IFB 134-25_COMMBUYS -Optical Rail Measurement Services.pdf

MASSACHUSETTS BAY TRANSPORTATION AUTHORITY

INVITATION FOR BIDS – [NON-FEDERALLY

FUNDED]

IFB NO: 134-25

REQUISITION NO: 154-005893

3 YEARS WITH 2 OPTION YEARS

OPTICAL TESTING MEASURING FOR RAIL

WEAR SYSTEMWIDE

Date Issued: August 7, 2025

Bid Responses will be accepted through COMMBUYS.

Wise, Ray Remove this prior to posting

IFB: 134-25 - 1 - Non - Federal – Goods & Services - Rev. 8/24/2023 Project Name: 3 Years with 2 option years Optical testing measuring for rail wear systemwide

Contents

1. Introduction

2. Instructions to Bidders

2.1 Procurement Method

2.2 Pre-Bid Conference

2.3 Due Date and Delivery Instructions

2.4 Late Submissions, Modifications and Withdrawals of Offers

2.5 Clarifications of Specifications

2.6 MBTA Standard Contract and Terms & Conditions

2.7 Collusion

2.8 Prices

2.9 Alternative Bids

2.10 Acceptance Period

2.11 Eligible Entities

2.12 Delivery Terms

2.13 Pre-contractual Expenses

2.14 Tax Exemption

2.15 Insurance

3. Selection Process

3.1 Basis of Award

3.2 Scope of Proposal

3.3 Rejection of Bid

3.4 Cancellation of Bid

3.5 Appeal / Protest Procedures

4. MBTA Policies

4.1 Small, Minority, Women, and Other Disadvantaged Businesses

4.2 MBTA Reserved

5. Contract Structure

5.1 Construction of Contract

Enclosure 1 – Bid Cover Letter

Form A: Pre-Award Bidder Evaluation Data Form

Form B: Requested Goods & Services Pricing Form

Update Table of Contents when all edits are complete

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Optical testing measuring for rail wear systemwide

Form C: Alternate Goods & Services Pricing Form

6. MBTA Standard Contract and Terms and Conditions Instructions for Vendors

6.1 MBTA Standard Contract Instructions (Section 7)

6.2 MBTA Standard Terms & Conditions Instructions (Section 7.1)

7. Massachusetts Bay Transportation Authority Standard Contract

7.1 Standard Terms and Conditions

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Optical testing measuring for rail wear systemwide

1. Introduction

The Massachusetts Bay Transportation Authority (“MBTA” or “Authority”) seeks 3 Years with 2 option years Optical testing measuring for rail wear systemwide To assist the MBTA in this effort, the Authority is issuing this Invitation for Bid (“IFB”) to solicit proposals (“Bids”) from qualified Bidders who can meet the project requirements stated herein.

Bids will not be publicly opened for this procurement. The buyer responsible for this procurement will post an Initial Bid Summary Form to COMMBUYS within two business days of the due date that will detail the number of bids received, each Bidder’s name, and the bid amount for bidders and the public to view.

For all inquiries, please contact the following point of contact and list the IFB number:

Buyer: Chris Francis Email: cfrancis@mbta.com

2. Instructions to Bidders

2.1 PROCUREMENT METHOD

This IFB will be launched and managed via COMMBUYS. Instructions for log-in and use of COMMBUYS are described in reference material on the website and at http://www.mass.gov/anf/docs/osd/forms/instructions-for-vendors-responding-to-bids.docx Bidders may also contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 a.m. to 5:00 p.m.

Monday through Friday (Eastern Time), except on federal, state, and Suffolk county holidays.

It is the responsibility of Bidders to maintain an active registration in COMMBUYS with a current email address and to monitor that email inbox for communications from the MBTA, including responses to Bidder questions. The MBTA and the Commonwealth assume no responsibility if a Bidder’s designated email address is not current, or if technical problems, including those with Bidder’s computer, network, or internet service provider (“ISP”) cause email communications sent to or from Bidder and the MBTA to be lost or rejected by any means including email or spam filtering.

Bidder shall review and study all documents thoroughly and report any discrepancies, omissions, technical queries, or other clarifications via COMMBUYS.

Questions and clarification requests submitted by Bidder will, together with MBTA’s response be made available to all Bidders via COMMBUYS.

2.2 PRE-BID CONFERENCE

A Pre-Bid Virtual Conference will be held on: Thursday, August 14, 2025 on Teams , at 2:00 PM, Link Below

Join the meeting now

2.3 DUE DATE AND DELIVERY INSTRUCTIONS

Bids are due by: 8/21/2025at 2:00 PM, EST / EDT, for the work described herein. Bidder is required to prepare and submit all required documents to MBTA electronically via COMMBUYS. Bids will not be publicly opened for this procurement.

https://www.commbuys.com/bso/ https://www.commbuys.com/bso/ https://www.commbuys.com/bso/ http://www.mass.gov/anf/docs/osd/forms/instructions-for-vendors-responding-to-bids.docx mailto:COMMBUYS@state.ma.us https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGExZjA5YWItZWE4NS00YWRkLWE2NTAtMzkyMjkyOGE2OTYw%40thread.v2/0?context=%7b%22Tid%22%3a%227558e599-f006-481f-9717-b189e6730862%22%2c%22Oid%22%3a%22bcee59ca-77b1-4d6e-97e5-f3915a46cfd1%22%7d https://www.commbuys.com/bso/

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Optical testing measuring for rail wear systemwide

Bidders are required to submit a Bid including all Bid forms contained in this package. Bidders shall complete the Enclosure 1 – Bid Cover Letter and complete the check boxes to indicate the bid documents that constitute their bid.

Note: Bid packages that do not follow instructions above may be disqualified.

