AGENDA ITEM 9-A
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
RICH DALTON
DATE:
AUGUST 17, 2012
RE:
REFERRAL OF PRELIMINARY FY 2014 VRE OPERATING AND
CAPITAL BUDGET TO THE COMMISSIONS
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive
Officer to refer the Preliminary FY 2014 VRE Operating and Capital Budget to the
Commissions for their consideration, so that the Commissions, in turn, can refer
these recommendations to the jurisdictions for their review and comment.
BACKGROUND:
In accordance with the VRE Master Agreement, which outlines the process for
annual budget approval, the preliminary FY 2014 VRE Operating and Capital
Budget are attached for review.
VRE staff met with the CAO Taskforce in August to discuss jurisdictional budget
issues and concerns and to review current VRE projections. The most significant
issue for FY 2014 will be to understand the impact on VRE of the provisions of
MAP-21, the new federal transportation funding legislation. Additionally, federal
funding for access fee reimbursement provided through the state of Virginia
decreased materially in FY 2013 which will impact the budget in FY 2014, and
the state is developing proposals that are anticipated to alter their funding
formulas for both operating support and capital projects.
DISCUSSION:
The FY 2014 preliminary budget totals $98.5 million with the addition of a 10 car
train on the Fredericksburg Line in January 2014, following the completion of the
L’Enfant storage track, and the lengthening of two existing trains. Assuming no
change to either fares or subsidy, $4.7 million of costs are currently unfunded.
Without the addition of the new train mid-year, the total budget would be $96.2
million, with the unfunded portion at $3.3 million. As in the past, VRE will submit
a balanced budget to the jurisdictions in the beginning of December for
evaluation prior to submission to the Operations Board later that month.
Both revenue and expenses are still under review and these projections are
expected to change considerably over the next several months. The assumptions
used in preparing the preliminary draft are as follows:
1. As noted above, federal formula funding in FY 2014 and future years is
based on the amount of funding actually received in FY 2012;
approximately $17M of program funds are used primarily for debt service
and capital improvements. Staff has not yet received final funding
amounts for FY 2013.
2. Fare revenue of $37.4 million with no fare increase. Ridership is estimated
at 21,200 with service at the increased level of 34 daily trains, with the
addition of the Fredericksburg Line train. Average daily ridership in FY
2012 was 19,088.
3. Contractually set increases in access fee expenses of 4% will occur for
Norfolk Southern and CSX. Amtrak contract increases are based on
changes to the AAR, a nationally published index of railroad costs, and the
bulk of the Keolis contract costs increase by the annual change to the CPI.
The current budget increase for both Keolis and Amtrak is a 5% increase
from the actual budget for FY2013.
4. Commonwealth capital funding is projected at the match rate of 50%. The
FY 2012 match rate for the majority of the capital projects was a rate of
55% for the projects which were funded. This projection will continue to be
reviewed over the next several months, particularly in light of proposed
changes to the state funding formula to incorporate performance
measures as part of the funding allocation process.
5. Commonwealth formula funding for operations of $9.3 million was
received in FY 2013. For FY 2014, $7.2 million is currently budgeted,
which staff believes is a conservative estimate at this time. The state had
several sources of one-time funding in FY 2013 which will not re-occur in
2
FY 2014, which results in the estimated decrease. This projection will
continue to be reviewed over the next several months, also in light of
proposed changes to the state funding formula.
6. Fuel expenses of $6.6 million are budgeted based on a per gallon cost of
$3.75. Because the cost of fuel also impacts the fuel tax revenue which
many of the jurisdictions use as the source of funding for the VRE subsidy,
a revised fuel tax projection for the PRTC jurisdictions will be prepared in
the fall.
7. One CMAQ project is budgeted for the Lorton Platform extension in the
amount of $2 million.
The major significant changes in the FY 2014 proposed budget compared to the
adopted FY 2013 budget are as follows:










$2.9M increase in fare revenue as the result of increased ridership
$1.1M increase in the state operating subsidy.
$2.2M decrease in the federal subsidy for access fees.
