PART VI
EVALUATION OF PROPOSALS, CONTRACT AWARD AND
CONTRACT EXECUTION
SECTION
TITLE
N
Evaluation of Proposals
O
Contract Award
P
Contract Execution
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
SECTION N
EVALUATION OF PROPOSALS
N.1
GENERAL
Proposals will be evaluated based on the evaluation criteria as stated below. A l000point 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
Guidance
Outstanding: Meets all of the requirements / exceeds
expectations / excellent probability of success in achieving all
objectives / very innovative.
6-8
Above Average: Exceeds minimum requirement / sound
response / very good probability of success.
4-5
Average: Meets minimum requirement / has a reasonable
probability of success.
2-3
Fair: Partially responsive / falls short of meeting basic
expectations / has a low probability of success.
1
0
Poor: Inadequate / fails to meet the requirement.
Failure: No response / the information is missing altogether.
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
N.3
EVALUATION CRITERIA
The following criteria and weighting scheme will be utilized to evaluate Proposals:
Evaluation Criteria
Maximum
Points
Weight
Maximum
Score
A.
Understanding of the project scope and technical
requirements.
10
25
250
B.
Project approach and management plan to include
methods and procedures proposed to meet the
requirements of the tasks and activities outlined in the
Scope of Services.
10
20
200
C.
Capability and expertise of the proposed firm(s) to
include experience providing advisory services with
respect to systematic purchasing decisions related to
diesel fuel.
10
20
200
D.
Knowledge and qualifications of the proposed Project
Manager and key personnel.
10
20
200
E.
Cost for services.
10
15
150
TOTAL POINTS
1000
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
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. VRE and PRTC will award two (2) separate
Contracts to one (1) Offeror.
O.3
O.4
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.
As interviews are optional for VRE, Offerors must treat their Proposals as a final
product.
NEGOTIATIONS
A.
Selection shall be made of two (2) or more Offerors deemed to be fully qualified
and best suited among those submitting Proposals, on the basis of the factors
specified in the evaluation criteria.
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
O.5
B.
Negotiations shall be conducted with each of the selected Offerors to achieve a
binding price and agreement on the Contract terms. Price shall be considered, but
need not be the sole or primary determining factor.
C.
Following negotiations, VRE will request each of the selected Offerors to submit a
binding Cost Proposal.
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
O.7
VRE’s NOTICE OF INTENT TO AWARD AND NOTICE OF AWARD
A.
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).”
B.
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.
PRTC’s NOTICE OF INTENT TO AWARD AND NOTICE OF AWARD
A.
A Notice of Contract Award made as a result of this solicitation will be made via
letter following PRTC’s Commission approval. All Offerors will receive either
notification that they were not selected or a letter of “Intent to Award.”
B.
A Purchase Order will be enclosed with the resulting Contract or will be issued
shortly thereafter. It will form an integral part of the resulting Contract. The
Purchase Order indicates that sufficient funds are obligated and assures distribution
of the necessary receiving reports and/or invoice payment approvals. However, the
Purchase Order does not supersede any provisions of the resulting Contract.
Performance time and dates are determined solely by the Contract, and any
modifications thereto.
C.
Services shall not begin until receipt of the Purchase Order by the firm and/or
notification by the PRTC Executive Director to proceed.
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
SECTION P
CONTRACT EXECUTION
P.1
CONTRACT DOCUMENTS
A.
P.2
The successful Offeror shall execute and deliver the following Contract documents
to VRE and PRTC:
1.
Signed Contract (See ATTACHMENT U.6 – PRTC SAMPLE
SERVICES CONTRACT)
2.
Insurance Certificate(s)
3.
Form W-9 Request for Taxpayer Identification Number and Certification
B.
The aforementioned documents must be submitted to VRE and PRTC 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 and PRTC. One (1) fully executed original shall
be delivered to the Contractor.
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 or PRTC
may at its option, determine that the Offeror has abandoned the Contract, and
thereupon, the Proposal and acceptance shall be null and void. VRE or PRTC may
also seek all available remedies at law and equity.
P.3
NOTICE-TO-PROCEED (NTP)
A “Notice-To-Proceed” will be issued separately upon execution of the Contract.
Contract performance shall begin on the date set forth in the written “Notice-ToProceed."
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express