VIRGINIA RAILWAY EXPRESS REQUEST FOR PROPOSALS (RFP) VRE FARE MEDIA SALES RFP Issued: August 17, 2017 Contact: Gerri Hill, Manager of Purchasing and Contract Administration, 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 71
TABLE OF CONTENTS PART I RFP INFORMATION 4 A Purpose/Background 5 B Procurement Schedule 9 C Notices for Offerors 10 PART II SCHEDULE 12 D Scope of Work 13 E Special Terms and Conditions 17 PART III GENERAL INFORMATION, INSTRUCTIONS 23 AND CONDITIONS FOR OFFERORS F General Information About the RFP 24 G General Instructions for Offerors 26 H General Conditions for Offerors 29 PART IV UTILIZATION OF DISADVANTAGED BUSINESS 32 ENTERPRISES AND SMALL BUSINESS CONCERNS I Disadvantaged Business Enterprises Policy 33 J Small Business Concerns Policy 35 PART V PROPOSAL REQUIREMENTS 38 K Proposal Content 39 L Cost Information 45 M Submission of Proposal 47 2
TABLE OF CONTENTS (continued) PART VI EVALUATION OF PROPOSALS, CONTRACT AWARD 50 AND CONTRACT EXECUTION N Evaluation of Proposals 51 O Contract Award 53 P Contract Execution 55 PART VII CONTRACT DELIVERABLES 56 Q Certificate of Insurance 57 R Surety Bonds 59 S Invoices 60 T Project Reports/Documents 61 PART VIII DOCUMENTS, EXHIBITS AND OTHER 63 ATTACHMENTS U Exhibits 64 V List of Attachments 71 3
PART I RFP INFORMATION SECTION TITLE A B C Purpose/Background Procurement Schedule Notices for Offerors 4
SECTION A PURPOSE/BACKGROUND A.1 PURPOSE (VRE) is soliciting Proposals to establish a Contract with one (1) qualified and experienced Contractor to sell VRE fare media through a web-based online ordering and ticket-by-mail program. A.2 VRE BACKGROUND A. 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 and 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. VRE operates thirty-two (32) revenue trains over a network of two (2) lines (Fredericksburg and Manassas) that cover eighty-nine (89) miles of track, from Union Station in Washington, D.C., south to Fredericksburg, Virginia and west to Manassas, Virginia. C. VRE s operating territory encompasses nineteen (19) stations including four (4) station facilities at Washington Union Station, L Enfant, Crystal City and Alexandria that are served by both the Fredericksburg and Manassas lines. Additional station information including addresses and available amenities can be found on VRE s website at http://www.vre.org/service/stations/. D. 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 maintenance and storage 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. 5
E. 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. A.3 VRE TICKET TYPES VRE offers the following ticket options: A. Monthly Ticket - unlimited rides in a calendar month. B. Five-Day Pass - valid for five (5) consecutive service days. C. Ten-Ride Ticket - valid for ten (10) individual one-way rides that do not have to be used consecutively. D. Day Pass - valid until the end of the day. E. Single-Ride Ticket valid for a single one-way ride. F. Transit Link Card (TLC) combination ticket that offers unlimited rides on VRE and the Washington Metropolitan Area Transit Authority (WMATA) Metrorail system for a calendar month. G. Amtrak Step-Up Ticket must be used in conjunction with a multi-ride VRE ticket and allows for one-way travel on Amtrak Cross Honor Service trains. H. Reduced Fare Ticket discounted ticket offered to senior citizens (age sixty-five (65) and older), youth (ages eleven (11) to eighteen (18), as well as persons with disabilities based upon the eligibility requirements identified on VRE s website at http://www.vre.org/service/fares/disabled-fares/. A.4 OPTIONS FOR PURCHASING VRE TICKETS VRE offers the following options to its riders as a means of buying tickets: A. VRE Mobile paperless tickets can be purchased and used on a smartphone. B. On-Line Purchase/Tickets-by-Mail tickets can be purchased online and delivered by mail. 6
C. Station Vending Machines tickets can be purchased from the Ticket Vending Machines (TVM) available at all stations using a credit card or debit card only. D. Sales Outlets tickets can be purchased in-person from the following sales outlets: 1. Mobile Store at L Enfant Plaza 7 th and D Streets, SW Washington, DC 20024 2. The Commuter Store at Crystal City 251 18th Street South Suite 1638-B Arlington, VA 22202 3. Ballston Commuter Store 901 N. Stuart Street (Kiosk) Arlington, VA 22203 4. Commuter Store at Rosslyn 1810 N. Moore Street Arlington, VA 22209 5. Mobile Store at Alexandria 110 Callahan Drive Alexandria, VA 22301 6. Don s Depot 10637 Piper Lane Bristow, VA 20136 7. Springfield Connector Store 6880 Frontier Drive Springfield, VA 22150 8. Destination Station 1040 Express Way Woodbridge, VA 22191 9. Ricks Roasters Coffee Company 550 Railroad Ave Quantico, VA 22134 7
10. Seven - Eleven #28596 327 Deacon Road Falmouth, VA 22405 11. Seven-Eleven #11119D 905 Lafayette Boulevard Fredericksburg, VA 22401 12. Seven-Eleven #329108 4640 Lee Hill School Drive Fredericksburg, VA 22408 8
SECTION B PROCUREMENT SCHEDULE RFP Issued August 17, 2017 Confirm Attendance at the Pre-Proposal Meeting (See Page 11) August 25, 2017 at 11:00 A.M. EST Pre-Proposal Meeting (See Page 10) August 28, 2017 at 2:00 P.M. EST Submission of Written Questions (See Page 11) August 30, 2017 at 11:00 A.M. EST Proposals Due (Closing Date and Time) (See Page 49) September 13, 2017 at 2:00 P.M. EST Interviews (Optional) (See Page 53) September 25, 2017 at 9:00 A.M. to 2:00 P.M. EST _ (VRE) reserves the right to make changes to this schedule. 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. _ 9
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. An optional pre-proposal meeting to discuss the requirements of this solicitation will be held for prospective Offerors at the VRE Offices, located at 1500 King Street, Suite 202, Alexandria, VA 22314. The date and time is specified in SECTION B PROCUREMENT SCHEDULE of this RFP. B. In addition, a conference call will be conducted during the meeting to accommodate Offerors that are not located in the Washington, D.C. Metropolitan Area. Offerors shall dial (571) 429-3692 and enter 39062 to participate in the conference call. C. Attendance at the pre-proposal meeting is limited to no more than two (2) representatives of each company. 10
C.4 CONFIRM ATTENDANCE AT THE PRE-PROPOSAL MEETING Offerors must confirm their attendance at the pre-proposal meeting by contacting Kristin Nutter at (703) 838-5441 or knutter@vre.org prior to the date and time specified in SECTION B PROCUREMENT SCHEDULE of this RFP. C.5 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 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. 11