$900K increase in reserve/contingency based on the overall increase to the
size of the budget between the two budget years
$320K increase to facilities maintenance for prior year deferred maintenance
and repairs and to reflect the cost of additional station facilities
$870K increase in fuel due to projected price per gallon and the addition of
the 10-car Fredericksburg train
$360K contractual increase to Amtrak services (excluding access fees) based
on change to AAR index
$2.0M increase to Keolis based on change to CPI in accordance with the
contract and including the addition of the 10-car Fredericksburg train
$840K increase in access fees, including the additional 10-car Fredericksburg
train
$1.5M net increase in other revenues/expenditures
In the development of the FY 2014 budget, staff reviewed numerous options for
additional service through both lengthening of existing trains and the addition of
new trains. The current proposal, to lengthen two existing trains and add a 10 car
train on the Fredericksburg line mid-year, is based on an evaluation of passenger
needs, costs, and the availability of rolling stock and mid-day storage.
Based on the discussion at the Board meeting in June, staff will review the fare
indexing policy that was originally developed in FY 2009, revise it as needed and
present it as part of the FY 2014 proposed budget.
3
FY 2014 BUDGET GUIDELINES
The budget guidelines have been revised in light of the discussion at the June
2012 Operations Board meeting:
GUIDELINE #1: The priority in the FY 2014 budget will be to sustain the current
level of overall service to the riders. In addition, various capacity expansion
and/or growth scenarios to expand service will be developed and presented, in
conjunction with their cost implications.
GUIDELINE #2: The total jurisdictional subsidy has decreased over the past four
years, from $17,275,499 in FY 2009 to $16,428,800 in FY 2013, with decreases
from FY 2009 to FY 2012 and a 3% increase in FY 2013. Subsidy increases or
decreases in FY 2014 and future years will be evaluated based on changes to
federal and state funding levels and the jurisdictions’ ability to replace grant
funding with fuel tax revenue or other sources of funding.
GUIDELINE #3: VRE had three fare increases between July 2008 and July 2009
and another increase in FY 2013. Fare increases will be evaluated as the budget
process continues, with consideration given to changes in grant funding levels, a
preference for biennial increases, and comparison to relevant indices. A fare
indexing policy will be presented to the Board for their consideration as part of
the budget process.
GUIDELINE #4: The first priority for capital improvements will be to adequately
maintain equipment and facilities to support current service levels. The Capital
Improvement Program (CIP) will be developed to ensure the most efficient use of
all funding sources (federal, state, and local) and to emphasize high priority
capital projects to maintain current assets and prepare for growth as funding
allows.
GUIDELINE #5: Fuel hedging strategies will continue in order to provide greater
predictably in budgeting for diesel fuel costs.
GUIDELINE #6: Funding will be provided to maintain VRE’s level of working
capital at an amount no less than two months of operating costs. This level is
consistent with the reserve goals of other transit agencies and will allow VRE to
efficiently meet its obligations during the course of the year as well as make
orderly accommodation for significant shortfalls. In addition, a capital reserve will
be maintained to provide local match for earmarks and to fund smaller capital
projects and/or those for which grant funds are unavailable. Funding for the
reserves will be provided by surplus funds at year-end and, for the capital
reserve, proceeds from the sale of capital assets.
4
GUIDELINE #7: The review of VRE’s debt levels will be continued in order to
develop debt parameters and guidance as to the appropriate balance between
debt and “pay as you go” financing for major capital acquisitions
FISCAL IMPACT – FY 2014 BUDGET:
Additional draft budgets will be formulated during the fall and reviewed with the
CAO Budget Task Force resulting in a balanced budget by December 2012.
Attached are the following:


FY 2014 Sources and Use
FY 2014 Summary Budget
5
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
RICH DALTON
AUGUST 17, 2012
REFERRAL OF PRELIMINARY FY 2014 VRE OPERATING AND
CAPITAL BUDGET TO THE COMMISSIONS
RESOLUTION
9A-08-2012
OF THE
VIRGINIA RAILWAY EXPRESS
BOARD OF DIRECTORS
WHEREAS, the VRE Master Agreement requires that the Commissions be
presented with a preliminary fiscal year budget for consideration at their
respective September meetings prior to the commencement of the subject fiscal
year; and,
WHEREAS, the VRE Chief Executive Officer has provided the VRE Operations
Board with the preliminary FY 2014 Operating and Capital Budget; and,
WHEREAS, staff recommends a budget built on an average daily ridership of
21,200 average daily riders; and,
WHEREAS, subject to the direction provided by the Operations Board, the
budget will be updated with additional ridership and cost data and further refined
through the CAO Budget Task Force review during the fall of 2012; and,
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
refers the preliminary FY 2014 VRE Operating and Capital Budget to the
Commissions for their consideration; and,
BE IT FURTHER RESOLVED THAT, the VRE Operations Board recommends
that the budget be forwarded to the jurisdictions for further formal review and
comment; and,
BE IT FURTHER RESOLVED THAT, VRE staff is directed to consider and
address comments by the jurisdictions and to forward a final recommended
budget to the VRE Operations Board at the December 2012 meeting for
consideration and referral to the Commissions for adoption in January 2013.