2.4 LATE SUBMISSIONS, MODIFICATIONS AND WITHDRAWALS OF OFFERS

Late Bids will not be accepted.

Any modification of an offer, except a modification for “best and final” offer, is subject to the same conditions stated in this solicitation. At any time after submission of proposals and prior to the final selection of Bidders for contract negotiation or execution, the MBTA shall have the option to provide Bidders with an opportunity to provide a “best and final” offer and may limit the number of Bidders selected for this option.

Modification resulting from a request for “best and final” offer received after the time and date specified in the request will not be considered. “Best and final” offers will be accepted by email to the designated buyer.

Bids may be withdrawn only by written notice sent to the Authority at any time before award. In the case of Bid withdrawals or late Bids the MBTA will archive the Bid materials and will not return them to the Bidder.

2.5 CLARIFICATIONS OF SPECIFICATIONS

Any request for clarification to, or relief from, the specifications, must be submitted the “Bid Q&A” tab in COMMBUYS. Such comments and questions may be submitted up to one week prior to the due date listed in Section 2.3 and shall: (i) identify the document; (ii) identify the relevant section number and page number) or, if it is a general question, indicate so; and (iii) not identify the Bidder in the body of the question or contain proprietary or confidential information. Questions submitted in any other format or method than that described above will not be considered.

Responses to requests for clarification or questions will be provided in writing and issued by the MBTA via COMMBUYS. In addition, the MBTA reserves the right to, in its sole discretion, not answer all questions submitted by Bidders.

It is the Bidder’s responsibility to verify the MBTA’s receipt of questions and clarification requests.

Should the MBTA make changes to any specification, stipulation, requirement, or procedure, notification will be made to all Bidders in the form of written Addenda. No officer, agent, or employee of the MBTA is authorized to amend any provision contained in this solicitation, including the specifications, unless such amendment is issued as an Addendum and sent to all Bidders. If this solicitation is modified by an amendment, then all terms and conditions that are not modified remain unchanged.

2.6 MBTA STANDARD CONTRACT AND TERMS & CONDITIONS

Bidders shall review and sign Section 7.1 MBTA Standard Contract Terms and Conditions to submit with their bid. Bidders do not sign Section 7 Massachusetts Bay Transportation Authority Standard Contract upon submission of their bid. When the MBTA plans to award a contract, the MBTA buyer will fill out Section 7 Massachusetts Bay Transportation Authority Standard Contract and send it to the successful bidder for signature. See Section 6 MBTA Standard Contract and Terms and Conditions Instructions for

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Vendors for further details.

The MBTA does not encourage attempts to negotiate the Section 7.1 Massachusetts Bay Transportation Authority Standard Contract Terms & Conditions. Many of these provisions are required by law; others are longstanding MBTA policy / practice. Accordingly, Bidders / proposers should only redline or object to provisions that they find absolutely unacceptable. Any rejection or modification of these provisions may disqualify a Bid / proposal as being non-responsive or non-compliant.

2.7 COLLUSION

The Bidder understands that any Bid submitted to the MBTA is made without collusion with any other Bidder submitting a Bid on the same commodity / service, and is in all respects fair and without fraud.

2.8 PRICES

Each Bid must contain the unit price(s) / rate(s) or lump sum price, extended price(s), and the grand total of the Bid. Bidders shall submit their pricing using Form B: Requested Goods & Services Pricing Form.

The unit price / rate shall prevail in case of an error in price extension. Prices submitted shall be valid throughout the Acceptance Period (see Section 2.10 Acceptance Period).

2.9 ALTERNATIVE BIDS

If an alternative Bid is offered by the Bidder, it must be offered on an “or equal” basis and be clearly identified in the submission. The Bidder must provide a complete set of specifications and other descriptive matter for all alternates proposed and shall fill out Form C: Alternate Goods & Services Pricing Form.

Any proposed alternate good / service will be evaluated by the MBTA to determine whether the item is, in the opinion of the MBTA, an “approved” equal.

2.10 ACCEPTANCE PERIOD

The Authority requires a minimum Acceptance Period of at least one hundred and twenty (120) calendar days. In case the MBTA requires an extension, the MBTA will notify all Bidders accordingly. “Acceptance Period” for purposes of this solicitation means the number of calendar days available to the MBTA for awarding a contract based on the Due Date specified in this solicitation for receipt of Bids.

2.11 ELIGIBLE ENTITIES

Any contract resulting from this Bid will be open for use by all MassDOT Divisions.

2.12 DELIVERY TERMS

Bid prices must be inclusive, but not restricted to, all freight, packaging, handling, taxes, and duties for delivery at the specified address: System Wide. For U.S. domestic deliveries, Bid prices must include F.O.B. destination with freight charges paid by Bidder. For cross border deliveries, Bid prices must include D.D.P. (Incoterms 2010).

2.13 PRE-CONTRACTUAL EXPENSES

The MBTA shall not be liable for any pre-contractual expenses incurred by the Bidder in the preparation of its proposal. The Bidder shall not include any such expenses as part of its proposal. Pre-contractual expenses are defined as expenses incurred by the Bidder including but not limited to preparing its Bid in response to this solicitation, submitting its Bid to the MBTA, negotiating with the MBTA any matter related to this Bid, inspection, testing, shipping, and return shipping of proposed goods samples, or any other expenses incurred by the Bidder prior to date of award, if any, of the Agreement.

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Optical testing measuring for rail wear systemwide

2.14 TAX EXEMPTION

The MBTA is exempt from Federal Excise Tax, including Transportation Tax, and will furnish properly executed tax exemption certificates upon request. The MBTA is also exempt from Massachusetts State Sales Tax — Exemption Number E-042-323-989. Such taxes should not be included in Bid prices.

