VIRGINIA RAILWAY EXPRESS REQUEST FOR PROPOSALS (RFP) RFP No

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1 VIRGINIA RAILWAY EXPRESS REQUEST FOR PROPOSALS (RFP) ENGINEERING AND ENVIRONMENTAL SERVICES FOR THE VRE PENTA-PLATFORM CORRIDOR IMPROVEMENT PROJECT RFP Issued: May 6, 2016 Contact: Gerri Hill, Manager of Purchasing and Contract Administration, 1500 King Street, Suite 202, Alexandria, VA Main Office: (703) Direct/Fax: (703) Page 1 of 79

2 TABLE OF CONTENTS PART I RFP INFORMATION 4 A Purpose/Background 5 B Procurement Schedule 8 C Notices for Offerors 9 PART II SCHEDULE 11 D Scope of Services 12 E Special Terms and Conditions 20 PART III GENERAL INFORMATION, INSTRUCTIONS 24 AND CONDITIONS FOR OFFERORS F General Information About the RFP 25 G General Instructions for Offerors 27 H General Conditions for Offerors 30 PART IV UTILIZATION OF DISADVANTAGED BUSINESS 34 ENTERPRISES AND SMALL BUSINESS CONCERNS I Disadvantaged Business Enterprises Policy 35 J Small Business Concerns Policy 37 PART V PROPOSAL REQUIREMENTS 40 K Proposal Content 41 L Cost Information 50 M Submission of Proposal 51 2

3 TABLE OF CONTENTS (continued) PART VI EVALUATION OF PROPOSALS, CONTRACT AWARD 54 AND CONTRACT EXECUTION N Evaluation of Proposals 55 O Contract Award 57 P Contract Execution 59 PART VII CONTRACT DELIVERABLES 60 Q Certificate of Insurance 61 R Invoices 63 S Project Reports/Documents 65 PART VIII DOCUMENTS, EXHIBITS AND OTHER 68 ATTACHMENTS T Exhibits 69 U List of Attachments 79 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 The purpose of this Request for Proposals (RFP) is to establish a Contract with one (1) qualified and experienced engineering/architectural firm to provide conceptual design, environmental analysis and documentation, preliminary design and cost estimates for a corridor improvement project on the CSX Transportation (CSXT) Richmond, Fredericksburg and Potomac (RF&P) Subdivision in Fairfax, Prince William and Stafford Counties within the Commonwealth of Virginia. The corridor improvement project involves extending existing platforms, adding new second platforms with a connection between the two (2) platforms, and providing other upgrades to the following five (5) (VRE) stations: 1. Franconia-Springfield Station Frontier Dr., Springfield, VA Lorton Station Lorton Station Blvd., Lorton, VA Rippon Station Farm Creek Dr., Woodbridge, VA Brooke Station Brooke Rd., Stafford, VA Leeland Road Station Leeland Rd., Falmouth, VA 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. 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 yard facilities, as well as expanding operations to meet the goal of doubling ridership by VRE s multi-prong 5

6 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. A.3 PROJECT BACKGROUND A. VRE s adopted System Plan 2040 identifies the need to extend existing platforms and add second platforms to VRE stations system wide in response to the projected growth in ridership that will require longer trains. In addition, the Second Amendment to the Corridor Improvement Project Memorandum of Understanding executed between CSXT, VRE and the Virginia Department of Rail and Public Transportation (DRPT), specifies the timely advancement of a corridor improvement project encompassing second platforms at the VRE Lorton, Rippon, Brooke and Leeland Road Stations as a prerequisite for adding the new Potomac Shores Station. B. The corridor improvement project includes new and expanded platforms at the following five (5) VRE stations: (All directions referenced are in relation to railroad geography. Railroad North is toward Washington, D.C.) 1. Franconia-Springfield Station (Milepost CFP 97.9) located in Fairfax County, VA, presently consists of a 410 foot East platform and a 140 foot West platform with partial steel canopy coverage. 2. Lorton Station (Milepost CFP 93.3) located in Fairfax County, VA, presently consists of a single 400 foot East platform with partial steel canopy coverage. An extension of the existing platform will be constructed by others during the term of this Contract. 3. Rippon Station (Milepost CFP 85.7) located in Prince William County, VA, presently consists of a single 400 foot East platform with partial steel canopy coverage. 4. Brooke Station (Milepost CFP 68.0) located in Stafford County, VA, presently consists of a single 400 foot East platform with partial steel canopy coverage. 6

7 5. Leeland Road Station (Milepost CFP 63.4) located in Stafford County, VA, presently consists of a single 400 foot East platform with partial steel canopy coverage. C. Station improvement designs will be coordinated with and incorporate the third track assumptions developed by the DRPT DC2RVA project. D. For general use and informational purposes only, refer to ATTACHMENT U VRE STATION ASSESSMENT STUDY REPORT, included herein. The report considers the influence of the DC2RVA proposed track alignments on the size and massing of extensions and/or second platforms at the VRE Lorton, Rippon, Brooke and Leeland Road Stations. A.4 PROJECT GOALS VRE is initiating this corridor improvement project to achieve the following goals: A. Meet contractual obligations with CSXT B. Accommodate ridership growth C. Improve safety as envisioned in the VRE System Plan 2040 D. Provide flexibility for railroad operations 7

8 SECTION B PROCUREMENT SCHEDULE RFP Issued May 6, 2016 Confirm Attendance at the Pre-Proposal Meeting (See Page 10) May 16, 2016 at 11:00 A.M. EST Pre-Proposal Meeting (See Page 9) May 17, 2016 at 11:00 A.M. EST Submission of Written Questions (See Page 10) May 20, 2016 at 11:00 A.M. EST Proposals Due (Closing Date and Time) (See Page 53) June 6, 2016 at 2:00 P.M. EST Interviews (Optional) (See Page 57) June 21, 2016 at 9:00 A.M. to 2:00 P.M. EST Non-Binding Cost Estimate Due (Only Upon Written Request by VRE) (See Page 50) June 24, 2016 at 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. _ 8

9 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 the Hilton Alexandria Old Town, located at 1767 King Street, 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 firm. C. Garage parking for the pre-proposal meeting is available on-site at the Hilton Alexandria Old Town for an hourly fee. 9

10 C.4 CONFIRM ATTENDANCE AT THE PRE-PROPOSAL MEETING In an effort for VRE to obtain the required seating, Offerors must confirm their attendance at the pre-proposal meeting by contacting Kristin Nutter at (703) or prior to the date and time specified in SECTION B PROCUREMENT SCHEDULE of this RFP. 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: Gerri Hill Manager of Purchasing and Contract Administration ghill@vre.org Kristin Nutter Senior Contract Specialist knutter@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. 10