RFQ-001-FY27-HQ Generator-Final.pdf

VIRGINIA RAILWAY EXPRESS

REQUEST FOR QUOTES (RFQ) No. 001-FY27

NEW DIESEL-ENGINE-DRIVEN GENERATOR SET

FOR ALEXANDRIA HQ

RFQ Issued: August 31, 2026

Questions Due: September 9, 2026, at 10:00 A.M. Eastern Time

Quotes Due: September 16, 2026, at 1:00 P.M. Eastern Time

Contact: Monica McKenzie, Contract Administrator - Construction

Virginia Railway Express, 1500 King Street, Suite 202, Alexandria, VA 22314 Main Office: (703) 684-1001 Email: procurement@vre.org mailto:procurement@vre.org

Request for Quotes (RFQ) No. 001-FY27 New Diesel-Engine-Driven Generator Set for Alexandria HQ

1. PURPOSE/BACKGROUND

A. INTRODUCTION

The Virginia Railway Express (VRE) is soliciting Quotes to establish a firm-fixed price Purchase Order with one (1) qualified and experienced Contractor to furnish and deliver a 60kW Mobile Generator Set to VRE’s Alexandria Headquarters located at 1500 King Street, Alexandria, VA 22314.

B. VRE BACKGROUND

1. 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 RFQ refers to NVTC and PRTC.

2. As a joint project of NVTC and PRTC, VRE will provide safe, cost effective, accessible, reliable, convenient, and comfortable commuter-oriented rail passenger service. VRE will contribute to the economic development of its member jurisdictions as an integral part of a balanced, intermodal regional transportation system.

3. The installation of a new generator at VRE’s Alexandria Headquarters will ensure reliable backup power in the event of a power failure. Reliable power is critical to VRE’s operations and passenger safety, as real-time operational data supported by redundant-powered servers is essential to maintaining safe and reliable service.

2. INSTRUCTIONS FOR QUOTERS

A. SUBMISSION OF WRITTEN QUESTIONS

1. Deadline: All questions and requests for clarification regarding the meaning or interpretation of this RFQ 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 on Page 1 of this RFQ. Questions and clarifications requested after such time will not be answered unless VRE elects, in its sole discretion, to do so.

2. Format for Questions: Questions must be submitted in writing and include the related section number and title.

3. Questions must be submitted to VRE’s contact in writing via electronic mail as listed on Page 1 of this RFQ. No questions or requests for additional information, clarification, or any other communication should be direct to any other individual.

4. 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 to the RFQ.

5. Questions and responses will be posted on VRE’s website at www.vre.org.

6. Any interpretation of the questions made by VRE will be responded to and distributed in the form of an addendum to the RFQ and will be available to all interested Quoters through VRE’s website and posted to eVA, the Commonwealth of Virginia’s e-Procurement Marketplace, at www.eva.virginia.gov.

B. SUBMISSION OF QUOTE

1. Quotes must be submitted no later than the date and time specified on Page 1 of this RFQ.

2. The Quote shall be submitted on ATTACHMENT 1 - QUOTE FORM provided by VRE.

3. Incomplete Quotes or Quotes received after the Quote closing date and time will not be considered by VRE.

4. Quoters must submit Quotes electronically through the Commonwealth of Virginia’s e- Procurement Marketplace (eVA). To submit Quotes electronically, Quoters must be registered in eVA- www.eva.virginia.gov.

5. Quotes submitted in hard copy format or via email or facsimile will not be accepted.

6. Quotes shall be submitted through eVA by:

a. Clicking on Business Opportunities, Virginia Business Opportunities (VBO).

b. Typing “Virginia Railway Express” into the Search Box.

c. Finding VRE RFQ No. 001-FY27.

http://www.vre.org/ http://www.eva.virginia.gov/ http://www.eva.virginia.gov/

New Diesel-Engine-Driven Generator Set for Alexandria HQ

d. Clicking “View Opportunity” to select the solicitation.

e. Clicking “Respond Online” in the upper right corner of the screen.

f. Following the instructions provided online to submit a response.

7. Quoters must submit one (1) complete continuous electronic copy of the Quote package in PDF, including all attachments.

