PART VII
CONTRACT DELIVERABLES
SECTION
TITLE
Q
Certificate of Insurance
R
Surety Bond
S
Invoices
T
Project Reports/Documents
52
RFP No. 016-017
Federal Relations 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 U.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. 016-017
Federal Relations Services
Virginia Railway Express
SECTION R
SURETY BOND
R.1
GENERAL REQUIREMENTS
A.
The Consultant who is selected to enter into a written Contract with VRE shall
furnish a Payment Bond or Irrevocable Letters of Credit.
B.
The prospective Consultant shall deliver to VRE within ten (10) calendar days of
the notification of intent to award a duly executed Payment Bond or Irrevocable
Letters of Credit payable to the “Northern Virginia Transportation Commission
and the Potomac and Rappahannock Transportation Commission, together known
as Virginia Railway Express.”
C.
The Payment Bond shall be in the amount of the value of subcontracted work as
guarantee for the payment to all persons who have and fulfill contracts, which are
directly with the Consultant.
D.
The Surety of the bond shall be of such surety company or companies as are
approved by Virginia and are authorized to transact business in the
Commonwealth of Virginia.
E.
No Contract shall be deemed to be in effect until the bond has been approved by
VRE.
F.
The Consultant shall provide appropriate bond forms prior to or at the time of
Contract award to VRE for review and approval. The Consultant may use the
American Institute of Architects (AIA) bond forms or a format that is
substantively similar.
G.
VRE may require additional bond protection when a Contract price
is increased. The increase in protection shall generally equal one hundred percent
(100%) of the increase in Contract price. Upon the Consultant’s request, VRE
may decrease bond amounts as deliverables are received.
H.
A copy of the revised bond shall be provided by the Consultant to VRE. The
Consultant shall execute change orders with the consent of the surety or sureties
on the Payment Bond unless otherwise directed by the sureties.
54
RFP No. 016-017
Federal Relations Services
Virginia Railway Express
SECTION S
INVOICES
S.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.
Invoices shall be submitted via VRE’s electronic mailbox, via US mail, or other
delivery method.
C.
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 jswartz@vre.org.
D.
Hard copy invoices shall be mailed to:
Attn: Joseph Swartz, Project Manager
Virginia Railway Express
1500 King Street, Suite 202
Alexandria, VA 22314-2730
703-838-5425
E.
The VRE Project Manager shall be indicated on the invoice cover sheet.
F.
At a minimum, invoices shall contain the following information:
1.
Name, address and telephone number of Consultant
2.
VRE Contract number
3.
Invoice number
4.
Date of invoice
5.
Date of services performed and period of invoice
6.
Description of services performed
7.
Total invoice amount
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RFP No. 016-017
Federal Relations Services
Virginia Railway Express
G.
8.
Breakdown of invoice amounts by 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, hours, billing rates; hours charged
to the project; and
2.
Details of direct/reimbursable expenses, including receipts.
H.
The same information identified above shall be provided for Subconsultant
invoices submitted for payment from the Prime Consultant.
I.
Invoices shall be accompanied by a progress report describing the work
performed during the period being invoiced. See SECTION T.2 – MONTHLY
PROGRESS REPORT.
J.
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. 016-017
Federal Relations Services
Virginia Railway Express
SECTION T
PROJECT REPORTS/DOCUMENTS
T.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:
Joseph Swartz, Project Manager
Virginia Railway Express
1500 King Street, Suite 202
Alexandria, VA 22314-2730
jswartz@vre.org
(703) 838-5425
T.2
MONTHLY PROGESS REPORT
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.
Comprehensive narrative of the activities performed
2.
Projects in progress
3.
Activities of the Subconsultants
4.
Legislative activity
5.
Projected activities for the next reporting period, including cumulative
expenditures incurred to date.
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RFP No. 016-017
Federal Relations Services
Virginia Railway Express