PART VII
CONTRACT DELIVERABLES
SECTION
TITLE
Q
Certificate of Insurance
R
Invoices
S
Project Reports/Documents
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RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
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. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
Q.2
VRE RAILROAD PROTECTIVE LIABILITY INSURANCE REQUIREMENTS
When required, the Consultant shall carry Railroad Protective Liability
Insurance in the amounts of $1 million per occurrence and $3 million aggregate,
and name the “Northern Virginia Transportation Commission and the Potomac
and Rappahannock Transportation Commission, together known as the Virginia
Railway Express” as insured.
Q.3
NORFOLK SOUTHERN INSURANCE REQUIREMENTS
A.
In addition to any other forms of insurance required under the terms of the
Contract and when required, the Consultant shall carry insurance of the
following kinds and amounts:
1.
Commercial General Liability Insurance having a combined single limit of
not less than $2 million per occurrence for all loss, damage, cost and
expense, including attorneys' fees, arising out of bodily injury liability and
property damage liability during the policy period. Said policy shall
include explosion, collapse, and underground hazard (XCU) coverage,
shall be endorsed to name Norfolk Southern as specified in Paragraph c.
below both as an additional insured, and shall include a severability of
interests provision.
2.
Railroad Protective Liability Insurance having a combined single limit of
not less than $2 million each occurrence and $6 million in the aggregate
applying separately to each annual period. If the project involves track
over which passenger trains operate, the insurance limits required are not
less than a combined single limit of $5 million each occurrence and $10
million in the aggregate applying separately to each annual period. Said
policy shall provide coverage for all loss, damage or expense arising from
bodily injury and property damage liability, and physical damage to
property attributed to acts or omissions at the job site. The standards for
the Railroad Protective Liability Insurance are as follows:
a.
The insurer must be rated A- or better by A.M. Best Company, Inc.
b.
The policy must be written using one (1) of the following
combinations of Insurance Services Office (ISO) Railroad
Protective Liability Insurance form numbers:
i.
CG 00 35 01 96 and CG 28 31 10 93; or
ii.
CG 00 35 07 98 and CG 28 31 07 98.
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RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
c.
The named insured shall read:
Norfolk Southern Railway Company
3 Commercial Place
Norfolk, Virginia 23510-2191
Attn: C.W. Bremus, Director of Risk Management
d.
The description of operations must appear on the declarations and
must match the project description in this agreement, as well as
include the appropriate VRE project and Contract identification
numbers.
e.
The job location must appear on the declarations and must include
the city, state, and appropriate highway name/number. NOTE: Do
not include any references to milepost on the insurance policy.
f.
The name and address of the Consultant must appear on the
declarations.
g.
VRE’s name and address must be identified on the declarations as
the “Involved Governmental Authority or Other Contracting
Party.”
h.
Other endorsements/forms that will be accepted are:
i.
i.
Broad Form Nuclear Exclusion – Form IL 00 21;
ii.
Thirty (30) Day Advance Notice of Non-Renewal or
Cancellation;
iii.
Required State Cancellation Endorsement; and
iv.
Quick Reference or Index Form CL/IL 240.
Endorsements/forms that are NOT acceptable are:
i.
Any Pollution Exclusion Endorsement Except CG 28 31;
ii.
Any Punitive or Exemplary Damages Exclusion;
iii.
Known Injury or Damage Exclusion Form CG 00 59;
iv.
Any Common Policy Conditions Form; and
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RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
v.
Any other endorsement/form not specifically authorized in
paragraph h. above.
B.
If any part of the work is sublet, similar insurance, and evidence thereof as
specified in Section A.1. above, shall be provided by or on behalf of the
Subconsultant to cover its operations on Railroad’s right-of-way.
C.
Prior to entry on Railroad right-of-way, the original Railroad Protective Liability
Insurance Policy shall be submitted by the Consultant to VRE for review and
transmittal to the Railroad. In addition, certificates of insurance evidencing the
Consultant’s and any Subconsultants’ Commercial General Liability Insurance
shall be issued to VRE and the Railroad at the address below. The certificates of
insurance shall state that the insurance coverage will not be suspended, voided,
canceled, or reduced in coverage or limits without thirty (30) days advance
written notice to the Railroad and VRE. No work will be permitted by the
Railroad on its right-of-way until it has reviewed and approved the evidence of
insurance required herein.
RAILROAD:
Mr. C. W. Bremus, ARM
Director of Risk Management
Norfolk Southern Railway Company
3 Commercial Place
Norfolk, Virginia 23510-2191
chris.bremus@nscorp.com
Telephone No.: 757-629-2687
Fax No. 757-823-5706
D.
The insurance required herein shall in no way serve to limit the liability of the
Consultant.
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RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
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 ssoneji@vre.org.
E.
Hard copy invoices may be mailed to:
Attn: Sonali Soneji, 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. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
H.
6.
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.
Percent of budget expended
11.
Percent of work completed (in hours)
12.
