AGENDA ITEM 8-A
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
MAY 18, 2012
RE:
AUTHORIZATION
TO
AWARD
A
CONTRACT
INSTALLATION OF STATION SECURITY CAMERAS
FOR
RECOMMENDATION:
The VRE Operations Board is authorizing the Chief Executive Officer to enter into
a contract with X7 Systems Integration, of Fairfax, Virginia, for the installation of
security cameras in an amount not to exceed $290,000, plus a contingency of
$30,000, for a total amount not to exceed $320,000.
BACKGROUND:
In 2004, VRE received a grant from the Department of Homeland Security for the
installation of security cameras at a limited number of VRE stations. This first
phase of implementation included camera installation at the inner city/destination
stations (L’Enfant Plaza, Crystal City, Alexandria, and Franconia Springfield) and
Manassas Park. In 2010, cameras were also added to the Manassas station as
part of the parking garage project.
In FY 2009, VRE received additional grant funding from the Department of
Homeland Security for the next phase of this project. Based on a desire to focus
on the more heavily used stations, Woodbridge, Fredericksburg, Quantico, and
Burke Centre were selected for implementation.
In December of 2011, the VRE Operations Board approved issuance of an RFP
for the procurement of cameras at the aforementioned stations. The procurement
was issued in March of 2012 and two proposals were received on April 10, 2012.
The VRE selection committee reviewed both proposals and found X7 Systems
Integration to be the most responsive.
Cameras would be placed on and around train station platforms so that VRE can
capture operational and customer activity from the headquarters office. Both VRE
personnel and VRE’s security contractor will have real-time access to the system
as well as stored information that will be retained for 90 days. The system will
also include a secure network to ensure that information and management of the
system remain protected.
The scope includes the purchase and installation of 21 security cameras, related
equipment and infrastructure, and all networking components necessary for the
recording of video feed and remote access to the system software. Installation is
expected to take approximately four months.
FISCAL IMPACT:
Funding for this contract is included in VRE’s Capital Improvement Program as
part of the security enhancement project. Funding is from a FY 2009 Department
of Homeland Security grant, which requires no local match, and FY 2012 formula
funds for security enhancements for which only local match is required.
Detailed proposal information is provided below.
Woodbridge – 10 cameras (3 on the east platform and 7 on the west platform)
 Design - $4,889
 Installation - $83,838
 Materials - $44,380
 Total - $133,107
Fredericksburg – 4 cameras
 Design - $4,889
 Installation - $33,528
 Materials - $17,752
 Total - $56,169
Quantico – 3 cameras
 Design - $4,889
 Installation - $25,146
 Materials - $13,314
 Total - $43,349
Burke Centre – 4 cameras
 Design - $4,889
2



Installation - $33,528
Materials - $17,752
Total - $56,169
Project Subtotal - $290,000 (288,794)
Contingency - $30,000
Contract Value not to exceed - $320,000
3
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
MAY 18, 2012
AUTHORIZATION
TO
AWARD
A
CONTRACT
FOR
INSTALLATION OF STATION SECURITY CAMERAS
RESOLUTION
8A-05-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, in FY 2004, VRE received a grant from the Department of Homeland
Security for the installation of security cameras at a limited number of VRE
stations; and,
WHEREAS, this first phase of implementation included camera installation at the
inner city/destination stations (L’Enfant Plaza, Crystal City, Alexandria, and
Franconia Springfield) and Manassas Park; and,
WHEREAS, in 2010, cameras were also added to the Manassas station as part of
the parking garage project; and,
WHEREAS, in FY 2009, VRE received additional grant funding from the
Department of Homeland Security for the next phase of this project; and,
WHEREAS, the second phase of this project focused on more heavily used
stations such as Woodbridge, Fredericksburg, Quantico, and Burke Centre; and,
WHEREAS, following a competitive solicitation, two proposals were received and
X7 Systems Integration was found to be the most responsive.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
authorizes the Chief Executive Officer to enter into a contract with X7 Systems
Integration for the installation of security cameras in an amount not to exceed
$290,000, plus a contingency of $30,000, for a total amount not to exceed
$320,000.
