AGENDA ITEM 8-A
CONSENT AGENDA ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
RICH DALTON
DATE:
AUGUST 17, 2012
RE:
AUTHORIZATION TO ISSUE REQUEST FOR PROPOSALS FOR
INSURANCE BROKERAGE SERVICES
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
issue a Request for Proposals (RFP) for insurance brokerage services. The contract
term will be for three years with two, one-year options.
BACKGROUND:
Prior to July 1, 2008, the state Division of Risk Management (DRM) was responsible for
procuring insurance coverage for the operation of the Virginia Railway Express, as an
adjunct to their duties under the Commuter Rail Operations Liability Insurance Plan.
During negotiations on changes and clarifications to the Insurance Plan during FY
2007, VRE and DRM agreed that this function could be more efficiently handled by
VRE.
After a competitive process, in April 2008 the Operations Board recommended
Commission approval of an agreement with Aon Risk Services for insurance brokerage
services for the five year period ending June 30, 2013. Although the current contract
doesn’t expire for nearly a year, a broker needs to be selected over the next several
months so that they will have sufficient time to arrange insurance contracts for the
period beginning July 1, 2013. The selected proposer will arrange for all required
property and liability insurance for the VRE, make recommendations regarding the use
of self-insurance, and serve as liaison between VRE, the state DRM and the insurers.
VRE staff will return to the Operations Board with a recommendation for award. The
contract term will be for three years with two, one-year options.
FISCAL IMPACT:
The costs of insurance brokerage services are budgeted in the Insurance Trust Fund.
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
RICH DALTON
AUGUST 17, 2012
AUTHORIZATION TO ISSUE REQUEST FOR PROPOSALS FOR
INSURANCE BROKERAGE SERVICES
RESOLUTION
8A-08-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, prior to July 1, 2008 the state Division of Risk Management (DRM) was
responsible for procuring insurance coverage for the operation of the Virginia Railway
Express, as an adjunct to their duties under the Commuter Rail Operations Liability
Insurance Plan; and,
WHEREAS, during FY 2008 VRE and DRM agreed that this function could be more
efficiently handled by VRE; and,
WHEREAS, in 2008 VRE entered into an agreement with Aon Risk Services for
brokerage services for the five year period ending June 30, 2013; and,
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to issue a Request for Proposals (RFP) for insurance
brokerage services. The contract term will be for three years with two, one-year
options.
AGENDA ITEM 8-B
CONSENT AGENDA ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
RICH DALTON
DATE:
AUGUST 17, 2012
RE:
AUTHORIZATION TO ISSUE A REQUEST FOR PROPOSALS FOR
A MOBILE TICKETING SYSTEM
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive
Officer to issue a Request for Proposals (RFP) for a Mobile Ticketing System.
BACKGROUND:
The current Automated Fare Collection (AFC) System has been in revenue
service since October 2002. Since that time, technology has changed and
improved, offering new opportunities to address VRE’s fare collection and
regional interoperability needs. Mobile ticketing is being tested and implemented
at several transit agencies across the nation and is giving those agencies an
opportunity to provide convenience to their passengers through new technology
with lower up-front capital expenditures. VRE staff is participating in a Mobile
Ticketing Working Group consisting of representatives from all major agencies
nationwide, including MBTA, SEPTA, DART, Tri-Met, and Chicago’s CTA and
Metra. This working group shares best practices and pilot test results so that our
entire industry may benefit from the early efforts in the area of mobile ticketing.
Working with LTK Engineering Services via a GEC task order, VRE issued a
Request for Information (RFI) in March 2012 to Mobile Ticketing providers to
gather information on mobile ticketing technology options for transit users.
Seventeen responses were received from providers from all around the world.
Those submissions were narrowed down to six companies who then made
formal presentations of their software products and proposed mobile ticketing
solutions to VRE, Keolis, and LTK staff. The information provided through the
RFI process was then used to define VRE mobile ticketing system requirements
and capabilities and develop the scope of services for this RFP.
VRE staff is also participating in WMATA’s Regional Operators Advisory Team
(ROAT) as they go through their procurement process for the New Electronic
Payments Program (NEPP). Working with WMATA to ensure interoperability
with NEPP and access to SmartBenefits® data is critical to the ultimate success
of any future AFC system for VRE. Mobile Ticketing promises to be the first
potential link of the VRE system to WMATA’s NEPP.
The scope of services for this RFP includes the design, installation,
implementation, and management of a turn-key Mobile Ticketing system that
meets the VRE requirements and functionality demands developed during the
RFI process. Upon receipt and review of proposals, VRE staff will return to the
Operations Board and recommend a specific firm for award.
FISCAL IMPACT:
Funding for the project is included in VRE’s Capital Improvement Program as
part of the Fare Collection III and SmarTrip® Integration project. Funding is
available from federal grants VA-90-X269 and VA-90-X232. There is no local
match.
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
RICH DALTON
AUGUST 17, 2012
AUTHORIZATION TO ISSUE A REQUEST FOR PROPOSALS
FOR A MOBILE TICKETING SYSTEM
RESOLUTION
8B-08-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, the existing Automated Fare Collection (AFC) system has been in
place for almost ten years; and,
WHEREAS, VRE continues to seek ways to improve fare collection operations
and customer convenience and expand the opportunities to address regional
interoperability with the SmartBenefits® program; and,
WHEREAS, fare collection technology has continued to evolve since the VRE
AFC was designed; and,
WHEREAS, VRE issued an RFI in March 2012 to gather information on mobile
ticketing technology options for transit users; and,
WHEREAS, the next step is to design, install, implement, and manage a Mobile
Ticketing system that meets the VRE requirements and functionality demands
developed during the RFI process.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
authorizes the Chief Executive Officer to issue a Request for Proposals (RFP) for
a Mobile Ticketing System.
