 52 R Invoices 53 S Project Reports/Documents 55 PART VIII DOCUMENTS, EXHIBITS AND OTHER 57 ATTACHMENTS T Exhibits 58 U List of Attachments 64 3

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

5 SECTION A PURPOSE/BACKGROUND A.1 PURPOSE The purpose of this Invitation for Bids (IFB) is to establish a Contract with one (1) qualified and experienced Contractor to overhaul the truck assemblies used by VRE s fleet of Gallery IV passenger rail cars. The Contractor shall be responsible for inspection, repair and replacement of components and other material as necessary to return the tucks to like-new condition. 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 IFB refers to NVTC and PRTC. B. 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. C. 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. 5

6 SECTION B PROCUREMENT SCHEDULE IFB Issued July 23, 2018 Confirm Attendance at the Pre-Bid Meeting and Equipment Inspection (See Page 8) August 2, 2018 at 1:00 P.M. EST Pre-Bid Meeting (See Page 7) August 3, 2018 at 1:00 P.M. EST Equipment Inspection (See Page 7) August 3, 2018 at 1:30 P.M. EST Submission of Written Questions (See Page 8) August 7, 2018 at 11:00 A.M. EST Bids Due (Closing Date and Time) (See Page 46) August 27, 2018 at 2:00 P.M. EST Bid Opening (See Page 46) August 27, 2018 at 2:00 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. Bidders must frequently monitor VRE s website at for information concerning this solicitation, including any addenda or notices. _ 6

7 SECTION C NOTICES FOR BIDDERS 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 Bid 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 Bidders. Be advised that it is the responsibility of prospective Bidders to monitor VRE s website for any addenda, notices or postings. Failure to submit signed addenda may be grounds to declare a Bid nonresponsive. C.3 PRE-BID MEETING A. An optional pre-bid meeting to discuss the requirements of this solicitation will be held for prospective Bidders at the VRE Broad Run Maintenance and Storage Facility, located at Piper Lane, Bristow, VA The date and time is specified in SECTION B PROCUREMENT SCHEDULE of this IFB. B. Attendance at the pre-bid meeting is limited to no more than two (2) representatives of each company. C.4 EQUIPMENT INSPECTION A. Immediately following the pre-bid meeting, an optional equipment inspection will be held at the VRE Broad Run Maintenance and Storage Facility, located at Piper Lane, Bristow, VA The date and time is specified in SECTION B PROCUREMENT SCHEDULE of this IFB. B. Bidders are encouraged to participate in the equipment inspection in preparation of their Bids. A Bidder s failure to inspect VRE s rail car equipment shall not 7

8 excuse non-performance arising out of or based on the condition of the equipment. C. Bidders must wear personal protective equipment (PPE), including appropriate hard soled shoes with a defined heel and ankle support, safety vests, and safety glasses. Bidders and their personnel wearing inappropriate shoes and/or without the stated PPE will not be permitted on the grounds at Broad Run. D. Attendance at the equipment inspection is limited to no more than two (2) representatives of each company. C.5 CONFIRM ATTENDANCE AT THE PRE-BID MEETING AND EQUIPMENT INSPECITON Bidders must confirm their attendance at the pre-bid meeting, as well as the equipment inspection, by contacting Kristin Nutter at (703) or knutter@vre.org prior to the date and time specified in SECTION B PROCUREMENT SCHEDULE of this IFB. C.6 SUBMISSION OF WRITTEN QUESTIONS A. Deadline: All questions and requests for clarifications regarding the meaning or interpretation of this IFB 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 IFB. 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 Manager of Purchasing and Contract Administration knutter@vre.org Amy Keady Contracts Administrator akeady@vre.org 8

9 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 IFB and will be available to all interested Bidders through VRE s website. 9