AGENDA ITEM 9-A
ACTION ITEM
TO:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
SEPTEMBER 16, 2011
RE:
AUTHORIZATION TO EXECUTE OPTION YEAR
CUSTODIAL AND FACILITY MAINTENANCE SERVICES
FOR
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive
Officer to execute the third year of the custodial and facility maintenance services
contracts with NV Enterprises of Reston, Virginia in an amount not to exceed
$2,800,000.
BACKGROUND:
On September 18, 2009, the Operations Board approved a facilities maintenance
contract with NV Enterprises. The solicitation was designed to allow for a fiveyear contract for each service (custodial and facility maintenance) and included a
base year, plus four one-year renewable options.
Last year, a contract was awarded in the amount of $2,600,000, comprised of
$1,800,000 for custodial maintenance and $800,000 for facilities maintenance.
This contract year term will expire on October 31, 2011.
The recommended amount for the current year is $200,000 higher due to
escalation allowed by contract, additional facilities that have been placed in
service during the past year, and an increase in maintenance related projects that
are not grant funded. The facilities budget is financed using both operating and
grant funds.
The FY 2012 facilities maintenance budget includes $2,200,000 for general
facilities maintenance (i.e., cleaning, landscaping, pressure washing, HVAC and
elevator maintenance, snow removal and maintenance related projects). The
remaining $600,000 of contract authorization is funded using project specific grant
funds. Examples of such projects include signage, pedestrian walkways, and
lighting replacement projects.
FISCAL IMPACT:
Funding for this contract includes $2.2M in operating funds out of the facilities line
item of the FY 2012 VRE operating budget and $600,000 in project specific
grants, both FY 2012 federal formula and DHS, in the VRE capital budget.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
DALE ZEHNER
SEPTEMBER 16, 2011
AUTHORIZATION TO EXECUTE OPTION YEAR FOR
CUSTODIAL AND FACILITY MAINTENANCE SERVICES
RESOLUTION
9A-09-2011
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, VRE facilities require custodial services and maintenance; and,
WHEREAS, the existing facilities maintenance contract year term expires October
31, 2011, and,
WHEREAS, custodial and maintenance services are essential for a continued
state of good repair for VRE facilities; 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.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
authorizes the Chief Executive Officer to execute the third year of the custodial
and facility maintenance services contracts with NV Enterprises in an amount not
to exceed $2,800,000.
3
AGENDA ITEM 9-B
ACTION ITEM
TO:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
SEPTEMBER 16, 2011
RE:
AUTHORIZATION TO AWARD A CONSTRUCTION CONTRACT FOR
PARKING LOT EXPANSIONS AT THE BROOKE AND LEELAND ROAD
VRE STATIONS
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
enter into a contract with Tavares Concrete, of Lorton, Virginia, to construct the Brooke
and Leeland Road parking lot expansions. The total contract value shall be
$2,138,702, plus a 10% contingency of $213,870, for total amount not to exceed
$2,352,572.
BACKGROUND:
Due to significant increases in ridership, VRE, in conjunction with Stafford County,
designed parking lot expansions at both the Brooke and Leeland VRE stations. The
Brooke project includes the addition of two hundred thirty-four (234) parking spaces
located to the south of the existing lot and access road. The Leeland Road project
includes the addition of approximately one hundred ninety-six (196) parking spaces
located to the west of the existing lot.
At the April 2011 meeting, the Operations Board authorized the solicitation of bids for
the construction of both projects. Two bids were subsequently received on June 16,
2011 and both exceeded the project budget. As such, at their June 2011 meeting, the
Operations Board directed VRE staff to re-issue the solicitations for both projects.
VRE and Stafford County staff worked to modify the solicitation in an effort to reduce
the project cost as well as more widely advertise the project to contractors. A new
solicitation was issued on July 29, 2011 and four bids were received on September 2,
2011.
The bids ranged in price from $2.139M to $2.972M, with the lowest bid being within
available project funding. Following a review of the bids, staff is recommending award
to the lowest responsive and responsible bidder, Tavares Concrete.
FISCAL IMPACT:
Funding for both Brooke and Leeland are included in VRE’s Capital Improvement
Program using CMAQ and RSTP grants. No local match is required. Total project
funding is $4.4M, with $1.46M having been spent to-date on environmental, design, and
property acquisition. An additional $500K has been encumbered for construction
related costs including utilities and wetland mitigation.
TO:
FROM:
DATE:
RE:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
DALE ZEHNER
SEPTEMBER 16, 2011
AUTHORIZATION TO AWARD A CONSTRUCTION CONTRACT FOR
PARKING LOT EXPANSIONS AT THE BROOKE AND LEELAND ROAD
VRE STATIONS
RESOLUTION
9B-09-2011
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, due to increases in ridership, VRE has designed parking lot expansions at
both the Brooke and Leeland Road VRE stations; and,
WHEREAS, in June of 2011, the Operations Board directed the re-solicitation of bids
for the construction of both projects; and,
WHEREAS, four bids were received on September 2, 2011 and, after review, VRE staff
recommends award to Tavares Concrete.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorize
the Chief Executive Officer to award contracts to Tavares Concrete to construct parking
lot expansions at the Brooke and Leeland Road VRE Stations. The total contract value
shall be $2,138,702, plus a 10% contingency of $213,870, for total amount not to
exceed $2,352,572.
