PART VII
CONTRACT DELIVERABLES
SECTION
TITLE
Q
Certificate of Insurance
R
Invoices
S
Project Reports/Documents
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RFP No. 016-011
Engineering and Environmental Services for the
VRE Rolling Road Station Platform Extension
Virginia Railway Express
SECTION Q
CERTIFICATE OF INSURANCE
Q.1
GENERAL REQUIREMENTS
A.
By signing and submitting a Proposal under this solicitation, the Consultant
certifies if awarded the Contract, the Consultant will have the insurance coverage
identified and described in EXHIBIT T.4 – VRE INSURANCE COVERAGE
REQUIREMENTS at the time of Contract award.
B.
The Consultant further certifies that the Consultant and any Subconsultants 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 Consultant’s insurance shall be primary to all
other coverage VRE may possess.
C.
The Consultant 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 Offeror. 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 Consultant is furnished a written notice of cancellation from the insurance
carrier, the Consultant shall provide VRE a copy of the cancellation notice within
thirty (30) calendar days of receipt of the notification.
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RFP No. 016-011
Engineering and Environmental Services for the
VRE Rolling Road Station Platform Extension
Virginia Railway Express
SECTION R
INVOICES
R.1
GENERAL REQUIREMENTS
A.
The Consultant shall submit invoices for services/goods ordered, delivered, and
accepted by VRE by the 15th of each month. The invoice period shall be the
calendar month.
B.
If no charges have been incurred for a particular month, no invoice is required.
However, the VRE Project Manager shall be notified that no invoice will be
submitted.
C.
Invoices shall be submitted via VRE’s electronic mailbox, via US mail, or other
delivery method.
D.
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 nwalker@vre.org.
E.
Hard copy invoices may be mailed to:
Attn: Norine M. Walker, P.E., Project Manager
Virginia Railway Express
1500 King Street, Suite 202
Alexandria, VA 22314-2730
F.
The VRE Project Manager shall be indicated on the invoice cover sheet.
G.
At a minimum, invoices shall contain the following information:
1.
Name, address and telephone number of the Consultant
2.
VRE Contract number
3.
Invoice number
4.
Date of invoice
5.
Date of services (tasks) performed and period of invoice
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RFP No. 016-011
Engineering and Environmental Services for the
VRE Rolling Road Station Platform Extension
Virginia Railway Express
H.
6.
Summary description of services performed, work products and meetings
7.
Total invoice amount
8.
Breakdown of invoice amounts by staff for the Prime Consultant and
Subconsultant(s)
9.
Total cumulative amounts invoiced
10.
Consultant’s signature
The following substantiating documentation shall be attached to each invoice:
1.
Personnel (labor) charges: names, titles, billing rates; hours charged to the
project; and
2.
Details of direct/reimbursable expenses, including receipts.
I.
The same information identified above shall be provided for all Subconsultant
invoices submitted for payment from the Prime Consultant.
J.
Invoices shall be accompanied by a progress report describing the work
performed during the period being invoiced. See SECTION S.2 – MONTHLY
PROGRESS REPORTS.
K.
If invoices fail to meet all of the above requirements, they will not be processed
for payment and will result in the invoice being returned to the Consultant for
correction and resubmission. VRE may request additional substantiating
documentation as necessary.
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RFP No. 016-011
Engineering and Environmental Services for the
VRE Rolling Road Station Platform Extension
Virginia Railway Express
SECTION S
PROJECT REPORTS/DOCUMENTS
S.1
GENERAL A.
The Consultant shall make available to VRE upon request all reports, drawings,
studies, specifications, design calculations, field surveys, work instructions,
estimates, maps 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 Consultant other than that provided for in the Contract.
B.
Documents shall be considered property of VRE and directed to:
Norine M. Walker, P.E., Project Manager
Virginia Railway Express
1500 King Street, Suite 202
Alexandria, VA 22314-2730
nwalker@vre.org
(703) 838-5443
S.2
C.
The Consultant shall provide draft and final versions of the submittals. Draft
submissions may require several review cycles or iterations prior to being
finalized.
