PART V
BID REQUIREMENTS
SECTION
TITLE
K
Bid Content
L
Price Information
M
Submission of Bid
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IFB No. 016-001
Drop Table System
Virginia Railway Express
SECTION K
BID CONTENT
K.1
GENERAL REQUIREMENTS
A.
The requirements included in this Section are purposely established to facilitate
an objective, timely and efficient evaluation by VRE. The Bidder is advised to
ensure their Bid is in compliance with all such requirements.
B.
Bids shall include all of the requirements requested in the IFB. Failure to include all
the information requested may adversely affect the evaluation. Noncompliance with
the IFB requirements will affect the evaluation of the Bidder’s technical and/or past
performance and may be grounds to eliminate the Bid from consideration.
C.
Bidders are advised that their Bid represents their company’s best efforts and
most complete responses to this solicitation. Assurance of experience, capability,
and qualifications that clearly demonstrate and support the Bidder’s claim are
essential. The absence of such evidence will adversely influence evaluation of the
Bid.
D.
Bidders are to submit Bids that present the Bidder’s qualifications and
understanding of the overall work to be performed.
E.
Bids must provide a clear and concise response to the requirements of the
solicitation.
F.
The Bidder’s submission of a Bid represents that its company will comply and
perform all requirements specified in the IFB.
G.
Bidders must submit the required information identified in this Section as a
complete Bid package. Incomplete Bids may cause the Bid to be deemed nonresponsive.
H.
The Bid must be submitted in a binder separated with the respective numbered
and titled tabs and include all written documentation outlined below:
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IFB No. 016-001
Drop Table System
Virginia Railway Express
TAB 1
Table of Contents: Furnish a table of contents to delineate all the
sections of the Bid package.
TAB 2
Title Page: Furnish the name and address of the company, local
address, if any; name, title, address, email address, telephone and fax
numbers of the contact person and the company officer responsible
for ascertaining the correctness of the Bid.
TAB 3
Transmittal Letter: Submit a transmittal letter dated and signed by
a company officer authorized to bind the company(ies) or entity in a
Contract. Failure to manually sign the letter may disqualify the Bid.
The following information shall be provided in the transmittal letter:
a.
Type and size of business;
b.
Years of operation; and
c.
Description of the company (or other structure in the case of
a partnership or joint venture) and relevance of the services to
this IFB.
TAB 4
Point of Contact: Provide a telephone number and an email
address for an assigned single point of contact.
TAB 5
Narrative (Plan to Perform the Scope of Work): Describe the
capability to perform the work required and familiarity with the
methods needed for proper performance of the Contract; cover all of
the requirements in the IFB; submit additional information to enable
VRE to ascertain how the Bidder will meet the requirements
contained herein; and describe in detail the capability to meet each of
the following objectives:
a.
Understanding and acceptance of the Scope of Work and
IFB requirements; and
b.
Plan to meet the Scope of Work requirements.
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IFB No. 016-001
Drop Table System
Virginia Railway Express
TAB 6
Demonstrated Experience and Qualifications of the Proposed
Manufacturer: Describe in detail the applicable and pertinent
qualifications of the Manufacturer to include the following:
a.
Evidence of at least ten (10) years of experience designing,
manufacturing, installing and testing in-floor Drop Table
Systems with one hundred (100) ton capacity.
b.
Evidence of the number of workmen who are skilled and
thoroughly trained and experienced in the methods and
requirements necessary for the proper execution of the work.
c.
Evidence of a minimum of five (5) years of experience in the
manufacture of the assembled components.
d.
Evidence of the ability to operate an installation and repair
department and maintain spare parts.
Each objective above shall be conspicuously identified and
described on a separate page.
TAB 7
Knowledge and Qualifications of the Proposed Field
Representative/Supervisor: Furnish a summary of the knowledge
and qualifications of the proposed Field Representative/Supervisor to
perform the work described in the Scope of Work to include the
following:
a.
Evidence of a minimum of five (5) years of experience in a
project management role in similar equipment installations
and testing.
b.
Evidence of a factory trained Field Representative/Supervisor
with experience in similar equipment installations, testing
and training.
c.
Applicable technical skills and other experience relevant to
the proposed project tasks.
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IFB No. 016-001
Drop Table System
Virginia Railway Express
d.
Resume for the proposed Field Representative/Supervisor
to include: recent experience and expertise in similar
assignments; education, professional certifications and
licenses; and dates of education, experience, employment,
etc.
Each objective above shall be conspicuously identified and
described on a separate page.
TAB 8
Business License: Provide a copy of the Business License.
TAB 9
References (Past and Present Experience): Identify three (3)
clients for whom comparable work has been done by the
Contractor or is currently being performed; complete the form in
EXHIBIT V.1 – REFERENCES included herein. If applicable,
the following information must be provided:
TAB 10
a.
