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PRE-PROPOSAL CONFERENCE
Facilities Maintenance ServicesRFP No. LRT-08-109-FMSO
PRE-PROPOSAL CONFERENCE
Facilities Maintenance ServicesRFP No. LRT-08-109-FMSO
Meeting OverviewMeeting Overview
Sign-In Sheets: Be sure to sign in. Sign-In sheets will be available on the VMR website.
Questions: Please defer all questions until the designated Question and Answer period.
Opportunity: This conference is the sole opportunity to ask questions on the Request for Proposal process and/or technical scope of work with VMR staff.
Post Pre-Proposal Conference: Questions must be submitted in writing per solicitation Section X.
Pre-Proposal Meeting OverviewPre-Proposal Meeting Overview
Welcome / Introductions / Opening Remarks –Joe RamirezRequest for Proposal Overview – Karen LenzenProject Scope – Steve Bethel, Ray Abraham, Avrum Loewenstein, Bill GustafsonSafety & Security - Larry EnglemanVMR Website – Cheri McClureQuestion and AnswersClosing Remarks / Adjourn – Joe Ramirez
Welcome / Opening RemarksWelcome / Opening Remarks
Valley Metro Rail, Inc. (METRO)Non-profit corporation established by cities of Phoenix, Mesa, Tempe, Glendale, Chandler, Peoria and Scottsdale to plan, design, construct and operate the Light Rail Transit system.
Initial 20 Mile Start-UpMultiple Funding Sources
FederalRegional – Proposition 400Local – Phoenix, Tempe, Mesa
Welcome / Opening RemarksWelcome / Opening Remarks
FUTURE WORKVMR is adding facilities. It is projected over the five year term (and options) of this contract that VMR will expand due to the expiration of warranties for facilities and due to the increased use of the twenty mile LRT System facilities. Northwest Extension (2011)LRT expansion planned in:
Mesa Tempe I-10 West Glendale
VALLEY METRO RAIL
REQUEST FOR PROPOSAL
PROCESS
VALLEY METRO RAIL
REQUEST FOR PROPOSAL
PROCESS
Proposal ProcessProposal Process
Request for Proposal Documents are available by Request via e-mail to [email protected];
Contact Karen Lenzen at 602.744.5590
Post Pre-Con: All questions regarding this Solicitation must be submitted in writing to Manager, Contracts and Procurement
By e-mail to [email protected]; or
By fax to 602.271.9361
Pre-Proposal Conference ProcessPre-Proposal Conference Process
During the pre-proposal presentation, write your questions on the index cards provided.After the pre-proposal presentation, questions will be collected and read aloud.Where possible, verbal answers will be provided. Responses to all questions will be issued to all Record Holders by written addendum.Responses to questions that require further research will be included in a written addendum.
Schedule of EventsSchedule of Events
RFP Released 04/14/08Pre-Proposal Conference 04/23/08Facilities Walk Through 04/24/08Last Date For Inquiries 04/28/08Final Addendum Issued 05/01/08RFP Due Date 05/14/08
3:00 P.M. Phoenix Local Time
Schedule of EventsSchedule of Events
Presentations/Discussions (Optional) Week of05/26/08
Commence Contract Negotiations 06/16/08Conclude Contract Negotiations 06/20/08Anticipated Board Action 07/23/08Contract Execution 07/30/08Anticipated Notice to Proceed 07/30/08
RFP Addendum ProcessRFP Addendum Process
Clarifications or modifications to RFP DocumentsResult of issues requiring changes which were received at Pre-Proposal Conference, RFI or identified by the AgencyProjected date for final Addendum is May 1, 2008Addenda issued only to “Document Holders of Record” who obtained a printed set of RFP documents
Proposal Format (Section XVI of RFP)Proposal Format (Section XVI of RFP)
INSTRUCTIONS FOR PROPOSAL PREPARATIONSection I – Letter of IntroductionSection II – Evaluation CriteriaSection III – Additional Supportive Information Section IV – Required Inclusions (not included in page limits)
Proposal FormatEight (original +7 copies) + CDLimited to a maximum of 50 pages (including required inclusions)
RFP Contract ProvisionsRFP Contract Provisions
Key ElementsCost Plus Fixed FeeFive Year Term Three Options for Three YearsOfferor’s Proposal not incorporated into ContractNo DBE Goal Established
Insurance ProvisionsInsurance Provisions
Per Section XXIV. INSURANCE of Request for Proposal:
Agency Provided InsuranceOwner Controlled Insurance Program (OCIP)
Bodily Injury & Property Damage Liability ($100,000,000)Property Insurance
Contractor Provided InsuranceWorkers’ Compensation & Employers Liability ($1,000,000)Automobile Liability ($5,000,000)
Questions regarding insurance requirements should be submitted on an RFI Form and emailed to:
Proposal Response RequirementsProposal Response Requirements
Proposal Validity – 120 calendar daysProposal Format – (original + 7 copies) plus CDContent as per Section XVI of RFPIntroductory Letter with Authorized SignatureStatement of Acceptance of Sample Contract
orProvide Exceptions in detailStatement acknowledging Receipt of all AddendaInclusion of RFP-required Attachments
Required Documents & Acknowledgements
Required Documents & Acknowledgements
Acceptance of Sample Contract Terms and ConditionsAcknowledgement of AddendaAttachment B - Price ProposalAttachment C - List of Proposed SubcontractorsAttachment D - Certification Regarding LobbyingAttachment E - Certification of Offeror Regarding Debarment, Suspension, and Other Responsibility MattersAttachment F - Responsibility QuestionnaireRequested documentation pursuant to Section XVIII (Evaluation Criteria) of the RFP
Evaluation CriteriaEvaluation Criteria
Evaluation Criteria - Section XVIIIFirm’s Qualifications and Experience (Maximum 200 Points)Qualifications and Experience of Assigned Personnel (Maximum 300 Points)Understanding of the Scope of Services (Maximum 250 Points) Pricing (Maximum 250 Points)
Public DisclosurePublic Disclosure
Proposals will not be publicly opened.
