AGENDA ITEM 9-A
ACTION ITEM
TO:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
MAY 20, 2011
RE:
AUTHORIZATION TO ISSUE A REQUEST FOR PROPOSALS
FOR NEW PASSENGER CARS
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive
Officer to issue a Request for Proposal (RFP) for new passenger railcars.
BACKGROUND:
In April of 2004, the Operations Board authorized the issuance of an RFP for the
procurement of 11 bi-level cab cars with an option for an additional 50 bi-level
railcars. In October 2004, Sumitomo Corporation of North America was awarded
the contract and in March 2005, the Operations Board exercised the option for the
full 50 railcars. All 61 cars were delivered by September 2008.
In March 2008, the Operations Board authorized the issuance of an RFP for the
procurement of 10 additional bi-level railcars to replace the Kawasaki railcars
being sold to Maryland. Sumitomo Corporation of North America was the sole
bidder and was awarded the contract in October 2008. The 10 railcars were
delivered in February 2010.
Currently, VRE’s railcar fleet includes 71 bi-level Gallery railcars, as outlined
above, and 30 Pullman Gallery railcars. The Pullman railcars were previously
operated by Chicago-Metra and were built between 1956 and 1969. VRE
planned to operate the Pullman railcars through CY 2011 without performing a
major overhaul. However, through aggressive preventative maintenance, VRE
projects this timeline can be extended to no later than the end of CY 2013. As
such, with an expected delivery time of two years, procurement for new railcars
must be initiated at this time.
In September of 2010, the Operations Board discussed the need to address
future capacity requirements through the initiation of this procurement and the
associated funding challenges.
VRE staff was asked to return to the Operations Board in April 2011 with a
funding plan. As such, VRE, in cooperation with DRPT, developed a plan that
would permit the purchase of 15 replacement railcars during a five year period as
federal formula funds became available. While VRE currently owns 30 Pullman
railcars, ten have been sold to the Army and the much lower spare ratio of old
equipment compared to new allows 20 old Pullman railcars to be replaced with 15
new railcars. The funding plan approved by the Operations Board last month is
shown below.
TOTAL
COST
Federal
State
VRE
36.0M
15.4M
18.2M
2.5M
VRE will issue a RFP for a base order of 9 units, with options for up to 41
passenger cars. This approach will allow VRE to obtain the 15 passenger cars
needed to replace the existing legacy car fleet as well as allow for additional
capacity as service requirements dictate without having to issue another RFP.
The term of the contract will not exceed 5 years.
FISCAL IMPACT:
No funding is required to complete this action.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
DALE ZEHNER
MAY 20, 2011
AUTHORIZATION TO ISSUE A REQUEST FOR PROPOSALS
FOR NEW PASSENGER CARS
RESOLUTION
9A-05-2011
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, in April 2004, the VRE Operations Board authorized the issuance of
an RFP for the procurement of 11 bi-level cab cars with an option for an additional
50 bi-level railcars; and,
WHEREAS, in March 2008, the Operations Board authorized the issuance of an
RFP for the procurement of ten additional bi-level railcars; and,
WHEREAS, VRE is in need of replacing the remaining legacy passenger car fleet
by CY 2013; and,
WHEREAS, VRE has developed a financial plan to issue an RFP to replace the
remaining legacy passenger car fleet.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
authorizes the Chief Executive Officer to issue a Request for Proposals (RFP) for
new passenger railcars.
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AGENDA ITEM 9-B
ACTION ITEM
TO:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
MAY 20, 2011
RE:
AUTHORIZATION TO AWARD A CONTRACT FOR PORTABLE
LOCOMOTIVE JACKS
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
enter into a contract with Macton Corporation of Oxford, Connecticut for the purchase of
portable locomotive jacks in an amount not to exceed $236,880.
BACKGROUND:
With all locomotive maintenance activity now taking place at the Crossroads and Broad
Run yards, the need to perform locomotive truck, wheel and traction motor
maintenance has increased. The requested jacks are necessary to perform this
operation. Locomotive maintenance was previously performed by Amtrak at their Ivy
City facility in Washington, DC.
In September 2010, the Operations Board authorized the Chief Executive Officer to
issue an IFB. The IFB was issued in February 2011 and VRE received two responses
on March 25, 2011. Macton Corporation was the lowest responsive and responsible
bidder.
FISCAL IMPACT:
Funding is included in the VRE CIP as part of the locomotive rehabilitation line item.
Funding is available from a federal grant. The local match is provided using state and
local funds.
TO:
FROM:
DATE:
RE:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
DALE ZEHNER
MAY 20, 2011
AUTHORIZATION TO AWARD A CONTRACT FOR PORTABLE
LOCOMOTIVE JACKS
RESOLUTION
9B–05-2011
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, locomotive maintenance services at the VRE yards has increased in
amount and scope; and,
WHEREAS, VRE requires locomotive jacks in order to perform necessary maintenance
procedures; and,
WHEREAS, these jacks would be used at the Service and Inspection facilities at both
the Crossroads and Broad Run yards.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to enter into a contract with Macton Corporation for the
purchase of portable locomotive jacks in an amount not to exceed $236,880.
