VIRGINIA RAILWAY EXPRESS REQUEST FOR PROPOSALS (RFP) RFP No MAINTENANCE SERVICES FOR COMMUTER RAIL OPERATIONS

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of Contract Administration, 1500 King Street, Suite 202, Alexandria, VA 22314

1 VIRGINIA RAILWAY EXPRESS REQUEST FOR PROPOSALS (RFP) MAINTENANCE SERVICES FOR COMMUTER RAIL OPERATIONS RFP Issued: October 8, 2014 Contact: Gerri Hill, Manager of Contract Administration, 1500 King Street, Suite 202, Alexandria, VA Main Office: (703) Direct/Fax: (703) Page 1 of 166

2 TABLE OF CONTENTS PART A RFP INFORMATION Notices for Offerors Purpose Background Procurement Schedule Pre-Proposal Meeting Site Visits Confirm Attendance at the Pre-Proposal Meeting and Site Visits Availability of Appendix Documents Submission of Written Questions 16 PART B SCHEDULE Summary of Work General Requirements Access to Washington Union Terminal Schedule of Service Conformity with Scope of Services General Terms and Conditions Regulatory Compliance with Laws, Rules, Regulations, 19 Permits and Standards 2.7 Definitions Special Terms and Conditions Term of Contract Type of Contract Incentives Liquidated Damages Service Changes Section 13(C) Labor Protection Availability of Employee Records Criminal Background Check English Proficiency 32 2

3 TABLE OF CONTENTS (Continued) 3.10 Force Majeure Railroad Operating Rules Coordination with Other Rail Carriers Subcontracting Access by Government Agencies Picketing or Other Disruptions Quality Assurance Litigation and Notification Task Order Procedures Contractor Responsibilities Project Administration Work Site Damages Site Investigation and Conditions Affecting the Work Labeling of Hazardous Substances Miscellaneous Invoicing and Payment Invoice Requirements Payment Provisions 43 PART C SCOPE OF SERVICES Maintenance of Equipment and Facilities General Policy and Regulatory Compliance Performance Requirements Performance Measures Rolling Stock Facility Use and Maintenance Materials Management Distribution of Public Information Materials and VRE Materials Personnel/Staffing and Training 64 3

4 TABLE OF CONTENTS (Continued) 6. Management General Management Plan Personnel/Staffing Contractor Employee Incentive Employee Training Reporting and Recordkeeping System Safety and Security General System Safety Program Plan System Security Plan Emergency Preparedness Plan Emergency Response Plan Contingency Plan Violations Employee Non-Compliance Drug and Alcohol-Free Workplace Safety Sensitive Positions Incident Management Non-Compliance on Incident Notification Emergency Notifications Site Visits By Regulatory Agencies Open Process for Safety and Security Planning VRE Agency Role in Safety Testing Safety and Security Reporting Safety Equipment or Practices Safety Performance Record Safety Rules and Security at VRE s Railroad Facilities Comprehensive Safety Program 90 4

5 TABLE OF CONTENTS (Continued) 8. Information Systems Management General Computer Network Information Systems Software Operational Requirements Backup and Disaster Recovery Ownership of Hardware, Software and Data Mobilization and Transition General Term Mobilization Plan Compensation Initial Audit of Mobilization Facilities Access to VRE Communications Room Personnel Technical Qualification Equipment and Vehicles Transition Environmental Permits Environmental Services General Environmental Permitting/Reporting Air Emissions Testing, Permitting and Reporting Hazardous Material Disposal Environmental Subcontractors Health and Safety Planning and Work Area Security Training and Qualifications Pest Control 106 5

6 TABLE OF CONTENTS (Continued) PART D GENERAL INFORMATION, INSTRUCTIONS 107 AND CONDITIONS FOR OFFERORS 11. General Information About the RFP Proposal Preparation Costs Modification of Proposal Closing Date Addenda Cancellation/Withdrawal of RFP Waiver of Informalities Disposition of Proposals General Instructions for Offerors Availability of Solicitation Documents Written Communications Clarification of Terms Withdrawal of Proposal Prior to Closing Date Late Proposals Withdrawal of Proposals After Proposal Opening Trade Secrets or Proprietary Information General Conditions for Offerors Debarment Status Proposal Acceptance Period Rejection of Proposals Obligation of Contractor Additional Information Qualification of Offerors Single Proposal Pre-Award Survey 114 6

7 TABLE OF CONTENTS (Continued) 13.9 Delays in Award Award for All or Part Protest of Award 115 PART E UTILIZATION OF DISADVANTAGED BUSINESS 116 ENTERPRISES AND SMALL BUSINESS CONCERNS 14. Disadvantaged Business Enterprises Policy General DBE Certification Small Business Concerns Policy General 119 PART F PROPOSAL REQUIREMENTS Proposal Content, Organization and Format General Requirements Proposal Content Proposal Organization Proposal Format Cost Information General Requirements Cost Certification 131 7

