VIRGINIA RAILWAY EXPRESS
REQUEST FOR PROPOSALS (RFP)
RFP No. 016-016
ENGINEERING AND ENVIRONMENTAL
SERVICES FOR THE VRE MANASSAS PARK
STATION PARKING EXPANSION
RFP Issued: April 15, 2016
Contact: Gerri Hill, Manager of Purchasing and Contract Administration
Virginia Railway Express, 1500 King Street, Suite 202, Alexandria, VA 22314
Main Office: (703) 684-1001 Direct/Fax: (703) 838-5427 Email: ghill@vre.org
Page 1 of 81
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TABLE OF CONTENTS
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PART I
PART II
RFP INFORMATION
4
A
B
C
5
8
9
SCHEDULE
D
E
PART III
PART IV
PART V
Purpose/Background
Procurement Schedule
Notices for Offerors
12
Scope of Services
Special Terms and Conditions
13
22
GENERAL INFORMATION, INSTRUCTIONS
AND CONDITIONS FOR OFFERORS
26
F
G
H
27
29
32
General Information About the RFP
General Instructions for Offerors
General Conditions for Offerors
UTILIZATION OF DISADVANTAGED BUSINESS
ENTERPRISES AND SMALL BUSINESS CONCERNS
35
I
J
36
38
Disadvantaged Business Enterprises Policy
Small Business Concerns Policy
PROPOSAL REQUIREMENTS
41
K
L
M
42
50
51
Proposal Content
Cost Information
Submission of Proposal
RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
2
__________________________________________________________________
TABLE OF CONTENTS (continued)
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PART VI
PART VII
EVALUATION OF PROPOSALS, CONTRACT AWARD
AND CONTRACT EXECUTION
54
N
O
P
55
57
59
Evaluation of Proposals
Contract Award
Contract Execution
CONTRACT DELIVERABLES
60
Q
R
S
61
65
67
Certificate of Insurance
Invoices
Project Reports/Documents
PART VIII DOCUMENTS, EXHIBITS AND OTHER
ATTACHMENTS
T
U
Exhibits
List of Attachments
RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
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72
73
81
PART I
RFP INFORMATION
SECTION
TITLE
A
Purpose/Background
B
Procurement Schedule
C
Notices for Offerors
RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
4
SECTION A
PURPOSE/BACKGROUND
A.1
PURPOSE
The purpose of this Request for Proposals (RFP) is to establish a Contract with
one (1) qualified and experienced engineering/architectural firm to provide
planning, environmental analysis, design and cost estimation services for a
parking expansion at the VRE Manassas Park Station.
A.2
VRE BACKGROUND
A.
The Virginia Railway Express (VRE) is a commuter rail service linking the District
of Columbia and Northern Virginia. The Northern Virginia Transportation
Commission (NVTC) and the Potomac and Rappahannock Transportation
Commission (PRTC) are transportation districts established under Virginia law and
jointly own this service. An Operations Board consisting of members from each of
the jurisdictions within the VRE service area governs the development and
operation of VRE. The VRE Operations Board serves as an advisory board to the
NVTC and PRTC governing boards. Use of the term VRE in this RFP refers to
NVTC and PRTC.
B.
VRE began operations in 1992 and carries an average of approximately 19,000
weekday trips on two (2) lines. In January 2014, VRE’s Operations Board
adopted System Plan 2040 which calls for expansion of service, requiring the
addition of railcars, expansion of station and yard facilities, as well as expanding
operations to meet the goal of doubling ridership by 2040. VRE’s multi-prong
program addresses short term growth needs, as well as longer term capacity
improvements and investments in maintaining and servicing VRE’s equipment
and facilities.
C.
The primary mission of VRE is to provide commuter-oriented passenger rail
service between outlying suburbs and the Washington-Arlington-Alexandria
urban core. Some tourists and “day-trippers” also ride the trains. The service is
heavily oriented towards that core area in the morning peak and in the opposite
direction in the evening peak.
RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
5
A.3
PROJECT BACKGROUND
A.
The VRE Manassas Park Station is located at 9300 Manassas Drive, Manassas
Park, VA (see Figure 1). The station includes a single, seven hundred and ten
(710) foot long platform located on the south side of the Norfolk Southern (NS)
Washington District Main Line at Milepost 30.5.
B.
The Prince William County boundary is located south of the railroad tracks and
west of Manassas Drive. Prince William County has approved construction of
several residential developments, including Richmond Station and Walker’s
Station, near the VRE Manassas Park Station. These developments will increase
the density of development in this area, generate additional vehicular traffic and
increase demand for VRE service. Continued development of the areas to the
south of the station, in both the City of Manassas Park and Prince William
County, are expected in the future.
C.
While pedestrian connections from the new developments to the VRE Manassas
Park Station have been proposed, it is expected that some residents will
nevertheless drive and park at the station, at least in inclement weather. This
behavior has been observed by residents of the Haverhill Apartments, which are
located just south of the station and should be considered relative to VRE parking
demand.
D.
There were seven hundred and forty-five (745) riders observed boarding in the
morning at the VRE Manassas Park Station during the Fiscal Year (FY) 2016
Master Agreement Survey conducted in October 2015. Most riders boarding at
the VRE Manassas Park Station live in Prince William County (about 45%),
followed by the City of Manassas Park (37%), Fairfax County (13%) and the City
of Manassas (3%).
E.
At present, there are six hundred and sixteen (616) parking spaces at the existing
VRE Manassas Park Station, including Americans with Disabilities Act (ADA)
compliant parking spaces. Parking utilization in the station parking lot as of
September 2015 was at approximately ninety-six percent (96%) capacity.
F.
