AGENDA ITEM 9-A
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
JUNE 15, 2012
RE:
FY 2014 BUDGET GUIDELINES
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to provide budget guidelines for the
development of the FY 2014 budget for train operations and capital projects.
BACKGROUND:
VRE has adopted a financial planning process that provides for early consideration of
budget issues and assumptions. Each year, VRE staff meets numerous times with the
member jurisdictions’ Chief Administrative Officers (CAO) Budget Taskforce to develop
the annual proposed budget. An independent CAO recommendation is provided to the
Operations Board and Commissions in conjunction with the final budget submission at
the December Operations Board meeting.
As part of the process, the jurisdictional CAO Budget Task Force met on June 12, 2012
to begin the review of various budget issues, including the cost of fuel, contract
services, insurance, the fleet management plan, ridership projections, fuel tax
projections, and subsidy. The goal is to permit the Budget Task Force to focus on
material issues early in the budget process.
In July 2011, the Operations Board held a retreat to discuss future growth scenarios for
VRE. The recommendations from that exercise are included in the budget guidelines
below.
PROPOSED FY 2014 BUDGET GUIDELINES
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 state and federal funding levels
and the jurisdiction’s 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.
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.
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.
OTHER FY 2014 BUDGET ISSUES AND ASSUMPTIONS
 State Funding: DRPT is now undertaking a review of the funding process for
state transit assistance, as directed by the General Assembly (SJR 297). The
current schedule is for DRPT to provide their recommendations to the General
Assembly in September 2012. The impact of changes to the funding process is
not known at this time, but they could be substantial. VRE staff will continue to
monitor this during the budget cycle.

Access Fee grants: In prior years, VRE received reimbursement through federal
Surface Transportation funds, allocated by the State, for 80% of railroad access
fee costs. In FY 2013, VRE’s access fee costs of $14M exceeded the amount of
Surface Transportation funds available and reimbursement was only at 70%,
resulting in a budget shortfall of $630,000, net of state capital match funds. The
apparent cap on Surface Transportation funds will have a larger impact as
access fees increase each year and will make new service more costly.

Federal funding: Currently, federal FY 2012 funding (VRE FY 2013) is approved
for nine months at the same level as federal FY 2011. Future funding is in flux,
with the possibility of modifications to 5309 funding, and staff believes there may
be some reduction in future awards.

Wireless communication for VRE operations and passenger use: A white paper
on the costs and uses of wireless communication for the VRE system has been
prepared for discussion by the Operations Board. Based on that discussion, the
cost of wireless solutions will be included in the prioritization of capital projects
for the six-year plan.

Number of Trains. The FY 2013 Budget called for a gradual increase from 32
daily trains to 34 daily trains over the period ending in FY 2018. Additional trains
will be considered, as noted in the guidelines, based on availability of funding
and ridership needs. Levels of service will depend on procurement of additional
equipment.

Cost Recovery Ratio. The budget forecast will ensure the cost recovery ratio
remains in the 50% to 60% range.

2.1% Motor Fuels Tax: VRE staff is aware of jurisdictional concerns related to
fuel tax revenue projections and the ability to continue to support current VRE
expenses and other transit projects.
NEXT STEPS:

Continue discussing FY 2014 budget scenarios with the CAO Budget Task
Force.

Present preliminary budget forecasts/options to the Operations Board in August
2012

Begin review of FY 2014 revenue and cost assumptions in September 2012 with
CAO Budget Task Force.
FISCAL IMPACT:
There is no fiscal impact related to the development of the FY 2014 budget.
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
JUNE 15, 2012
FY 2014 BUDGET GUIDELINES
RESOLUTION
9A-06-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, effective financial planning for the Virginia Railway Express is based on
budget development with guidelines approved by the VRE Operations Board; and,
WHEREAS, the VRE Operations Board has directed that the development of each
annual budget involve consultation and cooperation with the Chief Administrative
Officers of VRE’s participating and contributing jurisdictions; and,
WHEREAS, the proposed budget guidelines will be discussed and possibly modified, or
guidelines may be added or removed.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board directs VRE
staff to develop budget options for the FY 2014 operating and capital budget in
accordance with the following potential guidelines:
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 state and federal funding levels
and the jurisdiction’s 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.
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.
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.
AGENDA ITEM 9-B
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
JUNE 15, 2012
RE:
AUTHORIZATION TO SOLICIT COMMENT ON AN AMENDMENT TO
THE VRE SMOKING POLICY
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
solicit comment through email, letter, and phone related to a proposed amendment to
the VRE smoking policy.
BACKGROUND:
At the May 18, 2012 VRE Operations Board meeting, the Operations Board discussed
the current VRE smoking policy and made suggestions to update that policy. The
current policy limits smoking to the first 100 feet at the north end of station platforms.
VRE staff was asked to collect information on the smoking policies of local jurisdictions
and transit properties and propose a modification to the smoking policy. That
information is below.
Policies of Local Transit Providers