AGENDA ITEM 9-C
ACTION ITEM
TO:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
MAY 20, 2011
RE:
AUTHORIZATION TO AWARD A CONTRACT FOR MARKETING,
ADVERTISING AND PUBLIC RELATIONS SERVICES
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
enter into a contract with Sparky’s Garage of Leesburg, Virginia for marketing,
advertising and public relations services in an amount not to exceed $350,000 during
the first year.
BACKGROUND:
Now that VRE trains are at capacity and parking is at a premium at most VRE stations,
VRE’s requirements for an advertising agency are different than in years past. As such,
the scope of services included the identification of new sources of non-fare revenue
and campaigns to foster rider appreciation.
On January 21, 2011, the VRE Operations Board authorized the Chief Executive Officer
to issue an RFP for marketing and public relations services. An RFP was issued on
March 23, 2011 and on April 25, five proposals were received. VRE staff reviewed the
proposals, interviewed the top three firms, and queried references. Following this
process, a recommendation for award is being made to Sparky’s Garage.
The contract includes a three-year term commencing July 1, 2011 and the option of
two, two-year contract renewals. The first year of the contract shall not exceed
$350,000. VRE staff will return to the Operations Board for authorization to approve
funding for the second contract year.
FISCAL IMPACT:
Funding for this year of the contract is available from the FY 2012 operating budget.
TO:
FROM:
DATE:
RE:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
DALE ZEHNER
MAY 20, 2011
AUTHORIZATION TO AWARD A CONTRACT FOR MARKETING,
ADVERTISING AND PUBLIC RELATIONS SERVICES
RESOLUTION
9C-05-2011
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, on January 21, 2011, the VRE Operations Board authorized the Chief
Executive Officer to issue an RFP for marketing and public relations services; and,
WHEREAS, an RFP was issued on March 23, 2011 and on April 25, five proposals
were received; and,
WHEREAS, VRE staff reviewed the proposals, interviewed the top three firms, and
queried references; and,
WHEREAS, following this process, a recommendation for award is being made to
Sparky’s Garage.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to enter into a contract with Sparky’s Garage for marketing,
advertising and public relations services in an amount not to exceed $350,000 during
the first year.
AGENDA ITEM 9-D
ACTION ITEM
TO:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
MAY 20, 2011
RE:
AUTHORIZATION TO APPROVE THE SECOND YEAR OF THE
OPERATING AND MAINTENANCE SERVICES CONTRACT
RECOMMENDATION:
The VRE Operations Board is being asked to recommend that the Commissions
authorize the Chief Executive Officer to modify the contract with Keolis Rail
Services Virginia, LLC for operating and maintenance services by approving up to
$17,954,527, for a total contract amount not to exceed $38,498,875, for the
second year of operation, through June 30, 2012, and to make other minor
contract changes as described below.
BACKGROUND:
On October 16, 2009, the VRE Operations Board approved a contract with Keolis
Rail Services Virginia for VRE operating and maintenance services and
mobilization in the amount of $18,459,348 through June 30, 2011. A contract
amendment was approved on December 17, 2010 to add $2,085,000 to the
contract value to reflect service enhancements, higher than anticipated insurance
costs, items added during negotiations, contingency funds, and to remove the
requirement that Keolis indemnify VRE for all liability claims arising from the
contract service with a value of up to $5,000,000.
Authorization is now being sought to modify the contract value for the cost of
services for the second contract year in the amount of $17,954,527. This amount
is within the approved budget for FY 2012 and reflects an increase to fixed cost
services of 1.2%, based on the increase to the CPI for a 12 month period. In
addition, the contract will also now include the full year cost of the turn-back train
initiated in May 2011 and the lengthening of two other trains.
The contract is also being modified to reflect other minor changes proposed by
VRE staff, including a change to the FRC schedule and the inclusion of a
provision for facilities task orders, if needed.
FISCAL IMPACT:
Funding for the second year of commuter rail operating and maintenance services
contract is included in the FY 2012 operating budget.
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TO:
FROM:
DATE:
RE:
CHAIRMAN BULOVA AND THE VRE OPERATIONS BOARD
DALE ZEHNER
MAY 20, 2011
AUTHORIZATION TO APPROVE THE SECOND YEAR OF THE
OPERATING AND MAINTENANCE SERVICES CONTRACT
RESOLUTION
9D-05-2011
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, on October 16, 2009, the VRE Operations Board approved a contract
with Keolis Rail Services Virginia for VRE operating and maintenance services
and mobilization in the amount of $18,459,348 through June 30, 2011; and,
WHEREAS, on December 17, 2010 the Operations Board approved a contract
amendment to increase the contract value by $2,085,000 for a total amount not to
exceed $20,544,348 through June 30, 2011 and to remove the requirement that
the contractor indemnify VRE for the first $5,000,000 in claims arising from the
contract services; and,
WHEREAS, authorization is now being sought to modify the contract value for
the second year of contract services; and,
WHEREAS, authorization is also being sought to reflect other minor changes
proposed by VRE staff, including a change to the FRC schedule and the inclusion
of a provision for facilities task orders.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
recommends that the Commissions authorize the Chief Executive Officer to
modify the contract with Keolis Rail Services Virginia, LLC for operating and
maintenance services by approving up to $17,954,527, for a total contract amount
not to exceed $38,498,875, for the second year of operation, through June 30,
2012; and,
BE IT FURTHER RESOLVED THAT, the VRE Operations Board also
recommends that the Commissions authorize the Chief Executive Officer to
approve other minor contract changes.
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