8 TABLE OF CONTENTS (Continued) 18. Pricing Structure General Maintenance of Equipment Maintenance of Facilities Pricing Structure for Mobilization General Requirements Cost Proposal Requirements General Requirements Submission of Proposal Identification of Proposal Package Hand Delivery or Mailing of Proposals Proposals Due (Closing Date) 138 PART G EVALUATION CRITERIA, CONTRACT 139 AWARD AND CONTRACT EXECUTION 22. Evaluation Criteria Evaluation Criteria and Weighting Scheme 140 8

9 TABLE OF CONTENTS (Continued) 23. Contract Award General Interviews (Optional) Negotiations Award Selection Award Documents Notice of Intent to Award Notice of Award Contract Execution Contract Documents Failure to Execute Contract Notice-To-Proceed 144 PART H CONTRACT DELIVERABLES Surety Bonds General Requirements Certificate of Insurance General Requirements Pollution Liability Insurance Indemnification of Contractor by VRE Project Reports and Submittals Use of Documents General Submittal Schedule Quality Assurance Submittal 152 9

10 TABLE OF CONTENTS (Continued) 27.4 Equipment and Facility Submittals Management Submittals System Safety and Security Submittals Mobilization Submittals Environmental Services Submittals 156 PART I INCORPORATED DOCUMENTS Exhibits References (Past and Present Experience) References (Past and Present Experience) Terminated Contracts Subcontractors VRE Insurance Coverage Requirements Proposal Preparation Checklist Attachments 165 Attachment A Attachment B Attachment C Attachment D General Terms and Conditions VRE Safety and Security Guidelines Representations, Certifications and Other Statements of Offerors/Bidders Cost Proposal and Schedule of Costs 30. Appendices 166 Appendix 1 Appendix 2 Appendix 3 Appendix 4 Appendix 5 Appendix 6 Appendix 7 Appendix 8 Appendix 9 Appendix 10 Appendix 11 Appendix 12 Permits and Plans for Maintenance Facilities Train Schedules Maintenance Inspection Forms Standard Operating Procedures Passenger Car Cleaning Requirements Locomotive Maintenance Manuals Passenger Car Maintenance Manuals Train Washing Procedures Lost and Found Procedures VRE Retained Facilities Equipment Maintenance Policies VRE Provided Equipment, Tooling and Furnishings 10

11 PART A RFP INFORMATION SECTION TITLE 1. Notices for Offerors 11

12 SECTION 1 NOTICES FOR OFFERORS 1.1 PURPOSE The purpose of this Request for Proposals (RFP) is to establish a Contract with a qualified and experienced firm to provide maintenance services for Virginia Railway Express (VRE) commuter rail operations on the Fredericksburg and Manassas lines, which operates between Washington, D.C. and suburban Northern Virginia. To achieve this goal, VRE has developed this RFP to solicit Proposals from prospective mechanical service providers. At the conclusion of the procurement process, VRE intends to select a qualified Contractor that shall commence the Mobilization Phase and the subsequent Maintenance of Equipment and Facilities Phase in accordance with the schedule specified in this RFP. 1.2 BACKGROUND A. The is the name of 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 and operate this service. An Board which is a joint subcommittee of NVTC and PRTC consisting of members from each of the jurisdictions within the VRE service area, oversees 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 now carries an average of 19,000 daily passengers on thirty (30) scheduled trips and is currently operating at or above capacity with a significant amount of standees. In addition, growth and service changes have added many new facilities and infrastructure enhancements to VRE s asset inventory. VRE is committed to continued infrastructure and operational improvements, as the future growth of VRE will depend upon service reliability and the ability to expand to accommodate additional passengers. C. VRE currently contracts with Keolis Rail Services Virginia, LLC to operate and maintain all VRE trains. The Keolis contract began in July 2010 and is for an initial five-year term. D. VRE operates thirty (30) revenue trains, including ninety-five (95) Gallery-style railcars daily 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. 12

