Highway Grade Crossing Railroad Warning Systems Maintenance, Inspection and Test Services

Port of Pasco
Highway Grade Crossing Railroad Warning Systems Maintenance, Inspection
and Test Services
REQUEST FOR PROPOSALS :
The Port of Pasco ("Port") invites qualified, licensed firms to submit proposals for maintenance, inspection,
and testing services for highway grade crossing railroad warning systems. Through this RFP, the Port seeks
to identify a vendor to inspect, test, and maintain the railroad warning systems at the Big Pasco Industrial
Center (Oregon Avenue/SR 397), Reimann Industrial Center (Railroad Avenue), and perform other railroad
signal work as requested by the Port.
Services. The Contractor shall provide specialized meters, general tools, equipment, transportation, and
labor as related to inspecting, testing, and maintaining the Highway Grade Crossing Railroad Warning
Systems on the Port of Pasco Big Pasco Industrial Center (Oregon Avenue/SR 397) and Reimann Industrial
Center (Railroad Avenue), and other railroad signal work as requested by the Port. For routine inspections
and tests, the Contractor will perform monthly, quarterly, annual, 4-year, and 10-year inspections and tests
in accordance with Federal Railroad Administration (FRA) requirements, AREMA Standards, WSDOT, and
UTC requirements.
Monthly Inspections and Tests (once each month):
* Perform monthly FRA 234 Inspections and Tests. Each month shall follow a 29-day calendar rotation,
with the assumption that a 13th inspection will be required each calendar year.
* Monthly inspections and Tests shall include the following:
1. Visually inspect fuses, lightning arresters, equalizers, and surge protectors
2. 234.245 Signs
3. 234.249 Ground test
4. 234.251 Standby Power
5. 234.253 (c) Flashing Light Units and Lamp Voltage
6. 234.255 (a) and (b) Gate Arm and Gate Mechanism
7. 234.257 (a) and (b) Warning System Operation
8. 234.261 Highway traffic signal pre-emption
Quarterly Inspections and Tests (89-Day / once every three months):
* Perform quarterly FRA 234 Inspections and Tests. Each quarterly inspection and test shall be on an
89-day calendar rotation with the assumption that a 5th inspection may be required each calendar
year.
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* Quarterly inspection and tests shall include the following:
1. 234.269 Cut-Out Circuits
2. 234.271 Insulated Rail Joint, Bond Wires, and Track Connections
Annual Inspections and Tests (once every twelve months):
* Perform annual FRA 234 Inspections and Tests. Each annual inspection and test shall follow a 364-
day calendar rotation.
* Annual inspection and tests shall include the following:
1. 234.253 (a) and (b) Flashing Light Units and Lamp Voltage
2. 234.255 (c) Gate Arm and Gate Mechanism
3. 234.259 Warning Time
4. 234.265 Timing Relays and Timing Devices
4-Year Relay Test (once every four years):
* The Contractor shall test (slide) each relay every four years on a 1460-day calendar rotation.
* 4-Year Relay Tests will include the following:
1. FRA 234.263 Relays
2. Test each vital and non-vital relay
3. Type B Plug-In relays
4. Relays include track relays, flasher relays, neutral relays, biased neutral relays, and power
transfer relays.
5. Test shall be made with an S&C Relay Meter 330 or an approved equivalent
10- Year Cable Test (once every ten years):
* The Contractor shall test each cable and each conductor in the cables every ten years on a 3651-day
calendar rotation.
* Cable Megger Tests will include the following:
1. 234.267 Insulation Resistance Tests, Wires in Trunking and Cables: Test insulation resistance
and record the results for each cable tested.
2. Test shall be made with an S&C Railroad Signal Megohmmeter 336 or an approved
equivalent
General Maintenance:
* The Contractor shall maintain the bungalows, electrical service meters, and the surrounding right-of-
way clean and orderly. This includes the removal of weeds around the bungalow, electrical service
meters, and each warming device, the removal of graffiti on the bungalow, and on warning devices.
* The Contractor shall paint and refresh all signal applications, which include the painting of all
backgrounds, bells, bases, gate mechanisms, counterweights, and masts.
* Regulatory ENS signs and stenciling on the bungalows shall always be maintained and legible.
* The Contractor shall keep all bungalows, junction boxes, bases, electrical service meters, and shunt
enclosures clean and free of debris. This includes sealing of conduits and inlets to prevent rodents
from entering signal appliances.
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* The Contractor shall replace items expected to degrade or age, such as gate arms and batteries.
Hours of Performance.
* The Contractor shall perform routine inspections and tests during normal working hours unless
otherwise authorized by the Port. The Contractor shall be on call after hours for all emergency calls
related to the grade crossing signals and maintenance of way activities that affect the grade crossing
signals.
* The Contractor shall be available to respond to call-out requests within 24 hours of receiving the
Port's initial notification.