AGENDA ITEM 8-C
CONSENT AGENDA ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
RICH DALTON
DATE:
AUGUST 17, 2012
RE:
AUTHORIZATION TO ISSUE A REQUEST FOR PROPOSALS FOR
SECURITY SERVICES
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive
Officer to issue a Request for Proposals (RFP) for security services. The contract
term will be for a base year with four, one year renewable options.
BACKGROUND:
VRE does not have its own dedicated sworn law enforcement team. As a result,
VRE has established a coordinated approach which includes VRE-contracted
security services; random patrols of local law enforcement at stations; Amtrak
police; and law enforcement passengers for augmenting onboard security.
In October 2008, the VRE Operations Board authorized a five-year contract with
New Horizons Security Services Inc. for security services that includes evening
and weekend armed security officer coverage at both Crossroads and Broad Run
VRE Rail Storage Yards. Although the current contract doesn’t expire until
November 30, 2013, VRE staff recommends that these services be competitively
rebid one year in advance of the contract expiration. This will offer VRE the
opportunity to consider and benefit from the ever expanding pool of companies
that provide such services in the National Capital region.
The solicitation will be structured as a labor hours contract and include armed
security officer presence on evenings and weekends at the VRE rail storage
yards as well as a menu of on-call security services. Upon receipt and review of
proposals, VRE staff will return to the Operations Board and recommend a
specific firm for award.
FISCAL IMPACT:
Funding will be provided through the Operating Budget.
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
RICH DALTON
AUGUST 17, 2012
AUTHORIZATION TO ISSUE A REQUEST FOR PROPOSALS
FOR SECURITY SERVICES
Resolution
8C-08-2012
Of the
Virginia Railway Express
Operations Board
WHEREAS, VRE remains committed to protecting passengers, employees,
contractors, equipment and the adjacent communities from security risks at VRE
rail yards and stations; and,
WHEREAS, in October 2008, the VRE Operations Board authorized a contract
for security services that will expire on November 30, 2013; and,
WHEREAS, a competitive procurement for a new security services contract must
be initiated.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
authorizes the Chief Executive Officer to issue a Request for Proposals (RFP) for
security services. The contract term will be for a base year with four, one year
renewable options.
AGENDA ITEM 8-D
CONSENT AGENDA ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
RICH DALTON
DATE:
AUGUST 17, 2012
RE:
AUTHORIZATION TO ISSUE AN IFB FOR THE UPGRADE OF
STATION COMMUNICATION CABINETS
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive
Officer to issue an Invitation for Bids (IFB) for the upgrade of existing
communication cabinets at the Leeland Road, Brooke, Rippon, Lorton,
Springfield, Manassas, Manassas Park, Rolling Road, Alexandria, Crystal City,
L’Enfant and Washington Union stations.
BACKGROUND:
VRE is requesting permission to solicit bids for the upgrade of existing
communication cabinets. The communication cabinets house all network devices
that provide secure network communication and the audio/video equipment that
controls the displayed messages for the visual messaging sign (VMS) system in
addition to providing network communication for all fare collection equipment.
The cabinets are located adjacent to the station platforms where they are
exposed to the elements and ambient temperature conditions. Additionally, the
electronic devices (e.g., laptops, routers, switches, amplifiers, etc.) housed in the
cabinets generate a significant heat load. Currently, the cabinets are not equipped
with proper cooling systems and redundant power supply devices which affect the
useful lifespan of the equipment.
The cabinets will be upgraded to include dedicated air conditioning units to
ensure the communications devices housed in the cabinets operate at their
preferred ambient conditions. This will improve the reliability and availability of the
devices and help prevent equipment failure and subsequent service disruption of
the VMS and fare collection systems. The addition of the air conditioning units is
expected to extend the lifecycle of the electronic devices to at least five years and
prevent the rollout of new equipment every two to three years as is currently the
case. The project will also provide uninterruptible power supply (UPS) devices in
the cabinets that will regulate the power, protect the equipment from power surge
attacks, and provide extended power during events when electrical service is
interrupted.
Following receipt of bids, VRE staff will return to the Operations Board with a
recommendation for award. Installation is expected to take approximately five
weeks.
FISCAL IMPACT
Funding will be provided using a FY12 federal transit enhancement funds grant
and FY13 operating funds. The match will be provided using state and local
funds.
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TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
RICH DALTON
AUGUST 17, 2012
AUTHORIZATION TO ISSUE AN IFB FOR THE UPGRADE OF
STATION COMMUNICATION CABINETS
RESOLUTION
8D-08-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, station communication cabinets house all communication devices
that provide secure network communication and the audio/video equipment that
controls the displayed messages for the visual messaging sign (VMS) system in
addition to providing network communication for all fare collection equipment;
and,
WHEREAS, cabinets are not equipped with proper cooling systems and are
exposed to ambient temperature conditions which affects the reliability and useful
lifespan of the equipment; and,
WHEREAS, the cabinets are not equipped with proper cooling systems to offset
the heat load generated by the electronic communication devices, which affects
the useful lifespan of the equipment; and,
WHEREAS, upgrading the cabinets to include dedicated air conditioning units will
improve the reliability and availability of the devices and help prevent equipment
failure and subsequent service disruption of the VMS and fare collection systems.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
authorizes the Chief Executive Officer to issue an Invitation for Bids (IFB) for the
upgrade of station communication cabinets.
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