AGENDA ITEM 8-D
ACTION ITEM
TO:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
FROM:
DOUG ALLEN
DATE:
SEPTEMBER 21, 2012
RE:
AUTHORIZATION TO AWARD A CONTRACT FOR SEPTIC PUMPING
SERVICES
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
enter into a contract with Don’s Johns, Inc. of Chantilly, Virginia, for septic tank pumping
services in the amount of $223,500 over a three year period comprised of a base year
plus two additional one-year options.
BACKGROUND:
Ten railcars in VRE’s fleet, the legacy gallery cars, have septic retention tanks which
must be serviced three times per week. In addition, it is VRE’s maintenance policy to
pump, flush, and recharge the systems on all 41 new railcar toilets annually. In August
2009, the VRE Operations Board authorized the award of a contract for septic tank
pumping services for VRE’s fleet. The contract was a base year plus two additional
one-year options with the second option year ending in August 2012. Since this time,
VRE has issued purchase orders for the same work until a contract can be awarded.
In December 2011, the Operations Board authorized the issuance of an RFP for septic
pumping services. The scope of services included the pumping of septic retention tanks
on the remaining legacy railcars and periodic pumping and flushing of the biological
retention tanks on the newer gallery railcars. On June 28, 2012, procurement was
issued and proposals were due on July 31, 2012. Two proposals were received.
Following review, the VRE selection committee is recommending award to Don’s Johns.
As with all service contracts, award of the entire contract term is being recommended
with the CEO exercising the options years at his discretion.
FISCAL IMPACT:
Funding will be provided from the FY 2013, FY 2014, and FY 2015 operating budgets.
The contract is being recommended in an amount not to exceed $223,500. The project
manager’s estimate was $289,000. The detailed budget is provided below:
Septic Pumping Services
Description
Regular Service Crossroads
Non-Regular
Service
Broad Run
Crossroads
Service Detached
Tanks
Broad Run
Crossroads
Total Annual Cost
Estimated Number
of Service
Events/Year
624
Unit Price Per Car
Total Price Per
Event/Per Year
$55.00
$34,320.00
84
80
$150.00
$150.00
$12,600.00
$12,000.00
84
80
$95.00
$95.00
$7,980.00
$7,600.00
$74,500.00
Total Contract Cost
Contract Year
1
2
3
Total
Annual Cost
$74,500.00
$74,500.00
$74,500.00
$223,500.00
TO:
FROM:
DATE:
RE:
CHAIRMAN COVINGTON AND THE VRE OPERATIONS BOARD
DOUG ALLEN
SEPTEMBER 21, 2012
AUTHORIZATION TO AWARD A CONTRACT FOR SEPTIC PUMPING
SERVICES
RESOLUTION
8D-09-2012
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, ten railcars in VRE’s fleet have septic retention tanks which must be
serviced three times per week; and,
WHEREAS, it is VRE’s maintenance policy to pump, flush, and recharge the systems
on all 41 new railcar toilets annually; and,
WHEREAS, in August 2009, the VRE Operations Board authorized the award of a
contract for septic tank pumping services which expired in August 2012; and,
WHEREAS, a new procurement for these services was initiated in June 2012 and a
recommendation for award is now being made to Don’s Johns.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to enter into a contract with Don’s Johns, Inc. of Chantilly,
Virginia, for septic tank pumping services in the amount of $223,500 over a three year
period comprised of a base year plus two additional one-year options.