AGENDA ITEM 9-C
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
FEBRUARY 17, 2012
RE:
AUTHORIZATION TO AWARD A CONTRACT FOR EXTERIOR
CLEANING OF VRE ROLLING STOCK EQUIPMENT
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
execute a contract with East Coast Power Washing, LLC for exterior cleaning of VRE
rolling stock equipment in the amount of $531,750, plus a 10% contingency of $53,175,
for a total amount not to exceed $584,925 over a period of three years.
BACKGROUND:
In order for VRE to maintain its high standard of cleanliness for VRE rolling stock
equipment, VRE must periodically seek portable power washing and exterior cleaning
services. Such services are primarily used when inclement weather inhibits VRE’s
ability to schedule both Fredericksburg and Manassas line trains into the train wash
system at Crossroads in a timely manner. This service also includes specialized graffiti
removal.
In August of 2011, the Operations Board approved a request to issue an RFP for
exterior cleaning of VRE rolling stock equipment. In November of 2011, the RFP was
issued and proposals were due on December 22, 2011. Two responses were received.
The VRE evaluation committee met in January 2012 and unanimously selected East
Coast Power Washing of Kill Devil Hills, North Carolina.
The contract with East Coast Power Washing will be for a base year, with two one year
options, with the CEO exercising the option years at his discretion. This approach will
allow flexibility to discontinue this service once the Broad Run train wash system is on-
line. The estimated completion for the Broad Run train wash system is twenty-four
months and will be updated once the project progresses further.
FISCAL IMPACT:
Funding is provided for in the FY 2012 - 2015 operating budgets. The project
manager’s estimate was $600,000 for the total contract value. The estimated budget in
detail is provided below:
Exterior Cleaning
Rolling Stock
Gallery IV Cars
Legacy Cars
Locomotives
Grand Total
Unit Cost
$300
$300
$325
Number of
Units
71
20
20
Estimated
Washes Per
Year
5
5
5
Estimated
Annual Cost
$106,500
$30,000
$32,500
$169,000
Graffiti Removal
Unit Cost for Graffiti
Removal
$275/hour
Estimated Number of Hours
Per Year
30
Estimated Annual Cost
$8,250
Total Contract Cost
Contract Year
1
2
3
Base Contract
Contingency
Total Contract Authorization
Estimated Annual Cost
$177,250
$177,250
$177,250
$531,750
$53,175
$584,925
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
FEBRUARY 17, 2012
AUTHORIZATION TO AWARD A CONTRACT FOR EXTERIOR
CLEANING OF VRE ROLLING STOCK EQUIPMENT
RESOLUTION
9c-02-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, VRE has a periodic need to power wash and clean the exteriors of rolling
stock equipment and have graffiti removed to maintain a high standard of cleanliness;
and,
WHEREAS, VRE’s previous contract to provide the same services expired in December
2011; and
WHEREAS, VRE issued an RFP and received two proposals; and,
WHEREAS, VRE’s selection committee unanimously selected East Coast Power
Washing, LLC.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to execute a contract with East Coast Power Washing, LLC
for exterior cleaning of VRE rolling stock equipment in the amount of $531,750, plus a
10% contingency of $53,175, for a total amount not to exceed $584,925 over a period of
three years.