RFR 116-16 Mechanical Services.docx

REQUEST FOR RESPONSE

Qualified Maintenance Provider for Locomotives, Rail Cars and Other Rail Vehicles RFR #116-16/ COMMBUYS Bid# BD-17-1206-40000-40000-10534

MASSACHUSETTS BAY TRANSPORTATION AUTHORITY

RAILROAD MECHANICAL SERVICES

FREIGHT, PASSENGER and MAINTENANCE OF WAY VEHICLES

CONTRACT 116-16

REQUEST FOR RESPONSE (RFR)

Contact Person:

Beth Tetreault

MBTA

10 Park Plaza, Room 2810 Boston, MA 02116 Phone: 6174-222-2857

FAX: 617-222-5368

etetreault@mbta.com

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on www.COMMBUYS.com. All Bidders are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. 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 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.

ISSUE DATE:

COMMBUYS Bid Number

1. Description or Purpose of Procurement:

The MBTA Railroad Operations Department has identified the need for a mechanical service provider to provide, as needed, mechanical maintenance, inspections, repairs and cleaning to MBTA locomotives, coaches and work equipment as well as other rail equipment

2. Applicable Procurement Law:

Executive Branch Goods and Services

3. Acquisition Method:

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

a. Estimated Number of Awards The target maximum number of Contractors is three the Procurement & Logistics Department may award more or fewer contracts, if it is in the best interests of the MBTA to do so.

b. Adding Contractors after initial Contract Award If, over the life of the contract, the Procurement & Logistics Department determines that additional Contractors may be added, these may be drawn from qualified companies which responded to this Solicitation but were not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

5. Entities Eligible to Use the Resulting Contract

The Procurement & Logistics Department reserves the right to add or remove additional authorized users during the contract term.

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

7. Contract Performance and Business Specifications:

Scope of Services The purpose of the Request for Responses (RFRs) is to select a firm to provide mechanical services to the Rail Department on an as-needed, on-call basis. Services to be provided below are not considered all-inclusive and may include, but not be limited to, any combination of the following:

· Passenger Locomotive repairs Provide mechanical service for the repair and/or inspection of freight/switcher locomotives. The primary systems involved in these services include, but are not limited to, main engines, rotating electrical, trucks, car-body, cab signal, fuel systems, high and low voltage systems and Head End Power (HEP) systems.

· Freight/Switcher Locomotive repairs Provide mechanical service for the repair and/or inspection of freight/switcher locomotives. The primary systems involved in these services include, but are not limited to, main engines, rotating electrical, trucks, car-body, cab signal, fuel systems, high and low voltage systems. All repairs and

· Passenger coach repairs Provide mechanical service for the repair and/or inspection of passenger coaches. The primary systems involved in these services include, but are not limited to, HVAC, trucks, car-body, high and low voltage systems and passenger amenities.

· FRA Periodic Inspections All applicable inspections must be completed by Qualified Maintenance Personal (QMP) and conform to 49 CFR Part 229 Subpart B and Part 238 Subpart D. The maintainer must establish and maintain records of inspection, maintenance and repair activities to comply with FRA Recordkeeping Requirements and MBTA.

· Work equipment Provide mechanical service for the repair, inspection and maintenance of maintenance of way equipment as required by MBTA.

· Quality of Work All work performed as part of this amendment shall conform to quality standards for railroad equipment maintenance and/or the original manufactures recommendations (OEM) as deemed appropriate by the MBTA.

· Cleaning Provide interior/exterior cleaning of locomotives, passenger coaches and MOW equipment as required by MBTA.

· Modifications to locomotives, coaches and work equipment Provide personnel to modify, upgrade and/or implement special projects on individual or fleets of locomotives, coaches and/or work equipment as required by MBTA.

Fiscal Terms the MBTA Terms and Conditions, Form of Contract, and Insurance Requirements are included as attachments to this document. Prompt pay discount is desired.

Performance Measures:

The Rail Department is in need of on call mechanical services that cannot be provided by the existing Rail Maintenance workforce or tenant railroads. MBTA anticipates entering into a task order contracts for the maintenance, inspection and/or repair of such equipment that will be located at the various MBTA owned facilities, yards or other locations to be determined. Services to be provided will include, but not be limited to, scheduled and unscheduled repairs, Federal Railroad Administration (FRA) required inspections and tests, preventative maintenance, heavy maintenance and cleaning as required by the Department. These services will range from providing rehabilitation and maintenance of state owned rail vehicles currently supporting state and federal rail improvement and service programs, so the ability to secure these services with minimum notice for a variety of short-term, time-sensitive situations is extremely important.

MBTA reserves the right to negotiate modifications, adjustments, final prices and other performance terms and conditions identified in Request for Responses of the Bidders Response at any time during the period of the RFR and the contract to achieve the best value for MBTA.

The selected Service Provider team will be directed by MBTA’s Railroad Operations Department (RROPS), and the service providers progress will be monitored by the Project Manager. Further details regarding the proposal process, proposal requirements, and Service Provider selection criteria are provided in this RFR. MBTA Rail will administer this solicitation, and will award a contract based on a competitive evaluation of qualified proposals.

8. Small Business Purchasing Program This is a Small Procurement targeted to verified small businesses participating in the Commonwealth's Small Business Purchasing Program (SBPP). The Department intends to award a contract to one or more SBPP-participating businesses verified through COMMBUYS who submits a quote that meets or exceeds the best value requirements. Subcontracting in SBPP procurements is limited to no more than 20% of the total value of the contract, unless it is with another verified SBPP participant. If it is determined that there is inadequate SBPP capacity, or no SBPP-participating vendors provide a responsive quote, the Department may award the solicitation to vendors who submitted responses and are not participating in the SBPP. To determine eligibility and to participate in the SBPP, please review the eligibility criteria and general program information at www.mass.gov/sbpp.

9. Environmentally Preferable Products Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are considered to be products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

10. Evaluation Criteria Staff Qualifications Hourly Rate for QMP Hourly rate for Car Cleaner % Markup on Parts Contractors must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet the submission requirements will be evaluated, scored and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes.

11. Instructions for Submission of Responses:

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality contained in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

Any submission which fails to meet the submission requirements of the RFR will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and can be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

12. Estimated Procurement Calendar

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

a. Online Questions (Bid Q&A) Written Questions must be entered by pressing the “Bid Q&A” tab for the Bid in COMMBUYS no later than the “Online Questions Due” date and time indicated in the Estimated Procurement Calendar (above). The issuing department reserves the right not to respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Procurement & Logistics Department, including requests for clarification. The Procurement & Logistics Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Procurement & Logistics Department to be lost or rejected by any means including email or spam filtering.

Written Responses to Questions will be released on or about the “Responses to Questions Posted Online” date indicated in the Estimated Procurement Calendar (above).

(Written questions and responses will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.)

b. Bid Amendment s The Procurement & Logistics Department reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid, and any Bid Q&A records related to this Bid. The Procurement & Logistics Department and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

b. Quotes (Bid Responses) Deadline (Bid Opening Date/Time) See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the Estimated Procurement Calendar (above).

d. Estimated Contract Start Date This is the approximate start date. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.

13. Required Forms Responses to this RFR must contain the following documents

The above attachments are available as part of the Bid record on COMMBUYS (WWW.COMMBUYS.COM).

14. RFR Attachments Appendix A: Required Specifications Appendix B: Electronic Quote Submission Instructions [http://www.mass.gov/anf/docs/osd/forms/instructions-for-vendors-responding-to-bids.docx] image1.jpeg