IFB 026-010?New Network Video Recorders (NVRs)

VIRGINIA RAILWAY EXPRESS
INVITATION FOR BIDS
(IFB) No. 026-010
NEW NETWORK VIDEO RECORDERS
(NVRs)
IFB Issued: April 27, 2026
Contact: Kristin Nutter
Contract Administrator and Director of Purchasing & 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

TABLE OF CONTENTS
I. INTRODUCTION TO IFB ............................................................................................... 3
II. PROCUREMENT SCHEDULE ...................................................................................... 4
III. INSTRUCTIONS TO BIDDERS ..................................................................................... 5
IV. SPECIAL PROVISIONS ................................................................................................ 22
V. GENERAL PROVISIONS ............................................................................................. 23
VI. INSURANCE REQUIREMENTS ................................................................................. 47
VII. SMALL B BUSINESS CONCERNS.............................................................................. 50
VIII. ATTACHMENTS ........................................................................................................... 51
Attachment A - Scope of Work
Attachment B - Representations, Certifications and Other Statements of
Bidders/Offerors
Attachment C - Federal Transit Administration (FTA) Third Party Contract
Provisions
Attachment D - Bid Form Certification
Attachment D-1 - Bid Form
2
IFB No.: 026-010
New Network Video Recorders (NVRs)
Virginia Railway Express

I. INTRODUCTION TO IFB
_______________________________________________________________
01. PURPOSE
The purpose of this Invitation for Bids (IFB) is to establish a Contract with one (1)
qualified and experienced Contractor to provide five (5) new Dell PowerEdge
XR5610 Servers. These servers will serve as Network Video Recorders (NVRs) for
VRE's existing security camera system.
02. VRE BACKGROUND
A. 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 RFP refers to NVTC and PRTC.
B. VRE began operations in 1992 on two (2) lines, Fredericksburg and Manassas. In
June 2025, VRE's Operations Board recommended adoption of System Plan 2050
providing both a long-range vision for 2050 service as well as a near-term
implementable 2030 service plan, based largely on the expected infrastructure and
rolling stock constraints in the 2030 decade, but also on the opportunities to
increase service as a result of programmed VRE and Transforming Rail in Virginia
(TRV) infrastructure projects expected to be complete by that time.
C. 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.
3
IFB No.: 026-010
New Network Video Recorders (NVRs)
Virginia Railway Express

II. PROCUREMENT SCHEDULE
_______________________________________________________________
IFB Issued April 27, 2026
Submission of Written Questions May 7, 2026 by 1:00 P.M. Eastern Time (ET)
Bids Due (Closing Date & Time) May 21, 2026 by 2:00 P.M. ET
Bid Opening May 21, 2026 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.
______________________________________________________________
4
IFB No.: 026-010
New Network Video Recorders (NVRs)
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 with 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. Therefore, the Bidder agrees that the most recent of such Federal and
State requirements will govern the administration of the Contract at any time during
performance of the Contract, unless VRE issues a written determination otherwise.
B. VRE follows Commonwealth of Virginia procurement laws. Accordingly, all
applicable 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 Contract Administrator
and Director of Purchasing and Contract Administration, in the Purchasing and
Contract Administration Department, whose name and contact information appear
on the face of this solicitation.
B. Communications relating to this IFB, other than to the Contract Administrator and
the Director of Purchasing and Contract Administration, are prohibited during the
IFB response period. Do not contact VRE consultants or VRE personnel other
than the Contract Administrator and Director of Purchasing regarding this
solicitation.
5
IFB No.: 026-010
New Network Video Recorders (NVRs)
Virginia Railway Express

04. WRITTEN COMMUNICATIONS
A. All communications relating to this solicitation shall be submitted via email to the
Contract Administrator and Director of Purchasing, in the Purchasing and Contract
Administration Department, whose name and contact information appear on the
face of this solicitation. Prior to award of a Contract resulting from this solicitation,
Bidders are prohibited from contacting any VRE staff other than those assigned to
the Purchasing and Contract Administration Department.
B. VRE will assume no responsibility for any understanding or representations
concerning conditions made by any of its officers or agents prior to the execution
of the Contract, unless included in this IFB, the specifications, or related documents
or addenda thereto.
C. Oral explanations or instructions given before the award of the Contract will not be
binding.
05. COMPETITION INTENDED
It is VRE's intent that this solicitation promotes competition. It shall be the Bidder's
responsibility to advise VRE if any language, requirements or specifications,
included in this IFB, restrict or limit the purchase to a single source. Such
notification must be received by the VRE Director of Purchasing and Contract
Administration, in writing, not later than fifteen (15) consecutive calendar days
prior to the date and time set for Bid opening. A review of such notifications will
be made, and the Bidder notified of the results of the review.
06. CLARIFICATION OF TERMS
If a Bidder has questions about the specifications or other solicitation documents,
the Bidder should contact the Contract Administrator and Director of Purchasing
and Contract Administration, whose name and contact information appear on the
face of the solicitation. Any revisions to the solicitation will be made only by
addendum issued by VRE.
07. AVAILABILITY OF SOLICITATION DOCUMENTS
The electronic versions of the solicitation documents are intended to provide
convenience to prospective Bidders. Be advised that it is the responsibility of
prospective Bidders to monitor VRE's website for any addenda, notices or postings.
Failure to submit signed addenda may be grounds to declare a Bid non-responsive.
08. SUBMISSION OF WRITTEN QUESTIONS
A. Deadline: All questions and requests for clarification regarding the meaning or
interpretation of this IFB 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 PART II - PROCUREMENT SCHEDULE of this IFB. Questions
and clarifications requested after such time will not be answered unless VRE elects,
in its sole discretion, to do so.
6
IFB No.: 026-010
New Network Video Recorders (NVRs)
Virginia Railway Express

B. Format for Questions: Questions must be submitted in Microsoft Word format and
include the related section number and title, as appropriate.
C. VRE Point of Contact: Questions must be submitted to the VRE Contract
Administrator and Director of Purchasing in writing via electronic mail as appears
on the face of this solicitation. For a question to be considered, the subject line of
the email must state the following: IFB No. 026-010 Questions. Questions should
be succinct and must include the submitter's name, title, company name, company
address and telephone number. 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, 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 IFB and will be available to all interested Bidders
through VRE's website.
III. GENERAL INFORMATION
09. DEBARMENT STATUS
A. By submitting a Bid and completing the representations and certifications, the
Bidder certifies that it is not currently debarred, suspended, declared ineligible or
voluntarily excluded from submitting Bids on contracts by any agency of the
Commonwealth of Virginia or the U.S. Federal Government, nor are they an agent
of any person or entity that is currently debarred from submitting Bids on contracts
by an agency of the Commonwealth of Virginia or the U.S. Federal Government.
Contractors debarred by the Commonwealth Transportation Board and/or the U.S.
Federal Government shall be ineligible to submit a Bid to VRE.
B. By submitting a Bid, the Contractor further certifies that it is not debarred,
suspended, declared ineligible, or voluntarily excluded from participating in
contracts with the Commonwealth of Virginia or the U.S Federal Government, and
that it will refrain from awarding any subcontract to a debarred or suspended
Subcontractor.
C. In addition, prospective Contractors agree to comply with the requirements of
Executive Orders Nos. 12549 and 12689, "Debarment and Suspension," 31 USC
Section 6101 note; and U.S. DOT regulations, "Government Debarment and
Suspension (Non-procurement)," within 49 CFR Part 29.
7
IFB No.: 026-010
New Network Video Recorders (NVRs)
Virginia Railway Express

10. CONFLICT OF INTEREST STATEMENT
A. A conflict situation can arise when a Bidder takes action or has interests that
interfere with the Bidder's ability to perform its work objectively and effectively.
The VRE Director of Purchasing and Contract Administration may preclude those
entities from receiving an award for any such work reasonably deemed to pose a
conflict of interest with the work provided hereunder.
B. Prior to submitting a Bid in response to this solicitation, each Bidder shall conduct
an internal review of its current affiliations, its joint venture partners, as well as any
subsidiaries of a joint venture partner, to include any companies sharing common
ownership with a joint venture partner, to identify potential conflicts of interest
relative to the anticipated Contract. The Bidder shall also require its team members
(proposed Subcontractors) to identify potential conflicts of interest they may have
with respect to this procurement.
C. If a potential conflict of interest or competitive advantage is identified, the
organization shall submit in writing the pertinent information to the VRE Director
of Purchasing and Contract Administration, whose name and contact information
appear on the face of this solicitation, so that a determination can be made as to the
extent of the conflict or competitive advantage. The statement shall have the
notarized signature of a principal of the Bidder, on the form provided in this
solicitation.
D. VRE, in its sole discretion, will make a formal written determination relative to
each potential organizational conflict of interest, and its ability to mitigate such a
conflict. If VRE determines that a conflict of interest cannot be mitigated, the
organization determined to have the conflict of interest shall not be allowed to
participate in response to the solicitation. Failure to abide by VRE's determination
in this matter may result in a Bid being declared non-responsive.
E. The Bidder, any of its joint venture partners, any subsidiaries of a joint venture
partner, any companies sharing common ownership with a joint venture partner, or
any of its Subcontractors will be precluded from providing other services to VRE
which conflict with its work under this Contract.
11. AUTHORITY TO TRANSACT BUSINESS
A. Any Bidder organized as a stock or nonstock corporation, limited liability company,
business trust, or limited partnership or registered as a limited liability partnership
must be authorized to transact business in the Commonwealth of Virginia as a
domestic or foreign business entity if so, required by Title 13.1 or Title 50 of the
Code of Virginia, or as otherwise required by law. The proper and full legal name
of the entity and the identification number issued to the Bidder by the Virginia State
Corporation Commission must be included within the Representations,
Certifications and Other Statements of Bidders/Offerors Attachment included in
this solicitation.
8
IFB No.: 026-010
New Network Video Recorders (NVRs)
Virginia Railway Express