BE IT FURTHER RESOLVED THAT, the VRE Operations Board authorizes the Chief
Executive Officer to execute permits and other documents related to the construction of
these projects.
AGENDA ITEM 9-C
ACTION ITEM
TO:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
SEPTEMBER 16, 2011
RE:
AUTHORIZATION TO AMEND THE VRE BROAD RUN STATION
PLATFORM EXTENSION CONTRACT
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
execute a contract amendment in the amount of $171,179, for the VRE Broad Run
station platform extension project, for a total contract value not to exceed $828,979.
BACKGROUND:
Due to significant increases in ridership, VRE has initiated a platform extension project
in order to accommodate passengers waiting at the Broad Run station. Construction is
currently underway and is expected to be complete in December 2011. The project will
provide an approximately 200 foot length platform and 150 foot canopy extension. The
project is located to the east end of the existing platform. The expansion will
accommodate seven-car train sets that will more efficiently and safely service the
station.
Authorization was granted by the Operations Board in April 2011 to award a
construction contract to Hammerhead Construction of Dulles, Virginia, in an amount not
to exceed $657,800. Bid results were lower than expected, providing an opportunity for
additional work to be performed within the existing budget.
In an effort to maximize the grant funding and make additional improvements to the
station, VRE staff have identified the following additional work items that can be
completed with existing grant funding:




50 feet of additional canopy coverage
second entrance to the station with a lighted sidewalk connection to the
parking lot
replacement of existing tactile surface for the entire platform
painting the existing station canopy and railing
The CMAQ funding for this project was granted specifically for this platform extension
and cannot be applied to any other VRE project. Due to the value of this work, the
contract amendment cannot be supported by the already authorized contingency and
additional authorization is required.
FISCAL IMPACT:
Funding for this project is included in VRE’s Capital Improvement Program as part of
the Broad Run platform extension project. Funding is from a FY 2011 CMAQ grant. No
local match is required. Total project funding is $1,020,000, with $120,000 having
been spent to-date on environmental, design, and construction.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
DALE ZEHNER
SEPEMBER 16, 2011
AUTHORIZATION TO AMEND THE VRE BROAD RUN STATION
PLATFORM EXTENSION CONTRACT
RESOLUTION
9C-09-2011
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, due to significant increases in ridership, VRE has initiated a platform
extension project at the Broad Run station; and,
WHEREAS, Operations Board action in April 2011 authorized award of a construction
contract; and,
WHEREAS, bid results were lower than expected; and,
WHEREAS, VRE staff have identified additional work items that can be completed with
existing grant funding; and,
WHEREAS, funding was granted specifically for this platform extension and cannot be
applied to any other VRE project.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to execute a contract amendment in the amount of
$171,179, for the VRE Broad Run station platform extension project, for a total contract
value not to exceed $828,979.
3
AGENDA ITEM 9-D
ACTION ITEM
TO:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
SEPTEMBER 16, 2011
RE:
AUTHORIZATION TO RENEW THE MANASSAS WAREHOUSE LEASE
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
amend the contract with KAO Manassas Airport, LLC for warehouse space in the
amount of $49,800, for a total amount not to exceed $191,236.
BACKGROUND:
In May of 2004, the Operations Board authorized a three-year lease with KAO
Manassas Airport, LLC for warehouse space near the Broad Run yard. Several
renewals have taken place since then, most recently in April of 2010 when the
Operations Board authorized a renewal in the amount of $141,436 for a fifteen month
term ending on December 31, 2011.
At that time, a new tenant was imminent in VRE’s existing space so an effort was made
to try to coordinate the construction of the new warehouse with the end of this lease.
However, since that time VRE’s existing space again became available, allowing the
option of a short extension. This extension will allow work to be fully completed at the
new warehouse as well as provide for ample time to move and stock inventory.
A further extension is, therefore, being sought, for a maximum of six months. The lease
will convert to a month to month arrangement after three months. All other general
terms and conditions for the current lease will remain the same.
FISCAL IMPACT:
Funding for this lease is included in the FY 2012 operating budget.
TO:
FROM:
DATE:
RE:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
DALE ZEHNER
SEPTEMBER 16, 2011
AUTHORIZATION TO RENEW THE MANASSAS WAREHOUSE LEASE
RESOLUTION
9D-09-2011
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, the current lease for the Manassas warehouse expires on December 31,
2011; and,
WHEREAS, the new VRE warehouse currently under construction at the Crossroads
yard will not be completed by December 31, 2011; and,
WHEREAS, a further extension to the lease is needed, for a maximum of six months.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to amend the contract with KAO Manassas Airport, LLC for
warehouse space in the amount of $49,800, for a total amount not to exceed $191,236.