On-Call Rail Track Inspection and Repair Services

Port of Pasco
On-Call Rail Track Inspection and Repair Services
REQUEST FOR PROPOSALS :
The Port of Pasco ("Port") invites qualified, licensed firms to submit proposals for on-call rail track inspection
and repair services. Through this RFP, the Port seeks a vendor to provide track inspection, repair, and on-call
services at the Big Pasco Industrial Center (Oregon Avenue/SR 397), Heritage Rail, Pasco Processing Center
Reimann Industrial Center (Railroad Avenue), and other Port-directed rail work.
Services
The Contractor shall provide:
1. Specialized tools and equipment for periodic and special track inspections.
2. Track inspections per conditions within this document.
3. Call-out track repair services per the conditions within this document.
Quarterly Inspections.
* Track shall be inspected in accordance with Federal Railroad Administration (FRA) Track Safety
Standards (TSS) and Class 1 per Compliance Manual Guidance per 213.3 Application Section.
* Track inspections will be walking inspections of in-service trackage only per guidance for
monthly inspection of auxiliary track as defined by FRA within the TSS.
* Provide Roadway Worker Protection (RWP) for the Contractors' work.
* Track inspections data shall utilize Port track, turnout, and segment designation found in the
Port's rail inventory documentation.
* Track inspections shall include two distinct aspects:
o FRA inspections using Class 1 criteria and must include only exceptions / defects that
have an FRA defect code. FRA inspection record shall be provided on the same day as
the inspection.
o Other inspection information related to general conditions and sustainability - including
any recommendation. General conditions inspection information shall be provided
within one week of inspection.
* Track inspection forms / templates shall be submitted for approval.
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* Contractor shall provide qualifications of proposed track inspectors (initially and as they
potentially change). The Port shall designate track inspectors per Track Safety Standards Part
213.7.
Special Inspections.
* Special inspections will be performed per Port request and approval in accordance with the
pricing structure provided below (or as otherwise appropriate and approved for the level of
effort for the scope of the special inspection).
Call-Out and On Call Repairs.
* Other track repair work will be performed either on Lump Sum, unit prices, or using Time and
Materials consistent with Force Account process as outlined in WSDOT Standard Specifications
per determination by the Port. No work shall be performed without agreement from the Port
on scope and pricing structure.
* The Contractor shall be available to respond to call-out requests within 24 hours of receiving the
Port's initial notification.
General Clarifications.
* Port owned rail facilities include Big Pasco Industrial Center, Heritage Rail, Pasco Processing Center,
and Reimann Industrial Center.
* Track inspections and repairs at the Port are not exclusively the work of the on-call track Contractor.
(Some repairs and maintenance may be performed by the Port, other contractors, or consultants.)
* Railroad grade crossing signal inspections and maintenance are not included in this proposal.
Contractor shall cooperate with signal inspection and maintenance contractor.
* All significant railroad rehabilitation, reconstruction, and construction of new segments will be
performed by the Port through separate contracts.
* Contractor will not be excluded from bidding on track maintenance, rehabilitation, and new
construction projects at Port rail facilities.
* Adjustments in Pricing will be negotiated when segments of Port trackage are placed into service or
removed from service (related to quantity of track etc. to be inspected).
* The Port currently does not (and does not plan to) perform:
o Ultrasonic Rail Testing
o Geometry Car
o X-Ray Tie Inspection
* Track inspections shall include inspections of crossing surfaces (10' wide), crossing and crossing
related signs and pavement markings, wayside signs, and drainage structures under track
infrastructure.
* This work will not include vegetation control (except as noted in inspections).
* Contractor shall be able and qualified to perform thermite welds (except for ultrasonic testing).
* Authorized maintenance, on-call, and repair work will conform to Port standard railroad
specifications provided by the Port.
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* The Port will authorize all repairs prior to Contractor beginning any work.
* Contractor shall provide and maintain BNSF contractor.com training, RWP training, and eRailsafe for
all field personnel as an incidental part of the work.
* Contractor shall provide qualifications for operation of rail machinery per FRA requirements.
* Contractor shall provide and maintain general safety plan.