4
AGENDA ITEM 8-B
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
MAY 18, 2012
RE:
AUTHORIZATION TO ISSUE A TASK ORDER FOR FINAL DESIGN OF
THE LORTON STATION PLATFORM EXTENSION PROJECT
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
issue a task order to HDR, Inc. for final design of the Lorton station platform extension
project in the amount of $94,000, plus a 10% contingency of $9,400, for a total amount
not to exceed $103,400.
BACKGROUND:
Based on current ridership demand along with future growth projections, VRE, in
conjunction with Fairfax County, has initiated a platform extension and second platform
project at the Lorton VRE station. The project will accommodate ridership growth as
well as provide flexibility for railroad operations.
The existing platform was constructed in 1992, and is comprised of a 400-foot platform
with a partial steel canopy that can only accommodate five car trainsets. As such, a
minimum of a 250-foot platform extension is being developed along the existing east
platform, to accommodate longer trains, along with a second platform. The platforms
will be connected using an elevated pedestrian bridge.
In October of 2010, the Operations Board authorized a task order for environmental and
preliminary engineering services which have since been completed. The authorization
being sought through this action will allow final design of the platform extension to be
completed. The design will include extending the canopy and upgrading the existing
lighting to LED lighting. Work is expected to take six months to complete.
Available funding has caused the platform extension and second platform projects to be
performed in phases. This authorization is limited to the final design of just the platform
extension. The second platform final design will be performed under a separate
contract and will be initiated once construction funding is identified.
FISCAL IMPACT:
Funding for this project is included in VRE’s Capital Improvement Program as part of
the Lorton Station expansion project. Funding is from a FY 2009 state grant, with
match provided by Fairfax County, and a FY 2011 CMAQ grant, for which no local
match is required.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
MAY 18, 2012
AUTHORIZATION TO ISSUE A TASK ORDER FOR FINAL DESIGN OF
THE LORTON STATION PLATFORM EXTENSION PROJECT
RESOLUTION
8B–05-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, due to current ridership demand along with future growth projections, VRE
and Fairfax County have initiated a platform extension and second platform project at
the Lorton VRE station; and,
WHEREAS, this project will accommodate ridership growth as well as provide flexibility
for railroad operations; and,
WHEREAS, this authorization will complete the final design of the platform extension
component of the project so that eight-car train sets can be accommodated.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to issue a task order to HDR, Inc. for final design of the
Lorton station platform expansion project in the amount of $94,000, plus a 10%
contingency of $9,400, for a total amount not to exceed $103,400.
3
AGENDA ITEM 8-C
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
MAY 18, 2012
RE:
AUTHORIZATION TO EXECUTE A TASK ORDER FOR THE
ALEXANDRIA KING STREET STATION PEDESTRIAN TUNNEL
PROJECT
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive
Officer to issue a task order to AECOM for a feasibility study of the Alexandria
King Street pedestrian tunnel and platform expansion project in the amount of
$147,919, plus a 10% contingency of $14,792, for a total amount not to exceed
$162,711.
BACKGROUND:
In September of 2008, the Washington Metropolitan Area Transit Authority
(WMATA) completed a pedestrian circulation analysis that identified general
options to improve pedestrian traffic around the VRE/Amtrak and Metrorail King
Street stations. One opportunity identified was the construction of a new tunnel
from the VRE/Amtrak station directly to the Metrorail station. This project would
improve ADA access, eliminate the at-grade track crossing, and upgrade the
eastern VRE/Amtrak platform. Railroad capacity and operational flexibility would
also be improved by allowing passenger trains to use the eastern tracks.
VRE, Amtrak, WMATA, and the City of Alexandria all supported the project and
VRE subsequently sought and received over $7 million in project funding from the
Virginia Department of Transportation (VDOT) for design and construction of the
project. Funding was approved via the Federal Highway Administration (FHWA)
Rail Crossing and Rail Safety program, which is administered through VDOT.
