IFB 027-003 Delivery of Lubricating Oil for VRE Locomotives

VIRGINIA RAILWAY EXPRESS
INVITATION FOR BIDS
(IFB) No. 027-003
DELIVERY OF LUBRICATING OIL FOR
VRE LOCOMOTIVES
IFB Issued: September 25, 2026
Contact: Monica McKenzie, Contracts Administrator - Construction
Virginia Railway Express, 1500 King Street, Suite 202, Alexandria, VA 22314
Main Office: (703) 684-1001 Direct: (703) 838-5428 Email: mmckenzie@vre.org
Contact: Kristin Nutter, Director of Purchasing and Contract Administration
Virginia Railway Express, 1500 King Street, Suite 202, Alexandria, VA 22314
Main Office: (703) 684-1001 Direct: (703) 838-5441 Email: knutter@vre.org
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IFB No.: 027-003
Delivery o f Lubricating Oil for VRE Locomotives
Virginia Railway Express

TABLE OF CONTENTS
I. INTRODUCTION TO IFB ............................................................................................... 3
II. PROCUREMENT SCHEDULE ...................................................................................... 4
III. INSTRUCTIONS TO BIDDERS ..................................................................................... 5
V. GENERAL PROVISIONS ............................................................................................. 25
VI. INSURANCE REQUIREMENTS ................................................................................. 53
VII. SMALL BUSINESS BUSINESS CONCERNS ............................................................. 57
VIII. ATTACHMENTS ............................................................................................................ 58
Attachment A - Scope of Work
Attachment B - Representations, Certifications and Other Statements of
Bidders/Offerors
Attachment C - Bid Form Certification
Attachment C1 - Bid Form
Attachment D - Site Specific Safety Plan
Attachment E - VRE Safety and Security Guidelines
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IFB No.: 027-003
Delivery o f Lubricating Oil for VRE Locomotives
Virginia Railway Express

I. INTRODUCTION TO IFB
_______________________________________________________________
01. PURPOSE
The purpose of this Invitation for Bids (IFB) is to establish a Contract with one (1)
qualified and experienced Contractor to deliver locomotive lubricating oil and other
railroad lubricating products to VRE's Maintenance and Storage Facilities (MSF)
located in Bristow, Virginia and Fredericksburg, Virginia. The specific products
required by VRE are Main Engine Lubricating Oil, Locomotive Head End Power
(HEP) Engine Lubricating Oil, Traction Motor Support Bearing Oil, and Air
Compressor Lubricating Oil.
02. VRE BACKGROUND
A. The Virginia Railway Express (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 IFB refers to NVTC and PRTC.
B. VRE began operations in 1992 on two (2) lines, Fredericksburg and Manassas. In
January 2014, VRE's Operations Board adopted System Plan 2040 which calls for
expansion of service, requiring the addition of railcars, expansion of station and
yard facilities, as well as expanding operations to meet the goal of doubling
ridership by 2040. VRE's multi-prong program addresses short term growth needs,
as well as longer term capacity improvements and investments in maintaining and
servicing VRE's equipment and facilities.
C. The primary mission of VRE is to provide commuter-oriented passenger rail service
between the outlying suburbs and the Washington-Arlington-Alexandria urban
core. Some tourists and "day-trippers" also ride the trains. The service is heavily
oriented towards that core area in the morning peak and in the opposite direction in
the evening peak.
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IFB No.: 027-003
Delivery o f Lubricating Oil for VRE Locomotives
Virginia Railway Express

II. PROCUREMENT SCHEDULE
_______________________________________________________________
IFB Issued September 25, 2026
Submission of Written Questions October 1, 2026 by 2:00 P.M. Eastern Time (ET)
Bids Due (Closing Date & Time) October 8, 2026 by 2:00 P.M. ET
Bid Opening October 8, 2026 at 2:00 P.M. ET
Virginia Railway Express (VRE) reserves the right to make changes to the above-referenced
schedule. All such changes shall be made by an addendum to the solicitation. Bidders must
frequently monitor VRE's website at www.vre.org for information concerning this solicitation,
including any addenda or notices.
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IFB No.: 027-003
Delivery o f Lubricating Oil for VRE Locomotives
Virginia Railway Express

