PART VII
CONTRACT DELIVERABLES
SECTION
TITLE
Q
Certificate of Insurance
R
Invoices
S
Project Reports/Documents
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
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/PRTC INSURANCE
COVERAGE REQUIREMENTS at the time of Contract award.
B.
The Consultant shall provide two (2) separate insurance certificates, a certificate
for VRE and a certificate for PRTC.
C.
The Consultant further certifies that the Consultant and any Subconsultant(s) 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 and PRTC may possess.
D.
The Consultant shall furnish VRE and PRTC 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.
E.
Failure to provide the Certificate(s) when required may be cause for VRE and
PRTC 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 and PRTC.
F.
All insurance must be raised to an amount approved by VRE and PRTC as change
orders are made to the Contract.
G.
If the Consultant is furnished a written notice of cancellation from the insurance
carrier, the Consultant shall provide VRE and PRTC a copy of the cancellation
notice within thirty (30) calendar days of receipt of the notification.
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
SECTION R
INVOICES
R.1
R.2
GENERAL REQUIREMENTS
A.
Invoices related to VRE and PRTC shall be separately transmitted to each
organization.
B.
The Consultant shall submit invoices for services/goods ordered, delivered, and
accepted by VRE and PRTC by the 15th of each month. The invoice period shall
be the calendar month.
C.
If no charges have been incurred for a particular month, no invoice is required.
However, the VRE Project Manager or PRTC Project Manager shall be notified
that no invoice will be submitted.
D.
Invoices shall include all of the requirements identified in this Section. Failure to
include all the required information will result in the invoice not being processed for
payment. The invoice will be returned to the Consultant for correction and
resubmission. VRE and PRTC may request additional substantiating
documentation as necessary.
VRE INVOICE REQUIREMENTS
A.
Invoices shall be submitted via VRE’s electronic mailbox, via US mail, or other
delivery method.
B.
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 dboxer@vre.org.
C.
Hard copy invoices may be mailed to:
Attn: Donna Boxer, Project Manager
Virginia Railway Express
1500 King Street, Suite 202
Alexandria, VA 22314-2730
D.
The VRE Project Manager shall be indicated on the invoice cover sheet.
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
E.
F.
G.
R.3
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
6.
Summary description of services performed
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.
The same information identified above shall be provided for all Subconsultant
invoices submitted for payment from the Prime Consultant.
PRTC INVOICE REQUIREMENTS
A.
Tasks and all reports shall be conducted and completed in accordance with
recognized and customarily accepted industry practices, and shall be considered
complete when the products are approved as acceptable by the PRTC Project
Manager.
B.
PRTC will make payment to the Consultant, net thirty (30) days or in accordance
with discount terms, if offered, after receipt of an acceptable invoice and
satisfactory completion of the requested services.
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
C.
Invoices for services/goods ordered, delivered, and accepted shall be submitted by
the Consultant directly to the payment address as follows:
Attn: Accounts Payable
Potomac and Rappahannock Transportation Commission
14700 Potomac Mills Road
Woodbridge, VA 22192
D.
E.
F.
At a minimum, invoices shall contain the following information:
1.
Name, address and telephone number of the Consultant
2.
PRTC Contract number
3.
Purchase Order number
4.
Invoice number
5.
Date of invoice
6.
Date of services (tasks) performed and period of invoice
7.
Summary description of services performed
8.
Total invoice amount
9.
Breakdown of invoice amounts by staff for the Prime Consultant and
Subconsultant(s)
10.
Total cumulative amounts invoiced
11.
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.
The same information identified above shall be provided for all Subconsultant
invoices submitted for payment from the Prime Consultant.
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express
SECTION S
PROJECT REPORTS/DOCUMENTS
S.1
GENERAL A.
The Consultant shall make available to VRE and PRTC 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 and PRTC 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 PRTC and directed to:
Donna Boxer, Project Manager
Virginia Railway Express
1500 King Street, Suite 202
Alexandria, VA 22314-2730
dboxer@vre.org
(703) 838-5413
Joyce Embrey, Project Manager
Potomac and Rappahannock Transportation Commission
14700 Potomac Mills Road
Woodbridge, VA 22192
jembrey@omniride.com
(703) 583-7782
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RFP No. 016-015
Diesel Fuel Price Risk Management Consulting Services
Virginia Railway Express