PRE-PROPOSAL CONFERENCE Facilities Maintenance Services

PRE-PROPOSAL CONFERENCE

Facilities Maintenance ServicesRFP No. LRT-08-109-FMSO

PRE-PROPOSAL CONFERENCE

Facilities Maintenance ServicesRFP No. LRT-08-109-FMSO

Meeting OverviewMeeting Overview

Sign-In Sheets: Be sure to sign in. Sign-In sheets will be available on the VMR website.

Questions: Please defer all questions until the designated Question and Answer period.

Opportunity: This conference is the sole opportunity to ask questions on the Request for Proposal process and/or technical scope of work with VMR staff.

Post Pre-Proposal Conference: Questions must be submitted in writing per solicitation Section X.

Pre-Proposal Meeting OverviewPre-Proposal Meeting Overview

Welcome / Introductions / Opening Remarks –Joe RamirezRequest for Proposal Overview – Karen LenzenProject Scope – Steve Bethel, Ray Abraham, Avrum Loewenstein, Bill GustafsonSafety & Security - Larry EnglemanVMR Website – Cheri McClureQuestion and AnswersClosing Remarks / Adjourn – Joe Ramirez

Welcome / Opening RemarksWelcome / Opening Remarks

Valley Metro Rail, Inc. (METRO)Non-profit corporation established by cities of Phoenix, Mesa, Tempe, Glendale, Chandler, Peoria and Scottsdale to plan, design, construct and operate the Light Rail Transit system.

Initial 20 Mile Start-UpMultiple Funding Sources

FederalRegional – Proposition 400Local – Phoenix, Tempe, Mesa

Welcome / Opening RemarksWelcome / Opening Remarks

FUTURE WORKVMR is adding facilities. It is projected over the five year term (and options) of this contract that VMR will expand due to the expiration of warranties for facilities and due to the increased use of the twenty mile LRT System facilities. Northwest Extension (2011)LRT expansion planned in:

Mesa Tempe I-10 West Glendale

VALLEY METRO RAIL

REQUEST FOR PROPOSAL

PROCESS

VALLEY METRO RAIL

REQUEST FOR PROPOSAL

PROCESS

Proposal ProcessProposal Process

Request for Proposal Documents are available by Request via e-mail to [email protected];

Contact Karen Lenzen at 602.744.5590

Post Pre-Con: All questions regarding this Solicitation must be submitted in writing to Manager, Contracts and Procurement

By e-mail to [email protected]; or

By fax to 602.271.9361

Pre-Proposal Conference ProcessPre-Proposal Conference Process

During the pre-proposal presentation, write your questions on the index cards provided.After the pre-proposal presentation, questions will be collected and read aloud.Where possible, verbal answers will be provided. Responses to all questions will be issued to all Record Holders by written addendum.Responses to questions that require further research will be included in a written addendum.

Schedule of EventsSchedule of Events

RFP Released 04/14/08Pre-Proposal Conference 04/23/08Facilities Walk Through 04/24/08Last Date For Inquiries 04/28/08Final Addendum Issued 05/01/08RFP Due Date 05/14/08

3:00 P.M. Phoenix Local Time

Schedule of EventsSchedule of Events

Presentations/Discussions (Optional) Week of05/26/08

Commence Contract Negotiations 06/16/08Conclude Contract Negotiations 06/20/08Anticipated Board Action 07/23/08Contract Execution 07/30/08Anticipated Notice to Proceed 07/30/08

RFP Addendum ProcessRFP Addendum Process

Clarifications or modifications to RFP DocumentsResult of issues requiring changes which were received at Pre-Proposal Conference, RFI or identified by the AgencyProjected date for final Addendum is May 1, 2008Addenda issued only to “Document Holders of Record” who obtained a printed set of RFP documents

Proposal Format (Section XVI of RFP)Proposal Format (Section XVI of RFP)

INSTRUCTIONS FOR PROPOSAL PREPARATIONSection I – Letter of IntroductionSection II – Evaluation CriteriaSection III – Additional Supportive Information Section IV – Required Inclusions (not included in page limits)

Proposal FormatEight (original +7 copies) + CDLimited to a maximum of 50 pages (including required inclusions)

RFP Contract ProvisionsRFP Contract Provisions

Key ElementsCost Plus Fixed FeeFive Year Term Three Options for Three YearsOfferor’s Proposal not incorporated into ContractNo DBE Goal Established

Insurance ProvisionsInsurance Provisions

Per Section XXIV. INSURANCE of Request for Proposal:

Agency Provided InsuranceOwner Controlled Insurance Program (OCIP)

Bodily Injury & Property Damage Liability ($100,000,000)Property Insurance

Contractor Provided InsuranceWorkers’ Compensation & Employers Liability ($1,000,000)Automobile Liability ($5,000,000)

Questions regarding insurance requirements should be submitted on an RFI Form and emailed to:

[email protected]

Proposal Response RequirementsProposal Response Requirements

Proposal Validity – 120 calendar daysProposal Format – (original + 7 copies) plus CDContent as per Section XVI of RFPIntroductory Letter with Authorized SignatureStatement of Acceptance of Sample Contract

orProvide Exceptions in detailStatement acknowledging Receipt of all AddendaInclusion of RFP-required Attachments

