VIRGINIA RAILWAY EXPRESS REQUEST FOR PROPOSALS (RFP) RFP No FACILITY SECURITY SERVICES

Transcription

1 VIRGINIA RAILWAY EXPRESS REQUEST FOR PROPOSALS (RFP) RFP No FACILITY SECURITY SERVICES RFP Issued: August 13, 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 69

2 TABLE OF CONTENTS PART I RFP INFORMATION 4 A Purpose/Background 5 B Procurement Schedule 6 C Notices for Offerors 7 PART II SCHEDULE 10 D Scope of Services 11 E Special Terms and Conditions 18 PART III GENERAL INFORMATION, INSTRUCTIONS AND CONDITIONS FOR OFFERORS 23 F General Information About the RFP 24 G General Instructions for Offerors 26 H General Conditions for Offerors 29 PART IV UTILIZATION OF DISADVANTAGED BUSINESS ENTERPRISES AND SMALL BUSINESS CONCERNS 32 I Disadvantaged Business Enterprises Policy 33 J Small Business Concerns Policy 35 PART V PROPOSAL REQUIREMENTS 38 K Proposal Content 39 L Cost Information 46 M Submission of Proposal 47 RFP No

3 TABLE OF CONTENTS (continued) PART VI EVALUATION OF PROPOSALS, CONTRACT AWARD AND CONTRACT EXECUTION 50 N Evaluation of Proposals 51 O Contract Award 53 P Contract Execution 55 PART VII CONTRACT DELIVERABLES 56 Q Certificate of Insurance 57 R Invoices 58 S Project Reports/Documents 60 PART VIII DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS 61 T Exhibits 62 U List of Attachments 69 RFP No

4 PART I RFP INFORMATION SECTION TITLE A B C Purpose/Background Procurement Schedule Notices for Offerors RFP No

5 SECTION A PURPOSE/BACKGROUND A.1 PURPOSE (VRE) is soliciting Proposals to establish a Contract with one (1) qualified and experienced Contractor to provide fixed post and mobile security guard services at VRE s two (2) Maintenance and Storage Facilities (MASF) and various other VRE facilities, which include rail stations, parking lots and construction sites. 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 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. RFP No

6 SECTION B PROCUREMENT SCHEDULE RFP Issued August 13, 2018 Confirm Attendance at the Pre-Proposal Meeting and Site Visit (See Page 8) August 24, 2018 at 10:00 A.M. EST Pre-Proposal Meeting (See Page 7) August 27, 2018 at 10:00 A.M. EST Site Visit (See Page 8) August 27, 2018 at 11:00 A.M. EST Submission of Written Questions (See Page 8) August 29, 2018 at 11:00 A.M. EST Proposals Due (Closing Date and Time) (See Page 49) September 13, 2018 at 2:00 P.M. EST Interviews (Optional) (See Page 53) September 25, 2018 at 9:00 A.M. to 3:00 P.M. EST _ (VRE) reserves the right to make changes to the abovementioned 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. _ RFP No

7 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 VRE Fredericksburg Office, located at. 400 Prince Edward Street, Fredericksburg, 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 company. RFP No

8 C.4 SITE VISIT A. Immediately following the pre-proposal meeting, an optional site visit will be held at the VRE Crossroads Maintenance and Storage Facility, located at 9400 Crossroads Parkway, Fredericksburg, VA The date and time is specified in SECTION B PROCUREMENT SCHEDULE of this RFP. B. Offerors are encouraged to participate in the site visit in preparation of their Proposals. An Offeror s failure to inspect the Crossroads Maintenance and Storage Facility shall not excuse non-performance arising out of or based on the site conditions. C. Offerors must wear personal protective equipment (PPE), including appropriate hard soled shoes with a defined heel and ankle support, safety vests, and safety glasses. Offerors and their personnel wearing inappropriate shoes and/or without the stated PPE will not be permitted on the grounds at Crossroads. D. Attendance at the site visit is limited to no more than two (2) representatives of each company. C.5 CONFIRM ATTENDANCE AT THE PRE-PROPOSAL MEETING AND SITE VISIT Offerors must confirm their attendance at the pre-proposal meeting, as well as the site visit, by contacting Amy Keady at (703) or akeady@vre.org prior to the date and time specified in SECTION B PROCUREMENT SCHEDULE of this RFP. C.6 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. RFP No

9 C. VRE Points of Contact: Questions must be submitted in writing via electronic mail to the following persons: Amy Keady Contracts Administrator Kristin Nutter Manager of Purchasing and Contract Administration 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. RFP No