Proposals received are public records.
Subject to public inspection and copying after the procurement.
Offerors will specifically mark and clearly label “CONFIDENTIAL” any materials which are deemed to contain trade secrets or other proprietary information and which are exempt from public inspection and copying.
Selection ProcessSelection ProcessSealed Proposals (not Publicly Opened)Responsiveness DeterminationSelection Committee Evaluation
Score and rank Proposals per published Evaluation CriteriaMay recommend award without presentations or discussionsCompetitive Range (Ranking)Responsibility DeterminationPresentation / Discussions (Optional)Final Ranking
Disadvantaged Business Enterprise Participation
Disadvantaged Business Enterprise Participation
There is no DBE participation requirement for this procurement of services.Questions regarding DBE compliance should be addressed to:
Melissa L. BoylesDBE Program Manager
SCOPE OF WORK OVERVIEWSCOPE OF WORK OVERVIEW
PRE-PROPOSAL CONFERENCEPRE-PROPOSAL CONFERENCE
LOCATIONS TO BE SERVICED:
Operations and Maintenance CenterPark and RidesOperator FacilitiesSecurity OfficesPassenger Stations
VMR FACILITIES INVENTORYVMR FACILITIES INVENTORY
Operations and Maintenance CenterThirty-three Passenger StationsEight Park and RidesFour Security Offices (planned)Two Operator Facilities
Scope of WorkScope of Work
Services needed to maintain the facilities Direction by VMR Facilities Manager or designeePreventative and corrective maintenance to ensure reliabilityAdministrative and financial remedies in the case of failure to maintainOfferor’s operating staff headquartered at the OMC VMR shall provide basic office furniture, computers, and telephones to Contractor
Scope of WorkScope of Work
First Responders to non-Security emergencies Notification of significant damage within two hours of discoveryImmediate response to any emergency callPlan of action within one hour of the call Responsible for the removal of debris generated
Provide professional, supervisory, administrative, skilled and unskilled personnelTrain all personnel as necessaryComply with all federal, state and local statutes, regulations, and ordinancesEnsure documentation and certifications
Perform criminal background check, drug and alcohol testing, criminal background check
Submit staffing list for VMR approvalProvide uniforms
Scope of WorkScope of Work
Scope of WorkScope of Work
Coordinate Partnering Sessions as described in Paragraph C.Perform preventative and corrective maintenance in adherence to:
METRO Standard Operating Procedures Operating Rulebook METRO Operations and Maintenance PlanOperations and Maintenance Agreements Track Access Training
Scope of WorkScope of Work
Insure adequate parts, spare parts, and supplies Submit monthly written records of all inspectionsMonitor and coordinate manufacturer’s warranties Maintain equipmentProvide all vehicles and equipment necessaryParticipate in required meetings at no extra costObtain prior approval before scheduling work that will impact VMR operations
Scope of WorkScope of Work
Comply with all applicable state, federal and local environmental equipment, including procedures for tracking, inventorying, storage, monitoring and disposal of all regulated materialsHandle all hazardous or contaminated materials/bio spillsDevelop an Environmental Management Plan (EMP) consistent with ISO 14000VMR shall audit for compliance with the EMP
Scope of WorkScope of Work
Offeror shall be responsible for implementation of the EMP including but not limited to:
Maintenance of records of all regulated materialsProper storage, use and disposal of regulated materialsClean-up, removal and disposal of regulated materialsRemediation of environmental risks associated with the discharge of contaminating substances
Scope of WorkScope of Work
Perform Work in compliance with all safety regulations and guidelines as accepted in the industry and by OSHA Participate in a safety committee and in an Accident Review Board chaired by VMR In the event of an accident or safety incident with facility maintenance implications, provide qualified personnel to lead the investigation and provide appropriate documentationCooperate with VMR obligations under the State Safety Oversight Program (reference to CFR, part 659)
VMR WebsiteVMR Website
http://www.valleymetro.org/METRO_light_rail/Contracts_&_Purchasing/index.htm
View Current Contracting OpportunitiesProfessional Services Contracts
Public NoticeRecord Holders ListAddendaSpecial Notices
Pre-Submittal Sign In SheetsPre-Submittal Presentation
QUESTIONS & ANSWERSQUESTIONS & ANSWERS
Closing CommentsClosing CommentsValley Metro Rail, Inc. (VMR) is our legal corporate name
Public Notices, Solicitations, Scope, Forms and Subsequent Contract DocumentsValley Metro Rail, Inc. (VMR) will be noted on correspondence of a legal and commercial nature
METRO is our Official System Name along with the corresponding logo
References in technical documents