8. Quoters requiring assistance submitting an electronic response, must contact eVA Customer Care via email at eVACustomerCare@dgs.virginia.gov or at 866-289-7367.

9. Sealed electronic Quotes shall be received online through eVA no later than the date and time specified on the title page of this RFQ. The time an electronic Quote is received shall be determined by the time stamp on the submission receipt by the time clock on the eVA Sourcing and Contracting website. Quotes received after the closing date and time will not be considered.

10. VRE is not responsible for any technical difficulties which may result in Quoters’ responses not uploading in time, or responses that are not properly uploaded. Late Quotes will not be accepted.

C. AWARD

A firm-fixed unit price Purchase Order will be awarded by VRE to the lowest responsive and responsible Quoter.

D. VRE POINT OF CONTACT (POC)

VRE’s Facilities Administrator will be the point of contact following award of a Purchase Order.

mailto:eVACustomerCare@dgs.virginia.gov

3. GENERAL CONDITIONS FOR QUOTERS

A. BRAND NAME OR EQUAL

1. Unless otherwise provided in the solicitation, or unless the name is followed by words indicating that no substitution is permitted, the reference to a certain brand name, make, model number, or manufacturer does not restrict the offer to the specific brand, make, model number or manufacturer identified. The specific references to a brand are not intended to be restrictive of other products, but rather to be descriptive, and convey the salient characteristics of function, performance, design requirements and quality of the item described. Any item which VRE, at its sole discretion, determines to be the equal to that which is specified, considering quality, workmanship, economy of operation, and suitability for the process intended, will be accepted.

2. Whenever in the Scope of Work or specifications one or more items, trade names, or part numbers of specific manufacturers are mentioned, it is for the intent of establishing a basis of quality and durability, and though the term “or approved equal” may not be inserted, it is implied.

3. A Quoter quoting "equal" products will be considered for award if such products are clearly identified and are determined by VRE to be equal in performance and all material respects to the brand name products referenced.

4. If submitting a Quote for proposed “equal products,” the Quoter must provide the manufacturer, brand or trade name, and part/catalog number of the item offered.

B. DESCRIPTIVE LITERATURE

1. The Quoter shall clearly and specifically identify the product being offered in ATTACHMENT 1 –

QUOTE FORM even if quoting the exact brand name, make or manufacturer specified.

2. The Quoter shall provide sufficient descriptive literature, technical details, etc. only if the product being offered is other than what is specified herein, to enable VRE to determine if the product offered meets the requirements of the solicitation. At a minimum, any offered product not specified in the RFQ should be represented by the manufacturer’s specifications.

3. Descriptive literature is not required if offering the exact brand, make or manufacturer specified.

Only the descriptive literature furnished with the Quote shall be considered in the evaluation.

4. By submission of a Quote, the Quoter certifies that the items offered meet or exceed the specifications described herein.

4. SCOPE OF WORK

A. GENERAL REQUIREMENTS

1. The Contractor shall furnish and deliver one (1) New Diesel-Engine-Driven Generator Set to

VRE’s Headquarters located at 1500 King Street, Suite 202, Alexandria, Virginia 22314.

2. The new Generator Set shall be one (1) of the following:

a. Bobcat, Part No. PG70 or approved equal; or

b. Generac, Part No. MDG75DF4 or approved equal; or

c. Cummins, Part No. C60D6C (with mobile capable platform option to include trailer package) or approved equal; or

d. Atlas Copco, Part No. QAS-70 or approved equal; or

e. Multiquip, Part No. DCA85US or approved equal.

3. The Generator Set must meet the requirements as specified in ATTACHMENT 5 – VRE

SPECIFICATION FOR DIESEL-ENGINE-DRIVEN GENERATOR SET.

4. The Contractor shall be responsible for providing all labor, supervision, equipment, material, and transportation necessary to furnish and deliver the new generator to VRE’s Headquarters.

5. The Contractor shall perform a startup test of the generator to ensure full functionality.

6. The Contractor shall remove and recycle all abandoned equipment, in accordance with all applicable local, state and federal laws, regulations and guidelines and provide VRE with a certificate of disposal.