* The work is subject to prevailing wage laws and WA State Labor and Industry requirements and
reporting.
Hours of Performance. The Contractor shall perform routine inspections during normal working hours
unless otherwise authorized by the Port. The Contractor shall be on call after hours for emergency repairs.
Other:
Contractor-owned equipment will not be stored on site (except associated with ongoing work). Any
equipment left on Port property must be approved by the Port and the Port will not be responsible for the
security, damage, leaks/spills, environmental compliance and removal of such equipment.
Inspection and Repair Items.
One Year of On-Call Track Inspection and Maintenance Services:
* Quarterly Inspections. LS = $______________
* Special Inspection - 2 hrs on-site - single crew member - regular working hours at mutually
agreeable time. LS = $______________
* Special Inspection premium for outside regular working hours - 2 hrs on site.
LS = $______________
* Repairs will be performed per Contractor developed rate sheet for labor and equipment. Rentals
and materials (and subcontractors if used) shall be charged per WSDOT Force Account guidelines.
Material from inventory will be charged per market value (plus allowed markup). All general
overhead and profit shall be included in rates.
* Escalation of rates will be allowed up to once per year not exceeding 1% over CPI - or as negotiated.
The Port will enter into a contract for one year that may be renewed for up to a 5 year term.
Each lump-sum item includes all incidental costs for the services rendered: overhead, profit, bonding,
insurance, transportation, tools, equipment, training, and PPE.
In addition, the Contractor shall charge Washington State Sales Tax as a separate line item required.
PROCESS & TIMELINE:
At a minimum, firms responding to this RFP must describe their qualifications, relevant experience, and
understanding of maintenance, inspection, and testing services for highway grade crossing railroad warning
systems. Responses must also address the firm's experience maintaining records in compliance with Federal
Railroad Administration regulations.
Submit 5 hard copies in person or by mail to the Port of Pasco Administrative Office, 1110 Osprey
Pointe Ave., Suite 201, Pasco, WA 99301.
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SCHEDULE
RFP Released October 7, 2026,
Cut off for Questions October 28, 2026
Addendum Issue November 4, 2026
Submittals Due November 13, 2026
Notice of Preferred Candidate November 25, 2026
Questions may be submitted by e-mail to Jaime Vera at Jvera@portofpasco.org until the cut-off
date. The Port will attempt to respond to all parties who have requested a copy of the RFP, but it
is the responsibility of the parties to ensure they have provided a primary point of contact and
that the point of contact information provided is correct.
Copies of this RFP may also be obtained at the Port of Pasco Administrative Office, 1110 Osprey Pointe
Ave., Suite 201, Pasco, WA 99301, during the hours of 9:00 a.m. and 3:30 p.m., Monday through Friday
or from the website at www.portofpasco.org
ATTACHMENTS TO RFP
1. Proposed Contract
HOW TO SUBMIT
Interested firms should submit the information in person or by mail to the following address no later than
4:00pm on November 13, 2026. Please provide five (5) hard copies of the submittal for review.
Jaime Vera
Project Manager
Port of Pasco
1110 Osprey Pointe Ave, Suite 201
Pasco, WA 99301
jvera@portofpasco.org
Submittal Contents
1. Cover Letter: A brief letter introducing the firm and expressing interest in the project.
2. Project Approach: A detailed narrative outlining the firm's approach to perform Maintenance,
Inspection and on call services to Port owned rail systems.
3. Team and Qualifications: Resumes and professional licenses for the proposed project team, lead
professionals.
4. Similar projects or work experience.
5. References: A list of three (3) professional references from clients for whom similar work
has been performed.
Submittal Evaluation
The review panel will include the Port Executive Director, Deputy Executive Director, Big Pasco
Facilities Manager, Director of Properties and Port Project Manager. Firms will be rated on
submittal contents outlined above. Each element will be equally weighed. The panel will score
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independently and meet to determine top candidate. The committee reserves the right to call for
in-person interviews for top 2 or 3 candidates. Interviews will be scored separately and combined
with submittal evaluation scores for an overall total score.