WMATA – smoking is prohibited in all WMATA vehicles (Metrobus, Metrorail and
official vehicles) and facilities (Metrorail stations, headquarters, other facilities)
and within a 25-foot radius of any entrance, exit, or passageway that is an
entrance or egress for a WMATA facility. Smoking policy at bus shelters and





outside of Metrorail stations (on public ROW) is based on the smoking ordinance
of the local jurisdiction.
PRTC – no smoking on buses. No prohibition in bus shelters.
Fairfax Connector – smoking is prohibited on buses and inside bus shelters
owned by Fairfax County.
ART – no smoking on buses.
DASH – no smoking on buses. No prohibition in bus shelters.
FRED – no smoking on buses and only in designated smoking areas at
headquarters office.
Current VRE Smoking Policy
8.0 SMOKING POLICY FOR TRAINS AND PREMISES
08.01.00 NO SMOKING ON VRE TRAINS – Smoking of pipes, cigarettes, cigars or any other
objects is prohibited on VRE trains at all times.
08.02.00 NO SMOKING AT INDOOR VRE STATION FACILITIES – Smoking of pipes,
cigarettes, cigars or any other objects is prohibited at indoor VRE station facilities at all times.
08.03.00 NO SMOKING IN DESIGNATED “NO SMOKING” AREAS AT VRE STATION
FACILITIES – Smoking of pipes, cigarettes, cigars or any other object is prohibited at all times
in areas posted as No Smoking areas at all VRE stations. Smoking areas are generally
designated as the 100 most northern feet of the platform.
Proposed Amendment to VRE Smoking Policy
8.0 SMOKING POLICY FOR TRAINS AND PREMISES
08.01.00 NO SMOKING ON VRE TRAINS – Smoking of pipes, cigarettes, cigars or any other
object is prohibited on VRE trains at all times.
08.02.00 NO SMOKING AT INDOOR VRE STATION FACILITIES – Smoking of pipes,
cigarettes, cigars or any other object is prohibited at indoor VRE station facilities at all times.
08.03.00 NO SMOKING IN DESIGNATED “NO SMOKING” AREAS AT VRE STATION
FACILITIES – Smoking of pipes, cigarettes, cigars or any other object is prohibited at outdoor
VRE stations and platforms at all times in areas posted as No Smoking areas at all VRE
stations. Smoking areas are generally designated as the 100 most northern feet of the platform.
VRE will seek comment via email, letter, or phone from June 18, 2012 – July 20, 2012.
Staff will report back to the Operations Board in August with a summary of comments
and recommendation for action.
FISCAL IMPACT:
There is no fiscal impact associated with soliciting these comments.
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
JUNE 15, 2012
AUTHORIZATION TO SOLICIT COMMENT ON AN AMENDMENT TO
THE VRE SMOKING POLICY
RESOLUTION
9b-02-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, the current VRE smoking policy limits smoking to the first 100 feet at the
north end of station platforms; and,
WHEREAS, VRE staff is recommending an amendment to this policy such that no
smoking is allowed on VRE platforms; and,
WHEREAS, VRE staff will seek public comment via email, letter, or phone on this
amendment; and,
WHEREAS, VRE staff will report back to the Operations Board in August with a
summary of comments and recommendation for action.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to solicit comment through email, letter, and phone related
to a proposed amendment to the VRE smoking policy.
AGENDA ITEM 9-C
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
JUNE 15, 2012
SUBJECT: AUTHORIZATION TO EXTEND AMENDED OPERATING/ACCESS
AGREEMENT WITH NORFOLK SOUTHERN
RECOMMENDATION:
The VRE Operations Board is being asked to recommend that the Commissions
authorize the Chief Executive Officer to execute an extension of the existing Amended
Operating/Access Agreement with Norfolk Southern to January 31, 2013.
BACKGROUND:
VRE has an Operating/Access Agreement with Norfolk Southern (NS) relating to VRE
operations in the Manassas to Washington corridor. That agreement, entered into in
1999, has been amended and extended several times, most recently this past January,
with an agreed upon extension to July 31, 2012. A further extension is being requested
at this time to provide sufficient time to complete negotiations of a new agreement.
Following detailed negotiation sessions with Norfolk Southern representatives, an
agreement in principle was reached on all contract items with the exception of liability
coverage. The Operations Board and Commissions approved these terms at their June
and July 2005 meetings respectively, and authorized execution of a new agreement
that conformed to each of those items.
Progress slowed, however, due to a failure to reach an agreement on the level of
liability coverage. Despite this progress, an extension of the current agreement is
