PART V
PROPOSAL REQUIREMENTS
SECTION
TITLE
K
Proposal Content
L
Cost Information
M
Submission of Proposal
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
SECTION K
PROPOSAL 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 and PRTC. The Offeror is
advised to ensure that their Proposal is in compliance with all such requirements.
B.
Proposals shall include all of the requirements requested in this RFP. Failure to
include all the information requested may adversely affect the evaluation.
Noncompliance with the RFP requirements will affect the evaluation of the
Offeror’s technical and/or past performance and may be grounds to eliminate the
Proposal from consideration.
C.
Offerors are advised their Proposal represents their company or team’s best efforts
and most complete responses to this solicitation. Assurance of experience,
capability, and qualifications that clearly demonstrate and support the Offeror’s
claim are essential. The absence of such evidence will adversely influence
evaluation of the Proposal.
D.
Offerors are to submit Proposals that present the Offeror’s qualifications and
understanding of the overall work to be performed.
E.
Proposals must provide a clear and concise response to the requirements of the
solicitation.
F.
The Offeror’s submission of a Proposal represents their firm will comply with all
the requirements specified in this RFP.
G.
Offerors must submit the required information identified in this Section as a
complete Proposal package. Information in addition to that requested below will
not be considered in evaluating the Proposal and shall not be provided.
Incomplete Proposals may cause the Proposal to be deemed non-responsive.
H.
Offerors are to submit Proposals that present the Offeror’s qualifications and
understanding of the overall work to be performed. Offerors are directed to
SECTION N.3 – EVALUATION CRITERIA and shall respond to each factor
in detail so VRE and PRTC may properly evaluate the Offeror’s capabilities to
perform the work described in this RFP.
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
I.
The Proposal must be submitted in a binder separated with the respective
numbered and titled tabs and include all written documentation outlined below:
TAB 1
Table of Contents: Furnish a table of contents to delineate all the
sections of the Proposal package.
TAB 2
Title Page: Furnish the name and address of the firm, 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 Proposal.
TAB 3
Transmittal Letter (Maximum 2 pages): Submit a transmittal
letter dated and signed by a company officer authorized to bind the
firm(s) or entity in a Contract. Failure to manually sign the letter may
disqualify the Proposal. 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 services to this
RFP.
TAB 4
Point of Contact: Provide a telephone number and an email
address for an assigned single point of contact.
TAB 5
Understanding of the Scope of Services: Provide a detailed
understanding of the project scope and technical requirements.
TAB 6
Overall Project Approach: Furnish a clear and concise summary
of the proposed project approach to properly perform the work
outlined in the Scope of Services. The Offeror must clearly
distinguish tasks to be undertaken as distinct from those which are
the responsibility of VRE and PRTC. Absence of this distinction
will mean the Offeror is fully assuming responsibility for all tasks.
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
The project approach must include the following:
a.
Methods and procedures proposed to meet the requirements
of each of the tasks and activities outlined in the Scope of
Services;
b.
Staffing level(s) required to provide the requested services,
as well as the relative effort that each member of the
Offeror’s proposed project team will devote to the project;
c.
Documentation and/or authorizations which will be
required from VRE and PRTC, anticipated problem areas,
proposed solutions to the problem areas, etc.; and
d.
Proposed number of hours the Offeror agrees to commit to
VRE and PRTC, as well as the number of hours and
resources required by VRE and PRTC staff providing
assistance.
Each objective above shall be conspicuously identified on
separate pages.
TAB 7
Management Plan: Furnish a proposed management plan to
properly perform the work outlined in the Scope of Services to
include the following:
a.
An organizational chart including identification and
definition of the responsibilities of all personnel thereon
and firm name;
b.
List of personnel, positions, titles of each individual that
will participate or may participate in the project; and
c.
Project role(s) that will be filled by the Prime Consultant and
Subconsultant(s), if applicable.
Each objective above shall be conspicuously identified on
separate pages.
TAB 8
Capability and Expertise of the Proposed Firm(s): Describe in
concise detail the capability, expertise, past experience and
performance of the Offeror and proposed Subconsultant(s), if
applicable, to include the following:
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
a.
Ability to perform diesel fuel price risk management
consulting services;
b.
Relevant experience providing advisory services with respect
to systematic purchasing decisions related to diesel fuel;
c.
Familiarity with methods to reduce the range of prices for fuel
and to reduce the volatility of fuel costs;
d.
Mastery of price risk management approaches; and
e.
Ability to develop a customized hedging strategy.
Each objective above shall be conspicuously identified on
separate pages.
