AGENDA ITEM 8-A
ACTION ITEM
TO:
CHAIRMAN ZIMMERMAN AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
OCTOBER 16, 2009
RE:
AUTHORIZATION TO AWARD A CONTRACT FOR THE VRE
ELECTRONIC NEWSLETTER
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive
Officer to award a contract for the VRE electronic newsletter to TransitTalk, LLC
in an amount not to exceed $60,000 over a five year period.
BACKGROUND:
Train Talk, VRE’s email announcement system, is an essential tool that provides
VRE passengers with the latest information on VRE service. The emails provide
passengers real-time information during major service disruptions as well as
information on safety, courtesy, possible weather related issues, policy changes
and other information that might affect one's commute. Information can be sent
to a passenger’s home, work and/or mobile device and can be systemwide, line
or train specific. Train Talk has proven to be VRE’s most successful method for
disseminating information to passengers and is an indispensible customer
service tool.
VRE’s existing contract for these services expires in January of 2010. As such,
on August 14, 2009, VRE issued a Request for Proposals. Two proposals were
received on September 18, although only one was deemed responsive.
Following evaluation committee review and negotiations, a recommendation for
award is being made to TransitTalk, LLC of Atlanta, Georgia.
The contract will be for five years, a base year plus four option years, with the
CEO exercising the option years at his discretion. The base year includes
upgrades requested as part of the RFP as well as annual maintenance,
archiving, communications infrastructure and personnel support. Upgrades
include a passenger vacation deferral setting and additional rider preference
options.
The option years continue the annual maintenance, archiving,
communications infrastructure and personnel support.
FISCAL IMPACT:
Funding is included in the Customer Communications portion of the Operating
budget. The new contract reflects an annual cost reduction of $3,000 as
compared to the existing contract.
TO:
FROM:
DATE:
RE:
CHAIRMAN ZIMMERMAN AND THE VRE OPERATIONS BOARD
DALE ZEHNER
OCTOBER 16, 2009
AUTHORIZATION TO AWARD A CONTRACT FOR THE VRE
ELECTRONIC NEWSLETTER
RESOLUTION
8A-10-2009
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, Train Talk, VRE’s email announcement system, is an essential tool
that provides VRE passengers with the latest information on VRE service; and,
WHEREAS, through a competitive procurement, VRE sought eligible contractors
to continue this service; and,
WHEREAS, enhancements to the existing system were included in the
requirements for a new system; and,
WHEREAS, proposals were received on September 18, 2009.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
authorizes the Chief Executive Officer to award a contract to TransitTalk, LLC in
an amount not to exceed $60,000 over a five year period.
AGENDA ITEM 8-B
ACTION ITEM
TO:
CHAIRMAN ZIMMERMAN AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
OCTOBER 16, 2009
RE:
AUTHORIZATION TO EXECUTE A RIGHT OF WAY AGREEMENT WITH
DOMINION VIRGINIA POWER FOR UTILITY EASEMENT
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
execute a Right of Way Agreement with Dominion Virginia Power for a utility easement
at the Leeland Road radio tower site.
BACKGROUND:
Currently, the Mid-Atlantic Tower Holding Company is under contract with VRE to
construct a radio communication tower at the Leeland Road VRE station. This tower
site is part of a system-wide network that VRE is constructing to enable two-way radio
communications with its trains. Dominion Virginia Power will be providing the power to
operate the dish antennae and other equipment at the tower site.
The tower site is located on the southeastern corner of a parcel owned by PRTC at the
Leeland Road station. The proposed easement is entirely on this parcel and measures
15’ wide by 170’ long. As the PRTC property is land-locked from Leeland Road, with
access to the site coming across a Stafford County owned parcel to the east, additional
easement applications have been made to Stafford County by both VRE and Dominion
Virginia Power.
All installation work is expected to be complete by December 2009 and will not disturb
the existing parking configuration. VRE will not incur any expense for installation or
operations at this site. The work is being performed in close coordination with the
Leeland parking expansion project.
FISCAL IMPACT:
No funds are required to execute this agreement.
TO:
FROM:
DATE:
RE:
CHAIRMAN ZIMMERMAN AND THE VRE OPERATIONS BOARD
DALE ZEHNER
OCTOBER 16, 2009
AUTHORIZATION TO EXECUTE A RIGHT OF WAY AGREEMENT WITH
DOMINION VIRGINIA POWER FOR UTILITY EASEMENT
RESOLUTION
8B-10-2009
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, the two-way radio communication system is located on a landlocked PRTC
owned parcel at the Leeland Road VRE station; and,
WHEREAS, Dominion Virginia Power will be providing power to the communication
tower site; and,
WHEREAS, the need for a right of way agreement has been identified.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to execute a Right of Way Agreement with Dominion
Virginia Power for a utility easement at the Leeland Road radio tower site.
AGENDA ITEM 8-C
ACTION ITEM
TO:
CHAIRMAN ZIMMERMAN AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
OCTOBER 16, 2009
RE:
AUTHORIZATION TO AMEND THE CONTRACT FOR THE VRE
WOODBRIDGE STATION EXPANSION PROJECT
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the VRE Chief Executive Officer
to execute a change order with Costello Construction for a temporary Kiss and Ride lot
at the Woodbridge VRE station, increasing the contract value by $300,744, for a total
contract value not to exceed $4,545,660.
BACKGROUND:
The Woodbridge VRE station expansion project will construct a platform on the west
side of the tracks along with an overhead pedestrian bridge connecting into the existing
parking garage on the east side. In April of 2008, the Operations Board authorized a
construction contract with Costello Construction in an amount not to exceed
$3,868,700. Authorization was also granted in August 2009 to execute a change order
with Costello Construction to shift track, increasing the contract value to $4,244,916.
