CQ19284_-_Pre-Proposal_Agenda_and_Sign_in.pdf

RFP CQ19284/RLJ

7000-Series Cab Simulators

Pre-Proposal Conference

Washington Metropolitan Area Transit Authority

Greenbelt Yard

5801 Sunnyside Ave., Bldg. H, Room 312

College Park MD 20740

September 4, 2019

1:00 p.m.

Agenda

1. Welcome / Sign-In / Housekeeping / Safety Briefing

2. Authority Disclaimer

Remarks and explanations at this pre-proposal conference shall not qualify the terms of the solicitation. All attendees are advised that unless the solicitation is amended in writing, it will remain unchanged and that if an amendment is issued, normal procedures relating to the acknowledgment and receipt of solicitation amendments shall be applied.

3. Introduction of Authority Personnel

Rail Management:

Lisa Woodruff, Senior Vice President, RAIL

John Doherty, Chief Mechanical Officer, RAIL

Sachit Kakkar, Chief Engineer, CENV

Tara Soesbee, Senior Project Manager, CENV

Dave Sauter, Project Manager, CENV

Lucien Barthelemy, Assistant Project Manager, CENV

Paul Bumbry, Director, OBPP/ROQT

Solicitation Contacts:

Christopher Stewart Contracting Officer, Office of Procurement and Materials, PRMT cstewart@wmata.com

202-962-2290

Robert Jones Contract Administrator, Office of Procurement and Materials, PRMT

RJones5@wmata.com

301-955-5492

Vendor Relations clm@wmata.com mailto:cstewart@wmata.com mailto:RJones5@wmata.com

RFP CQ19284, 7000-Series Cab Simulators Pre-Proposal Conference

4. General Description of the Scope of Work

This solicitation is for the design, manufacture, and delivery of train simulation systems for the 7000 series Railcar Program to improve the operators’ training process. The proposed simulator design must provide a realistic operating environment in a simulated

WMATA 7000 Series Railcar cab. Since this is a Best Value solicitation, award of a

Contract hereunder shall be to the offeror whose proposal provides the best overall value to the Authority, based upon application of the evaluation criteria set forth in herein.

5. Publicizing Business Opportunities on WMATA’s web site

A. All RFP’s and IFB’s are publicized on WMATA.COM. Click on “Business With

Metro” at the bottom of the page, in the lower right, then on the box “Procurement and Contracting” on the right side bar, click “WMATA Procurement Opportunities” and “View WMATA Procurement Opportunities”, and when the portal is launched, click on “All Solicitations (except Simplified Acquisitions)”.

B. The announcement will be updated with amendments and other information.

6. WMATA Vendor Registration System

A. From the WMATA.com web site, Click on “Business With Metro” at the bottom of the page, in the lower right, then on the box “Procurement and Contracting” on the right side bar, click “WMATA Supplier Portal” and “Supplier Portal Login” and register as a new user.

B. Please follow the instructions for New vendors or Currently Registered Vendors.

C. For any questions or help related to supplier portal, please send an email to

CLM@wmata.com.

7. General Solicitation Information

Basis of Award - “Best Value”.

Contract Type - Firm fixed price.

Proposal Due Date - 2 pm Est, October 2, 2019 at WMATA, Office of

Procurement and Materials, 600 Fifth Street, NW, Room 3C-02, Washington, DC

20001-2651

Delivery Schedule - Delivery of all items listed in E.3.4 shall occur no later than

18 months from Notice to Proceed.

Contact Person/RFP Questions – Robert Jones, Contract Administrator, e-mail rjones5@wmata.com, voice (301) 955-5492: E-mail contacts are strongly preferred.

mailto:CLM@wmata.com

Important Procurement Dates

Milestone Time Frame

Release RFP 08/21/2019

Pre-Proposal Conference 09/04/2019

Final Questions Due No later than close of business, September 11, 2019

Receipt of Proposals 10/02/2019

8. RFP Solicitation Highlights

A. Solicitation Offer and Award, Pg.4

B. Acknowledgment of Amendments, Pg.5

C. Contract Award, Pg.17

At the conclusion of the technical and price evaluation processes, the

Contracting Officer will award a Contract to the responsible offeror whose proposal conforms to the solicitation and is the most advantageous to the

Authority based upon application of the Evaluation Criteria. Such determination shall be based upon the initial proposals received where the Contracting Officer determines not to conduct discussions or shall be based upon the BAFOs, if the

Contracting Officer directs their submission.

A written award mailed or otherwise furnished to the successful offeror at any time prior to withdrawal of the proposal shall result in a binding Contract without further action by either party. Discussions conducted after receipt of an offer do not constitute the Authority’s rejection or counteroffer.

The Authority reserves the right to reject any and all proposals received and decline to enter into a Contract pursuant to this solicitation, if it deems such action is in the Authority’s best interests.

D. Pre-Award Information Determination of Responsibility, Pg.28 - 29

Pre-Award Evaluation Data form

E. Proposal Requirements, Pg.11-12

3 Volumes:

Volume I – Price Proposal

Volume II - Technical Proposal (NO COST INFORMATION)

Volume III – Contractual Proposal

Proposal Format Summary Table

Volume

Number Volume

Title Title Original Copies

Flash

Drives

Page

Limits

I Price

Proposal

Price Proposal

(Price Schedule.)

1 4 1 Exempt

II

Technical

Proposal

Technical Proposal

(No Cost/Price Information)

1 4 1 Exempt

III

Contractual

Proposal

Contractual Proposal

(Completed, singed solicitation documents to include Solicitation, Offer and Award from;

Acknowledgment of Amendments, Representations and Certifications, Pre-Award Evaluation Data, Certificate(s) of Insurance and/or

Letter from Insurer Demonstrating

Insurance Eligibility.)

