AGENDA ITEM 10-C
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
APRIL 20, 2012
RE:
AUTHORIZATION TO AWARD A CONTRACT
CLEANING OF VRE PASSENGER CARS
FOR
INTERIOR
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
execute a contract with Service Master Preferred Services of Woodbridge, Virginia for
interior cleaning of VRE passenger cars in the amount of $533,988, plus a 5%
contingency of $26,699, for a total amount not to exceed $560,687.
BACKGROUND:
In order for VRE to maintain its high standard of cleanliness for passenger cars, VRE
must obtain services to provide heavy interior cleaning. This cleaning is in addition to
the current daily cleaning of all passenger cars and includes deep cleaning of carpets
and windows and more extensive tasks such as bathroom disinfection. Heavy interior
cleaning is scheduled twice per year, typically in the spring and fall.
In August of 2011, the VRE Operations Board approved a request to issue an RFP for
interior cleaning of VRE passenger cars. On January 24, 2012, the RFP was issued
and proposals were due on February 27, 2012. One response was received. The VRE
evaluation committee met in March 2012 and determined the sole proposal was
technically compliant and unanimously selected Service Master Preferred Services.
The contract with Service Master Preferred Services will be for a base year with two one
year options, with the CEO exercising the option years at his discretion.
FISCAL IMPACT:
Funding is provided for in the FY 2012 - 2015 operating budget. The project manager’s
estimate was $582,000 for the total contract value. The estimated budget in detail is
provided below:
Rail Car Type
Unit Price
Gallery IV Cab
Gallery IV
Trailer with
toilet
Gallery IV
Trailer without
toilet
Legacy Car
with toilet
Legacy Car
without toilet
Grand Total
$978.00
$978.00
Exterior Cleaning
Number of Cars Est. Number of
Cleanings
21
2
20
2
Total
$41,076
$39,120
$978.00
30
2
$58,680
$978.00
8
2
$15,648
$978.00
12
2
$23,472
$177,996
Total Contract Cost
Contract Year
1
2
3
Contract Total
Estimated Annual Cost
$177,996
$177,996
$177,996
$533,988
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
APRIL 20, 2012
AUTHORIZATION TO AWARD A CONTRACT FOR INTERIOR
CLEANING OF VRE PASSENGER CARS
RESOLUTION
10C-04-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, VRE has a need for heavy interior cleaning of passenger cars; and,
WHEREAS,VRE’s previous contract to provide such services expired in October 2011;
and,
WHEREAS, VRE issued an RFP and received one technically compliant proposal; and,
WHEREAS, the VRE selection committee unanimously selected Service Master
Preferred Services.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to execute a contract with Service Master Preferred Services
of Woodbridge, Virginia for interior cleaning of VRE passenger cars in the amount of
$533,988, plus a 5% contingency of $26,699, for a total amount not to exceed
$560,687.