13 E. VRE operating territory encompasses eighteen (18) stations (including parking garages and parking lots) with four (4) common station facilities at Washington Union Station, L Enfant, Crystal City and Alexandria, as described in the Rider s Guide which is available in hard copy upon written request. Station addresses, with location maps and operating schedules are shown. This information is also available at VRE s website under Service Information. F. The primary mission of VRE is to transport commuters between outlying suburbs and the Washington-Arlington urban core. The service is heavily oriented towards the central business district in the morning peak and in the opposite direction in the evening peak. The only non-peak service is an early-afternoon return trip from Washington on each line, and two (2) limited-stop reversedirection trains on the Manassas Line in each peak period. G. Some tourists and day-trippers also ride the trains. However, there are limited opportunities for non-commuters and people who work non-traditional hours to ride VRE. Certain Amtrak trains honor VRE tickets and become, in effect, additional frequencies between the stations served by the Amtrak train. 1.3 PROCUREMENT SCHEDULE RFP Issued: October 8, 2014 Confirm Attendance at Pre-Proposal Meeting and Site Visit and Request DVD of Appendices: (See Page 15) Pre-Proposal Meeting: (See Page 14) Site Visits: (Crossroads & Broad Run Yards) (See Page 14) Deadline to Submit Questions: (See Page 16) Proposals Due: (See Page 138) Interviews (Optional): (See Page 142) October 14, 2014 by 11:00 A.M. EST October 17, 2014 at 2:00 P.M. EST October 18, 2014 at 9:00 A.M. EST October 23, 2014 at 11:00 A.M. EST November 19, 2014 at 2:00 P.M. EST TO BE DETERMINED VRE reserves the right to make changes to the above-mentioned 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. 13

14 1.4 PRE-PROPOSAL MEETING A. A pre-proposal meeting will be held for Offerors at VRE offices located at 1500 King Street, Suite 202, Alexandria, VA The date and time is specified in SECTION 1.3 PROCUREMENT SCHEDULE of this RFP. The VRE offices are easily accessible from the King Street Metrorail Station and Alexandria Train Station. B. Metered parking in the immediate vicinity is limited. It is highly recommended that Offerors utilize public transportation for the pre-proposal meeting. 1.5 SITE VISITS (Crossroads Yard and Broad Run Yard) A. A site visit to the two (2) VRE maintenance and storage facilities will be held on the date and time specified in SECTION 1.3 PROCUREMENT SCHEDULE of this RFP. B. Offerors are required to wear appropriate attire for the site visits. Safety equipment is required. Safety vests and safety glasses will be available. Personnel wearing soft-soled shoes, spiked heels or open-toe shoes and other inappropriate attire will not be permitted in the yards. C. Offerors shall first meet at: Crossroads Yard 9400 Crossroads Parkway Fredericksburg, VA Directions to the Crossroads Yard from Washington, D.C. and Northern Virginia are as follows: Follow I-95 South to Exit #126 (SR 1 and 17 South); Right turn at end of ramp; Proceed about ½ a mile and turn left at light to follow Route 17 South; Proceed through traffic light and after about 3.5 miles, Route 17 crosses over tracks on a bridge (wayside signals may be seen out the right window); From that bridge, road descends, near bottom, turn right onto Crossroads Parkway; and Follow Crossroads Parkway about ½ a mile and at the end, turn right onto the VRE access road; this road leads to the VRE Crossroads Yard gate. 14

15 D. Following the site visit at the Crossroads Yard, Offerors shall immediately proceed to: Broad Run Yard Piper Lane Bristow, VA Directions to the Broad Run Yard from the Crossroads Yard are as follows: Head east on Crossroads Parkway toward Route 17; Left turn onto Route 17 North / Mills Drive; Proceed about 4 miles and turn right at light to follow Route 17 North / Route 1 North; From Route 17 follow the signs and merge onto I-95 North; Follow I-95 North to Exit #152B (VA-234 North / Dumfries Road toward Manassas); After about 18 miles, take the ramp to VA-28 South / Nokesville Road; Follow VA-28 South for approximately 1 mile and turn left onto Piper Lane; Proceed on Piper Lane and turn left at the sign for the Broad Run Station; and Follow the Broad Run Station access road into the parking lot and the VRE Broad Run Yard gate is on the left at the corner of the parking lot opposite the station platform. 1.6 CONFIRM ATTENDANCE AT THE PRE-PROPOSAL MEETING AND SITE VISITS A. Offerors are highly recommended to attend the pre-proposal meeting and visit the project site in preparation for submission of an offer. An Offeror s failure to inspect the site shall not excuse non-performance arising out of or based on site conditions. B. Attendance shall be limited to no more than three (3) representatives of each firm. C. Offerors must confirm their attendance by contacting Kristin Nutter at (703) or knutter@vre.org by the date and time specified in SECTION 1.3 PROCUREMENT SCHEDULE of this RFP. 15

16 1.7 AVAILABILITY OF APPENDIX DOCUMENTS A. Solicitation appendices are available on DVD/CD only and will be distributed to Offerors at the pre-proposal meeting. B. Offerors must request and specify the number of DVDs/CDs needed when confirming their attendance at the pre-proposal meeting and site visits. 1.8 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 1.3 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 Point of Contact: Questions must be submitted to the VRE Manager of Contract Administration, in writing via electronic mail as listed on Page 1 of this RFP. No questions or requests for additional information, clarification or any other communication should be directed to any other individual. 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 in the form of an addendum to the RFP and will be available to all interested Offerors through VRE s website. 16

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

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