Authorization is now being requested to fund a feasibility study that focuses
exclusively on the pedestrian tunnel and the design, permitting and construction
of that project. Work will include survey and geotechnical investigations,
identification of improvements required to the CSX tracks to serve the east
platform from both sides, identification of tunnel portal locations, and confirmation
of scope and cost estimates.
The study is expected to take 4 months to complete. Upon completion, VRE will
seek Operations Board approval for the issuance of an RFP for design services.
FISCAL IMPACT:
Funding for this task order is via the Federal Highway Administration Rail
Crossing and Rail Safety program, administered through VDOT. No local match
is required.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
MAY 18, 2012
AUTHORIZATION TO EXECUTE A TASK ORDER FOR THE
ALEXANDRIA KING STREET STATION PEDESTRIAN TUNNEL
PROJECT
RESOLUTION
8C-05-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, VRE sought and received funding from the Virginia Department of
Transportation for design and construction of the King Street Station pedestrian
tunnel project; and,
WHEREAS, the project will improve ADA access, eliminate the at-grade track
crossing, upgrade the eastern VRE/Amtrak platform, and improve capacity and
operational flexibility; and,
WHEREAS, this authorization will fund a feasibility study that focuses exclusively
on the pedestrian tunnel and the challenges associated with designing, permitting
and constructing that component of the project; and,
WHEREAS, the feasibility study will be completed this fall to allow the next phase
of design to begin thereafter.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
authorizes the Chief Executive Officer to issue a task order to AECOM for a
feasibility study of the Alexandria King Street pedestrian tunnel and platform
expansion project in the amount of $147,919, plus a 10% contingency of $14,792,
for a total amount not to exceed $162,711.
3
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.
AGENDA ITEM 8-E
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
MAY 18, 2012
RE:
AUTHORIZATION TO AWARD A CONTRACT(S) FOR LED LIGHTING
PROJECTS
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
award a contract(s) for the supply and installation of light emitting diode (LED) lighting
at the Franconia/Springfield and Backlick Road VRE stations in an amount not to
exceed $357,091.
BACKGROUND:
As VRE stations approach twenty years of age, the original platform lighting is in need
of replacement. The lights have become dim over time and maintenance costs
associated with the original lighting components have gradually increased. By replacing
the lighting system with LED, utility and maintenance costs will be reduced
substantially.
In 2010, VRE received Department of Homeland Security (DHS) funding to improve
lighting at stations. Since that time, several stations have had LED lighting installed,
including Brooke, Leeland, Broad Run, Woodbridge, Crystal City and Rippon. In March
of this year, DHS authorized the use of older grants for additional LED lighting
installation at the Franconia/Springfield and Backlick Road stations.
Last month, the Operations Board authorized a solicitation for LED lighting at the
Franconia/Springfield and Backlick Road stations. The Invitation for Bids was issued on
May 2 and bids are due on May 16, 2012.
Due to the age of the grant, DHS is requiring that all work be completed by June 30,
2012 and no extension beyond that date has been approved. As such, authorization is
now being sought to award a contract(s) without specific vendor information up to the
full grant amount. As installation is expected to take six weeks to complete, work will
not be completed by June 30, 2012 without this approval and the funding will have to be
returned to DHS.
FISCAL IMPACT:
Funding is provided using Department of Homeland Security grants and no match is
required.
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DALE ZEHNER
MAY 18, 2012
AUTHORIZATION TO AWARD A CONTRACT(S) FOR LED LIGHTING
PROJECTS
RESOLUTION
8E-05-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, VRE stations are approaching twenty years of age and the original platform
lighting is in need of replacement; and,
WHEREAS, VRE received a Department of Homeland Security grant providing funding
for lighting improvements at several VRE stations; and
WHEREAS, Franconia/Springfield and Backlick
recommended for an upgrade to LED lighting; and,
Road
are
the
next
stations
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to award a contract(s) for the supply and installation of light
emitting diode lighting at the Franconia/Springfield and Backlick Road VRE stations in
an amount not to exceed $357,091.