Information on contracts performed by each of the Bidder’s
Subcontractors that are considered most relevant in
demonstrating their ability to support the Bidder in the
effort, including rationale supporting the Bidder’s assertion
of relevance. At VRE’s direction, any proposed
Subcontractor(s) identified by the Bidder may be contacted
for the purposes of determining the responsibility of the
Bidder.
b.
A list of contracts within the past five (5) years, if any, on
which failure to complete the work within the specified
time frame resulted either in the assessment of liquidated
damages, penalties or contract termination.
Subcontractors: Identify any Subcontractors and the type of work
anticipated to be performed on the Contract; complete the form in
EXHIBIT V.2 – SUBCONTRACTORS included herein.
a.
During the Contract performance, ALL Subcontractors
shall be approved in advance by VRE. VRE reserves the
right to request from the Bidder during the solicitation
process and any time during Contract performance,
additional information about a Subcontractor proposed by
the Bidder/Contractor, that VRE deems necessary to
evaluate the qualifications for the Subcontractor.
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IFB No. 016-001
Drop Table System
Virginia Railway Express
b.
The Bidder shall ensure lower-tier Subcontractors in
support of this solicitation are in compliance with the
certifications included herein, including the insurance
coverage described in this solicitation and all requirements
to Federal and State procurement regulations referenced
herein.
TAB 11
Acknowledge Receipt of Addenda Issued: Include a signed
acknowledgement of receipt of all addenda issued to this
solicitation.
TAB 12
Descriptive Literature: Provide sufficient descriptive literature
and technical detail, etc. only if the product being offered is other
than what is specified herein.
TAB 13
Representations and Certifications: Complete and sign the forms
in
ATTACHMENT
W.6
–
REPRESENTATIONS,
CERTIFICATIONS AND OTHER STATEMENTS OF
OFFERORS/BIDDERS included herein.
TAB 14
Bid Bond/Bid Guarantee: Furnish a Bid bond/guarantee of five
percent (5%) of the amount of the Bid which shall be a certified
check, cashier's check or a bid bond from a surety company selected
by the Bidder.
TAB 15
Price Information: Sign and complete the price information in
ATTACHMENT W.7 – BID FORM included herein.
TAB 16
Financial Statements: Submit one (1) CD/DVD or USB memory
device, containing one (1) continuous electronic copy of the
financial statements in PDF format, separate from the Bid
CD/DVD or USB memory device. The electronic copy shall be
labeled appropriately with the IFB number and title, company’s
name and date. A hard copy is not required.
1.
Bidders shall furnish complete financial statements for the
current fiscal year (interim statements are acceptable) and the
past two (2) years. The financial statements shall include the
following:
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IFB No. 016-001
Drop Table System
Virginia Railway Express
a. Statement of Financial Position (Balance Sheet)
b. Results of Operation (Income Statement)
c. Statement of Cash Flow (if available)
d. Statement of Current and Retained Earnings
2.
These statements (a through d) shall be certified indicating
disclosure of all facts that could impair or affect the
statements presented.
3.
The term “certified” is defined to mean that an officer of the
corporation includes a statement that the financial statements
fairly present the financial position of the Bidder. The term
“officer” is defined to mean the President, Chief Financial
Officer, or Treasurer. Audited financial statements with the
auditor’s opinion meet this requirement. Audited statements
must be submitted, if available.
4.
The certified statement provided with the financial statements
must read as follows:
“The financial information provided is correct to the best of
my understanding.”
5.
If audited financial statements are not available, the above
statement shall also note the following:
“No audited statements are available for the periods
reported in the accompanying information.”
6.
VRE reserves the right to request additional financial
information as may be required to determine the Bidder’s
financial responsibility. If required, a formal request shall be
made by VRE to the Bidder.
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IFB No. 016-001
Drop Table System
Virginia Railway Express
SECTION L
PRICE INFORMATION
L.1
GENERAL REQUIREMENTS
Bidders are strongly encouraged to read this section carefully. INCOMPLETE BIDS
WILL BE AUTOMATICALLY DISQUALIFIED.
L.2
A.
Bidders shall submit the price information in ATTACHMENT W.7 – BID FORM
included in this solicitation.
B.
The price shall be quoted in U.S. Dollars.
C.
Unless indicated otherwise, Bidder’s TOTAL PRICE shall be inclusive of all costs
and shall include full compensation for all taxes, fees, shipping/delivery charges,
materials, labor, equipment, tools, transportation, insurances, bonds, permits,
overhead and profit, etc. necessary to complete the work in conformance with the
Contract and to the satisfaction of VRE. Extra charges will not be allowed.
D.
Within the parameters of the General Terms and Conditions, the prices, without
exception shall be net, not subject to discount, and shall include all royalties and
costs arising from patents, trademarks, and copyrights in any way involved in the
work.
E.
No erasures or other handwritten changes may appear on the schedules.
F.
The Bid must be signed in ink.
BID BOND/BID GUARANTEE
A.