TAB 9
TAB 10
Knowledge and Qualifications of the Proposed Project Manager:
Complete the form in EXHIBIT T.1 – RESUME SUMMARY
FOR PROPOSED KEY PERSONNEL included herein and
furnish a summary of the knowledge and qualifications of the
proposed Project Manager to perform the work described in the
Scope of Services to include the following;
a.
Evidence of a minimum of five (5) years of experience in a
project management role providing diesel fuel price risk
management consulting services; and
b.
Applicable technical skills and other experience relevant to
the proposed project tasks.
Resumes for Proposed Key Personnel: Complete the form in
EXHIBIT T.1 – RESUME SUMMARY FOR PROPOSED
KEY PERSONNEL included herein and furnish complete and
concise resumes and include the following: recent experience within
the past ten (10) years that is most directly relevant to the task
responsibility to which the individual will be assigned. Resumes
must be dated (e.g. dates of education, experience, employment,
etc.).
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
TAB 11
TAB 12
References (Past and Present Experience): Identify three (3)
clients for whom comparable work has been done by the Prime
Consultant in the past five (5) years or is currently being
performed; complete the form in EXHIBIT T.2 – REFERENCES
included herein. If applicable, the following information must be
provided:
a.
Information on contracts performed by each of the Offeror’s
Subconsultants that are considered most relevant in
demonstrating their ability to support the Offeror in the
effort, including rationale supporting the Offeror’s assertion
of relevance. At VRE’s direction, any proposed
Subconsultant(s) identified by the Offeror may be contacted
for the purposes of determining the responsibility of the
Offeror.
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.
Subconsultants: Identify any Subconsultants and the type of work
anticipated to be performed on the Contract; complete the form in
EXHIBIT T.3 – SUBCONSULTANTS included herein.
a.
During the Contract performance, ALL Subconsultants shall
be approved in advance by VRE. VRE reserves the right to
request from the Offeror during the solicitation process and
any time during Contract performance, additional information
about a Subconsultant proposed by the Offeror/Consultant, that
VRE deems necessary to evaluate the qualifications for the
Subconsultant.
b.
The Offeror shall ensure lower-tier Subconsultants 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.
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
TAB 13
Exceptions to the Solicitation: State whether the Scope of
Work/Services and/or Technical Specifications, Special Terms and
Conditions, and General Terms and Conditions are accepted as
presented in this solicitation or if exceptions are taken; identify
exceptions taken to the solicitation; provide rationale in support of
the exception and fully explain its impact, if any, on the
performance, schedule, cost, and specific requirements of the
solicitation; and relate each exception specifically to each
section/paragraph and/or specific part of the solicitation to which
the exception is taken. If no exceptions are taken to the
solicitation, the Offeror shall so state.
TAB 14
Acknowledge Receipt of Addenda Issued: Include a signed
acknowledgement of receipt of all addenda issued to this
solicitation.
TAB 15
Representations and Certifications: Complete and sign the forms
in
ATTACHMENT
U.3
–
REPRESENTATIONS,
CERTIFICATIONS AND OTHER STATEMENTS OF
OFFERORS/BIDDERS included herein.
TAB 16
PRTC RFP Submission Form: Complete and sign the form in
ATTACHMENT U.4 – PRTC RFP SUBMISSION FORM
included herein.
TAB 17
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
Proposal CD/DVD or USB memory device. The electronic copy
shall be labeled appropriately with the RFP number and title,
firm’s name and date. A hard copy is not required.
1.
Offerors 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:
a. Statement of Financial Position (Balance Sheet)
b. Results of Operation (Income Statement)
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
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 Offeror. 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 Offeror’s
financial responsibility. If required, a formal request shall be
made by VRE to the Offeror.
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
SECTION L
COST INFORMATION
L.1
GENERAL REQUIREMENTS
Offerors are strongly encouraged to read this section carefully.
L.2
A.
The cost information must be submitted in ATTACHMENT U.5 – COST
PROPOSAL AND SCHEDULE OF COSTS included herein. Offerors shall
attach as necessary, additional sheets to itemize the prices provided in the cost
proposal and provide further details of explanations or exceptions recorded on the
schedule of costs. Failure to provide complete cost information may result in the
Proposal being deemed non-responsive and removed from further consideration for
award of a Contract.
B.
All cost data shall be quoted in U.S. Dollars.
C.
Unless indicated otherwise, each Offeror’s prices shall be inclusive of all costs and
shall include full compensation for all taxes, fees, labor, material, insurance, permits,
transportation, overhead and profit, etc. necessary to complete the work in
conformance with the Contract and to the satisfaction of VRE and PRTC. Extra
charges will not be allowed.
D.
No erasures or other handwritten changes may appear on the schedules.
E.
The Cost Proposal must be signed in ink.
F.