6
FY14 VRE - Source and Use Budget Worksheet
LEVEL OF SERVICE FOR FY 2014
34 trains
21,200 average daily riders
Leases
14,845,000
Amtrak
5,795,000
Recapitalization
Total Access Fees
14,845,000
NS
CSXT
Total
3,090,000
5,960,000
14,845,000
SOURCES OF FUNDS
|-----------STATE -----------|
USES OF
FUNDS
Operating Expenses
71,823,749
FARE
INCOME
37,400,000
INTEREST
EQUIP RENT
AND MISC
60,300
166,000
LOCAL
SUBSIDY
OTHER
STATE
SOURCES OPERATING
14,062,949
0
7,200,000
STATE
CAPITAL
2,742,500
|----------------FEDERAL------------------|
STATE
SSTP
5307/5309
9,360,000
832,000
EARMARK/
OTHER
-
TOTAL
71,823,749
Non-Operating Expenses:
Operating Reserve
Debt Svc (1998 Bond)
Debt Svc (Gallery IV) (11 Cabcars)
Debt Svc 8 Railcars (Fed/State/Local)
Office Loan
1,889,248
6,907,331
0
1,931,357
0
70,236
Debt Svc 60 Railcars (Local)
Debt Svc 60 Railcars (Fed/State/Local)
110,442
4,645,429
0
1,889,248
3,453,666
0
193,136
0
70,236
0
110,442
464,543
0
1,889,248
6,907,331
0
1,931,357
0
70,236
0
110,442
4,645,429
3,453,666
193,136
0
0
0
1,545,086
0
464,543
3,716,343
Non-Operating Summary
15,554,043
0
0
0
6,181,270
0
0
4,111,344
0
5,261,429
0
15,554,043
Total Expenses (Subtotal)
87,377,792
37,400,000
60,300
166,000
20,244,219
0
7,200,000
6,853,844
9,360,000
6,093,429
0
87,377,792
Capital Projects:
Facilities Infrastructure
500,000
50,000
0
0
742,900
5,000
115,400
0
0
0
0
50,000
0
0
742,900
5,000
115,400
0
0
0
0
400,000
0
0
5,943,200
40,000
923,200
0
0
0
0
500,000
0
0
7,429,000
50,000
1,154,000
0
0
0
-
Rolling Stock
Rolling Stock Mods
Heavy Maintenance Repair Facility
7,429,000
50,000
1,154,000
Capital Project Summary
9,133,000
0
0
0
913,300
0
0
913,300
0
7,306,400
0
9,133,000
2,000,000
0
2,000,000
0
0
0
0
0
0
0
0
400,000
0
400,000
0
0
0
0
1,600,000
0
1,600,000
2,000,000
2,000,000
98,510,792
37,400,000
60,300
166,000
21,157,519
0
7,200,000
8,167,144
9,360,000
13,399,829
1,600,000
98,510,792
Program
1,931,357
14,845,000
110,442
4,645,429
-
Funding
5307/5309
Equity Bonus
5307/5309
5307/5309
5307/5309
5307/5309
5307/5309
5307/5309
5307/5309
5307/5309
5307/5309
5307/5309
5307/5309
5307/5309
Federal Amt
1,545,086
9,360,000
3,716,343
380,000
292,000
80,000
80,000
-
State Amt
193,136
2,742,500
464,543
3,453,666
6,853,844
1,313,300
8,167,144
Earmarks/Capital:
Lorton Platform
Earmark Summary
TOTAL
FY13 subsidy
surplus (deficit)
Federal Reimbursement rate (Access)
Federal Reimbursement rate
State Match Reimb rate MTF Cap
State Match Reimb rate MT Cap
State Earmark Match rate
65%
80%
50%
50%
20%
Calculated Operating Reserve:
33%
23,701,837
16,428,800
(4,728,719)
Soft Capital Projects
Debt Service 11 Cabcars
Access lease funding
Local only Debt Service 60 Railcars
Fed/State/Local
Debt Service 60 Railcars
Grant & Project Management
Grant & Project Management
475,000
365,000
Construction Management
Security Enhancements
Signage Enhancements
Debt Service 1998 Bonds
100,000
100,000
Subtotal
Capital Projects/Earmarks
Federal Cap Program
22,572,228
11,133,000
33,705,228
8,906,400
24,359,829
FY14 Summary Proposed Budget
GL Account
Operating Revenue:
FY12 Operating
Fare Revenue
Miscellaneous Revenue
Jurisdictional Subsidy
Other Jurisdictional Subsidy