Required Documents & Acknowledgements

Required Documents & Acknowledgements

Acceptance of Sample Contract Terms and ConditionsAcknowledgement of AddendaAttachment B - Price ProposalAttachment C - List of Proposed SubcontractorsAttachment D - Certification Regarding LobbyingAttachment E - Certification of Offeror Regarding Debarment, Suspension, and Other Responsibility MattersAttachment F - Responsibility QuestionnaireRequested documentation pursuant to Section XVIII (Evaluation Criteria) of the RFP

Evaluation CriteriaEvaluation Criteria

Evaluation Criteria - Section XVIIIFirm’s Qualifications and Experience (Maximum 200 Points)Qualifications and Experience of Assigned Personnel (Maximum 300 Points)Understanding of the Scope of Services (Maximum 250 Points) Pricing (Maximum 250 Points)

Public DisclosurePublic Disclosure

Proposals will not be publicly opened.

Proposals received are public records.

Subject to public inspection and copying after the procurement.

Offerors will specifically mark and clearly label “CONFIDENTIAL” any materials which are deemed to contain trade secrets or other proprietary information and which are exempt from public inspection and copying.

Selection ProcessSelection ProcessSealed Proposals (not Publicly Opened)Responsiveness DeterminationSelection Committee Evaluation

Score and rank Proposals per published Evaluation CriteriaMay recommend award without presentations or discussionsCompetitive Range (Ranking)Responsibility DeterminationPresentation / Discussions (Optional)Final Ranking

Disadvantaged Business Enterprise Participation

Disadvantaged Business Enterprise Participation

There is no DBE participation requirement for this procurement of services.Questions regarding DBE compliance should be addressed to:

Melissa L. BoylesDBE Program Manager

602/[email protected]

SCOPE OF WORK OVERVIEWSCOPE OF WORK OVERVIEW

PRE-PROPOSAL CONFERENCEPRE-PROPOSAL CONFERENCE

LOCATIONS TO BE SERVICED:

Operations and Maintenance CenterPark and RidesOperator FacilitiesSecurity OfficesPassenger Stations

VMR FACILITIES INVENTORYVMR FACILITIES INVENTORY

Operations and Maintenance CenterThirty-three Passenger StationsEight Park and RidesFour Security Offices (planned)Two Operator Facilities

Scope of WorkScope of Work

Services needed to maintain the facilities Direction by VMR Facilities Manager or designeePreventative and corrective maintenance to ensure reliabilityAdministrative and financial remedies in the case of failure to maintainOfferor’s operating staff headquartered at the OMC VMR shall provide basic office furniture, computers, and telephones to Contractor


First Responders to non-Security emergencies Notification of significant damage within two hours of discoveryImmediate response to any emergency callPlan of action within one hour of the call Responsible for the removal of debris generated

Provide professional, supervisory, administrative, skilled and unskilled personnelTrain all personnel as necessaryComply with all federal, state and local statutes, regulations, and ordinancesEnsure documentation and certifications

Perform criminal background check, drug and alcohol testing, criminal background check

Submit staffing list for VMR approvalProvide uniforms



Coordinate Partnering Sessions as described in Paragraph C.Perform preventative and corrective maintenance in adherence to:

METRO Standard Operating Procedures Operating Rulebook METRO Operations and Maintenance PlanOperations and Maintenance Agreements Track Access Training


Insure adequate parts, spare parts, and supplies Submit monthly written records of all inspectionsMonitor and coordinate manufacturer’s warranties Maintain equipmentProvide all vehicles and equipment necessaryParticipate in required meetings at no extra costObtain prior approval before scheduling work that will impact VMR operations


Comply with all applicable state, federal and local environmental equipment, including procedures for tracking, inventorying, storage, monitoring and disposal of all regulated materialsHandle all hazardous or contaminated materials/bio spillsDevelop an Environmental Management Plan (EMP) consistent with ISO 14000VMR shall audit for compliance with the EMP


Offeror shall be responsible for implementation of the EMP including but not limited to:

Maintenance of records of all regulated materialsProper storage, use and disposal of regulated materialsClean-up, removal and disposal of regulated materialsRemediation of environmental risks associated with the discharge of contaminating substances


Perform Work in compliance with all safety regulations and guidelines as accepted in the industry and by OSHA Participate in a safety committee and in an Accident Review Board chaired by VMR In the event of an accident or safety incident with facility maintenance implications, provide qualified personnel to lead the investigation and provide appropriate documentationCooperate with VMR obligations under the State Safety Oversight Program (reference to CFR, part 659)

VMR WebsiteVMR Website

http://www.valleymetro.org/METRO_light_rail/Contracts_&_Purchasing/index.htm

View Current Contracting OpportunitiesProfessional Services Contracts

Public NoticeRecord Holders ListAddendaSpecial Notices

Pre-Submittal Sign In SheetsPre-Submittal Presentation

QUESTIONS & ANSWERSQUESTIONS & ANSWERS

Closing CommentsClosing CommentsValley Metro Rail, Inc. (VMR) is our legal corporate name

Public Notices, Solicitations, Scope, Forms and Subsequent Contract DocumentsValley Metro Rail, Inc. (VMR) will be noted on correspondence of a legal and commercial nature

METRO is our Official System Name along with the corresponding logo

References in technical documents