needed while this issue is resolved. Recent informal discussions with Norfolk Southern
indicate that they may be ready to restart negotiations. The major issue in the
negotiation remains the level of liability coverage.
FISCAL IMPACT:
Funding for the Norfolk Southern track access fee has been budgeted in the FY 2012
and FY 2013 budgets, including an escalation of 4%.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
JUNE 15, 2012
AUTHORIZATION TO EXTEND AMENDED OPERATING/ACCESS
AGREEMENT WITH NORFOLK SOUTHERN
RESOLUTION
9C-06-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, the Commissions currently have an Operating/Access Agreement with
Norfolk Southern related to VRE operations in the Manassas to Washington corridor,
with said agreement ending on July 31, 2012; and,
WHEREAS, staff has reached an agreement in principle on many substantive items
relating to a new agreement following detailed negotiation sessions with Norfolk
Southern representatives; and,
WHEREAS, a proposal to extend the existing agreement to January 31, 2013, without
any changes to the existing agreement is expected from NS; and,
WHEREAS, the purpose of this extension is to allow time to negotiate and resolve the
outstanding insurance issues relating to a new agreement; and,
WHEREAS, necessary funding has been incorporated into the FY 2012 and FY 2013
budgets to allow VRE to continue its operations over Norfolk Southern tracks via this
contract extension.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
recommends that the Commissions authorize the Chief Executive Officer to execute an
extension of the existing Amended Operating/Access Agreement with Norfolk Southern
to January 31, 2013.
3
AGENDA ITEM 9-D
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
JUNE 15, 2012
RE:
AUTHORIZATION TO ISSUE A TASK ORDER FOR DESIGN SERVICES
FOR THE BROAD RUN TRAIN WASH FACILITY PROJECT
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
issue a task order, under GEC V to STV, Inc. for design services related to the Broad
Run train wash facility project. The Task Order will be in the amount of $279,557, plus
a 10% contingency of $27,956, for a total task order amount not to exceed $307,513.
BACKGROUND:
Due to overcrowding of storage, maintenance, and inspection facilities at Washington
Union Terminal, VRE relocated inspection and maintenance activities to its outlying
yards several years ago. In support of this effort, several infrastructure projects have
been completed, including: service and inspection buildings at Broad Run and
Crossroads yards, train wash and warehouse facilities at Crossroads yard. The next
step is to design and construct a train wash facility at the Broad Run yard.
This authorization will allow for design to be completed for the train wash facility by the
end of this year and construction to begin early next year. The authorization will also
provide design support during construction to include inspection and review of
manufacturer provided design and fabrication plan submittals. Once design is complete,
Staff will return to the Board for authorization to issue a construction solicitation.
FISCAL IMPACT:
Funding for this task order is included in VRE’s Capital Improvement Program as part of
the Broad Run Maintenance Facility project. Funding is available from FY 2007, FY
2008, and FY 2009 federal grants. The local match is provided using state and local
funds.
Design - $167,581
Procurement Support - $9,944
Construction Support - $102,032
Total - $279,557
Contingency (10%) - $27,956
Authorization Limit - $307,513
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
JUNE 15, 2012
AUTHORIZATION TO ISSUE A TASK ORDER FOR DESIGN SERVICES
FOR THE BROAD RUN TRAIN WASH FACILITY PROJECT
RESOLUTION
9D-06-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, in June of 2004, the Operations Board approved a plan to shift VRE fleet
maintenance to the outlying yards; and,
WHEREAS, several infrastructure projects have been completed, including: service and
inspection buildings at Broad Run and Crossroads yards, train wash and warehouse
facilities at Crossroads yard; and,
WHEREAS, this authorization will allow for design for the train wash facility to be
completed by the end of this year and construction to begin in early 2013.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to issue a task order, under GEC V to STV, Inc. for design
services related to the Broad Run train wash facility project. The Task Order will be in
the amount of $279,557, plus a 10% contingency of $27,956, for a total task order
amount not to exceed $307,513.
AGENDA ITEM 9-E