The Bidder alone shall be responsible for payment of all federal, state and local taxes of all types and kinds applicable to such fees incurred under this Agreement.

2.15 INSURANCE

The insurance policies that the successful bidder shall carry are outlined in the attached MBTA Minimum Insurance Requirements document with this solicitation. The attachment will be included with the solicitation posting on COMMBUYS. The successful bidder shall submit proof of insurance for the requirements detailed at the time of submitting their bid. If in the case they are not available at the time of preparing their Bid, the successful bidder certifies that they will carry such insurance policies and all costs resulting from this are included in their pricing. The successful bidder shall provide proof of insurance within three business days of conditional notice of award.

3. Selection Process

3.1 BASIS OF AWARD

Award will be made to the lowest priced responsive Bid and responsible Bidder. The MBTA reserves the right, in its sole discretion, to determine if a Bid is responsive and the Bidder is responsible. In determining whether a Bidder has the ability to perform successfully under the terms and conditions of the proposed procurement, the MBTA will consider such matters as the Bidder’s integrity, compliance with public policy (e.g., EEO record, attainment of DBE goal, debarment status, etc.), record of past performance, and financial and technical resources. Bidder is required to complete Form A: Pre-Award Bidder Evaluation Data Form.

3.2 SCOPE OF PROPOSAL

Pursuant to this Invitation for Bid (“IFB”), Bidders and Bids are required to comply with the terms and conditions stated herein in order to be deemed responsive and responsible. If a Bid does not meet all of the requirements listed in the solicitation, the Bidder’s proposal may be disqualified. Failure by the Bidder to examine all information pertaining to this solicitation or participate in any scheduled on-site visits will be at the Bidder’s risk.

3.3 REJECTION OF BID

The MBTA reserves the right to reject any and all Bids, in whole or in part, if such action is determined to be in the best interests of the Authority. Unless all Bids are rejected, award shall be made to the lowest priced responsive Bid and responsible Bidder.

3.4 CANCELLATION OF BID

The Authority reserves the right to cancel this Bid at any time prior to execution of the Contract by all parties and without any liability against the Authority.

3.5 APPEAL / PROTEST PROCEDURES

Bid appeals / protests relative to this procurement will be reviewed and adjudicated in accordance with the MBTA's Appeals / Protest Procedure - Goods & Services. A copy of this procedure is available by contacting the Buyer assigned to this procurement and available online at www.mbta.com.

https://cdn.mbta.com/sites/default/files/business-center/mbta-appeals-protest-procedures-january-2018.pdf

IFB: 134-25 - 7 - Non - Federal – Goods & Services - Rev. 8/24/2023

Optical testing measuring for rail wear systemwide

4. MBTA Policies

4.1 SMALL, MINORITY, WOMEN, AND OTHER DISADVANTAGED BUSINESSES

It is the policy of the Commonwealth and the MBTA to ensure non-discrimination in the procurement of goods and services. It is the MBTA’s intention to create a level playing field on which all contractors and subcontractors can compete fairly for contracts. The MBTA promotes equity of opportunity in state contracting; and to that end; encourages full participation of certified small, minority, women, and other disadvantaged owned businesses as those terms are defined by the Commonwealth’s Supplier Diversity office. The MBTA further recognizes the importance of meaningful partnerships involving subcontracting with certified small minority, women and other disadvantaged owned businesses.

4.2 MBTA RESERVED

In connection with this IFB, the MBTA reserves to itself all rights (which rights shall be exercisable by the MBTA in its sole discretion) available to it under applicable laws, including without limitation, with or without cause and with or without notice, the right to:

a) Modify the IFB process in its sole discretion to address applicable law and/or the best interests of the MBTA.

b) Cancel this IFB in whole or in part at any time prior to the execution by the MBTA of a Contract, without incurring any cost, obligations, or liabilities.

c) Issue a new Invitation for Bids after withdrawal of this IFB.

d) Not select any Bidder or cancel this procurement.

e) Reject any and all submittals and Responses received at any time.

f) Modify all dates set or projected in this IFB.

g) Terminate evaluations of Responses received at any time.

h) Exclude any potential Bidder from submitting any response to the IFB based on failure to comply with any requirements of those documents.

i) Suspend and terminate Contract negotiations at any time, elect not to commence Contract negotiations with any responding Bidder, and engage in negotiations with the next lowest Bid from a responsible Bidder if negotiations are unsuccessful with the apparent successful Bidder.

j) Issue addenda, supplements, and modifications to this IFB.

k) Require confirmation or clarification of information furnished by a Bidder, require revised or additional information from a Bidder concerning its Response, and require additional information to clarify a Response.

l) Conduct presentations with Bidders, identify a short-list of Bidders, and conduct on-site visits at Bidder facilities.

m) Declare a competitive range, conduct discussions, and request Response revisions and best and final offers.

n) Seek or obtain data from any source that has the potential to improve the understanding and evaluation of the responses to this IFB.

o) Add or delete Bidder responsibilities from the information contained in this IFB.

p) Waive deficiencies in a Response, accept and review a non-conforming Response, or permit clarifications, revisions, or supplements to a Response.

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Optical testing measuring for rail wear systemwide

q) Negotiate with a Bidder without being bound by any provision in its Response, or choose to award and/or execute the Contract without negotiations.

r) Disqualify any Bidder that changes its submittal without MBTA approval.

s) Disqualify any Bidder under this IFB for violating any rules or requirements of the procurement set forth in this IFB or in any other communication from MBTA.

t) Conduct all or any portion of the Scope of Work itself.

u) Exercise any other right reserved or afforded to the MBTA under this IFB or available pursuant to applicable law.

This IFB does not commit the MBTA to enter into a Contract or proceed with the procurement described herein. The MBTA assumes no obligations, responsibilities, and liabilities, fiscal or otherwise, to reimburse all or part of the costs incurred or alleged to have been incurred by parties considering a response to and/or responding to this IFB. All of such costs shall be borne solely by each Bidder.

