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.