Contract
The winning firm will be expected to enter into a contract with the Port of Pasco, the form of
which is attached as Attachment 1.
Addenda
As the Port determines it is appropriate, it will issue addenda to this RFP. Each consultant shall
provide the Port with contact information for receipt of such addenda. Any applicant who
downloads the RFP from www.portofpasco.org or otherwise obtains this document, must send
an e-mail to Jaime Vera at Jvera@portofpasco.org with the party's contact information in order
to receive any addendum. The Port is not responsible for e-mail delivery failure for any reason. It
shall be conclusively presumed that the applicant did, before submitting a Response to the RFP
read all addenda, posted decisions, and other items relevant to the qualifications. All addenda
shall be acknowledged by the firm and returned to the Port with the submittal document.
OPEN PUBLIC RECORDS ACT
Documents submitted in response to this RFP are subject to the Washington State Open Public
Records Act, RCW 42.56. If the proposer believes that any information, data, process or other
material in its proposal constitutes trade secrets, privileged information, or confidential
commercial, financial, geological, or geophysical data, then the proposer should mark those
items as confidential or proprietary and provide a list of those items with specificity as to the
page and paragraph and on what basis it believes the material is confidential or proprietary. The
Port is not bound by the proposer's determination as to whether materials are subject to
disclosure under the Public Records Act.
If the Port receives a request for such information marked as confidential, it will notify the
proposer that the information has been requested. The notice will provide that the information
will be released in ten business days and then any applicable regulatory challenge to prevent the
disclosure of the information will be the sole burden of the firm.
The proposer agrees 1) to intervene in any lawsuit arising out of a request for its materials to
protect and assert its claims of privilege against disclosure of such material; 2) that its failure to
object or intervene and assert claims of privilege against disclosure in relation to its proprietary
or confidential information results in waiver the same; 3) to release and defend, indemnify and
save and hold harmless the Port, its officers, agents and employees, from any claim, damages,
expense, loss or costs, including reasonable attorneys' fees, arising out of or in any way relating
to requests for disclosure of material provided or produced in response to this RFP.
PROPOSAL PREPARATION, CONSULTANTS COSTS AND EXPENSES
The Port is not liable for any costs or expenses arising out of preparation of the proposer's
submittal. If selected, the firm may not include any of these costs or expenses as part of its fee,
rates, or charges for performing work under the Contract. Proposals should be prepared
simply, economically, providing straightforward, concise description of proposer's ability to
satisfy the requirements of the RFP.
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The successful proposer will supply its own materials and will provide and pay for all labor,
supervision of its employees and agents, travel, insurance, vehicles, materials, and tools
necessary to provide services under the resulting contract.
The Port reserves the right to reject any or all submittals, waive informalities, and make the award
in the best interest of the Port. The Port reserves the right to contact a proposer for clarifications of
its proposal during the evaluation process. The successful firm should be prepared to accept this RFP
for incorporation into a contract resulting from this RFP. It is also understood that the proposal will
become part of the official contract file.
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ATTACHMENT #1
CONTRACT BY AND BETWEEN
THE PORT OF PASCO
AND
________________________
This Contract is made and entered into on ________________________, between the
Port of Pasco as owner and operator of the Tri Cities Airport (the "Port") and
__________________________________ a _____________Corporation qualified to
do business in Washington and having offices at
_______________________________________________ (the "Contractor").
RECITALS
The Port desires to obtain services to provide track inspection, repair, and on-call
services at the Big Pasco Industrial Center (Oregon Avenue/SR 397), Heritage Rail,
Pasco Processing Center Reimann Industrial Center (Railroad Avenue), and other
Port-directed rail work.
On ___________________________, the Port advertised for proposals with a
Request for Proposals ("RFP").
In accord with the evaluation criteria in the RFP, an evaluation and selection
committee reviewed the timely submitted proposals and submitted its recommendation
to the Board of Commissioners of the Port that the Contractor, which is in the business
of providing such services, submitted the best overall proposal based on the
requirements of the RFP.
