AGENDA ITEM 9-C
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DOUG ALLEN
DATE:
OCTOBER 19, 2012
RE:
AUTHORIZATION TO EXECUTE OPTION YEAR FOR THE
CUSTODIAL AND FACILITY MAINTENANCE SERVICES
CONTRACTS
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive
Officer to execute the third option year of the custodial and facility maintenance
services contracts with NV Enterprises of Reston, Virginia in an amount not to
exceed $1,900,000 for the custodial contract and $900,000 for the facilities
maintenance contract, for a total value not to exceed $2,800,000.
BACKGROUND:
On September 18, 2009, the Operations Board approved the custodial and
facilities maintenance contracts with NV Enterprises. The solicitation was
designed to allow for a five-year term for each contract (custodial and facility
maintenance) and included a base year, plus four one-year renewable options.
The contracts include base work along with task order work on an as needed
basis.
Last year, the second of the four, one-year options was exercised in the amount
of $2,800,000, comprised of $1,700,000 for custodial and $1,100,000 for facilities
maintenance. This option year will expire on October 31, 2012.
The recommended total amount for this option year is the same as last year, with
a shift in funding to allow for $1,900,000 for the custodial contract and $900,000
for facilities maintenance contract. Due to new facilities that have been added to
the system, such as Broad Run, and the Brooke and Leeland parking lot
expansions, the custodial contract cost has increased. The preservation of the
total contract values is due to a reduction in task order work to be awarded this
year in favor of procuring certain facility maintenance projects separately.
Also, effective November 1, 2012, NV Enterprises will use a new subcontractor for
custodial and landscape services. Three proposals were reviewed by NV
Enterprises and Freshair LLC was found to be the most suited to providing these
services. The price for this subcontracted work did not change.
The FY 2013 operating budget for facilities maintenance includes $2,820,000 for
general facilities maintenance (i.e., cleaning, landscaping, pressure washing,
HVAC and elevator repairs, snow removal and maintenance related projects). In
addition, the FY 2013 capital budget has $500,000 for major facility improvement
projects. This work will be completed by issuing task orders under these contracts
as well as through independent procurements. Examples of such projects include
painting of stations, roofing of canopies, signage, replacement of tactile warning
surfaces and lighting replacement projects.
FISCAL IMPACT:
Funding for this contract is available in the facilities line item of the FY 2013 VRE
operating budget and project specific grants in the VRE capital budget. The
specific funding is broken down as follows:


Capital budget, facilities infrastructure - $500,000
o $400,000 - federal formula funding (FY 2013)
o $50,000 - state match
o $50,000 - local match
Operating budget, facilities maintenance - $2,820,000
o $420,000 - Repairs & Maintenance – Stations
o $1,600,000 - Repairs & Maintenance – Custodial and Snow
Removal
o $800,000 - Repairs & Maintenance – Routine Maintenance
2
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DOUG ALLEN
OCTOBER 19, 2012
AUTHORIZATION TO EXECUTE OPTION YEAR FOR THE
CUSTODIAL AND FACILITY MAINTENANCE SERVICES
CONTRACTS
RESOLUTION
9C-10-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, VRE facilities require daily custodial services and routine
maintenance; and,
WHEREAS, a procurement was completed in 2009 for custodial and facilities
maintenance services over a period of five-years, including a base year, plus four
one-year renewable options; and,
WHEREAS, the second of the four one-year options expires October 31, 2012.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
authorizes the Chief Executive Officer to execute the third option year of the
custodial and facility maintenance services contracts with NV Enterprises of
Reston, Virginia in an amount not to exceed $1,900,000 for the custodial contract
and $900,000 for the facilities maintenance contract for a total value not to
exceed $2,800,000.
3
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DOUG ALLEN
OCTOBER 19, 2012
AUTHORIZATION TO EXECUTE OPTION YEAR FOR THE
CUSTODIAL AND FACILITY MAINTENANCE SERVICES
CONTRACTS
RESOLUTION
9C-10-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, VRE facilities require daily custodial services and routine
maintenance; and,
WHEREAS, a procurement was completed in 2009 for custodial and facilities
maintenance services over a period of five-years, including a base year, plus four
one-year renewable options; and,
WHEREAS, the second of the four one-year options expires October 31, 2012.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
authorizes the Chief Executive Officer to negotiate a six month extension of the
custodial and facility maintenance services contracts with NV Enterprises of
Reston, Virginia; and,
BE IT FURTHER RESOLVED THAT, the VRE Operations Board authorizes the
Chief Executive Officer to enact emergency procurement procedures if this
extension cannot be achieved; and,
BE IT FURTHER RESOLVED THAT, the VRE Operations Board authorizes the
Chief Executive Officer to initiate the procurement process for new custodial and
facility maintenance services contracts.