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
JUNE 15, 2012
RE:
AUTHORIZATION TO EXECUTE A FORCE ACCOUNT
AGREEMENT FOR THE CROSSROADS TO HAMILTON THIRD
TRACK PROJECT
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive
Officer to execute a force account agreement with CSX Transportation for signal
design and related work for the Hamilton to Crossroads Third Track project in the
amount of $, plus a 10% contingency of $, for a total not to exceed amount of
$. [The specific amounts will be provided at the Operations Board meeting.]
BACKGROUND:
The Crossroads to Hamilton third track is the last of the original MOU projects
with CSX. In addition, this portion of track is required by CSX prior to the initiation
of train service to the new Spotsylvania VRE station.
On December 17, 2010, the VRE Operations Board authorized execution of a
contract for engineering and environmental services for the Hamilton to
Crossroads Third Track project and design is underway. Recently, VRE and CSX
finalized the scope of the project and signal design work must now be initiated. A
force account agreement is now needed with CSX for work that must be
undertaken by their forces, such as signal design, as well as provide design input
and approvals to the final track design. Similar to previous force account
agreements, CSX will submit actual costs for reimbursement.
Once the design is completed, VRE staff will return to the Operations Board for
authorization to construct the project. It is expected that the design will be
completed by end of this year in order for construction to begin in early spring
2013.
FISCAL IMPACT:
Funding for this project is included in VRE’s Capital Improvement Program as part
of the Spotsylvania Station third track (Crossroad to Hamilton Third Track) project.
Funding is available from FY12 and FY13 via federal and state grants. The match
is provided by CSX, the state and from local funds.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
JUNE 15, 2012
AUTHORIZATION TO EXECUTE A FORCE ACCOUNT
AGREEMENT FOR THE CROSSROADS TO HAMILTON THIRD
TRACK PROJECT
RESOLUTION
9E-06-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, the Crossroads to Hamilton third track project is required by CSX
prior to the initiation of train service to the new Spotsylvania VRE station; and,
WHEREAS, VRE and CSX have finalized the scope of the project and signal
design work must now be initiated; and,
WHEREAS, a force account agreement is required in order to contract with CSX
for work that must be undertaken by their forces, such as signal design, as well as
provide design input and approvals.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
authorizes the Chief Executive Officer to execute a force account agreement with
CSX Transportation for the Hamilton to Crossroads Third Track project in the
amount of $, plus a 10% contingency of $, for a total not to exceed amount of
$. [The specific amounts will be provided at the Operations Board meeting.]
3
AGENDA ITEM 9-F
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
JUNE 15, 2012
RE:
AUTHORIZATION TO EXECUTE AN AGREEMENT WITH
SPOTSYLVANIA
COUNTY
FOR
THE
DESIGN
AND
CONSTRUCTION OF THE VRE STATION PLATFORM AND
HEAD-HOUSE
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive
Officer to execute a project agreement with Spotsylvania County on behalf of the
Commissions, in a form approved by counsel, for the design and construction of
the new Spotsylvania VRE station platform and head-house.
BACKGROUND:
In accordance with the terms of the agreement executed with Spotsylvania
County to join VRE, the construction of the station platform, head-house and
parking facilities are a responsibility of the County. The construction of the
Crossroads to Hamilton third track railroad infrastructure is required by CSX prior
to the initiation of train service to the Spotsylvania station and is the responsibility
of VRE.
Spotsylvania County recently requested that VRE assume project management
responsibility for the platform and head-house portions of the new station project.
Due to the coordination effort required between the track and platform
construction, it was determined that VRE is best suited to manage this work. The
design and construction of the parking facilities as well as National Environmental
Policy Act (NEPA) compliance will be undertaken by Spotsylvania County.
VRE will perform all project management and coordination activities including
contracting for the design and construction of the new station. VRE and
Spotsylvania County have agreed on the general terms of the agreement and it is
being finalized by legal counsel from both parties. VRE will bear no costs