III. INSTRUCTIONS TO BIDDERS
_______________________________________________________________
I. INTRODUCTION
01. OBLIGATION OF BIDDER
A. Before submitting a Bid, the Bidder shall be responsible for reading and examining
the solicitation documents including these Instructions to Bidders. Submission of
a Bid shall be deemed verification of such reading and examination by the Bidder.
B. By submitting a Bid, the Bidder agrees that it has satisfied itself from a personal
investigation of the conditions to be met, that the obligations herein are fully
understood, and no claim may be made nor will there be any right to cancellation
or relief from the Contract because of any misunderstanding or lack of knowledge
or information.
02. BID AND CONTRACT REQUIREMENTS
A. VRE follows the Commonwealth of Virginia procurement laws. Accordingly, all
applicable State requirements will apply. Bidders are expected to become familiar
with these requirements and shall not submit Bids if unable to execute a Contract
containing such provisions.
B. VRE will provide a Contract containing these provisions for execution by the
prospective Contractor that is selected. Bidders shall not use their own standard
contracts for this engagement.
II. NOTICE TO BIDDERS
03. WRITTEN COMMUNICATIONS
A. All communication relating to this solicitation shall be submitted via email to the
Contract Administrator and Director of Purchasing and Contract Administration, in
the Purchasing and Contract Administration Department, whose names and contact
information appear on the face of this solicitation. Prior to award of a Contract
resulting from this solicitation, Bidders are prohibited from contacting any VRE
staff other than those assigned to the Purchasing and Contract Administration
Department.
B. VRE will assume no responsibility for any understanding or representations
concerning conditions made by any of its officers or agents prior to the execution
of the Contract, unless included in this IFB, the specifications, or related documents
or addenda thereto.
C. Oral explanations or instructions given before the award of the Contract will not be
binding.
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IFB No.: 027-003
Delivery o f Lubricating Oil for VRE Locomotives
Virginia Railway Express

04. COMPETITION INTENDED
It is VRE's intent that this solicitation promotes competition. It shall be the Bidder's
responsibility to advise VRE if any language, requirements or specifications,
included in this IFB, restrict or limit the purchase to a single source. Such
notification must be received by the VRE Director of Purchasing and Contract
Administration, in writing, not later than ten (10) consecutive calendar days prior
to the date and time set for bid opening. A review of such notifications will be
made, and the Bidder notified of the results of the review.
05. CLARIFICATION OF TERMS
If a Bidder has questions about the specifications or other solicitation documents,
the Bidder should contact the Contract Administrator and Director of Purchasing
and Contract Administration, whose names and contact information appear on the
face of the solicitation. Any revisions to the solicitation will be made only by
addendum issued by VRE.
06. AVAILABILITY OF SOLICITATION DOCUMENTS
The electronic versions of the solicitation documents are intended to provide
convenience to prospective Bidders. Be advised that it is the responsibility of
prospective Bidders to monitor VRE's website at www.vre.org for any addenda,
notices or postings. Failure to submit signed addenda may be grounds to declare a
Bid non- responsive.
07. SUBMISSION OF WRITTEN QUESTIONS
A. Deadline: All questions and requests for clarification regarding the meaning or
interpretation of this IFB 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 in PART II - PROCUREMENT SCHEDULE of this IFB. Questions
and clarifications requested after such time will not be answered unless VRE elects,
in its sole discretion, to do so.
B. Format for Questions: Questions must be submitted in Microsoft Word format and
include the related section number and title, as appropriate.
C. VRE Point of Contact: Questions must be submitted to the VRE Contract
Administrator and Director of Purchasing and Contract Administration in writing
via electronic mail as appears on the face of this solicitation. For a question to be
considered, the subject line of the email must state the following: IFB No. 027-003
Questions. Questions should be succinct and must include the submitter's name,
title, company name, company address and telephone number. No questions or
requests for additional information, clarification or any other communication
should be directed to any other individual.
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IFB No.: 027-003
Delivery o f Lubricating Oil for VRE Locomotives
Virginia Railway Express

