AGENDA ITEM 9-A
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
FEBRUARY 17, 2012
SUBJECT: AUTHORIZATION TO ISSUE A REQUEST FOR PROPOSALS FOR
DISASTER MANAGEMENT SERVICES
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
issue a Request for Proposals for disaster management services.
BACKGROUND:
VRE currently contracts with a disaster management services contractor to provide
victim support in the event of a train related disaster. NTSB, along with the railroad
industry, recommends that each rail system have plans to mobilize victim support
services following a rail disaster. Traditionally these services are provided by disaster
response practitioner companies.
For many years, this service was provided through VRE’s contract with Amtrak for train
operations. When the procurement for a new service provider was developed, VRE
opted to remove this element of the contract so that the management of passenger
support in the event of an emergency would be overseen by VRE.
Under the CEO’s authority, a contract for this service was awarded in June of 2010 and
will expire in June 2012. This approach was utilized in order to provide VRE experience
in managing this type of contract and was valuable in developing the recommended
RFP for future services. The scope of services will include establishing a family
disaster operations center, establishing a toll free number for families to get updates on
victims, arranging memorial services, facilitating collection and return of personal
effects of victims, and providing crisis intervention and logistical support to victims and
their family members.
The RFP for disaster management services will be structured as a one-year contract
with two one-year options. Payment terms will include a fixed retainer fee to ensure
availability of resources plus a variable cost option that will be incurred based on the
magnitude of the disaster. VRE staff will return to the Operations Board following the
procurement process with a recommendation for award.
FISCAL IMPACT:
Detailed funding information will be provided along with the recommendation for award.
Funding for the fixed price elements of the contract has been allocated in the FY 2013,
and future, operating budgets. Funding for variable price elements of the contract
would be funding through a combination of insurance proceeds and operating funds.
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TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
FEBRUARY 17, 2012
AUTHORIZATION TO ISSUE A REQUEST FOR PROPOSALS FOR
DISASTER MANAGEMENT SERVICES
RESOLUTION
9A-02-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, VRE currently has a disaster management services company on contract;
and,
WHEREAS, VRE requires continuing disaster management services as recommended
by the National Transportation Safety Board; and,
WHEREAS, the current contract will expire in June 2012.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to issue a Request for Proposals for disaster management
services.
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