VIRGINIA RAILWAY EXPRESS
REQUEST FOR QUOTES (RFQ)
WEATHERPROOF LCD VIDEO MONITORS FOR THE VRE SPOTSYLVANIA STATION
RFQ ISSUED: August 3, 2015
QUESTIONS DUE: August 5, 2015 at 10:00 A.M. EST
QUOTES DUE: August 10, 2015 at 4:00 P.M. EST
VIRGINIA RAILWAY EXPRESS 1500 King Street, Suite 202 Alexandria, VA 22314 P: (703) 684-1001 F: (703) 684-1313 www.vre.org
Submit Quotes To:
Ms. Amanda Vitko, Contract Specialist Telephone/Facsimile: (703) 838-5414 Email: [email protected]
Page 1 of 11
1. PURPOSE/BACKGROUND
A. INTRODUCTION
The Virginia Railway Express (VRE) is soliciting Quotes to establish a Purchase Order with one (1) qualified and experienced Vendor to provide new weatherproof LCD video monitors in support of visual messaging service at the new VRE Spotsylvania Station.
B. VRE BACKGROUND
1. 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 and serves as an advisory board to the NVTC and PRTC governing boards. Use of the term VRE in this RFQ refers to NVTC and PRTC.
2. VRE began operations in 1992 and now carries an average of 20,000 daily passengers on thirty (30) revenue trips over a network of two (2) main lines (Fredericksburg and Manassas) that cover approximately eighty-nine (89) miles of track, from Union Station in Washington, DC, south to Fredericksburg, Virginia and west to Manassas, Virginia. Operating schedules, a system map and station addresses are available at VRE’s website www.vre.org under “Service Information.”
3. 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.
C. PROJECT BACKGROUND
VRE uses visual messaging services to provide train status and alert information to the passengers utilizing its system. The messages are displayed on a video monitor with built in speakers that provide audio messaging. VRE seeks to acquire seven (7) new video monitors for the Spotsylvania Station.
Page 2 of 11
Request for Quotes Weatherproof LCD Video Monitors for the VRE Spotsylvania Station
2. SUBMISSION OF QUESTIONS
A. DEADLINE
1. All questions and requests for clarifications regarding the meaning or interpretation of this RFQ 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 on Page 1 of this RFQ. Questions and clarifications requested after such time will not be answered unless VRE elects, in its sole discretion, to do so.
2. Any interpretation of a question made by VRE will be in the form of an addendum to the RFQ. Questions and responses will be posted on VRE’s website at www.vre.org.procurement for all interested Vendors.
B. FORMAT FOR QUESTIONS
Questions must be submitted in Microsoft Word format and include the related section and paragraph numbers and title.
C. VRE POINT OF CONTACT
Questions must be submitted to the VRE Contract Specialist, in writing via electronic mail as listed on Page 1 of this RFQ. No questions or requests for additional information, clarification or any other communication should be directed to any other individual.
D. NO ORAL COMMUNICATION WILL BE ACCEPTED
VRE will not be bound by any oral communications, written interpretations or clarifications that are not set forth in an addendum.
Page 3 of 11
Request for Quotes Weatherproof LCD Video Monitors for the VRE Spotsylvania Station
3. GENERAL REQUIREMENTS
A. BRAND NAME OR EQUAL
1. If items called for by this RFQ have been identified in the scope of work, project drawings, or technical specifications by a “brand name or equal” description, such identification is intended to be descriptive, but not restrictive, and to indicate the quality and characteristics of products that will be satisfactory. (As used in this clause, the term "brand name" includes identification of products by make or model.)
2. A Vendor quoting "equal" products will be considered for award if such products are clearly identified and are determined by VRE to be equal in performance and all material respects to the brand name products referenced.
3. There shall be no substitution for any accepted material, component, design or fabrication unless and until the proposed substitute has received written acceptance from VRE. VRE may require the removal of this substitute or unaccepted item at no additional cost to VRE, which is installed without the written acceptance of VRE.
4. If quoting other than the “brand name” manufacturer or specifications, the Vendor must provide the manufacturer, brand or trade name, catalog number, etc. of the article offered in ATTACHMENT 2 – QUOTE FORM AND SCHEDULE OF PRICES.
B. DESCRIPTIVE LITERATURE
1. The Vendor shall clearly and specifically identify the product being offered even if the quoting the exact brand name, make or manufacturer specified.
2. The Vendor shall provide sufficient descriptive literature, technical detail, etc. only if the product being offered is other than what is specified herein, to enable VRE to determine if the product offered meets the requirements of the solicitation.
3. Descriptive literature is not required if quoting the exact brand, make or manufacturer specified. Only the information furnished with the Quote shall be considered in the evaluation.
4. Unless the Vendor clearly indicates in its Quote that the product offered is an equal product, such Vendor will be considered to offer the brand name product referenced in the solicitation. By submission of a Quote, the Vendor certifies that the items offered meet or exceed the specifications described herein.
Page 4 of 11
Request for Quotes Weatherproof LCD Video Monitors for the VRE Spotsylvania Station
4. SCOPE OF WORK
A. GENERAL REQUIREMENTS
1. The Vendor shall provide and deliver seven (7) Samsung Model OH55D weatherproof LCD video monitors, or equal.
2. The Vendor shall assign a single point of contact that must be available between the hours of 9:00 A.M. and 5:00 P.M. EST., Monday through Friday, to address any critical issues that arise.