Construction work began in December of 2008 and is expected to be completed by
December of this year.
The project was originally designed to include a kiss and ride facility serving the new
elevator/stair tower, with access to and from Route 1. While VRE worked to coordinate
construction of the kiss and ride with the proposed Route 1/123 Interchange project,
VDOT has postponed the proposed interchange construction date, due to a lack of
funding, until at least 2015.
The property adjacent to the elevator/stair tower currently consists of broken asphalt
pavement and remains of structures that have been demolished. Until such time as a
formal kiss and ride facility can be constructed, VRE recommends providing temporary
passenger car and bus access at this location. Work would include paved drive lanes
and an ADA-accessible concrete sidewalk along the driveway, leading to the tower
entrance. Lighting, fencing and basic landscaping are also included in the scope.
FISCAL IMPACT:
Funding for this phase of the project is included in VRE’s Capital Improvement Program
(CIP) as part of the Woodbridge Second Platform project. Funding is from a FY 2003
federal grant. The local match is provided for using state and local funds. Funding for
this task order is available due to bids for the project being received at a lower than
expected value.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN ZIMMERMAN AND THE VRE OPERATIONS BOARD
DALE ZEHNER
OCTOBER 16, 2009
AUTHORIZATION TO AMEND THE CONTRACT FOR THE VRE
WOODBRIDGE STATION EXPANSION PROJECT
RESOLUTION
8C-10-2009
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, the VRE Woodbridge Station expansion project began in the mid 1990’s as
part of the Route 1/123 interchange project; and,
WHEREAS, the project was originally designed to include a kiss and ride facility serving
the new elevator/stair tower with access to and from Route 1; and,
WHEREAS, VDOT has postponed the proposed interchange construction date, due to
a lack of funding, until at least 2015; and,
WHEREAS, until such time as a formal kiss and ride facility can be constructed, VRE
recommends providing temporary vehicle access through this change order.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the VRE Chief Executive Officer to execute a change order with Costello Construction
for a temporary Kiss and Ride lot at the Woodbridge VRE station, increasing the
contract value by $300,744, for a total contract value not to exceed $4,545,660.
3
AGENDA ITEM 8-D
ACTION ITEM
TO:
CHAIRMAN ZIMMERMAN AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
OCTOBER 16, 2009
RE:
AUTHORIZATION TO MODIFY THE CONTRACT FOR NEW
LOCOMOTIVE PURCHASE
RECOMMENDATION:
The VRE Operations Board is being asked to recommend that the Commissions
authorize the Chief Executive Officer to modify the contract with MotivePower,
Inc., for the purchase of locomotives so the base order is increased from twelve
to up to fifteen locomotives, increasing the contract value by $10,997,829, plus a
10% contingency of $1,099,783, for a total contract value up to $60,579,992.
BACKGROUND:
In January of 2008, the Operations Board authorized VRE to enter into a contract
with MotivePower, Inc. of Boise, Idaho for the manufacture of two new
locomotives in an amount not to exceed $9.6 million. Since that time, additional
approvals have been sought and received as follows:



October 2008 - three additional units (five total) for a contract total of
$20.3 million.
March 2009 - four additional units (nine total) for a contract total of $36.4
million.
June 2009 - three additional units (twelve total) for a contract total of $48.4
million.
Authorization is now being sought for up to three additional units. The first two
units will be purchased using bonus obligation funding provided through the
Commonwealth of Virginia and VRE formula funds. Match for the bonus
obligation grant will be provided using proceeds from the sale of the Mafersa
railcars and state matching funds. VRE formula funds are matched via state and
local sources. The third unit will be purchased pending approval of a FY 2010
federal earmark, with match being provided from the same sources.
In January 2008, the Operations Board authorized up to $4,145,920, including
contingency, to STV, Inc. for construction engineering and inspection services for
the purchase of all twenty locomotives. Similar to the locomotive contract, this
contract was structured to allow incremental notices to proceed, such that
authorization will be issued concurrently and proportionately with locomotive
option orders. As such, no additional Board authorization is needed for the
oversight work.
FISCAL IMPACT:
Funding is available from the locomotive acquisition line item of the VRE capital
budget. The first two units will be purchased using bonus obligation funding and
VRE formula funds. Match for the bonus obligation grant will be provided using
proceeds from the sale of the Mafersa railcars and state matching funds. VRE
formula funds are matched via state and local sources. The third unit will be
purchased pending approval of a FY 2010 federal earmark, with match being
provided from the same sources.
TO:
FROM:
DATE:
RE:
CHAIRMAN ZIMMERMAN AND THE VRE OPERATIONS BOARD
DALE ZEHNER
OCTOBER 16, 2009
AUTHORIZATION TO MODIFY THE CONTRACT FOR NEW
LOCOMOTIVE PURCHASE
RESOLUTION
8D-10-2009
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, in January of 2008, the Operations Board approved the award of a
contract to MotivePower, Inc. for the manufacture of two new locomotives; and,
WHEREAS, since that time, additional approvals have been granted allowing the
purchase of twelve total units for a contract total of $48.4 million; and,
WHEREAS, authorization is now being sought for up to three additional units.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
recommends that the Commissions authorize the Chief Executive Officer to
modify the contract with MotivePower, Inc., for the purchase of locomotives so
the base order is increased from twelve to up to fifteen locomotives, increasing
the contract value by $10,997,829, plus a 10% contingency of $1,099,783, for a
total contract value up to $60,579,992.