AGENDA ITEM 8-D
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
MAY 18, 2012
RE:
AUTHORIZATION TO AWARD
MANAGEMENT SERVICES
A CONTRACT FOR
DISASTER
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
execute a contract with Kenyon International Emergency Services (KIES), of Houston,
Texas, for the provision of disaster management services in the amount of $25,900 per
year, for a total of $77,700 over the three year contract term.
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 to KIES 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.
In February of 2012, the VRE Operations Board authorized issuance of a solicitation for
disaster management services. On April 3, 2012, a Request for Proposals was issued
and three proposals were received. Following review by the VRE Selection Committee,
the proposal submitted by KIES was found to be the most responsive.
The scope of services includes 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 contract will be for a base year, with two one year options, with the CEO exercising
the option years at his discretion. Payment terms will include a fixed retainer fee of
$29,500 per year, to ensure availability of resources, plus a variable cost option that will
be incurred based on the magnitude of an incident. If an incident does occur, the CEO
would authorize work using VRE’s emergency policy and then amend the contract and
authorization at the next Operations Board meeting.
FISCAL IMPACT:
Funding for the annual retainer fee has been allocated in the FY 2013 operating budget
and will be included in future operating budgets. Funding for any variable price element
of the contract would be through a combination of insurance proceeds and operating
funds.
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
MAY 18, 2012
AUTHORIZATION TO AWARD A CONTRACT FOR DISASTER
MANAGEMENT SERVICES
RESOLUTION
8D-05-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, VRE has a need for a wide range of disaster management services in the
event of a rail emergency that results in multiple injuries and fatalities on the VRE; and,
WHEREAS, VRE’s previous contract to provide the same services expires in June
2012; and
WHEREAS, VRE issued an RFP and received three technically compliant proposals;
and,
WHEREAS, VRE’s selection committee unanimously selected Kenyon International
Emergency Services.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to execute a contract with Kenyon International Emergency
Services for the provision of disaster management services in the amount of $25,900
per year, for a total of $77,700 over the three year contract term.