1 4 1 Exempt

F. Technical Proposal Requirements: Pg.12

The technical proposal should address the stated Evaluation Criteria in such a manner as to enable the Authority to engage in a thorough evaluation of its overall technical merit. Technical proposals shall be specific, detailed and complete and shall demonstrate that the offeror has a thorough knowledge and understanding of the Contract’s requirements. Offerors shall avoid generalized statements that for example, paraphrase the specifications or attest that "standard procedures will be employed." The Authority wishes to be satisfied that the offeror maintains an understanding of the specific Contract requirements and maintains the means to fully satisfy them.

G. Basis of Award: Pg. 14-15

This is a “Best Value” competitive negotiated procurement.

The Authority will award a contract to the responsible offeror whose proposal conforms to the solicitation and is judged to be the most advantageous to the

Authority based on an overall assessment of technical merit and price in accordance with the Evaluation Criteria. In conducting this assessment:

Technical Consideration Most Important.

The Authority is more concerned with obtaining superior technical or business management features than with making an award at the lowest overall cost to the Authority. However, the Authority will not make an award at a significantly higher overall cost to achieve only slightly superior technical or management features.

H. Evaluation Criteria: Pg.14-15

The criteria below are listed in the order of importance.

1. Technical Approach

2. Corporate Experience and History of Past Performance

3. Project Management and Personnel

4. Delivery Schedule

5. Warranty Support

Each Criterion will be rated using the adjectival scoring method as follows:

Exceptional

Acceptable

Marginal

Unacceptable

Price Proposal will be rated based on:

Reasonableness

Completeness

Realism

H. Audit Requirement: Pg.31

9. Representations and Certifications

Complete sections

10. Terms and Conditions

Order of Precedence

Terms and conditions, specifications and Statement of Work shall have precedence over proposal unless the Contracting Officer issues a signed modification.

11. Special Conditions

A. Scope of Work - Attachment A - Schedule (Pg.14 -16)

B. Scope of Work - Attachment A - Additional Options (Pg.17)

C. Scope of Work - Attachment A - Payment Milestones (Pg.15-16)

Applicable payment items shall be those set forth in the Price Schedule. Milestone payments will be made upon satisfactory completion and acceptance of each line item in accordance with the milestone allocation percentages listed detailed in Scope of Work - Attachment A – E.3.5 Table 1: Payment Milestones.

Scope of Work - Attachment A, Appendix A, Contract Data Requirements List (CDRL), assigns a reference for each CDRL item. The Contractor shall review Appendix A of the Scope of Work and submit recommended due dates for approval based on the Project Schedule (E.3 Schedule).

D. RFP - Billing and Payment, 30 days of its receipt and acceptance of an invoice satisfying the requirements (Pg.49)

E. Contractor Personnel (Pg.79)

Key personnel list and assessment for removal

Vendors badge

Mandatory safety training

Waiver to be signed for background check.

F. Warranty (Pg.42)

a. Warranty period:

All workmanship, parts and materials furnished for this Contract shall be unconditionally warranted against failures or defects for a period of 2 years after the Final Acceptance by the Authority or placed them in service, whichever is earlier.;

The Contractor shall also provide an optional 2 year extension of the warranty.

b. Repair and Replacement parts - 72 hours (Pg.42)

c. Indemnity and Insurance (Pg.58 - 62)

WMATA to be named as an additional insured as stated

Worker’s Compensation

Employer’s Liability

Commercial General Liability

Business Auto Liability

Professional Liability

Technology Errors & Omissions Liability

Cyber Liability

d. Special Delivery Instructions (Pg.63)

Washington Metropolitan Area Transit Authority

Operating Area

e. Rights in Technical Data – Unlimited (Pg. 64 -67)

12. Technical Discussion

13. Questions

Please submitted in writing. Complete the Question forms that were provided to the attendees and give to Robert Jones, Contract Administrator.

Handouts

1. Agenda

2. Question Form

3. Pre-Proposal Conference Attendees: List available after meeting

IMPORTANT NOTICE

Disclaimer regarding changes to the solicitation

REMARKS AND EXPLANATIONS AT THIS PRE-PROPOSAL

CONFERENCE SHALL NOT QUALIFY THE TERMS OF THE

SOLICITATION. ALL CONFEREES ARE ADVISED THAT

UNLESS THE SOLICITATION IS AMENDED IN WRITING, IT

WILL REMAIN UNCHANGED AND THAT IF AN AMENDMENT IS

ISSUED, NORMAL PROCEDURES RELATING TO THE

ACKNOWLEDGMENT AND RECEIPT OF SOLICITATION

AMENDMENTS SHALL BE APPLIED.

Washington Metropolitan Area Transit Authority (WMATA)

7000-Series Cab Simulators

Pre-Proposal Conference

RFP No. CQ19284/RLJ

September 4, 2019

Greenbelt Yard

Contract Administrator:

Robert Jones rjones5@wmata.com

600 Fifth Street, NW, Room 3C-02

Washington, DC 20001-2651

Vendor or Supplier Information:

Name___________________________________ Company _______________________________

Email __________________________________ Title ___________________________________

Phone Office________________________________ Phone Cell ______________________________

Address ______________________________________________________________________________

Questions: Include Reference (section, page number, etc. if and when appropriate.)

Please return the question form to WMATA Procurement after the conference. Questions may also be submitted by mail or email to the designated person and address in the RFP.

mailto:rjones5@wmata.com

Questions: (continue . . .)

Please return the question form to WMATA Procurement after the conference. Questions may also be submitted by mail or email to the designated person and address in the RFP.