In no event shall the MBTA be bound by, or liable for, any obligations with respect to the work to be performed under the Contract until such time (if at all) as the Contract, in form and substance satisfactory to the MBTA, has been executed and authorized by the MBTA and, then, only to the extent set forth therein.

In submitting a response to the IFB, each Bidder is specifically acknowledging these disclaimers.

5. Contract Structure

5.1 CONSTRUCTION OF CONTRACT

The contract between the MBTA and the successful Bidder will include the following sections and documents that constitute IFB 134-25, in order of precedence.

1. Any change orders or amendments, the most recent having precedence.

2. Section 7: Massachusetts Bay Transportation Authority Standard Contract and Terms &

Conditions (including Supplemental Provisions and Insurance Requirements)

3. MBTA Specification or Scope of Work

4. Form B: Requested Goods & Services Pricing Form, or if accepted, Form C: Alternate Goods

& Services Pricing Form

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Optical testing measuring for rail wear systemwide

Enclosure 1 – Bid Cover Letter

Massachusetts Bay Transportation Authority Attention: Procurement and Logistics Department 10 Park Plaza, Suite 2810 Boston, MA 02116

Instructions: Bidders shall complete the Bid Cover Letter below with their company name, total bid amount, and completed check boxes to indicate the bid documents that constitute their bid. The Bid Cover Letter should be placed on the top of all bid documents when submitted to the MBTA.

IFB #: 134-25

Optical testing measuring for rail wear systemwide

Bidder (Company Name):

Total Bid Amount:

The undersigned Bidder having carefully examined and understood the documents included in the Invitation For Bids (“IFB”), hereby offers to MBTA the “Bid” as contained in the following responses enclosed with this letter:

Forms Check to Indicate

Submitted Bid Documents

Form A: Pre-Award Bidder Evaluation Form ☐

Form B: Requested Goods & Services Pricing Form ☐

Form C: Alternate Goods & Services Pricing Form (if applicable) ☐ Signed Section 7.1 Massachusetts Bay Transportation Authority Standard Terms and Conditions

Note: Section 7 Massachusetts Bay Transportation Authority Standard Contract is NOT to be submitted; i t is not completed unti l award

Proof of Insurance ☐

We confirm that our Bid is in exact accordance with the solicitation with no exceptions to, or comments upon, the solicitation documents. We confirm that the submission of our Bid with the signature below makes all certifications as outlined in the solicitation documents. This Bid shall constitute a binding offer open for acceptance by the MBTA.

We confirm that this Bid has been prepared and is compliant with the solicitation instructions and agree to conduct ourselves in accordance with the solicitation. We confirm receipt of all addenda related to this solicitation. We confirm the 120 days Acceptance Period of this Proposal.

The undersigned are authorized to sign on behalf of and to bind __________________________ (include Bidder’s company name) to the provisions of this Bid.

IFB: 134-25 - 10 - Non - Federal – Goods & Services - Rev. 8/24/2023

Bidder (company name):

Authorized Representative Name:

(BLOCK LETTERS)

Authorized Representative’s Signature:

Tit le:

Date:

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Optical testing measuring for rail wear systemwide

Form A: Pre-Award Bidder Evaluation Data Form

Pre-Award Bidder Evaluation Data

Name of Firm:

Federal Identification Number:

Legal Address:

Contact Name:

Telephone Number:

Email:

Please select one:

☐ Individual ☐ Partnership ☐ Corporation ☐ Joint Venture

Date Organized: State Incorporated:

Names of Officers or Partners:

Please provide details of any litigation, suits, or court action taken or pending against Bidder below:

Please provide the following information that demonstrates that the Bidder together with its selected Affiliates and or Subcontractors has the required capabilities to successfully execute the Work. Please submit as attachments the following requested documents:

Check Attachment

Submit documentation that provides evidence of financial stability. Bidders may submit audited financial statements if available, or other documents that demonstrate financial viability. If available, most recent prior 3 financial years are preferred.

Attach, if applicable, a list of similar current contracts that demonstrates your technical proficiency, each with contract value amount, name of contracting party, type of work completed, and percentage of work complete to date.

Attach, if applicable, a list of all principal subcontractors and the percentage and nature and value of work each will perform on this project. Principal items of work shall include, but not be limited to, those listed in the solicitation.

Remove this question if not applicable to this procurement.

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Please provide answers to the following questions: Check Answer

Do you have any outstanding indebtedness or unsecured loans or debts or trading losses not reported within the financial reports?

Yes ☐ No ☐

Do you have any contracts over the last two years that were assessed liquidated damages or termination for non-performance?

Yes ☐ No ☐

If the Bidder or subcontractor is a joint venture, submit this Pre-Award Bidder Evaluation Data form for each member of the joint venture.

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Optical testing measuring for rail wear systemwide

Form B: Requested Goods & Services Pricing Form

Bidders are required to quote firm fixed price(s) / rate(s) or lump sums. The quoted prices shall be inclusive of ancillary charges including but not limited to prevailing wages, tooling, equipment, transportation costs, customs, duty charges, and other associated charges. Bidders shall quote only on goods and services in strict accordance with the specifications / requirements.

Bidder’s Name:

Item Number Item Description Unit of

Measure Quantity Unit Price Item Total

OPTICAL RAIL MEASUREMENT

SERVICES FOR THE GREEN LINE

REVENUE TRACK, RAPID TRANSIT

LINES (RED, ORANGE, BLUE AND

MATTAPAN LINES) FOR A THREE (3)

YEAR PERIOD WITH TWO (2)

ADDITIONAL OPTION YEARS IN

STRICT ACCORDANCE OF MBTA

SPECIFICATION FOR OPTICAL RAIL

MEASUREMENT.

