AGENDA ITEM 10-A
CONSENT AGENDA ITEM
TO:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
FEBRUARY 18, 2011
SUBJECT: AUTHORIZATION TO ISSUE A REQUEST FOR PROPOSALS FOR A
DISASTER MANAGEMENT SERVICES CONTRACTOR
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
issue a Request for Proposals for the services of a Disaster Management Services
contractor.
BACKGROUND:
Prior to June 2010, disaster management services were provided through the AMTRAK
operations and maintenance contract. Since June 2010, VRE has directly contracted
with a Disaster Management Services contractor procured through a Request for
Quote. That contract expires in June 2011. VRE staff recommendation is for such a
contract to be selected through a competitive process for future years. The contract will
be for a one-year base term plus 4-one year renewal options. The contractor would be
paid an annual fixed retainer fee to ensure the availability of contractor resources, plus
additional contractor fees incurred following a major train disaster, as various disaster
management services are mobilized and based on the magnitude of the disaster.
Currently, there are regulations and plans addressing Family Assistance for Aviation
Disasters in the US. However, the NTSB along with the railroad industry recognizes the
need for each rail system – passenger as well as freight - to have plans to mobilize
similar victim support services following a rail disaster. Traditionally these services are
provided by seasoned and effective disaster response practitioner companies. The
need for such disaster management services arise largely during major rail disasters
with multiple injured victims and fatalities. While there is a vast array of services
provided by such contractors, the general mission 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, logistical support and services to
victims and their family members.
VRE staff has prepared the necessary procurement materials to continue with the
procurement process upon Board consideration and authorization to do so.
FISCAL IMPACT:
The funding for this contract is two-fold: funding at an annual fixed cost for the Disaster
Management Services contract retainer fee, which is included in VRE’s FY 2012
operating budget, and additional, variable contractor costs that would be incurred
following a train-related disaster. Those additional costs would be funded through a
combination of insurance funds as well as operating funds at the time of an incident.
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TO:
FROM:
DATE:
RE:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
DALE ZEHNER
FEBRUARY 18, 2011
AUTHORIZATION TO ISSUE A REQUEST FOR PROPOSALS FOR A
DISASTER MANAGEMENT SERVICES CONTRACTOR
RESOLUTION
10A-02-2011
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, the VRE currently has a disaster management services company under
contract; and,
WHEREAS, this contract will conclude in June 2011; and,
WHEREAS, VRE requires continuing disaster management services availability as
recommended by the National Transportation Safety Board; and,
WHEREAS, an annual, fixed retainer fee is required to ensure the availability of the
contractor resources; and,
WHEREAS, additional, variable contractor costs would be incurred at the time of a
major train disaster, based on the magnitude of the incident, as various disaster
management services are mobilized.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to issue a Request for Proposals for the services of a
Disaster Management Services contractor.
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