associated with this arrangement. The cost of the work is being funded through a
grant from the Commonwealth, with match being provided by the County. Any
additional project costs beyond identified grants will be borne by the County.
FISCAL IMPACT:
Funding for this project is being provided via a State Transit grant, with match
provided by Spotsylvania County.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
JUNE 15, 2012
AUTHORIZATION TO EXECUTE AN AGREEMENT WITH
SPOTSYLVANIA
COUNTY
FOR
THE
DESIGN
AND
CONSTRUCTION OF THE VRE STATION PLATFORM AND
HEAD-HOUSE
RESOLUTION
9F-06-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, in accordance with the terms of Spotsylvania County joining VRE,
the execution of railroad infrastructure related to Spotsylvania train service is a
VRE responsibility, while construction of the station and parking facility are a
responsibility of the County; and,
WHEREAS, Spotsylvania County has requested that VRE assume project
management responsibility for the platform and head-house portions of the new
station project; and,
WHEREAS, VRE will perform all project management and coordination activities
including contracting for the design and construction of the new station; and,
WHEREAS, the cost for the work is being funded by the State and Spotsylvania
County.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
authorizes the Chief Executive Officer to execute a project agreement with
Spotsylvania County for the design and construction of the new Spotsylvania VRE
station.
3
AGENDA ITEM 9-G
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
JUNE 15, 2012
RE:
AUTHORIZATION TO ISSUE A TASK ORDER FOR DESIGN AND
ENGINEERING OF THE SPOTSYLVANIA PLATFORM PROJECT
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
issue a task order to STV, Inc. for engineering services for the design of the
Spotsylvania VRE platform and head-house project in the amount of $369,011, plus a
10% contingency of $36,901, for a total amount not to exceed $405,912.
BACKGROUND:
In accordance with the terms of the agreement executed with Spotsylvania County to
join VRE, the construction of the station platform, head-house and parking facilities are
a responsibility of the County. The construction of the Crossroads to Hamilton third
track railroad infrastructure is required by CSX prior to the initiation of train service to
the Spotsylvania station and is the responsibility of VRE. The Crossroads to Hamilton
third track is also the last of the original MOU projects.
Spotsylvania County recently requested that VRE assume project management
responsibility for the platform and head-house portions of the new station project. Due
to the coordination effort required between the third track and the station platform
design and construction, it was determined that VRE is best suited to manage this work.
A previous Board action considered the execution of an agreement for such an
arrangement.
VRE received two proposals from its GEC contractors. The scope of work included the
design of the platform and head-house with close coordination with the third track and
station parking lot project, to be completed by Spotsylvania County. After review of the
proposals, STV is being recommended for award of this work. Once a notice to
proceed is issued, work is expected to take seven months to complete.
FISCAL IMPACT:
Funding for this project is being provided via a State Transit grant, with match provided
by Spotsylvania County. Elements of the task order are provided below.
Design - $299,388
Procurement Support - $19,066
Construction Support - $50,557
Total - $369,011
Contingency (10%) - $36,901
Authorization Limit - $405,912.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
JUNE 15, 2012
AUTHORIZATION TO ISSUE A TASK ORDER FOR DESIGN AND
ENGINEERING OF THE SPOTSYLVANIA PLATFORM PROJECT
RESOLUTION
9G-06-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, Spotsylvania County requested that VRE assume project management
responsibility for the platform and head-house portions of the new station project; and,
WHEREAS, the project will be constructed in coordination with the Crossroads to
Hamilton Third Track project; and,
WHEREAS, VRE received two proposals from its GEC contractors for design and
engineering work; and,
WHEREAS, after review of the proposals, STV is being recommended for award of this
work.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to issue a task order to STV, Inc. for engineering services
for the design of the Spotsylvania VRE platform and head-house project in the amount
of $369,011, plus a 10% contingency of $36,901, for a total amount not to exceed
$405,912.
3