Required Plans and Regulatory Adherence. The Contractor shall submit the following regulatory plans to
the Port of Pasco:
* FRA 214 Roadway Worker Protection
* FRA 219 Drug and Alcohol Plan
* FRA 228 Hours of Service Program
* FRA 243 Training Program
The Contractor shall have approved programs on file with the FRA and make them available to the Port
for review upon request.
Port of Pasco CFR 228 and 234 Test Forms. The Contractor shall utilize Port of Pasco CFR 228 and 234 Test
Forms for all inspections and tests performed on Port of Pasco signal systems. All inspection and test forms
shall conform to FRA 234.273 Results of inspections and tests. Within 7 calendar days of each test, the
Contractor shall submit the original inspection and test form (with a wet signature in blue ink) to the Port of
Pasco for review and submission. A Location Card shall be placed at each location (inside the bungalow) that
records the inspection and test date, and the signature of the person conducting the test.
Other Clarifications:
* Railroad track inspections and maintenance are not included in this proposal. Contractor will be
expected to coordinate with any contractor working on railroad tracks.
* Contractor shall provide Roadway Worker Protection (RWP) for the Contractor's work.
* Contractor shall provide and maintain BNSFcontractor.com training, RWP training, and eRailsafe for
all field personnel as an incidental part of the work.
* Contractor shall provide and maintain general safety plan.
* The work is subject to prevailing wage laws and WA State Labor and Industry requirement and
reporting.
* The Contractor shall be available to respond to call-out requests within 24 hours of receiving initial
notice, including after-hours, weekends, and holidays, as necessary.
*
The Contractor will need to provide their fee proposal for the following:
One Year of Routine Inspections and Tests:
* Monthly x13, Quarterly x5, and Annual x1 - Oregon Ave. Xing LS = $______________
* 4-Year Relay Tests - Oregon Ave. Xing LS = $______________
* 10-Year Cable Tests - Oregon Ave. Xing LS = $______________
* Call Out Incident Cost (2 hrs max on site) - Oregon Ave. Xing LS = $______________
* Monthly x13, Quarterly x5, and Annual x1 - Railroad Ave. Xing LS = $______________
* 4-Year Relay Tests - Railroad Ave. Xing LS = $______________
* 10-Year Cable Tests - Railroad Ave. Xing LS = $______________
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* Call Out Incident Cost (2 hrs max on site) - Railroad Ave. Xing LS = $______________
* On-site repairs and maintenance labor and equipment (normal business hours during routine
inspections - single maintainer) HR =$_____________
* On-site repairs and maintenance (normal business hours during routine inspections - additional for
second maintainer) HR =$_____________
* On-site repairs and maintenance labor and equipment (Call out - single maintainer)
HR = $_____________
* On-site repairs and maintenance (Call out - additional second maintainer)
HR = $_____________
Each lump-sum item includes all incidental costs for the services rendered: overhead, profit, bonding
insurance, transportation, specialized meter, tools, equipment, and PPE. Work involving more than single
maintainer shall be preapproved. All materials or supplies over $100 dollars per event shall be preapproved.
Materials and supplies shall be reimbursed based on invoice plus 21%. All rental equipment over $100 per
event shall be preapproved. Equipment shall be reimbursed based on invoice or FHWA rates plus 21%.
Subcontractors if used will abide by all requirements of any contract. Subcontractor markup is limited to
12%.
Each hourly item includes all costs related to overhead, profit, single maintainer, vehicle, and tools.
The Port will enter into a contract for one year that may be renewal for up to a 5-year term. The contract
may provide for escalation of rates.
In addition, the Contractor shall charge Washington State Sales Tax as a separate line item.
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.
SCHEDULE
RFP Released September 15, 2026
Cut off for Questions September 25, 2026
Addendum Issue September 29, 2026
Submittals Due October 6, 2026
Notice of Preferred Candidate October 16, 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.
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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
4:00 October 6, 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 performing maintenance,
Inspection and Test Services of the Port's Highway Grade Crossing Railroad Warning Systems
3. Team and Qualifications: Resumes and professional licenses for the proposed project team, lead
professionals.
4. Similar projects as 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
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 firm 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
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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.
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 for inspection, testing, and maintenance for highway grade
crossing railroad warning systems for Big Pasco Industrial Center (Oregon Avenue/SR 397),
Reimann Industrial Center (Railroad Avenue) and other railroad signal work as requested.
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 inspection, testing, and maintenance for highway grade crossing railroad
warning systems for Big Pasco Industrial Center (Oregon Avenue/SR 397), Reimann Industrial
Center (Railroad Avenue) and other railroad signal work as requested.
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.
SECTION 2: SCOPE OF SERVICES TO BE RENDERED
Contractor shall provide the services as set forth in the RFP ("Scope of Work"). Contractor
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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 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
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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 railroad signal 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) 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.
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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
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