7. The Contractor shall perform quarterly preventative maintenance for the first (2) two years after delivery of the new generator. The Contractor shall also perform all scheduled maintenance recommended by the generator manufacturer (including all parts and labor) for any intervals/milestones that are required during the first (2) two years of operation.

8. The Contractor shall provide VRE with an operation and maintenance manual for the generator upon delivery.

9. The Contractor shall provide a minimum one-year warranty on all installed parts and labor, covering defects in materials and workmanship. Warranty service shall include repair or replacement of defective components and associated labor at no additional cost to VRE during the warranty period.

New Diesel-Engine-Driven Generator Set for Alexandria HQ

B. PRODUCT SPECIFICATIONS AND SALIENT CHARACTERISTICS

The New Diesel-Engine-Driven Generator Set shall meet the requirements for form, fit, and function as specified in ATTACHMENT 5 – VRE SPECIFICATION FOR DIESEL-ENGINE-

DRIVEN GENERATOR SET.

C. INSTALLATION

1. Upon award of the Purchase Order, VRE’s Facilities Administrator, the designated VRE Project

Manager, shall coordinate the installation schedule with the Contractor. However, all work must be completed by the Contractor within one hundred twenty (120) consecutive calendar days from receipt of the Purchase Order from VRE.

2. Installation by the Contractor at VRE’s Headquarters shall occur during normal business hours, between 9:00 A.M. and 4:00 P.M. Eastern Time, Monday through Friday (excluding Federal Observed Holidays). Weekend work is prohibited unless authorized in advance by VRE’s Facilities Administrator.

3. Any delay in the schedule shall be submitted to VRE in writing for approval.

5. SPECIAL TERMS AND CONDITIONS

A. TERM

The Purchase Order shall be valid for no more than one hundred twenty (120) consecutive calendar days.

B. GENERAL PROVISIONS

The Contractor shall comply with ATTACHMENT 2 – VRE GENERAL PROVISIONS, as applicable to the Scope of Work.

C. FEDERAL TRANSIT ADMINISTRATION THIRD PARTY CONTRACT PROVISIONS

This purchase is funded in whole or in part by grants from the Federal Transit Administration (FTA) of the United States Department of Transportation. Therefore, the Contractor shall comply with ATTACHMENT 3 - FEDERAL TRANSIT ADMINISTRATION (FTA) THIRD PARTY

CONTRACT PROVISIONS FOR MATERIALS & SUPPLIES.

D. REPRESENTATIONS AND CERTIFICATIONS

The Contractor shall complete and sign the forms in ATTACHMENT 4 – REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF BIDDERS/OFFERORS included herein.

E. QUOTE ACCEPTANCE PERIOD

The Quote and any modification thereof shall be binding upon the Quoter for ninety (90) consecutive calendar days following the Quote closing date. Any Quote in which the Quoter shortens the acceptance period shall be rejected, although the acceptance period may be extended by mutual agreement between VRE and the Quoter. At the end of the Quote acceptance period, the Quoter may withdraw its Quote by giving written notice to VRE.

F. SIGNATURES

All documents requiring a signature may be executed via handwritten (manual) stamped, electronic (portable document format), photocopied, digital or scanned signature. A signed copy of the documents transmitted by any of the means listed above shall be deemed to have the same legal effect as an original executed copy.

G. WARRANTY OF MATERIALS AND WORKMANSHIP

1. The Contractor shall warrant all labor and material provided by the Contractor pursuant to the

Scope of Work and/or technical specifications for a period of one (1) year or as otherwise stated in ATTACHMENT 5 – VRE SPECIFICATION FOR DIESEL-ENGINE-DRIVEN GENERATOR SET. The Contractor, at no expense to VRE, shall correct all defects covered by this guarantee.

2. If any portion of the work performed or material provided by the Contractor proves to be defective within the warranty period, the Contractor will be notified by VRE. Upon receipt of such notification, the Contractor shall immediately furnish VRE with instructions for the disposition of the defective part(s).

3. Within ten (10) business days from notification of the warranty claim by VRE, the Contractor shall deliver replacement parts. Prior written authorization is required from VRE for completions exceeding ten (10) business days.

New Diesel-Engine-Driven Generator Set for Alexandria HQ

4. Any material or labor applied by the Contractor to correct warranted defects shall be warranted for one (1) additional year from the date of delivery.