D. 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.
E. Questions and responses will be posted on VRE's website at www.vre.org.
F. Any interpretation of a question made by VRE will be responded to and distributed
in the form of an addendum to the IFB and will be available to all interested Bidders
through VRE's website.
III. GENERAL INFORMATION
08. DEBARMENT STATUS
A. By submitting a Bid and completing the representations and certifications, the
Bidder certifies that it is not currently debarred, suspended, declared ineligible or
voluntarily excluded from submitting Bids on contracts by any agency of the
Commonwealth of Virginia or the U.S. Federal Government, nor are they an agent
of any person or entity that is currently debarred from submitting Bids on contracts
by an agency of the Commonwealth of Virginia or the U.S. Federal Government.
Contractors debarred by the Commonwealth Transportation Board and/or the U.S.
Federal Government shall be ineligible to submit a Bid to VRE.
B. By submitting a Bid, the Contractor further certifies that it is not debarred,
suspended, declared ineligible, or voluntarily excluded from participating in
contracts with the Commonwealth of Virginia or the U.S Federal Government, and
that it will refrain from awarding any subcontract to a debarred or suspended
Subcontractor.
C. In addition, Bidders agree to comply with the requirements of Executive Orders
Nos. 12549 and 12689, "Debarment and Suspension," 31 USC Section 6101 note;
and U.S. DOT regulations, "Government Debarment and Suspension (Non-
procurement)," within 49 CFR Part 29.
09. CONFLICT OF INTEREST STATEMENT
A. A conflict situation can arise when a Bidder takes action or has interests that
interfere with the Bidder's ability to perform its work objectively and effectively.
The Director of Purchasing and Contract Administration may preclude those
entities from receiving an award for any such work reasonably deemed to pose a
conflict of interest with the work provided hereunder.
B. Prior to submitting a Bid in response to this solicitation, each Bidder shall conduct
an internal review of its current affiliations, its joint venture partners, as well as any
subsidiaries of a joint venture partner, to include any companies sharing common
ownership with a joint venture partner, to identify potential conflicts of interest
relative to the anticipated Contract. The Bidder shall also require its team members
(proposed Subcontractors) to identify potential conflicts of interest they may have
in regard to this procurement.
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IFB No.: 027-003
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C. If a potential conflict of interest or competitive advantage is identified, the
organization shall submit in writing the pertinent information to the VRE Director
of Purchasing and Contract Administration, whose name and contact information
appear on the face of this solicitation, so that a determination can be made as to the
extent of the conflict or competitive advantage. The statement shall have the
signature of a principal of the organization.
D. VRE is its sole discretion, will make a formal written determination relative to each
potential organizational conflict of interest, and its ability to mitigate such a
conflict. If VRE determines that a conflict of interest cannot be mitigated, the
organization determined to have the conflict of interest shall not be allowed to
participate in response to the solicitation. Failure to abide by VRE's determination
in this matter may result in a Bid being declared non-responsive.
E. The Bidder, any of its joint venture partners, any subsidiaries of a joint venture
partner, any companies sharing common ownership with a joint venture partner, or
any of its Subcontractors will be precluded from providing other services to VRE
which conflict with its services under this Contract.
10. AUTHORITY TO TRANSACT BUSINESS
A. Any Bidder organized as a stock or nonstock corporation, limited liability company,
business trust, or limited partnership or registered limited liability partnership must
be authorized to transact business in the Commonwealth of Virginia as a domestic
or foreign business entity if so, required by Title 13.1 or Title 50 of the Code of
Virginia, or as otherwise required by law. The proper and full legal name of the
entity and the identification number issued to the Bidder by the Virginia State
Corporation Commission must be provided as required by the Representations,
Certifications and Other Statements of Bidders/Offerors Attachment included in
this solicitation.
B. Any Bidder that is not required to be authorized to transact business in the
Commonwealth must include in its Bid a statement describing why the Bidder is
not required to be so authorized. VRE may require a Bidder to provide
documentation that 1) clearly identifies the complete name and legal form of the
entity and 2) establishes that the entity is authorized by the State Corporation
Commission to transact business in the Commonwealth of Virginia. Failure of a
Bidder to provide such documentation will be grounds for rejection of the Bid or
cancellation of any award. For further information, refer to the Commonwealth of
Virginia State Corporation Commission website at https://www.scc.virginia.gov/.
11. INTEREST IN MORE THAN ONE BID AND COLLUSION
Multiple Bids received in response to this solicitation from an individual, firm,
partnership, corporation, affiliate or association under the same or different names
will be rejected. Reasonable grounds for believing that a Bidder is interested in
more than one Bid for a solicitation, including both as a Bidder and as a
Subcontractor for another Bidder, or that collusion exists between two or more
Bidders, will result in rejection of all affected Bidders. However, an individual or
entity acting only as a Subcontractor may be included as a Subcontractor on two or
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IFB No.: 027-003
Delivery o f Lubricating Oil for VRE Locomotives
Virginia Railway Express