A Bid shall be accompanied by a bid bond/guarantee of five percent (5%) of the
amount of the bid which shall be a certified check, cashier's check, or a bid bond
from a surety company selected by the Bidder, which is legally authorized to do
business in the Commonwealth of Virginia. The bid guarantee shall be made
payable to the "Northern Virginia Transportation Commission and the Potomac and
Rappahannock Transportation Commission, together known as Virginia Railway
Express."
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IFB No. 016-001
Drop Table System
Virginia Railway Express
L.3
B.
Such bid bond or check shall be submitted with the understanding it shall
guarantee the Bidder will not withdraw such Bid during the period of one
hundred and twenty (120) calendar days following the opening of such Bid; and if
such Bid is accepted, the Bidder will accept and perform under the terms of the Bid.
C.
The bid bond/guarantee will be returned to any Bidder who is not selected.
BID CERTIFICATION
A.
The Bidder agrees to provide the work/services specified herein, in compliance
with the Scope of Work and/or Technical Specifications and other terms and
conditions in this Invitation for Bids, at the price provided on the Bid Form.
B.
A representative duly authorized to bind the company must complete and sign the
Bid Certification.
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IFB No. 016-001
Drop Table System
Virginia Railway Express
SECTION M
SUBMISSION OF BID
M.1
M.2
BID ORGANIZATION
A.
Binding: The Bid shall be submitted in a loose-leaf, three-ring binder. Elaborate
format and binding are neither necessary nor desirable. All binders must be capable
of lying flat when opened.
B.
Cover: The cover must clearly identify the Bidder’s name, IFB number, IFB title
and copy number (e.g. copy 1 of 4). The original shall be conspicuously marked
“ORIGINAL” and the copies shall be conspicuously marked “COPY.”
C.
Tabs: Tabs must be included in the original binder and each copy and identified
by the respective numbered and titled tabs as outlined in SECTION K – BID
CONTENT.
BID FORMAT
A.
Text: The Bid must be typed. Type size must not be smaller than Microsoft
Word Times New Roman 11 point font, normal proportional spacing. Text lines
must be single-spaced.
B.
Page: A page shall be:
1.
M.3
8-1/2” x 11” sheet of paper (minimum of ½” margins); foldout pages up to
11” x 17” are allowed for illustrations, charts, appendices, graphs,
drawings, photographs, diagrams and tables only and shall count towards
one (1) page;
2.
Printed on one-side only; and
3.
White or ivory stock background color.
HARD COPY
One (1) signed original and two (2) copies of the Bid shall be submitted in one
(1) sealed package.
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IFB No. 016-001
Drop Table System
Virginia Railway Express
M.4
ELECTRONIC COPY
Bidders shall submit two (2) CDs/DVDs or USB memory devices, each containing
one (1) continuous electronic copy of the Bid package in PDF format. Each
electronic copy shall be labeled appropriately with the IFB number and title,
firm’s name and date.
M.5
IDENTIFICATION OF BID PACKAGE
A.
The Bid shall be clearly marked in a sealed package.
B.
It is imperative that the label shown below is filled in and pasted on the lower left
corner of the sealed package conspicuously identified.
SEALED BID
IN RESPONSE TO:
IFB No.: 016-001
Title: Drop Table System
Bid Due Date:
Name of Bidder:
C.
M.6
Failure to properly identify the Bid package may result in the premature opening of
or a failure to open such Bid, which may result in the disqualification of the Bid.
HAND DELIVERY OR MAILING OF BIDS
A.
Bidders shall deliver or mail Bids to:
Gerri Hill
Manager of Purchasing and Contract Administration
Virginia Railway Express
1500 King Street, Suite 202
Alexandria, VA 22314
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IFB No. 016-001
Drop Table System
Virginia Railway Express
M.7
B.
A Bid may be mailed, delivered by private courier, express mail or delivered in
person to VRE in Alexandria, VA prior to the Bid closing date and time, between
9:00 A.M. and 5:00 P.M. EST, Monday through Friday, on days that VRE service
is in operation.
C.
It is the responsibility of the Bidder to assure that its Bid is delivered to the place
designated for receipt of Bids on or before the day and time set for receipt of Bids.
D.
Bids will be time stamped by VRE’s official time clock at the receptionist’s desk in
the foyer.
E.
Electronic, facsimile or verbal Bids shall not be accepted.
F.
Bids shall be kept unopened until after the closing date and time.
BID DUE (CLOSING DATE)
Bids must be received by VRE at 2:00 P.M. EST on the date specified in
SECTION B – PROCUREMENT SCHEDULE of this IFB. Bids received after
the Bid closing date and time will not be considered.
M.8
BID OPENING
Bids will be publicly opened and read in the VRE conference room, at 1500 King
Street, Suite 202, Alexandria, Virginia 22314 at 2:15 P.M. EST on the date
specified in SECTION B – PROCUREMENT SCHEDULE of this IFB.
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IFB No. 016-001
Drop Table System
Virginia Railway Express