Federal/State Subsidy
Other Local Funds
Interest Income
33,000,000
126,000
14,679,019
28,387,824
243,136
61,000
Total Revenue
76,496,979
FY12 Capital
1,264,898
45,997,100
3,595,848
50,857,846
FY13 Operating
34,500,000
126,000
15,808,999
29,319,262
60,300
79,814,561
FY13 Capital
FY14 Operating
619,800
8,268,200
-
8,888,000
37,400,000
166,000
15,808,999
29,507,273
60,300
82,942,572
FY14 Capital
619,800
10,219,700
-
10,839,500
Changes
2,900,000
40,000
2,139,512
5,079,512
Operating/Non-Operating Expenses:
Insurance/Reserve/Mobilization
Executive Mgnt
Passenger Support Services
Public Affairs
Marketing
Planning
Operations and Communications
Budget and Finance
Communication and Infomation Technology
Construction and Capital Projects
Facilities Maintenance
Purchacing and Contract Administration
Equipment Operations
Safety, Security, and Emergency Preparedness
PRTC
NVTC
Keolis
Amtrak
Amtrak Access Fees
Norfolk Southern
CSXT
5,621,352
615,008
719,080
162,236
587,176
1,037,798
733,865
2,552,218
917,172
705,354
3,035,397
275,753
10,923,587
427,132
117,000
70,000
17,546,044
3,652,000
5,380,000
2,940,000
4,740,000
Total Operating/Non-Operating Expenses
62,758,172
CIP Expenditures
Debt Service
13,738,807
Total CIP and Other Expenditures
13,738,807
50,857,848
13,948,215
8,888,000
Grand Total Expenses
76,496,979
50,857,848
79,814,560
8,888,000
Difference by Fund
Total Difference
6,383,645
631,689
746,569
177,773
598,661
1,274,417
773,194
2,960,979
1,120,557
778,252
3,549,447
294,034
9,793,982
463,556
144,000
70,000
18,008,591
4,097,000
5,640,000
2,950,000
5,410,000
-
65,866,346
50,857,848
-
7,610,302
823,000
795,300
191,000
608,125
873,750
1,661,000
2,752,000
1,273,000
892,500
3,870,000
324,500
12,083,000
472,500
102,000
80,000
19,947,020
4,459,000
5,795,000
3,090,000
5,960,000
-
73,662,997
8,888,000
13,948,215
-
0
-
11,133,000
2,245,000
(233,420)
13,714,795
11,133,000
2,011,581
87,377,792
11,133,000
9,808,232
13,714,795
-
(4,435,220)
0
1,226,657
191,311
48,731
13,227
9,464
(400,667)
887,806
(208,979)
152,443
114,248
320,553
30,466
2,289,018
8,944
(42,000)
10,000
1,938,430
362,000
155,000
140,000
550,000
7,796,651
(293,500)
(4,728,720)
(4,728,720)
(4,728,720)
AGENDA ITEM 9-B
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
RICH DALTON
DATE:
AUGUST 17, 2012
RE:
AUTHORIZATION TO AMEND THE VRE TARIFF TO REDUCE THE
PRICE OF THE STEP-UP FARE
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
amend the VRE tariff to reduce the price of the Step-Up fare from $5.00 to $3.00,
effective November 1, 2012.
BACKGROUND:
At the March 2011 Operations Board meeting, the Board authorized a change in the
VRE fare policy and amendment of the VRE tariff to reduce the price of the Step-Up
fare in an effort to mitigate crowded conditions on VRE trains, effective May 1, 2011.
The cost to a rider for a Step-Up ticket was reduced from $10.00 to $5.00. Passengers
riding on Amtrak trains with a Step-Up ticket must also purchase a VRE multi-ride ticket
(i.e., Monthly, 10-ride or 5-day ticket).
Step-Up ticket sales (and resulting ridership) have more than doubled since the fare
reduction was implemented, from about 3,520 tickets/month to 8,090 tickets/month.