OPTICAL RAIL MEASUREMENT – PER

EACH GREEN LINE REVENUE TRACK

FY 2026

Track Mile 53 $______ $______

OPTICAL RAIL MEASUREMENT OF

ALL RAPID TRANSIT LINES (RED,

ORANGE, BLUE AND MATTAPAN

LINES) FY 2026

Track Mile 81 $______ $______

3 OPTICAL RAIL TESTING ON A PER

DAY BASIS. FY 2026 EA 5 $______ $______

4 OPTICAL RAIL TESTING NIGHT

SHIFTS. FY 2026 EA 16 $______ $______

OPTICAL RAIL MEASUREMENT – PER

EACH GREEN LINE REVENUE TRACK

FY 2027

Track Mile 53 $______ $______

OPTICAL RAIL MEASUREMENT OF

ALL RAPID TRANSIT LINES (RED,

ORANGE, BLUE AND MATTAPAN

LINES) FY 2027

Track Mile 81 $______ $______

7 OPTICAL RAIL TESTING ON A PER

DAY BASIS. FY 2027 EA 5 $______ $______

8 OPTICAL RAIL TESTING NIGHT

SHIFTS. FY 2027 EA 16 $______ $______

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OPTICAL RAIL MEASUREMENT – PER

EACH GREEN LINE REVENUE TRACK

FY 2028

Track Mile 53 $______ $______

OPTICAL RAIL MEASUREMENT OF

ALL RAPID TRANSIT LINES (RED,

ORANGE, BLUE AND MATTAPAN

LINES) FY 2028

Track Mile 81 $______ $______

11 OPTICAL RAIL TESTING ON A PER

DAY BASIS. FY 2028 EA 5 $______ $______

12 OPTICAL RAIL TESTING NIGHT

SHIFTS. FY 2028 EA 16 $______ $______

(OPTION YEAR 1)

OPTICAL RAIL MEASUREMENT – PER

EACH GREEN LINE REVENUE TRACK

FY 2029

Track Mile 53 $______ $______

(OPTION YEAR 1)

OPTICAL RAIL MEASUREMENT OF

ALL RAPID TRANSIT LINES (RED,

ORANGE, BLUE AND MATTAPAN

LINES) FY 2029

Track Mile 81 $______ $______

(OPTION YEAR 1)

OPTICAL RAIL TESTING ON A PER

DAY BASIS. FY 2029

EA 5 $______ $______

(OPTION YEAR 1)

OPTICAL RAIL TESTING NIGHT

SHIFTS. FY 2029

EA 16 $______ $______

(OPTION YEAR 2)

OPTICAL RAIL MEASUREMENT – PER

EACH GREEN LINE REVENUE TRACK

FY 2030

Track Mile 53 $______ $______

(OPTION YEAR 2)

OPTICAL RAIL MEASUREMENT OF

ALL RAPID TRANSIT LINES (RED,

ORANGE, BLUE AND MATTAPAN

LINES) FY 2030

Track Mile 81 $______ $______

(OPTION YEAR 2)

OPTICAL RAIL TESTING ON A PER

DAY BASIS. FY 2030

EA 5 $______ $______

(OPTION YEAR 2)

OPTICAL RAIL TESTING NIGHT

SHIFTS. FY 2030

EA 16 $______ $______

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Basis of Award : lines 1 - 12 $______

Option Years 1 and 2: Lines 13 - 20 $______

Total Bid Amount (all total line items) $______

Additional specifications / requirements beyond those listed in this table are attached to this IFB. The attached specifications are part of the original posting on COMMBUYS .

YES NO

Point of Destination for goods:

SYSTEM WIDE

Delivery Time from order receipt to delivery date:

Enter text here

Please note: Bid prices must be inclusive, but not restricted to, all freight, packaging, handling, taxes, and duties for a delivery at the point of destination above (see Section 2.10 Delivery Terms). The MBTA will not pay separate customs duties for shipments, and will refuse to accept any material requiring such payment.

Prompt Payment Discounts:

All contractors doing business with the MBTA shall provide a Prompt Payment Discount (PPD) for receiving early payments. Bidder shall provide a Prompt Payment Discount percentage (%) off the invoice payment, for each of the payment issue dates listed. If no discount is offered enter 0%.

Note: MBTA standard prompt pay discount is 1% 20, Net 45 Days.

10 days % 15 days % 20 days % 30 days %

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Form C: Alternate Goods & Services Pricing Form

Bidders who desire to propose alternate goods / services shall only complete this form if Section 2.8 allows for alternate bids. Bidders quoting on functionally equivalent goods and services shall fill out this pricing form with all relevant information for the alternate goods and services. Bids for functionally equivalent goods and services will be considered if accompanied by complete descriptive literature (see Section 2.8). Bidders are required to quote firm fixed price(s) / rate(s).

The quoted prices shall be inclusive of ancillary charges including but not limited to prevailing wages, tooling, equipment, transportation costs, customs, duty charges, and other associated charges. Bidders shall quote only on goods and services in strict accordance with the specifications / requirements.

Bidder’s Name:

Item Number Item Description Unit of

Measure Quantity Unit Price Item Total

Total Bid Amount / Basis of Award (add all item totals): $______

The Bidder has attached complete descriptive literature beyond the information in this table on the functionally equivalent goods quoted above.

YES NO

Point of Destination for goods:

SYSTEM WIDE

Delivery Time from order receipt to delivery date:

Click or tap here to enter text.

Please note: Bid prices must be inclusive, but not restricted to, all freight, packaging, handling, taxes, and duties for a delivery at the point of destination above (see Section 2.10 Delivery Terms). The MBTA will not pay separate customs duties for shipments, and will refuse to accept any material requiring such payment.

