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.
2
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.
3
AGENDA ITEM 9-B
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
FEBRUARY 17, 2012
RE:
AUTHORIZATION TO CONDUCT PUBLIC HEARINGS RELATED TO A
PROPOSED FARE INCREASE
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
solicit comment through public hearings in Washington, DC, Crystal City, Burke,
Woodbridge, Manassas, Stafford, and Fredericksburg related to a proposed 3% fare
increase and subsequent amendments to VRE’s Tariff.
BACKGROUND:
During the FY 2013 budget process, the VRE Operations Board authorized a fare
increase of up to 3% to offset increases in fuel, retail sales commissions, facilities
maintenance, and annual contract escalations. VRE staff proposes an across the
board increase of up to 3% without any change to the current ticket discount structure.
VRE will conduct hearings during March and April in Washington, DC, Crystal City,
Burke, Woodbridge, Manassas, Stafford and Fredericksburg. Staff will report back to
the Operations Board in May with a summary of comments and recommendation for
action. If adopted, these changes would become effective the first week of July 2012,
with the start of the FY 2013 budget.
FISCAL IMPACT:
There is no fiscal impact associated with conducting these hearings.
4
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
FEBRUARY 17, 2012
AUTHORIZATION TO CONDUCT PUBLIC HEARINGS RELATED TO A
PROPOSED FARE INCREASE
RESOLUTION
9b-02-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, during the FY 2013 budget process, the VRE Operations Board authorized
a fare increase of up to 3%; and,
WHEREAS, VRE staff is recommending this increase be accomplished through an
across the board increase in fares with no change or modification to the current ticket
discount structure; and,
WHEREAS, VRE staff will report back to the Operations Board with a summary of
comments; and,
WHEREAS, if adopted, the fare increase would become effective the first week of July
2012, with the start of the FY 2013 budget.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to solicit comment through public hearings in Washington,
DC, Crystal City, Burke, Woodbridge, Manassas, Stafford, and Fredericksburg related
to a proposed 3% fare increase and subsequent amendments to VRE’s Tariff.
5
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
CLEANING OF VRE ROLLING STOCK EQUIPMENT
EXTERIOR
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.
6
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 online. 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
7
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.
8
AGENDA ITEM 9-D
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
FEBRUARY 17, 2012
RE:
AUTHORIZATION TO AMEND THE CONTRACT WITH SCHEIDT &
BACHMANN FOR FARE COLLECTION SYSTEM ENHANCEMENT
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
amend the Scheidt & Bachmann fare collection contract to add split payment
functionality. The amendment will be for 137,960, plus a 10% contingency of $13,796,
for a total amount not to exceed $151,756.
BACKGROUND:
On January 1, 2012, the federal transit benefit decreased from $235/month to
$125/month. As a result, the cost of a VRE monthly ticket now exceeds the amount of
benefit provided to many VRE riders, resulting in a need to supplement monthly
benefits with personal funds to cover the full cost of a ticket. Additionally, many
agencies are also now converting to prepaid debit/credit cards as a means of providing
the transit benefit to their employees.
The current VRE fare collection system Ticket Vending Machines (TVM) and Ticket
Office Machines (TOM) do not allow for multiple forms of payment per ticket (i.e. a
prepaid transit benefit card and a personal credit card). In years past, customers
received paper vouchers (which are no longer in existence) and were able to purchase
a VRE ticket using the paper voucher and a credit card at all VRE vendors. Now that
the transit benefit is provided on a benefit card, passengers needing to add value must
use Commuter Direct to purchase their tickets. Currently, only Commuter Direct has
9
the ability to combine the benefit amount and a personal debit/credit card for a single
payment transaction.
This proposed amendment will authorize Scheidt & Bachmann (S&B) to develop the
software changes necessary to modify the VRE fare collection system such that
passengers can pay for a portion of their ticket with a transit benefit and then pay the
remaining amount on a personal debit/credit card. Once completed, this type of
multiple payment transaction will be available at all VRE stations and vendors. Work is
expected to take six months from the notice to proceed.
FISCAL IMPACT:
Funding for this project is included in VRE’s Capital Improvement Program as part of
the fare collection project. This project is funded using Federal Congestion Mitigation
and Air Quality (CMAQ) funds, with the match provided by the state. The project
manager’s estimate for this work was $138,000. The estimated budget in detail is
provided below.
