AGENDA ITEM 10-A
ACTION ITEM
TO:
CHAIRMAN MILDE AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
OCTOBER 15, 2010
RE:
AUTHORIZATION TO ISSUE A TASK ORDER FOR PRELIMINARY
ENGINEERING AND ENVIRONMENTAL ANALYSIS FOR THE LORTON
STATION EXPANSION PROJECT
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
issue a task order to HDR, Inc. for engineering and environmental services for the
Lorton Station expansion project in the amount of $278,500, plus a 10% contingency of
$27,850, for a total amount not to exceed $306,350.
BACKGROUND:
Due to current ridership demand along with future growth projections, VRE has initiated
a platform extension and second platform project at the Lorton VRE station. This
project will accommodate ridership growth as well as provide flexibility for railroad
operations.
The existing platform, construction in 1992, is comprised of a 400-foot platform with a
partial steel canopy that can only accommodate five car trainsets. A minimum of 250feet of platform extension is being developed along the existing east platform to
accommodate longer trains. A second platform on the west side of the tracks is also
being designed to accommodate an eight car trainset. The platforms would be
connected using an elevated pedestrian bridge.
This authorization will allow the design process to begin by performing field survey and
geotechnical evaluation, including identifying any environmental concerns and
developing design concepts and details. Upon Operations Board approval, the design
effort can begin and will take approximately eight months to complete. Once additional
funding has been identified, work on the final design and ultimately construction can be
initiated.
FISCAL IMPACT:
Funding for this project is included in VRE’s Capital Improvement Program as part of
the Lorton Station expansion project. Funding is from a FY 2009 state grant, with
match provided by Fairfax County, and a FY 2011 CMAQ grant, for which no local
match is required.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN MILDE AND THE VRE OPERATIONS BOARD
DALE ZEHNER
OCTOBER 15, 2010
AUTHORIZATION TO ISSUE A TASK ORDER FOR PRELIMINARY
ENGINEERING AND ENVIRONMENTAL ANALYSIS FOR THE LORTON
STATION EXPANSION PROJECT
RESOLUTION
10A-10-2010
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, due to current ridership demand along with future growth projections, VRE
has initiated a platform extension and second platform project at the Lorton VRE
station; and,
WHEREAS, this project will accommodate ridership growth as well as provide flexibility
for railroad operations; and,
WHEREAS, this authorization will allow the design process to begin by performing field
survey and geotechnical evaluation, including identifying any environmental concerns
and developing design concepts and details.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to issue a task order to HDR, Inc. for engineering and
environmental services for the Lorton Station expansion project in the amount of
$278,500, plus a 10% contingency of $27,850, for a total amount not to exceed
$306,350.
3
AGENDA ITEM 10-B
ACTION ITEM
TO:
CHAIRMAN MILDE AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
OCTOBER 15, 2010
RE:
AUTHORIZATION TO AWARD A CONTRACT FOR SAFETY AND
SECURITY CONSULTING SERVICES
________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the VRE Chief Executive
Officer to enter into a contract with Kensington Consulting, LLC, of Kensington,
MD, for safety and security consulting services. The contract is being requested
in an amount not to exceed $350,000 over a period of five years.
BACKGROUND:
VRE currently has a contract for system safety and security consultant services
for the development and enhancement of VRE’s safety and security program
that expires in November of 2010. In June of 2010, the Operations Board
authorized the issuance of a solicitation for these services. A RFP was issued
on July 26, 2010 and proposals were due on August 31, 2010. Four proposals
were received and two firms were selected for interviews.
Following the interviews and after evaluating the merits of each of the proposals,
the VRE selection committee is recommending award of the contract to
Kensington Consulting, LLC. Kensington Consulting is currently the firm
providing these services to VRE.
The scope of work includes updating the VRE System Safety Program Plan,
System Security Program Plan, Emergency Preparedness Plan, Corrective
Action Plan, and Safety and Security Strategic Plan. Monitoring of federal, state
and local safety and security regulations affecting VRE is also required along
with assistance in preparation for FRA, FTA, APTA, and DHS program
assessments.
The contract is a task order based contract with a term of one year, with four
additional one year options. VRE is requesting authorization for the total term of
the contract, with the VRE CEO exercising the option years at his discretion.