Prompt Payment Discounts:

All contractors doing business with the MBTA shall provide a Prompt Payment Discount (PPD) for receiving early payments. Bidder shall provide a Prompt Payment Discount percentage (%) off the invoice payment, for each of the payment issue dates listed. If no discount is offered enter 0%.

Note: MBTA standard prompt pay discount is 1% 20, Net 45 Days.

10 days % 15 days % 20 days % 30 days %

IFB: 134-25 - 17 - Non - Federal – Goods & Services - Rev. 8/24/2023

Optical testing measuring for rail wear systemwide

6. MBTA Standard Contract and Terms and Conditions Instructions for Vendors

6.1 MBTA STANDARD CONTRACT INSTRUCTIONS (SECTION 7)

Section 7 is not to be signed and submitted by bidders as part of their bid. Only the awarded contractor shall complete Section 7 after the MBTA has determined the lowest priced responsive Bid and responsible Bidder (see Section 3.1 Basis of Award).

In order to award and execute the contract, the MBTA buyer will complete the necessary information on Section 7 and send it to the successful contractor to fill out the following sections and to sign it.

6.2 MBTA STANDARD TERMS & CONDITIONS INSTRUCTIONS (SECTION 7.1)

Each bidder must review and sign Section 7.1 Massachusetts Bay Transportation Authority Standard Terms and Conditions and submit the signed Section 7.1 with their bid for the bid to be responsive and complete.

The MBTA does not encourage attempts to negotiate the Massachusetts Bay Transportation Authority Standard Contract Terms & Conditions (Section 7.1). Many of these provisions are required by law; others are longstanding MBTA policy / practice. Accordingly, Bidders / proposers should only redline or object to provisions that they find absolutely unacceptable. Any rejection or modification of these provisions may disqualify a Bid / proposal as being non-responsive or non-compliant.

IFB: 134-25 - 18 - Non - Federal – Goods & Services - Rev. 8/24/2023

Optical testing measuring for rail wear systemwide

7. Massachusetts Bay Transportation Authority Standard Contract

CONTRACTOR LEGAL NAME:

(and d/b/a):

Massachusetts Bay Transportation Authority (MBTA)

Legal Address: (W-9, W-4,T&C): 10 Park Plaza Boston, MA 02116 Contract Administrator/Manager: Billing Address (if different): invoices@mbta.com E-Mail: Contract Administrator/Manager: Joseph Ferrara Harrison Phone: Fax: Email: hjosephferrara@mbta.com Phone: 857-283-5196 RFR/RFP/IFB/Procurement or Other ID Number: IFB 134-25

NEW CONTRACT

PROCUREMENT OR EXCEPTION TYPE: (Check one option only) ☐ Statewide Contract (OSD or an OSD-designated Department) ☐ Collective Purchase (Attach OSD approval, scope, budget) ☒ MBTA Procurement Attach RFR/RFP/IFB and Response or other procurement supporting documentation) ☐ Emergency Contract (Attach justification for emergency, scope, budget) ☐ Contract Employee (Attach Employment Status Form, scope, budget) ☐ Legislative/Legal or Other: (Attach authorizing language/justification, scope and budget)

CONTRACT AMENDMENT

Enter Current Contract End Date Prior to Amendment: _______, 20 .

Enter Amendment Amount: $ . (or “no change”) AMENDMENT TYPE: (Check one option only. Attach details of Amendment changes.)

☐ Amendment to Scope or Budget (Attach updated scope and budget) ☐ Interim Contract (Attach justification for Interim Contract and updated scope/budget)

☐ Contract Employee (Attach any updates to scope or budget) ☐ Legislative/Legal or Other: (Attach authorizing language/justification and updated scope and budget) The MBTA Terms and Conditions (T&C) under Section 7.1 has been executed, and is incorporated by reference into this Contract.

COMPENSATION: (Check ONE option): The MBTA certifies that payments for authorized performance accepted in accordance with the terms of this Contract ☐ Rate Contract (No Maximum Obligation. Attach details of all rates, units, calculations, conditions or terms and any changes if rates or terms are being amended.)

☒ Maximum Obligation Contract Enter Total Maximum Obligation for total duration of this Contract (or new Total if Contract is being amended). $

PROMPT PAYMENT DISCOUNTS (PPD): MBTA payments are issued through EFT 45 days from invoice receipt. Contractors requesting accelerated payments must identify a PPD as follows: Payment issued within 10 days __% PPD; Payment issued within 15 days __% PPD; Payment issued within 20 days __% PPD;

Payment issued within 30 days __% PPD. If PPD percentages are left blank, identify reason: agree to standard 45 day cycle only initial payment (subsequent payments scheduled to support standard EFT 45 day payment cycle. See Prompt Pay Discounts Policy.)

BRIEF DESCRIPTION OF CONTRACT PERFORMANCE or REASON FOR AMENDMENT: (Enter the Contract title, purpose, fiscal year(s) and a description of the scope of performance or what is being amended for a Contract Amendment. Optical Rail Measurement services for a three (3) year period, with (2) one-year options System Wide ANTICIPATED START DATE: (Complete ONE option only) MBTA and Contractor certify for this Contract, or Contract Amendment, that Contract obligations:

☒ 1. May be incurred as of the Effective Date (latest signature date below) and no obligations have been incurred prior to the Effective Date.

☐ 2. May be incurred as of , 20__, a date LATER than the Effective Date below and no obligations have been incurred prior to the Effective Date.