The parties now desire to enter into a contract to formalize their agreement for
Contractor to provide services for track inspection, repair, and on-call services at the
Big Pasco Industrial Center (Oregon Avenue/SR 397), Heritage Rail, Pasco
Processing Center Reimann Industrial Center (Railroad Avenue), and other Port-
directed rail work.
The parties therefore agree as follows:
SECTION 1: CONTRACT DOCUMENTS
The Contract between the parties includes: (1) this document which includes
Attachment No. 1; (2) the RFP, including its attachments and exhibits; and (3) the
Contractor's proposal dated ____________________ (the "Contract"). The listed
documents are to be interpreted so as to give effect to all terms of each and to
harmonize their provisions. To the extent there are provisions in the listed documents
that are irreconcilable, the order of precedence is as listed in this section.
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SECTION 2: SCOPE OF SERVICES TO BE RENDERED
Contractor shall provide the services as set forth in the RFP ("Scope of Work").
Contractor shall not perform work beyond the scope of this Contract except pursuant
to the Port's prior written request.
The Contractor shall be solely responsible for all construction means, methods,
techniques, sequences and procedures, and for performing, scheduling and
coordinating all portions of the work under the contract in a proper fashion and in strict
compliance with all applicable codes, rules, regulations and laws.
Contractor shall carry on the Work in a safe manner, and shall comply with all
applicable federal, state and local laws, regulations, standards, and recognized trade
practices for the protection and safety of its employees and other persons about its
Work, including without limitation those governing labor, safety, health, sanitation, and
protection of the environment.
Contractor is solely responsible for protection and safety of its employees, for final
selection of safety methods and means, and for establishing, supervising, inspecting
and enforcing its safety obligations in accord with this Contract and applicable law.
Contractor shall defend, indemnify and hold the Port, its officers, officials, employees,
engineer and volunteers harmless from any and all claims, injuries, damages, losses
or suits including attorney fees, arising out of or resulting from the acts, errors or
omissions of the Contractor, any Subcontractor, any Supplier, or any individual or
entity directly or indirectly employed by any of them in performance of this Contract,
except for injuries and damages caused by the sole negligence of the Port. Should a
court of competent jurisdiction determine that this Contract is subject to RCW
4.24.115, then, in the event of liability for damages arising out of bodily injury to
persons or damages to property caused by or resulting from the concurrent
negligence of the Contractor, any Subcontractor, any Supplier, or any individual or
entity directly or indirectly employed by any of them and the Port, its officers, officials,
employees, engineer and volunteers, the Contractor's liability, including the duty and
cost to defend, hereunder shall be only to the extent of the Contractor's negligence, or
of any Subcontractor, any Supplier, or any individual or entity directly or indirectly
employed by any of them. It is further specifically and expressly understood that the
indemnification provided herein constitutes the Contractor's waiver of immunity under
Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification.
This waiver has been mutually negotiated by the parties. The provisions of this
section shall survive the expiration or termination of this Contract.
Unless otherwise specifically noted, the Contractor shall provide and pay for all labor
and materials, equipment, tools, construction equipment and machinery, water, heat,
utilities, transportation, and other facilities and services necessary for the proper
execution and completion of the work.
The Contractor shall pay prevailing wages, all sales, consumer, use, and other similar
taxes required by law, and shall secure and pay for all permits, fees, and licenses
necessary for execution of the work.
The Contractor will warrant to the Port that all materials and equipment furnished
under the contract will be new unless otherwise specified, and that all work will be of
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good quality, free from faults and defects and in conformance with the specifications.
All work not so conforming to these standards may be considered defective. If
required by the Port, the Contractor shall furnish satisfactory evidence as to the kind
and quality of materials and equipment. This warranty shall be in addition to and not
in limitation of any other warranty or remedy afforded by law.
RCW 39.06.020 requires a public works contractor to verify responsibility criteria for
each first tier subcontractor, and a subcontractor of any tier that hires other
subcontractors must verify responsibility criteria for each of its subcontractors.
Verification is to include that, at the time of subcontract execution, each subcontractor
meets the responsibility criteria listed above and in RCW 39.04.350(1) and additionally
- if applicable - possesses an electrical contractor license or an elevator contractor
license.