Page 5 of 11
Request for Quotes Weatherproof LCD Video Monitors for the VRE Spotsylvania Station
5. SPECIAL TERMS AND CONDITIONS
A. TERM
The LCD video monitors shall be delivered to VRE by August 31, 2015.
B. DELIVERY HOURS AND LOCATION
1. The Vendor shall deliver the LCD video monitors to VRE’s Warehouse located at:
9400 Crossroads Parkway Spotsylvania, VA 22408 Attn: Sarah Higgins
2. The Vendor shall deliver the LCD video monitors between the hours of 9:00 A.M. and 4:00 P.M. EST., Monday through Friday.
C. MODIFICATION OF THE SCOPE OF WORK
The Virginia Railway Express (VRE) reserves the right to modify the scope of work at its discretion when it is in the best interest of VRE. See Clause 66. CHANGES of the General Terms and Conditions.
D. GENERAL TERMS AND CONDITIONS
The Vendor shall comply with ATTACHMENT 1 – GENERAL TERMS AND CONDITIONS, as applicable to the scope of work.
E. PRIME VENDOR RESPONSIBILITIES
1. The Vendor shall be responsible for completely supervising and directing the work under this Purchase Order.
2. The Vendor agrees that it is fully responsible for the acts and omissions of its employees.
Page 6 of 11
Request for Quotes Weatherproof LCD Video Monitors for the VRE Spotsylvania Station
F. QUOTE ACCEPTANCE PERIOD
The Quote and any modification thereof shall be binding upon the Vendor for ninety (90) calendar days following the Quote closing date. Any Quote in which the Vendor shortens the acceptance period shall be rejected, although the acceptance period may be extended by mutual agreement between VRE and the Vendor. At the end of the Quote acceptance period, the Vendor may withdraw its Quote by giving written notice to VRE.
Page 7 of 11
Request for Quotes Weatherproof LCD Video Monitors for the VRE Spotsylvania Station
6. DELIVERABLES
A. CERTIFICATE OF INSURANCE
1. By signing and submitting a Quote under this solicitation, the Vendor certifies if issued the Purchase Order, the Vendor will have the insurance coverage identified and described in ATTACHMENT 3 – VRE INSURANCE COVERAGE REQUIREMENTS FOR SMALL PURCHASE OF SERVICES.
2. The Vendor 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 three (3) calendar days as requested by VRE.
3. Failure to provide the Certificate(s) when required may be cause for VRE to issue a Purchase Order to the next responsive Vendor. However, in no event shall work be performed until the required Certificate of Insurance has been furnished and approved by VRE.
4. All insurance must be raised to an amount approved by VRE as changes are made to the Purchase Order.
B. PROJECT REPORTS/DOCUMENTS
The Vendor agrees that all reports, drawings, studies, specifications, estimates, maps, computations and other data prepared by or for it under the resultant Purchase Order shall become the property of VRE. VRE shall have the right to use the same hard copies or electronic files without restriction or limitation and without compensation to the Vendor other than that provided for in the Purchase Order. Documents shall be directed to the VRE Project Manager:
Robert Hostelka, Project Manager Virginia Railway Express 1500 King Street, Suite 202 Alexandria, VA 22314-2730 (703) 838-9322 [email protected]
Page 8 of 11
Request for Quotes Weatherproof LCD Video Monitors for the VRE Spotsylvania Station
7. INVOICES
A. Invoices shall be submitted by the Vendor for goods ordered, delivered, and accepted by VRE.
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 [email protected]. The VRE Project Manager shall be copied on the email at [email protected].
D. Hard copy invoices shall be mailed to:
Attn: Robert Hostelka Project Manager Virginia Railway Express 1500 King Street, Suite 202 Alexandria, VA 22314-2730
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 Vendor
2. VRE Purchase Order number
3. Invoice number
4. Date of Invoice
5. Date of delivery
6. Quantity and description of LCD video monitors delivered
7. Total invoice amount
8. Vendor’s signature
G. 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 Vendor for correction and resubmission. VRE may request additional substantiating documentation as necessary.
Page 9 of 11
Request for Quotes Weatherproof LCD Video Monitors for the VRE Spotsylvania Station
8. PRICE INFORMATION
A. The price information must be submitted in ATTACHMENT 2 – QUOTE FORM AND SCHEDULE OF PRICES included herein. Vendors shall attach as necessary, additional sheets to itemize the prices provided in the quote form and provide further details of explanations on the schedule of prices. Failure to provide complete cost information and tabulation may result in the Quote being deemed non-responsive and removed from further consideration.
B. Unless indicated otherwise, Quotes shall be inclusive of all costs and shall include full compensation for all taxes, fees, shipping/delivery charges, materials, labor, equipment, tools, transportation, insurances, permits, overhead and profit, etc. necessary to complete the work in conformance with the scope of work and to the satisfaction of VRE. Extra charges will not be allowed.
C. The Quote must be signed in ink. No erasures or other handwritten changes may appear on the Quote.
Page 10 of 11
Request for Quotes Weatherproof LCD Video Monitors for the VRE Spotsylvania Station
9. ATTACHMENTS
The following documents are incorporated in this Request for Quotes and the resulting Purchase Order by this reference.
A. Attachment 1 – General Terms and Conditions (39 pages)
B. Attachment 2 – Quote Form and Schedule of Prices (4 pages)
C. Attachment 3 – VRE Insurance Coverage Requirements for Small Purchase of Services (1 page)
Page 11 of 11
Request for Quotes Weatherproof LCD Video Monitors for the VRE Spotsylvania Station