FISCAL IMPACT:
Funding for this project is included in VRE’s Capital Improvement Program as
part of the safety and security enhancement project. Funding is provided from
federal formula funds of which 1% must be allocated to safety and security
related projects each year. The local match is provided using state and local
funds.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN MILDE AND THE VRE OPERATIONS BOARD
DALE ZEHNER
OCTOBER 15, 2010
AUTHORIZATION TO AWARD A CONTRACT FOR SAFETY AND
SECURITY CONSULTING SERVICES
RESOLUTION
10B-10-2010
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, VRE currently has a contract for system safety and security
consultant services that expires in November of 2010; and,
WHEREAS, work has included an update of VRE’s federally required System
Safety Program Plan, assistance with FRA/APTA audits, and completion of
annual Threat and Vulnerability Assessments and emergency preparedness
drills; and,
WHEREAS, following a competitive solicitation, four proposals were received
and two firms were subsequently selected for interviews; and,
WHEREAS, after evaluating the merits of each of the proposals, the VRE
selection committee is recommending award of the contract to Kensington
Consulting, LLC.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
authorizes the VRE Chief Executive Officer to enter into a contract with
Kensington Consulting, LLC, of Kensington, MD, for safety and security
consulting services. The contract will not exceed $350,000 over a period of five
years.
3
AGENDA ITEM 10-C
ACTION ITEM
TO:
CHAIRMAN MILDE AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
OCTOBER 15, 2010
RE:
AUTHORIZATION TO SELL TEN RAILCARS AND THREE
LOCOMOTIVES
RECOMMENDATION:
The VRE Operations Board is being asked to recommend that the Commissions
authorize the Chief Executive Officer to execute a sales agreement for ten Gallery
railcars and three GP-40 locomotives with the United States Army for a total of
$250,000.
BACKGROUND:
In March and June of 2007, the VRE Operations Board authorized the Chief
Executive Officer to pursue the sale of twenty VRE gallery railcars and twenty
locomotives as they were replaced with new equipment. VRE posted the sale of
this equipment on the website and notified several potential purchasers of the
sale. Since that time, VRE has sold fifteen of the gallery railcars and three of the
locomotives.
This spring, VRE learned of the US Army’s interest in purchasing three GP-40
locomotives and ten gallery railcars. On August 20, 2010, the Operations Board
was briefed on the potential sale of equipment for use as soldier transport to/from
field training at Fort A.P. Hill in Caroline County. While the Operations Board
supported the sale of equipment, the actual solicitation later issued by the Army
contained requirements, including warranty terms, that VRE could not meet. As a
result, a proposal was not submitted.
The US Army reposted a solicitation for three locomotives and ten bi-level railcars
on September 14, 2010, without the majority of the aforementioned terms. On
September 24, 2010, VRE submitted a proposal for this equipment, in as-is,
where-is condition, for a total price of $250,000. The Army has accepted VRE’s
proposal and a sales agreement has been negotiated between both parties.
Payment will be made as each unit is released for sale and title is transferred.
While some of the equipment was purchased and/or modified using federal and/or
state funds, each unit has reached the end of its useful life and both FTA and the
state have been notified of VRE’s intent to sell.
Since previous solicitations to sell VRE equipment were only made for the
locomotives and five of the gallery cars, a Request for Interest (RFI) was posted
on the VRE website in March for the additional Gallery railcars. To-date, VRE has
received no additional interest.
FISCAL IMPACT:
All sale proceeds will be reinvested in the railcar acquisition project to be used as
match to upcoming federal and/or grants.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN MILDE AND THE VRE OPERATIONS BOARD
DALE ZEHNER
OCTOBER 15, 2010
AUTHORIZATION TO SELL TEN RAILCARS AND THREE
LOCOMOTIVES
RESOLUTION
10C-10-2010
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, in March and June of 2007, the VRE Operations Board authorized
the Chief Executive Officer to pursue the sale of gallery railcars and locomotives
as they are replaced with new equipment; and,
WHEREAS, this spring, VRE learned of the US Army’s interest in purchasing
three GP-40 locomotives and ten gallery railcars; and,
WHEREAS, on September 24, 2010, VRE submitted a proposal to the US Army
for this equipment, in as-is, where-is condition, for a total price of $250,000; and,
WHEREAS, the Army has accepted VRE’s proposal and a sales agreement has
been negotiated between both parties.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
recommends that the Commissions authorize the Chief Executive Officer to
execute a sales agreement for ten Gallery railcars and three GP-40 locomotives
with the United States Army for a total of $250,000.
3
AGENDA ITEM 10-D
ACTION ITEM
TO:
CHAIRMAN MILDE AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
OCTOBER 15, 2010
RE:
AUTHORIZATION TO ENTER INTO A CONTRACT FOR BRAKE
SHOE DELIVERY SERVICES
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive
