Addendum 1_MRC-22-017-MT QA, Roster, Ref Docs.pdf

TO: All Planholders

FROM: Maryland Transit Administration

SUBJECT: ADDENDUM NO. 1

Contract Number: MRC-22-017-MT

MARC Camden and Brunswick Operations and Maintenance

DATE: May 2, 2022

Attached and effective this date is Addendum No. 1 (9 pages total) to the subject contract. This addendum includes the pre-conference agenda, attendee roster, and updated reference documents list.

The Bidder shall acknowledge receipt of this addendum by completing and returning this form with the proposal package.

All other terms and conditions remain unchanged.

Sincerely, Sharon Curtis

Sharon Curtis

MDOT Procurement Officer II

Acknowledgement of receipt of ADDENDUM NO. 1 to Contract No. MRC-22-017-MT

Vendor Name:

Authorized Representative’s Signature Date

PRE-CONFERENCE MEETING AGENDA

MARC Operations and Maintenance Camden and Brunswick

MRC-22-017-MT

March 29, 2022

Please note that nothing stated at the pre-conference may change the RFP unless a change is made by the MDOT MTA Procurement Officer by written addendum.

I. Introduction

➢ Good Morning and thank you for your interest in this contract solicitation.

➢ This is the Pre-Conference meeting for contract MRC-22-017-MT, MARC Camden and

Brunswick Operations and Maintenance

➢ My name is Sharon Curtis, and I am the Procurement Officer and I am the sole contact regarding this procurement.

➢ The Contract Monitor for this contract is Dean Del Peschio . (go around the room and have MARC MTA staff introduce themselves. Name and title.

➢ I’d like to ask one person from each company to introduce themself, state company name and if you are an MBE provider. Introduce your team and please state what role each person plays in the solicitation process.

II. Administrative Items and Due Dates

➢ A company submitting a proposal must meet the Minimum qualifications in order to qualify for contract award.

➢ All questions must be directed to the attention of the Procurement Officer via e-mail. The address is scurtis@mdot.maryland.gov. Only written answers received from the

Procurement Officer are the official position of the Agency.

➢ Do not submit question via eMMA. MDOT MTA does not utilize eMMA for questions.

➢ The submission deadline for questions is 3:00 p.m. on April 15, 2022.

➢ After the deadline for questions has passed an addendum will be issued with responses to written questions from Offerors. Any changes made to the specifications will be included in the addendum

➢ Proposals may not be submitted by e-mail or facsimile. They can not be hand delivered or sent by FedEx.

➢ Multiple and/or alternate Bids will not be accepted.

mailto:scurtis@mdot.maryland.gov

PRE-PROPOSAL CONFERENCE AGENDA

Camden and Brunswick Operations and Maintenance

➢ The purpose of this RFP is to award one contract with a five year term with two five-year options.

➢ Offerors are required to acknowledge all addenda by signing a copy of each addendum cover letter and including it with their bid submission. Do not return the signed cover letter immediately after receiving each addendum;

➢ An annual Performance Bond is required for this contract with the initial Bond due 10 days from the letter of intent. The annual renewal is due to the Procurement Officer 30 days prior to the annual renew date. Failure to provide an updated Performance Bond in a timely manner constitutes a default in the Contract. (See the IFB section for Performance

Bonds) Riders are not permitted.

➢ Bids are due on or before June 8, 2022 at 3:00 p.m. (via eMMA)

III. Proposal Submission via eMMA

➢ The link to eMMA is eMMA.maryland.gov. There are instructions as well as contact information for the eMMA Help Desk if you are having difficulties. eMMA refers to this solicitation as a “two envelope” submission.

➢ One envelope contains all the required documentation per the RFP. (NO PRICING)

➢ The second envelope contains ONLY the Bid Form.

➢ All Offerors must complete and include all the required documents via eMMA.

As mentioned earlier, MDOT MTA no longer accepts delivered proposal packages.

➢ The Excel Spreadsheet shall be completed on the computer uploaded into eMMA.

If you have issues with this process, please call me or contract the eMMA help desk asap. Please note there are multiple tabs within the Excel Workbook. Enter pricing ONLY in the green highlighted cells

➢ Signatures on all the forms must be an authorized person to sign contract documents on behalf of the Company. Pre-approved persons are the company President, Vice

President, or CFO/COO. If an authorized person is not one of these Company

Officers, please contact me.

➢ Digital signatures are allowed; however, it must be completed using a business signing program that shows the date and the signee’s name. Such as DocuSign.

The signed PDF Bid Form must be included in the documents submitted on eMMA.

➢ A redacted file shall also be submitted and labeled “redacted”. Important…in the event of a PIA request for contract records, the redacted file will be provided to the public.

➢ Enter only the total Bid Price for the entire 15 year contract from the Bid Form into eMMA on the pricing line.

➢ Do not change the format of any documents. Failure to submit these documents as required with the proposal may result in the Procurement Officer deeming the bid as not responsive.

Do not hesitate to contact me with any questions regarding the submission!!

IV. MBE Goal

➢ There is an 8% Minority Business Entity (MBE) goal for this contract with no subgoals.

➢ Please ensure you read the MBE attachments (Attachment D) and fully understand what is required. There are liquidated damages that will be charged to Contractors that do not fulfill its MBE obligations. (see Attachment N, sample contract, for MBE LDs.

➢ MBE Forms A and B (attachment D) are due with your bid package.

➢ MBE Forms C and D must be submitted with your signed contract and must also be signed by your MBE provider. Please contact me if you have any questions.

➢ MDOT EOCP office will provide the awardee with instructions and forms for monthly submittals.

V. Award

➢ Shortly after the proposals are due, the Procurement Officer determines if a company meets the minimum requirements as outlined in the RFP. Only Offerors who meet the minimum qualifications and are determined by the Procurement Officer to be a

Responsible and a Responsive Offeror, will be eligible for Contract award.

➢ All Offerors deemed eligible for contract award will continue to the evaluation phase of the process. If an Offeror’s technical proposal is deemed ineligible for contract award, a letter will be emailed to the Offeror stating the reason for exclusion. The requirements for awarding a contract per COMAR 21 state that the Contractor must be a responsible and responsive bidder.

➢ Following the technical evaluations, a presentation may be requested. The presentation criteria will be sent with the presentation invite.

➢ The next step is to evaluation presentations and send a letter to any Proposer that is not eligible to continue in the process.

➢ Ranking of the technical proposal is concluded and only at that time, bids will be opened.

➢ Ranking including technical and bid price will be completed.

➢ Contract shall be awarded to the responsible Offeror submitting the Proposal that has been determined to be the most advantageous to the State by evaluation factors set forth in the RFP (see COMAR 21.05.03.03F)

➢ The Contractor will have 10 days to return the signed documents along with the final, original forms as required in the IFB. Some of them are:

❖ Final Certificate of Insurance (COI) to include all insurance requirements as outlined in the IFB. This includes railroad insurance. The insurance must be kept in effect through the term of the contract and name MDOT MTA as an additional insured.

❖ An original fully executed Performance Bond with raised seals must be submitted within 10 days of receipt of the LOI. This document must be approved by MDOT

VI. Contract Final Approval

➢ This contract requires final approval from the Board of Public Works. Following this approval, a Notice to Proceed (NTP) letter will send to the awarded contractor stating the date the mobilization period may begin and the “go-live” date for the Contractor to begin commuter bus services.

VII. MARC Operations and Maintenance Team Presentations

VIII. Offeror Questions

Please remember, in order to receive an official answer, you must submit your questions in writing by email.

MARC Operations and Maintenance Camden and Brunswick

MRC-22-017-MT

Reference Document List Updated 4.12.22

RFP Appendix 2 Scope of Work Section 10 “Reference Documents” have been updated per the following:

a) Confidential Reference Document Item # 10 “MARC Fare Guide” has been moved to the Public

Reference Document list with a link.

b) A video link showing the entire Frederick Branch Line has been added to the Confidential Reference

Document list. Now #10. Open the PDF and click on the link.

c) The information for items # 7, 8 and 9 can be found in the Excel document. There are two tabs: one tab for facilities and a second tab for stations. The Excel spreadsheet has been re-formatted for ease of reading; however, no information has been changed.

Confidential Reference Document

Item # Document Title Section

Reference Comments

01.

MDOT MTA System Safety Program Plan for MARC

3.2.3 E

Will be made available to Offeror’s after receipt of a signed Non-Disclosure Agreement (Offeror)

02.

MARC Inspection, Testing, and Maintenance Plan (ITMP)

3.4.2 G (3)

6.2.1 E

6.2.2 B

6.2.5 D(1)

6.2.5 J

Will be made available to Offeror’s after receipt of a signed Non-Disclosure Agreement (Offeror)

03.

Current MARC Train Service Summary

5.2.1 B

5.2.1 C

Will be made available to Offeror’s after receipt of a signed Non-Disclosure Agreement (Offeror)

04. Train Equipment Current Line-Up 5.2.4 B Will be made available to Offeror’s after receipt of a signed Non-Disclosure Agreement (Offeror)

05.

MARC Rolling Stock Cleaning Requirements, Standards, and Procedures

6.2.6 B

Will be made available to Offeror’s after receipt of a signed Non-Disclosure Agreement (Offeror)

06. MARC ROW Inventory 7.1.1 B Will be made available to Offeror’s after receipt of a signed Non-Disclosure Agreement (Offeror)

07.

MARC Facilities Maintenance and Fixed Assets List Excel Spreadsheet includes 07, 08, and 09 Information

7.1.2 A

Will be made available to Offeror’s after receipt of a signed Non-Disclosure Agreement (Offeror)

08.

Shop Support Equipment and Tools List Excel Spreadsheet includes 07, 08, and 09 Information

7.1.2 F

Will be made available to Offeror’s after receipt of a signed Non-Disclosure Agreement (Offeror)

09.

MARC Stations Maintenance Info Excel Spreadsheet includes 07, 08, and 09 Information

7.1.3 B

7.2.3 B, C

Will be made available to Offeror’s after receipt of a signed Non-Disclosure Agreement (Offeror)

10. MARC Fare Guide 5.5.1, D Will be made available to Offeror’s after receipt of a signed Non-Disclosure Agreement (Offeror)

10. MARC Frederick Branch Video Will be made available to Offeror’s after receipt of a signed Non-Disclosure Agreement (Offeror)

Public Reference Documents

Item # Document Title Section

Reference Link

1. Current Operating Timetables 5.2.1 E https://www.mta.maryland.gov/schedule/timetable/marc-camden https://www.mta.maryland.gov/schedule/timetable/marc-brunswick https://www.mta.maryland.gov/schedule/timetable/marc-penn

2. MARC Rider’s Guide 5.5.1 C https://www.mta.maryland.gov/brochures-publications

3.

Maryland Department of General Services (DGS) Inventory Control Manual

6.5.2 C

https://dgs.maryland.gov/Documents/inventory/InventoryContro lManual.pdf

4. MARC Fare Guide 5.5.1, D MARC Fares | Maryland Transit Administration https://www.mta.maryland.gov/schedule/timetable/marc-camden https://www.mta.maryland.gov/schedule/timetable/marc-camden https://www.mta.maryland.gov/schedule/timetable/marc-brunswick https://www.mta.maryland.gov/schedule/timetable/marc-brunswick https://www.mta.maryland.gov/schedule/timetable/marc-penn https://www.mta.maryland.gov/brochures-publications https://dgs.maryland.gov/Documents/inventory/InventoryControlManual.pdf https://dgs.maryland.gov/Documents/inventory/InventoryControlManual.pdf https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.mta.maryland.gov%2Fmarc-fares%2520&data=04%7C01%7CSCurtis%40mdot.maryland.gov%7C330a5a697620410fcd4208da18f37aaf%7Cb38cd27c57ca4597be2822df43dd47f1%7C0%7C0%7C637849731388897733%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=PUiEeLJS1P0S7CQH1amfXp30w5BdLiIFdSYFrcKKoTM%3D&reserved=0