5. All defective parts returned to and by the Contractor for repair or replacement shall be shipped at the Contractor’s sole expense.

6. The Contractor shall supply a failure analysis for any warranty failure, unless the requirement is waived in writing by VRE.

7. Repetitive failure (i.e., three (3) failures during the warranty period) of an item that was repaired by the Contractor shall be considered a breach. VRE may, at its sole discretion, have the repairs made by another party, with no further notice to the Contractor, and the Contractor shall be fully liable to pay for all such third-party work.

H. QUALITY ASSURANCE

Any material or part which fails to meet the requirements of the Scope of Work and/or technical specifications shall be subject to rejection and shall be replaced, or brought up to specification, free of charge, by the Contractor, if directed by VRE.

I. NEW MATERIALS

Unless noted otherwise, the Contractor shall furnish all materials required to produce the work in accordance with the Scope of Work and/or technical specifications and said materials shall meet the requirements of the Scope of Work, plans, drawings and/or specifications for the kind of applications involving their use. Only quality materials, which are generally accepted in the industry, and which conform to the requirements of the Scope of Work, plans, drawings and/or specifications, shall be used in the work.

J. SUBSTITUTIONS

1. The Purchase Order is based on the materials, equipment and methods described herein that will allow for compliance with all Federal, State, and Local rules and regulations. No substitutions or cancellations shall be permitted without the written approval of VRE. VRE will consider requests for substitutions of materials, equipment and methods only when such requests are accompanied by full and complete technical data and all other information required to evaluate the proposed substitution.

2. The Contractor shall not substitute materials, equipment or methods unless VRE has specifically approved such substitutions in writing. Substitutions, if approved, shall be without any additional compensation from VRE, unless approved otherwise.

K. DELAYS

1. When delay occurs due to reasonable causes beyond the control of the Contractor, including but not limited to acts of God, acts of government or any governmental agency, war or war conditions, riot or civil conditions, sabotage, strikes, lockouts, accident, fire, flood, typhoons, hurricanes, explosion, damage to equipment, or facilities, the time for performance and completion of work may be adjusted with the written consent of the VRE Project Manager and extended as required to accommodate those delays and their effect.

New Diesel-Engine-Driven Generator Set for Alexandria HQ

2. Upon written receipt of a request and justification for an extension from the Contractor, VRE may extend the time for delivery herein specified.

3. The Contractor shall use reasonable diligence to remove or overcome any such causes as expeditiously as possible.

6. INSURANCE

A. GENERAL REQUIREMENTS

1. The Contractor shall secure, pay the premiums for and keep in force until the expiration of the

Purchase Order, and any renewal thereof, adequate insurance as identified in the “VRE Insurance Coverage Requirements” document. Items marked “X” are required to be provided.

By signing and submitting a Quote under this solicitation, the Contractor certifies if issued a Purchase Order, the Contractor will have the insurance coverage identified and described below in the VRE Insurance Coverage Requirements matrix at the time of the issuance of a Purchase Order.

2. All required insurance coverage must be acquired from insurers that are authorized to do business in the Commonwealth of Virginia, with a rating of “A-” or better and a financial size of “Class VII” or better in the latest edition of the A.M. Best Co. Guides.

3. The Contractor shall furnish VRE proof of compliance with these insurance requirements in the form of an original Certificate of Insurance signed by an authorized representative or agent of the insurance company(ies). The Certificates of Insurance must be furnished within three (3) calendar days of the request from VRE and before any work under the Purchase Order will be allowed to commence.

4. Failure to provide the Certificate(s) when required may be cause for VRE to issue a Purchase

Order to the next responsive, responsible Quoter. However, in no event shall work be performed until the required Certificate(s) of Insurance have been furnished and approved by VRE.

5. If the Contractor is furnished a written notice of cancellation from the insurance carrier, the Contractor shall provide VRE a copy of the cancellation notice within thirty (30) calendar days of receipt of the notification.