Based on ticket sales, that equates to an increase in ridership on Step-Up eligible
Amtrak trains from about 170 trips/day to 388 trips/day.
In July 2011, VRE staff was invited to participate in the Transit/TDM Working Group for
the I-95 Express Lanes (formerly HOT lanes) Transportation Management Plan (TMP).
The Working Group was tasked with identifying transit/TDM measures that could be
implemented in the I-95 corridor to mitigate the construction-related impacts of the
project and reduce the number of vehicles using the I-95 HOV and general purpose
lanes during the construction of the Express Lanes. The transit/TDM strategies
developed for inclusion in the TMP will be funded through the northern Virginia Regional
TMP program budget. The TMP is funded for FY 2013 through FY 2015 to coincide with
the Express Lanes construction schedule.
The Transit/TDM working group identified eight strategies to mitigate the impacts of
construction of the I-95 Express Lanes on travelers in the I-95 corridor, including a
strategy to further reduce, or “buy-down”, the rider cost of the VRE Step-Up fare, from
$5.00 to $3.00. It is projected additional VRE riders will take advantage of the Step-Up
option and shift to the Amtrak trains, thereby freeing up capacity on VRE trains. New
riders seeking to avoid traffic congestion on I-95 during the Express Lanes construction
are also expected to be attracted to VRE and/or Amtrak trains. Since the majority of the
Step-Up eligible trains are on the Fredericksburg Line, the fare reduction will have the
greatest potential impact in the I-95 corridor. The fare change will be effective for the
entire VRE system, however, so travelers on the Manassas Line and in the I-66 corridor
stand to benefit as well.
VRE currently pays Amtrak $10.00 per ticket for each VRE rider that chooses to use the
Step-Up option; $5.00 of that is covered by rider fare revenue and $5.00 is covered by
the VRE Operating Budget. Under the TMP Step-Up reduction strategy, VRE would
continue to pay Amtrak $10.00 per ticket, with only $3 of that cost borne by the rider.
VRE would pay $5/ticket from its Operating Budget. The TMP would fund the remaining
$2/ticket cost. The TMP budget for the VRE Step-Up buydown strategy is $960,000
spread over FY 2013-FY 2015.
The anticipated annual cost of the program and projected Step-Up ridership is shown in
the table below:
$10 fare per
ticket (Prior
to 5/1/11)
$5 fare per
ticket
(Effective
5/1/11)
$970,310
Step-Up Fare
$3 fare per
ticket
(Projected)
Incremental
Increase
FY13
Annual Total Paid to
$422,145
$1,625,000
Amtrak ($10/ticket)
Fare Revenue
$422,145
$485,155
$487,500
VRE Operating
N/A
$485,155
$812,500
Budget
Regional TMP Budget
N/A
N/A
$325,000
Annual tickets sold
42,215
97,031
162,500
Average Amtrak
170
388
650
trips/day based on
ticket sales
Note: Financial data for the $10 Step-Up fare reflects the 12 months prior to
$5 fare reflects actual FY2012 expenses and revenue.
2
Incremental
Increase
FY14
$436,460
$654,690
$1,563
$218,230
$2,345
$327,345
$216,667
43,646
175
$325,000
65,469
262
5/1/11; financial data for the
It is anticipated that the additional riders that switch from VRE trains to Amtrak trains
due to the reduced Step-Up fare will be backfilled by new riders on VRE trains. As a
result, it is projected that the Step-Up program will be revenue-neutral to VRE if 70% of
the additional riders switching to Amtrak trains are backfilled by new VRE riders or
approximately 183 new trips/day.
The northern Virginia Regional TMP (RTMP) Advisory Committee approved the I-95
Express Lanes TMP on July 31, 2012, including the VRE Step-Up Fare reduction
strategy. The next step in implementing the TMP is to modify the VDOT-DRPT
Interagency Agreement addressing the funding of the I-95 Express Lanes TMP
transit/TDM strategies. DRPT will then issue an amendment to the master grant
agreement with NVTC that covers VRE state funding to include the Step-Up buydown
program funding. VRE staff is coordinating with DRPT and NVTC staff to execute the
required agreements. In order to allow sufficient time to complete these steps, the
proposed effective date for the reduced Step-Up fare is November 1, 2012. This will
also allow time to coordinate a public information campaign for the Step-Up fare
reduction and other I-95 Express Lanes transit/TDM strategies with VDOT and Virginia
Megaprojects staff.