Scope of Work






Design and Engineering - $104,200
Testing/Quality Assurance - $16,330
S&B Project Management - $17,430
Subtotal - $137,960
Contingency (10%) – 13,796
TOTAL - $151,756
10
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
FEBRUARY 17, 2012
AUTHORIZATION TO AMEND THE CONTRACT WITH SCHEIDT &
BACHMANN FOR FARE COLLECTION SYSTEM ENHANCEMENT
RESOLUTION
9d-02-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, on January 1, 2012, the federal transit benefit decreased from $235/month
to $125/month; and,
WHEREAS, the cost of a VRE monthly ticket now exceeds the amount of the benefit
provided to many VRE riders; and,
WHEREAS, many VRE riders must now supplement their monthly benefits with
personal funds to cover the full cost of a VRE ticket; and,
WHEREAS, the current VRE fare collection system does not allow multiple forms of
payment to be used for a single purchase transaction; and,
WHEREAS, this proposed amendment would enable an option for multiple forms of
payment.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to amend the Scheidt & Bachmann fare collection contract
to add split payment functionality; and,
BE IT FURTHER RESOLVED THAT, the amendment will be for $137,960, plus a 10%
contingency of $13,796, for a total amendment value not to exceed $151,756 and a
total contract value not to exceed $10,028,724.
AGENDA ITEM 9-E
ACTION ITEM
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
FEBRUARY 17, 2012
AUTHORIZATION TO ISSUE A TASK ORDER FOR ENGINEERING
OVERSIGHT OF NEW VRE PASSENGER RAILCARS
________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
issue a task order to STV, Incorporated for engineering oversight for the purchase of
eight new passenger railcars. The task order will be in the amount of $1,250,000, plus
a $224,000 contingency, for a total amount not to exceed $1,474,000.
BACKGROUND:
In May 2011, VRE entered into a Mechanical Engineering Consulting contract (MEC V)
with STV, Inc. Through this contract, STV provides mechanical engineering consulting
services to VRE for various projects, including oversight functions for new rolling stock
procurements.
In February 2012, the Commissions authorized the Chief Executive Officer to award a
contract to Sumitomo Corporation of America for the purchase of eight new passenger
railcars. Funding for the contract includes a mix of federal, state and local funds which
requires VRE to provide varied, yet specific, oversight functions including:
1)
2)
3)
4)
5)
6)
7)
8)
9)
Buy America Pre-Award and Post-Award audits
Technical Specification Compliance
First Article Inspections
System Safety Documentation (FMECA, FMEA, Safety Certifications, etc.)
Design Reviews
Material Test Reports (smoke, flame, toxicity, etc.)
On-site review of sub-system assembly
On-site review of final car assembly
VRE acceptance testing
12
10) Project Meetings
11) Warranty Administration
As with previous railcar purchases, VRE needs consultant support for this work. This
task order includes design reviews, first article inspections, in-plant inspections, on-site
inspections, warranty administration, and acceptance of each car prior to them being
put into service. The manufacturing and subsequent oversight work of the base order
of eight passenger railcars will take place both in Toyokawa, Japan and Rochelle, IL.
The cost of this task order is based on a 48 month contract period, which includes the
manufacturing process and warranty period.
FISCAL IMPACT:
Funding for this task order is included in the total project cost for the purchase of eight
new passenger railcars. The task order value is the equivalent of approximately 5% of
the total project cost. The project manager’s estimate for this task order was $1.4
million based on oversight work for VRE’s previous railcar orders with Sumitomo, which
ranged from 5.5% - 12%. This task order is significantly lower than previous contracts
because it is the fourth production run of these railcars, permitting resolution of most
engineering issues.
Project Cost
Description
Base Order
Contingency - Sumitomo
Oversight (STV)
Contingency
Total
Cost
$21,240,000
$1,900,000
$1,250,000
$224,000
$24,614,000
Source
Federal (State Flexible Funds, FY12
Formula Funds, X368)
State (Bond Funds – FY2012)
VRE (FY12 budget and capital reserve)
State (Bond Funds – FY2013)*
Total
Amount
$13,173,200
$7,769,760
$3,452,040
$219,000
$24,614,000
used to execute contracts, pending approval of the State FY 2013 six-year plan.
13
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TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
FEBRUARY 17, 2012
AUTHORIZATION TO ISSUE A TASK ORDER FOR ENGINEERING
OVERSIGHT OF NEW VRE PASSENGER RAILCARS
RESOLUTION
9E-02-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, VRE has a contract with STV for Mechanical and Engineering Consulting
Services (MEC V); and,
WHEREAS, VRE has awarded a contract to Sumitomo Corporation of America for the
purchase of eight new passenger railcars; and,
WHEREAS, funding for the contract includes a mix of federal, state and local funds
which requires VRE to provide varied, yet specific, oversight functions; and,
WHEREAS, STV will provide these oversight functions as required to ensure total
contract compliance.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to issue a task order to STV, Incorporated for engineering
oversight for the purchase of eight new passenger railcars; and,
BE IT FURTHER RESOLVED THAT, the task order will be in the amount of
$1,250,000, plus a $224,000 contingency, for a total amount not to exceed $1,474,000.
.
14