Additionally, it is estimated that approximately two hundred (200) VRE riders
park in a surface lot in front of the Manassas Park City Hall and in on-street
parking spaces on Manassas Drive and on Park Center Court. While the surface
lot and on-street parking are intended to support commercial and retail uses at the
City Center development located opposite City Hall, VRE riders have been
permitted to use the spaces since the development is not fully occupied. As City
Center occupancy increases, the City Hall surface lot and on-street parking spaces
will no longer be available for use by VRE riders. Therefore, additional VRE
dedicated parking is needed.
RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
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G.
The City of Manassas Park Comprehensive Plan 2012 identifies the City Center
Redevelopment District (see Chapter 11, available on the City’s website at
http://cityofmanassaspark.us/index.php/city-services/planning-a-zoning/148related-codes-a-ordinances/178-comprehensive-plan). This District includes the
existing City Center development, Manassas Park City Hall and the VRE
Manassas Park Station. The City’s long-term land use plan envisions the area as a
mixed-use, pedestrian and transit friendly community center.
H.
Funding has been provided by the Northern Virginia Transportation Authority
(NVTA) and is available to initiate a parking alternatives analysis, conceptual
design, National Environmental Policy Act (NEPA) analysis and preliminary
engineering design for the parking expansion.
Figure 1: VRE Manassas Park Station
RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
7
SECTION B
PROCUREMENT SCHEDULE
RFP Issued
April 15, 2016
Confirm Attendance at the
Pre-Proposal Meeting
(See Page 10)
April 22, 2016 at 11:00 A.M. EST
Optional Pre-Proposal Meeting
(See Page 9)
April 25, 2016 at 11:00 A.M. EST
Site Visit
(See Page 10)
April 25, 2016 at 12:30 P.M. EST
Submission of Written Questions
(See Page 10)
April 29, 2016 at 11:00 A.M. EST
Proposals Due (Closing Date and Time)
(See Page 53)
May 16, 2016 at 2:00 P.M. EST
Interviews (Optional)
(See Page 57)
May 27, 2016 at 9:00 A.M. to 3:00 P.M. EST
_________________________________________________________________________ __ _
Virginia Railway Express (VRE) reserves the right to make changes to the schedule
above. All such changes shall be made by an addendum to the solicitation. Offerors
must frequently monitor VRE’s website at www.vre.org for information concerning
this solicitation, including any addenda or notices.
_________________________________________________________________________ __ _
RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
8
SECTION C
NOTICES FOR OFFERORS
C.1
VRE INCLEMENT WEATHER POLICY
In the event of inclement weather conditions, such as heavy snowfall, icy streets
and sidewalks, flooding, earthquakes, tornadoes, and other natural
disasters, which result in the cancellation of VRE service operation, the Proposal
due date will be extended to the next business day VRE service operates.
Notifications of service operation interruptions and the resumption of service are
generally posted on VRE’s website. An official addendum to the solicitation will
be posted on VRE’s website at the earliest opportunity once VRE service resumes
operation.
C.2
AVAILABILITY OF SOLICITATION DOCUMENTS
The electronic versions of the solicitation documents are intended to provide
convenience to prospective Offerors. Be advised that it is the responsibility of
prospective Offerors to monitor VRE’s website for any addenda, notices or
postings. Failure to submit signed addenda may be grounds to declare a Proposal
non-responsive.
C.3
PRE-PROPOSAL MEETING
A.
B.
An optional pre-proposal meeting to discuss the requirements of this solicitation
will be held for prospective Offerors at Manassas Park City Hall, located at One
Park Center Court, Manassas Park, VA 20111. The date and time is specified in
SECTION B – PROCUREMENT SCHEDULE of this RFP.
Attendance at the pre-proposal meeting is limited to no more than two (2)
representatives of each firm.
RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
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C.4
CONFIRM ATTENDANCE AT THE PRE-PROPOSAL MEETING
In an effort for VRE to obtain the required seating, Offerors must confirm their
attendance at the pre-proposal meeting by contacting Kristin Nutter at (703) 8385441 or knutter@vre.org prior to the date and time specified in SECTION B –
PROCUREMENT SCHEDULE of this RFP.
C.5
SITE VISIT
A site visit at the VRE Manassas Park Station will be conducted following the
pre-proposal meeting. Attendance at the site visit is optional. Offerors may, and
are encouraged, to visit the project site at their option in preparation for submission
of a Proposal. An Offeror’s failure to inspect the site shall not excuse nonperformance arising out of or based on site conditions. The station address is:
VRE Manassas Park Station
9300 Manassas Drive
Manassas Park, VA 20111
C.6
SUBMISSION OF WRITTEN QUESTIONS
A.
Deadline: All questions and requests for clarifications regarding the meaning or
interpretation of this RFP and other solicitation documents, or any ambiguities,
discrepancies, inconsistencies, or conflicts in or between any of the technical,
pricing, or contractual provisions, must be submitted no later than the date and
time specified in SECTION B – PROCUREMENT SCHEDULE of this RFP.
Questions and clarifications requested after such time will not be answered unless
VRE elects, in its sole discretion, to do so.
B.
Format for Questions: Questions must be submitted in Microsoft Word format
and include the related Section number and title.
C.
VRE Points of Contact: Questions must be submitted in writing via electronic
mail to the following persons:
Gerri Hill
Manager of Purchasing and Contract Administration
ghill@vre.org
Kristin Nutter
Senior Contract Specialist
knutter@vre.org
RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
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D.
No oral communication will be accepted. VRE will not be bound by any oral
communications, or written interpretations or clarifications that are not set forth in
an addendum.
E.
Questions and responses will be posted on VRE’s website at www.vre.org.
F.
Any interpretation of a question made by VRE will be responded to and
distributed in the form of an addendum to the RFP and will be available to all
interested Offerors through VRE’s website.
RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
11