☐ 3. were incurred as of , 20__, a date PRIOR to the Effective Date below, and the parties agree that payments for any obligations incurred prior to the

Effective Date are authorized to be made either as settlement payments or as authorized reimbursement payments, and that the details and circumstances of all obligations under this Contract are attached and incorporated into this Contract. Acceptance of payments forever releases the MBTA from further claims related to these obligations

CONTRACT END DATE: Contract performance shall terminate as of , with no new obligations being incurred after this date unless the Contract is properly amended, provided that the terms of this Contract and performance expectations and obligations shall survive its termination for the purpose of resolving any claim or dispute, for completing any negotiated terms and warranties, to allow any close out or transition performance, reporting, invoicing or final payments, or during any lapse between amendments.

CERTIFICATIONS: Notwithstanding verbal or other representations by the parties, the “Effective Date” of this Contract or Amendment shall be the latest date that this Contract or Amendment has been executed by an authorized signatory of the Contractor, the MBTA, or a later Contract or Amendment Start Date specified above, subject to any required approvals. The Contractor makes all certifications required under the attached Contractor Certifications (incorporated by reference if not attached hereto) under the pains and penalties of perjury, agrees to provide any required documentation upon request to support compliance, and agrees that all terms governing performance of this Contract and doing business in Massachusetts are attached or incorporated by reference herein according to the following hierarchy of document precedence, the applicable MBTA Terms and Conditions, this Standard Contract Form including the Instructions and Contractor Certifications, the Request for Response (RFR), Request for Proposal (RFP), Invitation for Bid (IFB) or other solicitation, the Contractor’s Response, and additional negotiated terms, provided that additional negotiated terms will take precedence over the relevant terms in the RFR/RFP/IFB and the Contractor’s Response only if made using the process outlined in 801 CMR 21.07, incorporated herein, provided that any amended RFR/RFP/IFB or Response terms result in best value, lower costs, or a more cost effective Contract.

AUTHORIZING SIGNATURE FOR THE CONTRACTOR:

X: ______________________________. Date: ___________.

(Signature and Date Must Be Handwritten At Time of Signature or utilize an MBTA approved electronic signature) Print Name: ________________________________.

Print Title: _________________________________.

AUTHORIZING SIGNATURE FOR THE MBTA:

X: _____________________________. Date________________.

(Signature and Date Must Be Handwritten At Time of Signature or utilize an MBTA approved electronic signature)

Print Name: _________________________________.

Print Title: _________________________________.

mailto:invoices@mbta.com mailto:hjosephferrara@mbta.com http://www.mass.gov/osc/docs/forms/payroll-lcm/employment-status-form.doc https://massfinance.state.ma.us/VendorWeb/vendor.asp http://www.mass.gov/osc/docs/policies-procedures/accounts-payable/po-ap-prompt-payment-discounts.doc https://cdn.mbta.com/sites/default/files/business-center/2018-04-27-mbta-standard-contract-instructions-certifications-executive-orders.pdf https://cdn.mbta.com/sites/default/files/business-center/2018-04-27-mbta-standard-contract-instructions-certifications-executive-orders.pdf https://cdn.mbta.com/sites/default/files/business-center/2018-04-27-mbta-standard-contract-instructions-certifications-executive-orders.pdf http://www.mass.gov/anf/docs/osd/policy/801cmr21.doc

IFB: 134-25 - 19 - Non - Federal – Goods & Services - Rev. 8/24/2023

Optical testing measuring for rail wear systemwide

7.1 STANDARD TERMS AND CONDITIONS

Upon execution by the Contractor, these Terms and Conditions will be incorporated by reference into any Contract executed by the Contractor and the Massachusetts Bay Transportation Authority (MBTA), in the absence of a superseding law or regulation requiring a different Contract form. Performance shall include services rendered, obligations due, costs incurred, commodities and deliverables provided and accepted by the MBTA, programs provided or other commitments authorized under a Contract. A deliverable shall include any tangible product to be delivered as an element of performance under a Contract. The MBTA is entitled to ownership and possession of all deliverables purchased or developed with MBTA funds.

7.1.1 Contract Effective Start Date

Notwithstanding verbal or other representations by the parties, or an earlier start date indicated in a Contract, the effective start date of performance under a Contract shall be the date a Contract has been executed by an authorized signatory of the Contractor, the MBTA, a later date specified in the Contract or the date of any approvals required by law or regulation, whichever is later.

7.1.2 Payments and Compensation

The Contractor shall only be compensated for performance delivered and accepted by the MBTA in accordance with the specific Terms and Conditions of a Contract. Overpayments shall be reimbursed by the Contractor or may be offset by the MBTA from future payments in accordance with state finance law.

Acceptance by the Contractor of any payment or partial payment, without any written objection by the Contractor, shall in each instance operate as a release and discharge of the MBTA from all claims, liabilities or other obligations relating to the performance of a Contract. See Form B: Requested Goods & Services Pricing Form, and Form C: Alternate Goods & Services Pricing Form, as applicable, for agreed pricing.

7.1.3 Contractor Payment Mechanism

All Contractors will be paid using the MBTA invoicing system and Contractor will submit its invoice with all supporting documentation as prescribed in a Contract. The MBTA shall review and return rejected invoices within fifteen (15) days of receipt with a written explanation for rejection, provided that payment periods listed in a Contract of less than forty-five (45) days from the date of receipt of an invoice shall be effective only to enable the MBTA to take advantage of early payment incentives and shall not subject any payment made within the forty-five (45) day period to a penalty.

7.1.4 Contract Termination or Suspension

A Contract shall terminate on the date specified in a Contract, unless this date is properly amended in accordance with all applicable laws and regulations prior to this date, or unless terminated or suspended under this Section upon prior written notice to the Contractor. The MBTA may terminate a Contract without cause and without penalty, or may terminate or suspend a Contract if the Contractor breaches any material term or condition or fails to perform or fulfill any material obligation required by a Contract, or in the event of an elimination of an appropriation or availability of sufficient funds for the purposes of a Contract, or in the event of an unforeseen public emergency mandating immediate MBTA action. Upon immediate notification to the other party, neither the MBTA nor the Contractor shall be deemed to be in breach for failure or delay in performance due to Acts of God or other causes factually beyond their control and without their fault or negligence. Subcontractor failure to perform or price increases due to market fluctuations or product availability will not be deemed factually beyond the Contractor’s control.

