VIRGINIA RAILWAY EXPRESS
INVITATION FOR BIDS
(IFB) No. 024-012
DELIVERY OF DIESEL FUEL FOR
VRE LOCOMOTIVES
IFB Issued: March 7, 2024
Contact: Kristin Nutter, Director of Purchasing and Contract Administration
Virginia Railway Express, 1500 King Street, Suite 202, Alexandria, VA 22314
Main Office: (703) 684-1001 Direct/Fax: (703) 838-5441 Email: knutter@vre.org
IFB No.: 024-012
1
IFB Title: Delivery of Diesel Fuel for
VRE Locomotives
Virginia Railway Express
TABLE OF CONTENTS
I. INTRODUCTION TO IFB............................................................................................... 3
II. PROCUREMENT SCHEDULE ...................................................................................... 4
III. INSTRUCTIONS TO BIDDERS ..................................................................................... 5
IV. SPECIAL PROVISIONS ................................................................................................ 24
V. GENERAL PROVISIONS ............................................................................................. 25
VI. INSURANCE REQUIREMENTS ................................................................................. 53
VII. SMALL BUSINESS AND VETERAN BUSINESS CONCERNS............................... 56
VIII. ATTACHMENTS............................................................................................................ 59
Attachment A – Scope of Work
Attachment B – Representations, Certifications and Other Statements of
Bidders/Offerors
Attachment C – VRE Safety and Security Guidelines
Attachment D – Bid Form Certification
Attachment E – Bid Form for the Delivery of Diesel Fuel for VRE Locomotives:
Broad Run
Attachment F – Bid Form for the Delivery of Diesel Fuel for VRE Locomotives:
Crossroads
Attachment G – Site Specific Safety Plan
IFB No.: 024-012
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IFB Title: Delivery of Diesel Fuel for
VRE Locomotives
Virginia Railway Express
I. INTRODUCTION TO IFB
_______________________________________________________________
01. PURPOSE
The purpose of this Invitation for Bids (IFB) is to establish Contracts with either
one (1) or two (2) qualified and experienced Contractor(s) to deliver diesel fuel
for Virginia Railway Express (VRE) locomotives. One Contract shall be for the
delivery of diesel fuel to VRE’s Broad Run Maintenance and Storage Facility
located in Bristow, Virginia. The second Contract shall be for the delivery of
diesel fuel to VRE’s Crossroads Maintenance and Storage Facility located in
Fredericksburg, Virginia.
02. 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 solicitation refers to NVTC and PRTC.
B. VRE began operations in 1992 on two (2) lines, Fredericksburg and Manassas. 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
yard 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.
C. As a joint project of NVTC and PRTC, VRE’s mission is to provide safe, cost
effective, accessible, reliable, convenient, and comfortable commuter-oriented rail
passenger service. VRE strives to contribute to the economic development of its
member jurisdictions as an integral part of a balanced, intermodal regional
transportation system.
D. The primary mission of VRE is to provide commuter-oriented passenger rail
service between the 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.
IFB No.: 024-012
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IFB Title: Delivery of Diesel Fuel for
VRE Locomotives
Virginia Railway Express
II. PROCUREMENT SCHEDULE
_______________________________________________________________
IFB Issued
March 7, 2024
Submission of Written Questions
March 18, 2024 by 2:00 P.M. Eastern Time (ET)
Bids Due (Closing Date & Time)
April 16, 2024 by 2:00 P.M. ET
Bid Opening
April 16, 2024 at 2:00 P.M. ET
_
Virginia Railway Express (VRE) reserves the right to make changes to the above-mentioned
schedule. All such changes shall be made by an addendum to the solicitation. Bidders must
frequently monitor VRE’s website at www.vre.org for information concerning this solicitation,
including any addenda or notices.
_
IFB No.: 024-012
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IFB Title: Delivery of Diesel Fuel for
VRE Locomotives
Virginia Railway Express
III. INSTRUCTIONS TO BIDDERS
_______________________________________________________________
I. INTRODUCTION
01. OBLIGATION OF BIDDER
A. Before submitting a Bid, the Bidder shall be responsible for reading and
examining the solicitation documents including these Instructions to Bidders.
Submission of a Bid shall be deemed verification of such reading and examination
by the Bidder.
B. By submitting a Bid, the Bidder agrees that it has satisfied itself from a personal
investigation of the conditions to be met, that the obligations herein are fully
understood, and no claim may be made, nor will there be any right to cancellation
or relief from the Contract because of any misunderstanding or lack of knowledge
or information.
02. BID AND CONTRACT REQUIREMENTS
A. Federal funds may be used for the subsequent Contract. Federal requirements are
subject to change. The Bidder is responsible for complying with the most current
regulations. The Bidder agrees that the most recent of such Federal requirements
will govern the administration of the Contract at any particular time during
performance of the Contract, unless VRE issues a written determination
otherwise.
B. Additionally, VRE follows Virginia procurement laws. Accordingly, all
applicable Federal and State requirements will apply. Bidders are expected to
become familiar with these requirements and shall not submit Bids if unable to
execute a Contract containing such provisions.
C. VRE will provide a Contract containing these provisions for execution by the
prospective Contractor that is selected. Bidders shall not use their own standard
contracts for this engagement.
II. NOTICE TO BIDDERS
03. POINT OF CONTACT
A. All inquiries or correspondence shall be submitted to the VRE Director of
Purchasing and Contract Administration, whose name and contact information
appear on the face of this solicitation.
B. Communications relating to this IFB, other than to the VRE Director of
Purchasing and Contract Administration, are prohibited during the IFB response
period. Do not contact VRE consultants, or VRE personnel other than the
Director of Purchasing regarding this solicitation.
IFB No.: 024-012
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IFB Title: Delivery of Diesel Fuel for
VRE Locomotives
Virginia Railway Express