D.
Draft and final submittals shall be provided to VRE electronically on CD/DVD or
other electronic storage device in AutoCAD and PDF format and be accompanied
by the appropriate hard copies as described in SECTION D.3 – SPECIFIC
REQUIREMENTS.
MONTHLY PROGRESS REPORTS
A.
During the performance of this Contract, the Consultant shall deliver a monthly
progress report to VRE.
B.
The Consultant shall deliver one (1) copy of each monthly progress report to
the VRE Project Manager on the fifteenth (15th) of each month, with the monthly
invoice.
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RFP No. 016-011
Engineering and Environmental Services for the
VRE Rolling Road Station Platform Extension
Virginia Railway Express
C.
D.
S.3
The monthly progress report shall include the following information:
1.
A summary of progress made during the reporting period, separated into
logical elements of work. This shall include pertinent data sufficient to
explain project progress; meetings attended, travel dates, and other
specific activities covered by the invoice shall be noted.
2.
An explanation of any technical and/or schedule issues which may have
occurred or are expected to arise and recommendations to resolve or
address issues identified.
3.
Planned activities for the next reporting period.
VRE may request additional information be included in the monthly progress
report to support VRE grant administration reporting.
SUBMITTALS
The Consultant shall provide the following submittals in conjunction with
SECTION D.2 – GENERAL REQUIREMENTS and SECTION D.3 –
SPECIFIC REQUIREMENTS:
A.
Basis of Design Report
B.
Conformance reports as required by NFPA 130 and ADA level-boarding
requirements
C.
FTA required safety and security certifications
D.
Topographic survey
E.
Draft and final geotechnical report
F.
Concept plans and cost estimates
G.
Environmental screening reports/documentation (assumed to be a Categorical
Exclusion (CE)) as required and approved by the FTA
H.
Site and grading plan approved by Fairfax County
I.
Thirty percent (30%) concept plans, specifications and estimates
J.
3-D color rendering
K.
Thirty percent (30%) review comments summary
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RFP No. 016-011
Engineering and Environmental Services for the
VRE Rolling Road Station Platform Extension
Virginia Railway Express
S.4
L.
Sixty percent (60%) design plans, specifications and estimates
M.
Storm Water Management Report
N.
Storm Water Pollution Prevention Plan
O.
Sixty percent (60%) review comments summary
P.
Ninety percent (90%) design plans, specifications and estimates
Q.
Utility relocation plans
R.
Ninety percent (90%) review comments summary
S.
Final plans, specifications and construction cost estimate
T.
Meeting minutes throughout the term of the project
U.
Addendums to construction documents
V.
RFI responses
W.
Punch-list
SUBMITTAL SCHEDULE A.
The Consultant shall provide submittals in accordance with the following
schedule:
1.
Basis of Design Report - within two (2) months from the date set forth in
the written NTP.
2.
Conceptual Development - within three (3) months from the date set forth
in the written NTP.
3.
Environmental Screening Reports/Documentation - within eight (8)
months from the date set forth in the written NTP, contingent upon FTA
approval.
4.
Thirty percent (30%) Design - within eight (8) months from the date set
forth in the written NTP.
5.
Sixty percent (60%) Design - within twelve (12) months from the date set
forth in the written NTP.
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RFP No. 016-011
Engineering and Environmental Services for the
VRE Rolling Road Station Platform Extension
Virginia Railway Express
6.
Ninety percent (90%) Design - within sixteen (16) months from the date
set forth in the written NTP.
7.
One hundred percent (100%) Design – within eighteen (18) months from
the date set forth in the written NTP.
B.
All other submittals shall be delivered to VRE as defined in the Contract kick-off
meeting following Contract award.
C.
The schedule identified above is contingent upon stakeholder review and
comment. The schedule may be revised periodically by VRE at its sole discretion
as necessary.
65
RFP No. 016-011
Engineering and Environmental Services for the
VRE Rolling Road Station Platform Extension
Virginia Railway Express