PART VI EVALUATION OF PROPOSALS, CONTRACT AWARD AND CONTRACT EXECUTION SECTION TITLE N O P Evaluation of Proposals Contract Award Contract Execution 52
SECTION N EVALUATION OF PROPOSALS N.1 GENERAL Proposals will be evaluated based on the evaluation criteria as stated below. A l000- point scale will be used to create the final evaluation recommendation. When assessing points, a 1-10 scale will be utilized and multiplied by the weight assigned. N.2 SCORING METHODOLOGY The Technical Evaluation Team will review and evaluate the Proposals using the following scale: Points 9-10 6-8 4-5 2-3 1 0 Guidance Outstanding: Meets all of the requirements / exceeds expectations / excellent probability of success in achieving all objectives / very innovative. Above Average: Exceeds minimum requirement / sound response / very good probability of success. Average: Meets minimum requirement / has a reasonable probability of success. Fair: Partially responsive / falls short of meeting basic expectations / has a low probability of success. Poor: Inadequate / fails to meet the requirement. Failure: No response / the information is missing altogether. 53
N.3 EVALUATION CRITERIA The following criteria and weighting scheme will be utilized to evaluate Proposals: Evaluation Criteria Maximum Points Weight Maximum Score A. Project approach and management plan including a clear understanding of the project scope and technical requirements. 10 25 250 B. Capability and expertise of the proposed firm(s) to include experience in performing conceptual, preliminary and final design for passenger rail stations, as well as working with Norfolk Southern. 10 15 150 C. Knowledge and qualifications of the proposed Project Manager including experience in timely delivery of passenger rail station projects and working with Norfolk Southern. 10 30 300 D. Knowledge and qualifications of the proposed personnel for the project team including depth of experience in passenger rail station design projects, in particular USDOT (i.e., FTA, FRA, etc.) rules and guidance; NEPA; application of AREMA, NS, and other applicable design and construction standards and practices. 10 20 200 E. Approach to address project advancement and cost savings in project delivery. 10 10 100 TOTAL POINTS 1000 54
SECTION O CONTRACT AWARD O.1 GENERAL VRE may cancel this RFP or reject Proposals at any time prior to an award and is not required to furnish a statement of the reason why a particular Proposal was not deemed to be the most advantageous (Code of Virginia, 2.2-4359D). O.2 AWARD SELECTION A Technical Evaluation Team (TET) will review the Proposals using written score sheets. Offerors will be in ranked order according to the scores of the TET. Selection shall be made of one (1) Offeror deemed to be the best for the project on the basis of the evaluation factors. O.3 INTERVIEWS (OPTIONAL) A. As the TET may require a personal interview with the highest ranked Offerors, the date and time specified in SECTION B PROCUREMENT SCHEDULE of this RFP shall be reserved for possible interviews. Interviews will be held at the VRE Offices, 1500 King Street, Suite 202, Alexandria, Virginia 22314. B. The interview will provide an opportunity for the Offeror to clarify their Proposal in response to questions from the TET. This is a fact-finding and explanation session only and does not include negotiations. C. At the discussion stage, the top-ranked Offeror will be requested to submit a nonbinding cost estimate for the project. D. As interviews are optional for VRE, Offerors must treat their Proposals as a final product. 55
O.4 NEGOTIATIONS Negotiations shall commence with the selected Offeror to achieve a binding price and agreement on Contract terms. Following the negotiations meeting, VRE will request the selected Offeror to submit a binding Cost Proposal. If negotiations with the top-ranked Offeror are not successful, discussions will commence with the next highest ranked Offeror, and negotiations will continue in this manner until an agreement is reached. O.5 AWARD DOCUMENTS The award document will be a Contract incorporating by reference the Request for Proposals, Terms and Conditions, Contract Provisions, Scope of Work/Services and/or Technical Specifications, and the Contractor s Proposal as negotiated. O.6 NOTICE OF INTENT TO AWARD In addition to any verbal notice that VRE may make to Offerors, Proposal results will be posted on VRE s website at www.vre.org. VRE will post the Notice of Intent to Award on its website for a minimum of ten (10) calendar days. The Notice of Intent to Award shall not be construed as a Notice-To-Proceed (NTP). O.7 NOTICE OF AWARD A Notice of Award will be posted on VRE s website at www.vre.org. The successful Offeror will be notified in writing by VRE. 56
SECTION P CONTRACT EXECUTION P.1 CONTRACT DOCUMENTS A. The successful Offeror shall execute and deliver the following Contract documents to VRE: 1. Signed Contract 2. Insurance Certificates 3. Form W-9 Request for Taxpayer Identification Number and Certification B. The aforementioned documents must be submitted to VRE not later than ten (10) calendar days after receipt of the Contract and Notice of Intent to Award. C. The Contract shall be in writing. The Contractor shall execute the Contract in the number of copies required by VRE. One (1) fully executed original shall be delivered to the Contractor. P.2 FAILURE TO EXECUTE CONTRACT Should the successful Offeror fail to execute the Contract within ten (10) calendar days after receipt and submit the required Insurance Certificates, VRE may at its option, determine that the Offeror has abandoned the Contract, and thereupon, the Proposal and acceptance shall be null and void. VRE may also seek all available remedies at law and equity. P.3 NOTICE-TO-PROCEED (NTP) A Notice-To-Proceed (NTP) will be issued separately upon execution of the Contract. Contract performance shall begin on the date set forth in the written NTP. The NTP shall start the time for which the Contractor is responsible for completion of the project. 57