All cost proposal information must be marked and packaged in a separate sealed
envelope from the Technical Proposal and properly marked as stated in SECTION
M.1.
COST CERTIFICATION
A.
The Offeror agrees to provide the work/services specified herein, in compliance
with the Scope of Work/Services and/or Technical Specifications and other terms
and conditions in this Request for Proposals, at the cost provided in the Cost
Proposal.
B.
A representative duly authorized to bind the company must complete and sign the
cost certification.
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
SECTION M
SUBMISSION OF PROPOSAL
M.1
PROPOSAL ORGANIZATION
A.
Packaging: Offerors shall submit two (2) Proposals - the Technical Proposal,
Volume 1 and the Cost Proposal, Volume 2, physically broken into two (2)
separate parts. Each part shall be distinct and complete in and of itself so that
evaluation of one (or any portion thereof) may be accomplished independently of
evaluation of the other.
M.2
B.
Binding: Each volume of the Proposal shall be separately bound 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.
C.
Cover: The cover must be titled “Technical Proposal, Volume 1” and “Cost
Proposal, Volume 2” and clearly identify the Offeror’s name, RFP number, RFP title
and copy number (e.g. copy 1 of 4). The original for each volume shall be
conspicuously marked “ORIGINAL” and the copies shall be conspicuously
marked “COPY.”
D.
Tabs: Tabs must be included in the Technical Proposal and identify the
respective numbers and titles outlined in SECTION K – PROPOSAL
CONTENT.
PROPOSAL FORMAT
A.
Text: The Proposal 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.
8-1/2” x 11” sheet of paper (minimum of ½” margins);
2.
11” x 17” sheet of paper for a foldout only such as illustrations, charts,
appendices, graphs, drawings, photographs, diagrams and tables and shall
count towards one (1) page;
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
M.3
M.4
3.
Printed on one-side only; and
4.
White or ivory stock background color.
HARD COPY
A.
Offerors shall submit one (1) signed original and four (4) copies of the
“Technical Proposal, Volume 1” in one (1) sealed package separate from the Cost
Proposal. The original shall be conspicuously marked “ORIGINAL” and the
copies shall be conspicuously marked “COPY.”
B.
Offerors shall submit one (1) signed original and four (4) copies of the “Cost
Proposal, Volume 2” in one (1) sealed package separate from the Technical
Proposal. The original shall be conspicuously marked “ORIGINAL” and the
copies shall be conspicuously marked “COPY.”
C.
Failure to physically separate the Technical and Cost Proposals may cause the
Offeror to be disqualified.
ELECTRONIC COPY
Offerors shall submit two (2) CDs/DVDs or USB memory devices, each
containing one (1) continuous electronic copy of the “Technical Proposal and
Cost Proposal” package in PDF format. Each electronic copy shall be labeled
appropriately with the RFP number and title, firm’s name and date.
M.5
IDENTIFICATION OF PROPOSAL PACKAGE
A.
The Cost Proposal shall be clearly marked in a sealed package separate from the
Technical Proposal, which shall also be clearly marked in a sealed package, but
concurrently in a sealed package conspicuously marked.
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
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 PROPOSAL
IN RESPONSE TO:
RFP No.: 016-015
Title: Diesel Fuel Price Risk Management Consulting
Services
Proposals Due Date:
Name of Offeror:
C.
M.6
Failure to properly identify the Proposal package may result in the premature
opening of or a failure to open such Proposal, which may result in the
disqualification of the Proposal.
HAND DELIVERY OR MAILING OF PROPOSALS
A.
Offerors shall deliver or mail Proposals to:
Gerri Hill
Manager of Purchasing and Contract Administration
Virginia Railway Express
1500 King Street, Suite 202
Alexandria, VA 22314
B.
A Proposal may be mailed, delivered by private courier, express mail or delivered
in person to VRE in Alexandria, VA prior to the Proposal closing date and time,
between 9:00 A.M. and 5:00 P.M. EST, Monday through Friday, on days that
VRE service is operated.
C.
It is the responsibility of the Offeror to assure that its Proposal is delivered to the
place designated for receipt of Proposals on or before the day and time set for receipt
of Proposals.
D.
Proposals will be time stamped by VRE’s official time clock at the receptionist’s
desk in the foyer.
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
M.7
E.
Electronic, facsimile or verbal Proposals shall not be accepted.
F.
Proposals shall be kept unopened until after the closing date and time.
PROPOSALS DUE (CLOSING DATE)
Proposals must be received by VRE at 2:00 P.M. EST on the date specified in
SECTION B – PROCUREMENT SCHEDULE of this RFP. Proposals received
after the Proposal closing date and time will not be considered.
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express