SECTION 3: TERM OF CONTRACT
The Contractor's obligation to provide services begins the earlier of 14 days after the
date of a notice to proceed from the Port or 7:00 a.m., _______________________,
and expires at midnight _______________________, unless this Contract is
extended. The Port has the option in its sole discretion to extend this Contract for four
additional one-year periods by giving the Contractor notice of its intent to exercise
each option at least 30 days before the expiration of the then current contract period.
Port will have no right to an option period if the prior option period is not exercised.
SECTION 4: PRICES AND PAYMENT
A. For the term of this Contract, including extensions, the Port shall pay
Contractor to perform the Scope of Work at the hourly rates set out in
Attachment No. 1. In the event the Port requests the Contractor to perform
other rail work as requested, the Port shall pay the Contractor the rates
provided in the Price Schedule listed in Attachment No.1.
Contractor may invoice Port monthly for hours worked during the previous month.
Port shall pay Contractor within 30 days after Port receives an accurate invoice with
documentation showing the number and classification of employees and the hours
worked for each work shift for services performed.
SECTION 5: CONTRACT ADMINISTRATION
The work to be performed by the Contractor shall at all times be subject to the general
supervision and approval of the Port Executive Director or his designee.
SECTION 6: TERMINATION AND ADJUSTMENT
A. Termination for Convenience
The Port may, by written notice to the Contractor, terminate this Agreement for its
convenience and without cause or default on the part of Contractor with thirty (30)
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days notice. Upon receipt of the notice of termination, except as explicitly directed by
the Port, the Contractor must immediately discontinue all services affected.
Upon termination of the Agreement, the Contractor must deliver to the Port all data,
surveys, models, drawings, specifications, reports, maps, photographs, estimates,
summaries, and other documents and materials prepared by or for the Contractor
under this contract, whether complete or partially complete.
Port agrees to make just and equitable compensation to the Contractor for satisfactory
work completed up through the date the Contractor receives the termination notice.
Compensation will not include anticipated profit on non-performed services.
Port further agrees to hold Contractor harmless for errors or omissions in documents
that are incomplete as a result of the termination action under this clause.
B. Termination for Cause:
Either party may terminate this Agreement for cause if the other party fails to fulfill its
obligations that are essential to the completion of the work per the terms and
conditions of the Agreement. The party initiating the termination action must allow the
breaching party an opportunity to dispute or cure the breach.
The terminating party must provide the breaching party [7] days advance written
notice of its intent to terminate the Agreement. The notice must specify the nature and
extent of the breach, the conditions necessary to cure the breach, and the effective
date of the termination action. The rights and remedies in this clause are in addition to
any other rights and remedies provided by law or under this agreement.
a) Termination by Port: The Port may terminate this Agreement for cause in whole
or in part, for the failure of the Contractor to:
1. Perform the services within the time specified in this contract or by Port
approved extension;
2. Make adequate progress so as to endanger satisfactory performance of the
Project; or
3. Fulfill the obligations of the Agreement that are essential to the completion of
the Project.
Upon receipt of the notice of termination, the Contractor must immediately discontinue
all services affected unless the notice directs otherwise. Upon termination of the
Agreement, the Contractor must deliver to the Port all data, surveys, models,
drawings, specifications, reports, maps, photographs, estimates, summaries, and
other documents and materials prepared by or for the Contractor under this contract,
whether complete or partially complete.
Port agrees to make just and equitable compensation to the Contractor for satisfactory
work completed up through the date the Contractor receives the termination notice.
Compensation will not include anticipated profit on non-performed services.
Port further agrees to hold Contractor harmless for errors or omissions in documents
that are incomplete as a result of the termination action under this clause.
If, after finalization of the termination action, the Port determines the Contractor was
not in default of the Agreement, the rights and obligations of the parties shall be the
same as if the Port issued the termination for the convenience of the Port.
b) Termination by Contractor: The Contractor may terminate this Agreement for
cause in whole or in part, if the Port:
1. Defaults on its obligations under this Agreement;
2. Fails to make payment to the Contractor in accordance with the terms of this
Agreement;
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