PART VII
CONTRACT DELIVERABLES
SECTION
TITLE
Q
Certificate of Insurance
R
Invoices
S
Project Reports/Documents
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RFP No. 016-021
Engineering and Environmental Services for the VRE
Penta-Platform Corridor Improvement Project
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. 016-021
Engineering and Environmental Services for the VRE
Penta-Platform Corridor Improvement Project
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 Virginia
Railway Express” as insured.
Q.3
CSX TRANSPORTATION INSURANCE REQUIREMENTS
When required, the Consultant shall carry Railroad Protective Liability
Insurance in the amounts of $5 million per occurrence and $10 million
aggregate, and name “CSX Transportation” as insured. The Railroad Protective
Liability Insurance policy for CSX Transportation shall be separate and distinct
from the Railroad Protective Liability Insurance required by VRE.
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RFP No. 016-021
Engineering and Environmental Services for the VRE
Penta-Platform Corridor Improvement Project
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 kfoster@vre.org.
E.
Hard copy invoices may be mailed to:
Attn: Kip Foster, 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.
Five (5) separate invoices shall be provided, one (1) for each VRE station
location. All costs must be assigned and sub-divided, if needed, to one (1) or more
of the five (5) stations. Each invoice must contain, at a minimum, the following
information:
1.
Name, address and telephone number of the Consultant
2.
VRE Contract number
3.
Invoice number
4.
Date of invoice
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RFP No. 016-021
Engineering and Environmental Services for the VRE
Penta-Platform Corridor Improvement Project
Virginia Railway Express
H.
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.
Percent of budget expended
11.
Percent of scope completed
12.
Consultant’s signature
Complete documentation shall be provided for each invoice so that it can be
submitted by VRE for grant reimbursement. The following substantiating
documentation shall be attached to each invoice:
1.
Personnel (labor) charges: names, titles, billing rates; hours charged to the
project supported by timesheet records; 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.
Each invoice shall be accompanied by a summary sheet, which identifies the total
budget, current invoice amount, amount complete to date and balance, as well as 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. 016-021
Engineering and Environmental Services for the VRE
Penta-Platform Corridor Improvement Project
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:
Kip Foster, Project Manager
Virginia Railway Express
1500 King Street, Suite 202
Alexandria, VA 22314-2730
kfoster@vre.org
(703) 838-9331
S.2
C.
The Consultant shall provide draft and final versions of the submittals. Draft
submissions may require several review cycles or iterations prior to being
finalized.
D.
Draft and final submittals shall be provided to VRE electronically on CD/DVD or
other electronic storage device in AutoCAD and PDF format and shall be
accompanied by the appropriate hardcopies.
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.
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RFP No. 016-021
Engineering and Environmental Services for the VRE
Penta-Platform Corridor Improvement Project
Virginia Railway Express
C.
D.
S.3
The monthly progress report shall include the following information:
1.
A summary of progress made during the reporting period by phase of
development, separated into logical elements of work. This shall include
pertinent data sufficient to explain project progress, meetings attended,
and other specific activities covered by the invoice period.
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.
VRE may request additional information be included in the monthly progress
report to support project management, project controls and VRE grant
administration reporting.
SUBMITTALS
The Consultant shall provide the following submittals in conjunction with
SECTION D – SCOPE OF SERVICES:
A.
Project Management Plan (PMP)
B.
Minutes for project meetings and teleconferences
C.
Consolidated Basis of Design Report (BDR) for corridor station design
D.
Conceptual Design Report (CDR) encompassing all station locations, including
cost estimates, 3D color renderings, and hardcopy and electronic plans
E.
NEPA documentation coordinated through the VRE Project Manager for each
station, which may be a Categorical Exclusion Checklist or a Categorical
Exclusion, as required and approved by FTA for each station location
F.
Preliminary Design Report (PDR) for each station, including a geotechnical
report, cost estimates, 3D color renderings, and hardcopy and electronic plans
G.
Final Report summarizing the conclusions of the BDR, CDR, NEPA
documentation and PDR, as well as the analysis of project delivery strategies
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RFP No. 016-021
Engineering and Environmental Services for the VRE
Penta-Platform Corridor Improvement Project
Virginia Railway Express
S.4
SUBMITTAL SCHEDULE
A.
The Consultant shall provide submittals in accordance with the following
schedule:
1.
Draft PMP – within 20 calendar days from the date set forth in the written
NTP.
2.
Minutes for Project Meetings and Teleconferences – within 7 calendar
days of the meeting or teleconference.
3.
Draft BDR – within 120 calendar days from the date set forth in the
written NTP.
4.
Draft CDRs for All Stations – within 180 calendar days from the date set
forth in the written NTP.
5.
Draft NEPA Documentation for Each Station – within 90 calendar days
following VRE’s approval of the conceptual design specific to each
station.
6.
Draft PDR for Each Station – within 240 calendar days following VRE’s
approval of the conceptual design specific to each station.
7.
Draft Final Report – within 690 calendar days from the date set forth in
the written NTP.
B.
The order in which station conceptual designs are approved and proceed into
environmental screening and preliminary design is at the sole discretion of VRE
with advice from the Consultant. For planning purposes, it is anticipated that
approvals will come no less than monthly over a period of 150 calendar days
following submittal of the draft CDR.
C.
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. 016-021
Engineering and Environmental Services for the VRE
Penta-Platform Corridor Improvement Project
Virginia Railway Express