PART VII
CONTRACT DELIVERABLES
SECTION
TITLE
Q
Certificate of Insurance
R
Invoices
S
Project Reports/Documents
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IFB No. 016-018
Delivery of LED Lights
Virginia Railway Express
SECTION Q
CERTIFICATE OF INSURANCE
Q.1
GENERAL REQUIREMENTS
A.
By signing and submitting a Bid under this solicitation, the Contractor certifies if
awarded the Contract, the Contractor will have the insurance coverage identified
and described in EXHIBIT T.2 – VRE INSURANCE COVERAGE
REQUIREMENTS at the time of Contract award.
B.
The Contractor further certifies that the Contractor and any Subcontractors will
maintain the required insurance coverage during the entire term of the Contract
and all insurance coverage will be provided by insurance companies authorized to
sell insurance in Virginia. The Contractor’s insurance shall be primary to all
other coverage VRE may possess.
C.
The Contractor shall furnish VRE proof of compliance with these insurance
requirements in the form of an original Certificate of Insurance signed by an
authorized representative or agent of the insurance company(ies). The Certificate
of Insurance must be furnished within ten (10) calendar days of receipt of the
“Notice of Intent to Award” and before any work under the resultant Contract will
be allowed to commence.
D.
Failure to provide the Certificate(s) when required may be cause for VRE to
award a Contract to the next responsible and responsive Bidder. However, in no
event shall work be performed until the required Certificates of Insurance have
been furnished and approved by VRE.
E.
All insurance must be raised to an amount approved by VRE as change orders are
made to the Contract.
F.
If the Contractor is furnished a written notice of cancellation from the insurance
carrier, the Contractor shall provide VRE a copy of the cancellation notice within
thirty (30) calendar days of receipt of the notification.
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IFB No. 016-018
Delivery of LED Lights
Virginia Railway Express
SECTION R
INVOICES
R.1
GENERAL REQUIREMENTS
A.
Invoices for goods delivered and accepted by VRE shall be submitted by the
Contractor upon delivery of each LED lighting component.
B.
Invoices shall be submitted via VRE’s electronic mailbox, via US mail, or other
delivery method.
C.
It is preferred that invoices be submitted electronically in one (1) continuous
electronic copy in PDF format to ebills@vre.org. The VRE Project Manager
shall be copied on the email at gdeibler@vre.org.
D.
Hard copy invoices shall be mailed to:
Attn: Greg Deibler
Project Manager
Virginia Railway Express
1500 King Street, Suite 202
Alexandria, VA 22314-2730
E.
The VRE Project Manager shall be indicated on the invoice cover sheet.
F.
At a minimum, invoices shall contain the following information:
1.
Name, address and telephone number of the Contractor
2.
VRE Contract number
3.
Invoice number
4.
Date of invoice
5.
Date of delivery and quantity delivered
6.
Signed work order form
7.
Total invoice amount
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IFB No. 016-018
Delivery of LED Lights
Virginia Railway Express
R.2
8.
Total cumulative amounts invoiced
9.
Contractor’s signature
G.
Shipping charges shall be billed to VRE as a separate line item on the invoice.
H.
If invoices fail to satisfy the above requirements, they will not be processed for
payment and will result in the invoice being returned to the Contractor for
correction. VRE may request additional substantiating documentation as
necessary.
PAYMENT
Payment will be made on a per component basis upon acceptance by VRE.
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IFB No. 016-018
Delivery of LED Lights
Virginia Railway Express
SECTION S
PROJECT REPORTS/DOCUMENTS
S.1
GENERAL REQUIREMENTS
The Contractor shall make available to VRE all reports, drawings, studies,
specifications, work instructions, estimates, maps, computations, and other data
prepared by or for it under the resultant Contract during the period of the Contract
and upon termination or completion of the work. VRE shall have the right to use the
same, without restriction or limitation and without compensation to the Contractor
other than that provided for in the Contract.
Documents shall be directed to:
Greg Deibler, Project Manager
Virginia Railway Express
1500 King Street, Suite 202
Alexandria, VA 22314-2730
gdeibler@vre.org
(703) 838-9337
S.2
OPERATION MANUALS AND MAINTENANCE MANUALS
The Contractor shall provide VRE with two (2) hardcopies of the Operation Manuals and
Maintenance Manuals upon delivery of the Base Order of LED lighting components. The
manuals shall include the following:
A.
Copies of installation instructions, parts lists or other documents packed with the
equipment when delivered.
B.
The equipment and component manufacturer’s warranty shall be obtained and a
warranty period of not less than one (1) year shall be stated.
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IFB No. 016-018
Delivery of LED Lights
Virginia Railway Express