more different Bidders' Bids. Any and all Bids may be rejected if reasonable
grounds exist for believing that collusion exists among Bidders. Bidders rejected
under this provision will also be disqualified if they respond to a re-solicitation for
the same work.
IV. BID OPENING AND CONSIDERATION OF BIDS
12. BID DUE (CLOSING DATE)
Bids must be received by VRE by 2:00 P.M. ET on the date specified in PART II
- PROCUREMENT SCHEDULE of this IFB.
13. MODIFICATION OF BID CLOSING DATE
VRE reserves the right to modify the Bid closing date and/or time. If Bidders have
already submitted their Bids to VRE when the Bid closing date and/or time are
modified, VRE will afford those Bidders the opportunity to revise or withdraw their
Bids.
14. BID OPENING
Bids will be publicly opened and read in the VRE conference room, at 1500 King
Street, Suite 202, Alexandria, Virginia 22314 at 2:00 P.M. ET on the date
specified in PART II - PROCUREMENT SCHEDULE of this IFB.
15. LATE BIDS
Bids received after the Bid closing date and time will not be considered by VRE.
16. BID ACCEPTANCE PERIOD
The Bid and any modification thereof shall be binding upon the Bidder for sixty
(60) calendar days following the Bid closing date. Any Bid in which the Bidder
shortens the acceptance period shall be rejected, although the acceptance period
may be extended by mutual agreement between VRE and the Bidder. At the end
of the Bid acceptance period, the Bidder may withdraw its Bid by giving written
notice to VRE.
17. WAIVER OF INFORMALITIES
VRE reserves the right to waive informalities and minor irregularities in Bids.
18. ERRORS IN EXTENSION
Where the unit price and the extended price are at variance, the unit price will
prevail.
19. ADDITIONAL INFORMATION
VRE reserves the right to ask any Bidder to clarify its Bid.
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IFB No.: 027-003
Delivery o f Lubricating Oil for VRE Locomotives
Virginia Railway Express

20. BID PREPARATION COSTS
This IFB does not commit VRE to an award, nor to pay any costs associated with
the preparation and/or submission of any Bid. VRE shall not reimburse any costs
incurred by Bidders in responding to this IFB or in competing for Contract award.
21. REJECTION OF BIDS
A. VRE expressly reserves the right to reject any or all Bids or any part of a Bid, and
to resolicit the goods and/or services in question, if such action is deemed to be in
the best interest of VRE.
B. Bids which fail to meet the solicitation requirements, or which are incomplete,
conditional or obscure, or which contain additions not called for, erasures,
alterations or irregularities of any kind or in which errors occur, or which contain
abnormally high or abnormally low prices, for any class or item of work, may be
rejected as invalid at VRE's discretion.
C. The receipt of more than one (1) Bid from the same Bidder, whether or not the same
or different names appear on the signature page, shall result in none of the Bidder's
Bids being considered.
D. Reasonable proof for believing that any Bidder has an interest in more than one (1)
Bid for the work contemplated will cause the rejection of all Bids made by the
Bidder directly or indirectly.
E. Any or all Bids shall be rejected if there is reason to believe that collusion exists
among the Bidders.
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IFB No.: 027-003
Delivery o f Lubricating Oil for VRE Locomotives
Virginia Railway Express