7.1.5 Written Notice

Any notice shall be deemed delivered and received when submitted in writing in person or when delivered by any other appropriate method evidencing actual receipt by the MBTA or the Contractor. Any written notice of termination or suspension delivered to the Contractor shall state the effective date and period of the notice, the reasons for the termination or suspension, if applicable, any alleged breach or failure to

IFB: 134-25 - 20 - Non - Federal – Goods & Services - Rev. 8/24/2023

Optical testing measuring for rail wear systemwide perform, a reasonable period to cure any alleged breach or failure to perform, if applicable, and any instructions or restrictions concerning allowable activities, costs or expenditures by the Contractor during the notice period.

7.1.6 Record-keeping and Retention, Inspection of Records

The Contractor shall maintain records, books, files and other data as specified in a Contract and in such detail as shall properly substantiate claims for payment under a Contract, for a minimum retention period of seven (7) years beginning on the first day after the final payment under a Contract, or such longer period as is necessary for the resolution of any litigation, claim, negotiation, audit or other inquiry involving a Contract. The MBTA shall have access, as well as any parties identified under Executive Order 195, during the Contractor’s regular business hours and upon reasonable prior notice, to such records, including on-site reviews and reproduction of such records at a reasonable expense.

7.1.7 Assignment

The Contractor may not assign or delegate, in whole or in part, or otherwise transfer any liability, responsibility, obligation, duty or interest under a Contract without the written approval of the MBTA, with the exception that the Contractor shall be authorized to assign present and prospective claims for money due to the Contractor pursuant to a Contract in accordance with M.G.L. C. 106, §9-318. The Contractor must provide sufficient notice of assignment and supporting documentation to enable the MBTA to verify and implement the assignment. Payments to third party assignees will be processed as if such payments were being made directly to the Contractor and these payments will be subject to intercept, offset, counter-claims or any other MBTA rights which are available to the MBTA against the Contractor. The sale of fifty percent (50%) or more of the equity ownership of a Contractor shall be considered an assignment requiring the prior written approval of the MBTA. Impermissible assignments shall be null and void.

7.1.8 Subcontracting By Contractor

Any subcontract entered into by the Contractor for the purposes of fulfilling the obligations under a Contract must be in writing, authorized in advance by the MBTA and shall be consistent with and subject to the provisions of these MBTA Terms and Conditions and a Contract. Subcontracts will not relieve or discharge the Contractor from any duty, obligation, responsibility or liability arising under a Contract. The MBTA is entitled to copies of all subcontracts and shall not be bound by any provisions contained in a subcontract to which it is not a party. Subcontracts shall note that the MBTA is not a party to the subcontract. Failure to promptly pay a Sub-Contractor for work performed where the Contractor has been paid by the MBTA shall constitute a material breach of the Contract between MBTA and Contractor.

7.1.9 Affirmative Action, Non-Discrimination in Hiring and Employment

The Contractor shall comply with all federal and state laws, rules and regulations promoting fair employment practices or prohibiting employment discrimination and unfair labor practices and shall not discriminate in the hiring of any applicant for employment nor shall any qualified employee be demoted, discharged or otherwise subject to discrimination in the tenure, position, promotional opportunities, wages, benefits or terms and conditions of their employment because of race, color, national origin, ancestry, age, sex, religion, disability, handicap, sexual orientation or for exercising any rights afforded by law. The Contractor commits to purchasing supplies and services from certified minority or women-owned businesses, small businesses or businesses owned by socially or economically disadvantaged persons or persons with disabilities.

7.1.10 Indemnification

The Contractor shall release, defend (at the MBA’s option), indemnify and hold harmless the MBTA, its agents, officers and employees (collectively the “indemnified parties”) against any and all claims, demands, liabilities, judgments, penalties, costs, expenses (including attorneys’ fees and experts’ fees), and damages (“Claims”) based on or arising out of any actual or alleged loss or injury (including death) to persons or

IFB: 134-25 - 21 - Non - Federal – Goods & Services - Rev. 8/24/2023

Optical testing measuring for rail wear systemwide damage to real or tangible property, or patent or copyright infringement, that are caused or alleged to be caused, in whole or in part, by, or arising out of the acts or omissions of the Contractor, its agents, servants, employees or subcontractors. The MBTA agrees to notify the Contractor in writing within a reasonable period of time of the assertion of any Claim for which the Contractor has agreed to indemnify the MBTA pursuant to this section. The MBTA shall not be liable for any costs incurred by the Contractor arising under this section. If the MBTA incurs any cost or fees for attorneys or experts, or any other costs or expense, to enforce its right to indemnification or defense under this section, the Contractor shall fully reimburse the MBTA for such costs, fees and expense.

7.1.11 Waivers

Forbearance or indulgence in any form or manner by a party shall not be construed as a waiver, nor shall it in any way limit the legal or equitable remedies available to that party. No waiver by either party of any default or breach shall constitute a waiver of any subsequent default or breach.

7.1.12 Risk of Loss

The Contractor shall bear the risk of loss for any Contractor materials used for a Contract and for all deliverables, MBTA personal or other data which is in the possession of the Contractor or used by the Contractor in the performance of a Contract until possession, ownership and full legal title to the deliverables are transferred to and accepted by the MBTA.

7.1.13 Forum, Choice of Law and Mediation

Any actions arising out of a Contract shall be…