B. Any Bidder that is not required to be authorized to transact business in the
Commonwealth must include in its Bid a statement describing why the Bidder is
not required to be so authorized. VRE may require a Bidder to provide
documentation that 1) clearly identifies the complete name and legal form of the
entity and 2) establishes that the entity is authorized by the State Corporation
Commission to transact business in the Commonwealth of Virginia. Failure of a
Bidder to provide such documentation will be grounds for rejection of the Bid or
cancellation of any award. For further information, refer to the Commonwealth of
Virginia State Corporation Commission website at http://www.scc.virginia.gov/.
12. INTEREST IN MORE THAN ONE BID AND COLLUSION
Multiple Bids received in response to this solicitation from an individual, firm,
partnership, corporation, affiliate or association under the same or different names
will be rejected. Reasonable grounds for believing that a Bidder is interested in
more than one Bid for a solicitation, including both as a Bidder and as a
Subcontractor for another Bidder, or that collusion exists between two or more
Bidders, will result in rejection of all affected Bidders. However, an individual or
entity acting only as a Subcontractor may be included as a Subcontractor on two or
more different Bidders' Bids. All Bids may be rejected if reasonable grounds exist
for believing that collusion exists among Bidders. Bidders rejected under this
provision will also be disqualified if they respond to a re-solicitation for the same
work.
IV. BID OPENING AND CONSIDERATION OF BIDS
13. BID DUE (CLOSING DATE)
Bids must be received by VRE by 2:00 P.M. Eastern Time on the date specified
in PART II - PROCUREMENT SCHEDULE of this IFB. Bids received after
the Bid closing date and time will not be considered.
14. INCLEMENT WEATHER
In the event of inclement weather conditions, such as heavy snowfall, icy streets
and sidewalks; or flooding, earthquakes, tornadoes, or other natural disasters, which
result in the cancellation of VRE service operation, the Bid due date may 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 the
website at the earliest opportunity.
15. MODIFICATION OF BID CLOSING DATE
VRE reserves the right to modify the Bid closing date and/or time. If Bidders have
already submitted their Bids to VRE when the Bid closing date and/or time are
modified, VRE will afford those Bidders the opportunity to revise or withdraw their
Bids.
9
IFB No.: 026-010
New Network Video Recorders (NVRs)
Virginia Railway Express

16. BID OPENING
Bids will be publicly opened and read in the VRE conference room, at 1500 King
Street, Suite 202, Alexandria, Virginia 22314 at 2:00 P.M. Eastern Time on the
date specified in PART II - PROCUREMENT SCHEDULE of this IFB.
17. LATE BIDS
Bids received after the Bid closing date and time shall not be considered.
18. BID ACCEPTANCE PERIOD
The Bid and any modification thereof shall be binding upon the Bidder for one
hundred twenty (120) calendar days following the Bid closing date. Any Bid in
which the Bidder shortens the acceptance period shall be rejected, although the
acceptance period may be extended by mutual agreement between VRE and the
Bidder. At the end of the Bid acceptance period, the Bidder may withdraw its Bid
by giving written notice to VRE.
19. WAIVER OF INFORMALITIES
VRE reserves the right to waive informalities and minor irregularities in Bids.
20. ERRORS IN EXTENSION
In case of error in calculation of extended prices, the unit price governs.
21. ADDITIONAL INFORMATION
VRE reserves the right to ask any Contractor to clarify its Bid.
22. BID PREPARATION COSTS
This IFB does not commit VRE to an award, nor to pay any costs associated with
the preparation and/or submission of any Bid. VRE shall not reimburse any costs
incurred by Bidders in responding to this IFB or in competing for Contract award.
23. REJECTION OF BIDS
A. VRE expressly reserves the right to reject any or all Bids or any part of a Bid, and
to resolicit the goods and/or services in question, if such action is deemed to be in
the best interest of VRE.
B. Bids which fail to meet the solicitation requirements, or which are incomplete,
conditional or obscure, or which contain additions not called for, erasures,
alterations or irregularities of any kind or in which errors occur, or which contain
abnormally high or abnormally low prices, for any class or item of work, may be
rejected as invalid at VRE's discretion.
C. The receipt of more than one (1) Bid from the same Bidder, whether the same or
different names appear on the signature page, shall result in none of the Bidder's
Bids being considered.
D. Reasonable proof for believing that any Bidder has an interest in more than one (1)
Bid for the work contemplated will cause the rejection of all Bids made by the
Bidder directly or indirectly.
10
IFB No.: 026-010
New Network Video Recorders (NVRs)
Virginia Railway Express