6. In no event shall the failure by VRE to receive Certificates of Insurance required hereunder, or to receive them by the date(s) required hereunder, be construed as a waiver of the Contractor’s obligation to obtain the required insurance coverages. Failure by VRE to demand any Certificate of Insurance or other evidence of full compliance with the insurance requirements set forth herein, or failure by VRE to identify a deficiency in the evidence provided, shall not be construed as a waiver of the obligation to procure or maintain the insurance required hereunder. The acceptance of shipments by VRE does not constitute approval or agreement that the insurance requirements have been met or that the insurance policies identified in the Certificates of Insurance are in compliance with such requirements.

B. VRE INSURANCE COVERAGE REQUIREMENTS

“X” denotes that coverage is required.

Applicability

Description

Coverage X 1. Workers’ Compensation and Employer’s Liability Limits as required by the Workers’ Compensation Act of

Virginia. Employers Liability - $1,000,000 Admitted in Virginia YES All States Endorsement Statutory USL&H Endorsement Statutory Voluntary Compensation Statutory

X 2. General Liability, which shall be Commercial General Liability endorsed as broad form to include the following minimum limits:

• General Aggregate

• Products & Completed Operations Aggregate

• Personal & Advertising Injury

• Each Occurrence

$2,000,000 $2,000,000 $1,000,000 $1,000,000

X Contractual Liability X Personal Injury X Independent Contractors XCU Property Damage Exclusion Deleted

X

3. Automobile Liability (Coverage sufficient to cover all vehicles owned, used, or hired by the Contractor, its agents, representatives, or employees.)

Minimum limits:

• Combined Single Limit

• Medical Expense Limit

$1,000,000 $ 5,000

4. Professional Errors and Omissions $1,000,000

5. Builder’s Risk Purchase Order Value

6. Installation Floater Purchase Order Value

7. Garage Liability

8. Garage Keeper’s Legal Liability

9. Fire Legal Liability

10. Railroad Protective Liability Insurance. VRE shall be named as insured. The language shall read as follows:

“Northern Virginia Transportation Commission and the Potomac and Rappahannock Transportation Commission, together known as the Virginia Railway Express.”

$5,000,000 per occurrence; $10,000,000 aggregate

11. Railroad Protective Liability Insurance. A second policy shall name the host railroad as insured. Furnish a copy of the policy to VRE, prior to entry on VRE property or any other railroad property upon which VRE operates.

$5,000,000 per occurrence; $10,000,000 aggregate

12. Pollution Liability. Purchase Order Value X 13. VRE shall be named as additional insured on the

General Liability Policy. This coverage is primary to all other coverage VRE may possess. The language shall read as follows: “Northern Virginia Transportation Commission and the Potomac and Rappahannock Transportation Commission, together known as Virginia Railway Express.”

X 14. Best’s Guide Rating – A:VI or better or Equivalent X 15. The Certification must state the Request for Quotes

Number and Title

X 16. Umbrella Liability $5,000,000

7. INVOICES

A. INVOICES

1. Invoices shall be submitted by the Contractor for services/goods ordered, delivered, and accepted by VRE.

2. The Contractor shall submit invoices by electronic mail to accountspayable@vre.org and cc the VRE Project Manager, Brandon Stine at bstine@vre.org.

3. At a minimum, invoices shall contain the following information:

a. Name, address and telephone number of the Contractor

b. Remit to address

c. VRE Purchase Order Number

d. Invoice number

e. Invoice date

f. Description, part/model/item number, unit price, quantity, and extended price for material/equipment/supplies delivered to and accepted by VRE

g. Total invoice amount

4. If invoices fail to meet all of the above requirements, they will not be processed for payment and will result in the invoice being returned to the Contractor for correction and resubmission. VRE may request additional substantiating documentation as necessary.

B. PAYMENT

Payment will be made upon receipt and acceptance of goods and services by VRE.

mailto:accountspayable@vre.org mailto:bstine@vre.org

8. ATTACHMENTS

The following documents are incorporated in this Request for Quotes and the resulting Purchase Order by this reference.

A. Attachment 1 – Quote Form

B. Attachment 2 – VRE General Provisions

C. Attachment 3 – Federal Transit Administration (FTA) Third Party Contract Provisions for Materials & Supplies

D. Attachment 4 – Representations and Certifications

E. Attachment 5 – VRE Specification for Diesel-Engine-Driven Generator Set