FISCAL IMPACT:
If implemented on November 1, 2012, the VRE cost for the program for FY 2013 would
be $218,230 more than budgeted. While new riders on VRE trains are expected to
backfill open seats, it will occur over a transition period and staff believes the net cost
impact to VRE in FY 2013 to be approximately $100,000. These adjustments will be
included in the revised budget for FY 2013. By FY 2014, staff estimates that new riders
will have backfilled VRE trains sufficiently to result in no net additional cost to VRE.
3
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
RICH DALTON
AUGUST 17, 2012
AUTHORIZATION TO AMEND THE VRE TARIFF TO REDUCE THE
PRICE OF THE STEP-UP FARE
RESOLUTION
9B-08-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, VRE riders possessing a multi-ride ticket can currently ride select Amtrak
trains in conjunction with the purchase of a $5 Step-Up fare; and,
WHEREAS, VRE was invited to participate as a member of the I-95 Express Lanes
Transit/TDM Working Group in developing transit/TDM strategies to be included in the I95 Express Lanes Transportation Management Plan (TMP); and,
WHEREAS, the TMP strategies are designed to mitigate the construction-related
impacts of the Express Lanes project and reduce the number of vehicles using the I-95
HOV and general purpose lanes during the construction; and,
WHEREAS, the I-95 Express Lanes TMP approved by the northern Virginia Regional
TMP (RTMP) Advisory Committee on July 31, 2012, recommends reducing the VRE
Step-Up fare from $5/ticket to $3/ticket to encourage commuters to shift from using I-95
to VRE and/or Amtrak trains during the Express Lanes construction; and,
WHEREAS, reducing the rider’s cost of the Step-Up ticket is also anticipated to
motivate additional VRE riders to take advantage of the Step-Up option and shift to the
Amtrak trains, thereby freeing up capacity on VRE trains for new riders.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to amend the tariff to reduce the Step-Up fare to $3 effective
November 1, 2012.
4
AGENDA ITEM 9-C
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
RICH DALTON
DATE:
AUGUST 17, 2012
RE:
AUTHORIZATION TO AWARD A CONTRACT FOR CONTAMINATED
WASTE REMOVAL SERVICES
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
enter into a contract with Hepaco, LLC of Fredericksburg, Virginia, for contaminated
waste removal services in an amount not to exceed $175,000. The contract term will be
for a base year plus two, one-year options.
BACKGROUND:
On December 16, 2011, the VRE Operations Board authorized the issuance of an RFP
for hazardous waste removal services.
A request for proposals (RFP) was
subsequently issued in June 2012. Two proposals were received in July 2012 from
Hepaco, LLC and Vista Environmental Inc. Hepaco was unanimously chosen by the
selection committee and is being recommended for award.
The scope of services in this contract includes spill containment, hazardous and
contaminated materials removal, blood-borne pathogen awareness training for the
cleaning staff, and annual washing and cleaning of the locomotive drip pan system.
The annual training and drip pan treatment are base contract services with spill
containment, waste removal and other unscheduled duties requested on an as-needed
basis.
The contract will be for three years; a base year plus two option years, with the VRE
CEO exercising the option years at his discretion.
FISCAL IMPACT:
Funding will be provided through the FY 2013 through FY 2016 operating budgets.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
RICH DALTON
AUGUST 17, 2012
AUTHORIZATION TO AWARD A CONTRACT FOR CONTAMINATED
WASTE REMOVAL SERVICES
RESOLUTION
9C-08-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, on December 16, 2011, the VRE Operations Board authorized the
issuance of an RFP for contaminated waste removal services; and,
WHEREAS, these services are used to remove hazardous and contaminated waste,
conduct blood borne pathogen awareness training, and the annual cleaning of the yard
drip pan system; and,
WHEREAS, a competitive selection process was conducted and Hepaco, LLC was
unanimously chosen.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to enter into a contract with Hepaco, LLC of Fredericksburg,
Virginia, for contaminated waste removal services in an amount not to exceed
$175,000. The contract term will be for a base year plus two, one-year options.
3
AGENDA ITEM 9-D
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
RICH DALTON
DATE:
AUGUST 17, 2012
RE:
AUTHORIZATION TO ISSUE A TASK ORDER FOR ON-SITE
SUPPORT AT VRE MAINTENANCE FACILITIES
________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive
Officer to issue a task order to STV, Inc., under the MEC V contract, to provide
on-site mechanical process and audit support in an amount not to exceed
$282,750, plus a 10% contingency of $28,275, for a total amount not to exceed
$311,025.