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. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
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:
Sonali Soneji, Project Manager
Virginia Railway Express
1500 King Street, Suite 202
Alexandria, VA 22314-2730
ssoneji@vre.org
(703) 838-5432
S.2
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.
C.
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.
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RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
D.
S.3
VRE may request additional information be included in the monthly progress
report to support VRE grant administration reporting.
DELIVERABLES
A.
During the performance of this Contract, the Consultant shall prepare the
following deliverables:
Deliverable
Number of Hard
Copies
Draft
Final
Electronic File
PDF
BASE TASK
Project Management
Project Management Plan
Meeting Minutes
Parking Alternatives Analysis
Design Criteria Technical
Memorandum
Parking Alternatives Report
including Funding Plan
N/A
N/A
N/A
N/A
X
X
X
X
2
2
X
X
2
2
X
X
N/A
X
X
N/A
X
X
2
N/A
2
2
X
X
X
X
X
X
X
X
2
X
X
2
2
2
X
X
X
X
X
X
N/A
X
X
N/A
X
X
OPTIONAL TASK A
Project Management
Updated Project Management
N/A
Plan
Meeting Minutes
N/A
NEPA and Preliminary Engineering
NEPA Documentation
2
Geotechnical Report
N/A
Traffic Analysis Report
2
Full-Size (24” x 36”)
2
Preliminary Engineering Plans
Half-Size (11” x 17”)
2
Preliminary Engineering Plans
3-D Color Rendering
N/A
Project Cost Estimate
2
Implementation Schedule
2
OPTIONAL TASK B
Project Management
Updated Project Management
Plan
Meeting Minutes
N/A
N/A
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RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
Deliverable
Number of Hard
Copies
Draft
Final
60% Design
Full-Size (24” x 36”) 60%
2
Engineering Plans
Half-Size (11” x 17”) 60%
2
Engineering Plans
Construction Specifications
2
Project Cost Estimate
2
90% Design
Full-Size (24” x 36”) 90%
2
Engineering Plans
Half-Size (11” x 17”) 90%
2
Engineering Plans
Construction Specifications
2
(Revised)
Project Cost Estimate (Revised) 2
Construction Documents (100% Design)
Full-Size (24” x 36”) 100%
2
Engineering Plans
Half-Size (11” x 17”) 100%
2
Engineering Plans
Construction Specifications and 2
Calculations (Final)
Project Cost Estimate (Final)
2
Storm Water Management
2
Report
Storm Water Pollution
2
Prevention Plan
CD/DVD of the Complete
N/A
Design Package
Electronic File
PDF
2
X
X
2
X
X
2
2
X
X
X
X
2
X
X
2
X
X
2
X
X
2
X
X
2
X
X
2
X
X
2
X
X
2
2
X
X
X
X
2
X
X
N/A
2
N/A
B.
Electronic files shall be provided in the original file format (e.g., Word, Excel,
PowerPoint, AutoCAD, etc.).
C.
Final construction plans, specifications and calculations shall be signed and
sealed by a licensed Professional Engineer registered in the Commonwealth of
Virginia.
D.
Draft submittals may require several iterations prior to being finalized.
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RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
S.4
SUBMITTAL SCHEDULE
A.
The Consultant shall submit the following deliverables in hard copy and
electronic format, as described in SECTION S.3 – DELIVERABLES. The
submittal schedule is as follows:
B.
Base Task
C.
D.
1.
Project Management Plan within two (2) weeks of the NTP
2.
Design Criteria Technical Memorandum two (2) months of the NTP
3.
Final Parking Alternatives Report, including funding plan, within four (4)
months of the NTP
Optional Task A
1.
Updated Project Management Plan within two (2) weeks of the NTP
2.
Conceptual engineering plans for the Preferred Alternative within two (2)
months of the NTP
3.
Site Survey, Geotechnical Report and Traffic Analysis Report within four
(4) months of the NTP
4.
Draft NEPA documentation within seven (7) months of the NTP
5.
3-D color rendering within seven (7) months of the NTP
6.
Draft Preliminary Engineering (PE) Design Plans, Project Cost Estimate
and Implementation Schedule within seven (7) months of the NTP
7.
Final NEPA Documentation, PE Plans, Project Cost Estimate,
Implementation Schedule, and other reports within eight (8) months of the
NTP
Optional Task B
1.
Updated Project Management Plan within two (2) weeks of the NTP
2.
Sixty percent (60%) Design Plans, Construction Specifications and Project
Cost Estimate within four (4) months of the NTP
3.
Ninety percent (90%) Design Plans, Construction Specifications and
Project Cost Estimate within ten (10) months of the NTP
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RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express
4.
E.
One hundred percent (100%) Design Plans, Construction Specifications,
Project Cost Estimate, and other documents within twelve (12) months of
the NTP
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.
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RFP No. 016-016
Engineering and Environmental Services for the
VRE Manassas Park Station Parking Expansion
Virginia Railway Express