AGENDA ITEM 10-E
ACTION ITEM
TO:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
AUGUST 19, 2011
RE:
AUTHORIZATION FOR GRANT BILLING SUPPORT SERVICES
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
amend the existing personal service contract for grant tracking and billing support
services by $10,000, for a total amount not to exceed $60,000, and to conduct a
competitive procurement and thereafter execute a new personal service contract for
grant tracking and billing support services in a cumulative amount not to exceed
$150,000 over a period of three years.
BACKGROUND:
In February 2010, the VRE Chief Executive Officer awarded a personal service contract
to an independent contractor to perform grant tracking and billing support services in an
amount not to exceed $50,000. VRE utilized this approach to supplement VRE and
PRTC staff resources to ensure the timely and accurate billing and reporting of federal
grants, which nearly doubled in size between FY 2010 and FY 2011. Although the bulk
of this increase was the result of numerous grants for the locomotive replacement
project, the complexity of billing and reporting state and federal grant revenue has
increased considerably over the last several years, taxing available staff resources. The
use of an independent contractor provides flexibility because the services are used only
when needed.
Based on anticipated needs, it is being recommended that the current authorization limit
be increased by $10,000, to complete the current contract scope, and thereafter
conduct a competitive solicitation. Following the completion of this solicitation, the
contract would be awarded in a cumulative amount not to exceed $150,000 over a
period of three years.
FISCAL IMPACT:
Funding for this contract has been included in the FY 2012 – 2015 operating budgets,
with actual expenses reimbursed with grant funds as available.
TO:
FROM:
DATE:
RE:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
DALE ZEHNER
AUGUST 19, 2011
AUTHORIZATION FOR GRANT BILLING SUPPORT SERVICES
RESOLUTION
10E-08-2011
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, in February 2010, the Chief Executive Officer awarded a personal service
contract for an independent contractor to perform grant tracking and billing support
services in an amount not to exceed $50,000; and,
WHEREAS, VRE staff recommends additional authority for continued grant tracking and
billing support services; and,
WHEREAS, based on anticipated needs, it is being recommended that the current
authorization limit be increased by $10,000, to complete the current contract scope, and
thereafter conduct a competitive solicitation; and,
WHEREAS, following the completion of this solicitation, a new contract would be
awarded to an independent contractor.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to amend the existing personal service contract for grant
tracking and billing support services by $10,000, for a total amount not to exceed
$60,000; and,
BE IT FURTHER RESOLVED THAT, the VRE Operations Board authorizes the Chief
Executive Officer to conduct a competitive procurement and thereafter execute a new
personal service contract for grant tracking and billing support services in a cumulative
amount not to exceed $150,000 over a period of three years.