BACKGROUND:
Over the past two years, VRE’s fleet equipment program has become extremely
advanced and now includes state-of-the-art railcars and locomotives and
advanced technology for equipment diagnostics and troubleshooting. At the
same time, there has also been an increase in VRE’s mechanical activities.
VRE continues to deploy initiatives to reduce repair cycle times, increase
utilization and rolling stock reliability, reduce fuel consumption, and lower overall
lifecycle maintenance costs. Through this task order STV will provide on-site
support for audits and analysis to ensure VRE meets or exceeds established
initiatives.
The scope of this task order includes monitoring mechanical operations, rolling
stock availability, and fleet performance on a daily basis. It will also include
audits of equipment, both before and after routine maintenance and
unscheduled repairs are performed by VRE contractors. All of this work will be
completed while ensuring that VRE policies, procedures, and agreements are
followed and documented.
Finally, STV will audit VRE policies and Standard Operating Procedures to
ensure compliance and then recommend modifications where needed. This
work will be performed over a period of one year.
FISCAL IMPACT:
This is the second task order issued for this effort. Funding for this project is
included in the FY 2013 operating budget.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
RICH DALTON
AUGUST 17, 2012
AUTHORIZATION TO ISSUE A TASK ORDER FOR ON-SITE
SUPPORT AT VRE MAINTENANCE FACILITIES
RESOLUTION
9d-08-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, VRE has a GEC contract with STV, Inc. for Mechanical and
Engineering Consulting Services; and,
WHEREAS, VRE is transitioning its fleet to state-of-the-art railcars and
locomotives and advanced technology for equipment diagnostics and
troubleshooting; and,
WHEREAS, VRE is deploying several initiatives to reduce repair cycle times,
improve utilization and reliability of rolling stock, reduce fuel consumption, and
lower overall life cycle maintenance costs; and,
WHEREAS, STV will provide on-site support for audits and analysis to ensure
VRE meets or exceeds established initiative goals and objectives.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
authorizes the Chief Executive Officer to issue a task order to STV, Inc., under
the MEC V contract, to provide on-site mechanical process and audit support in
an amount not to exceed $282,750, plus a 10% contingency of $28,275, for a
total amount not to exceed $311,025.
3
AGENDA ITEM 9-E
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
RICH DALTON
DATE:
AUGUST 17, 2012
RE:
AUTHORIZATION TO SELL TWO LOCOMOTIVES
RECOMMENDATION:
The VRE Operations Board is being asked to recommend the Commissions
authorize the Chief Executive Officer to execute a sales agreement for two
GP40PH-2C locomotives with Goodloe Leasing, LLC, or the next highest
proposer, for the amount stated in the confidential envelope provided to Board
Members.
BACKGROUND:
In June of 2007, the VRE Operations Board authorized the Chief Executive
Officer to pursue the sale of VRE locomotives as they were replaced with new
equipment. VRE posted the sale of this equipment on the website and notified
several potential purchasers of the sale. Since that time, of the 18 available units,
VRE has sold three F40, three GP40, and ten GP39 locomotives.
VRE subsequently received a proposal from Goodloe Leasing, LLC to purchase
the remaining two GP40PH-2C locomotives. Negotiations have been completed
and a sales agreement, mirroring those already approved by the Operations
Board for equipment is being readied. The locomotives are not currently used for
regular revenue service and are available immediately.
FISCAL IMPACT:
All sale proceeds will be reinvested in the purchase of rolling stock.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
RICH DALTON
AUGUST 17, 2012
AUTHORIZATION TO SELL TWO LOCOMOTIVES
RESOLUTION
9E-08-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, in June of 2007, the VRE Operations Board authorized the Chief
Executive Officer to pursue the sale of locomotives as they are replaced with new
equipment; and,
WHEREAS, Goodloe Leasing, LLC has submitted a proposal to purchase the two
remaining VRE GP40PH-2C locomotives; and,
WHEREAS, VRE has received no other expressions of interest for these
locomotives.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
recommends that the Commissions authorize the Chief Executive Officer to
execute a sales agreement for two GP40PH-2C locomotives with Goodloe
Leasing, LLC in accordance with the confidential offer made by Goodloe, or to a
proposer who hereafter submits an offer for a higher amount.
3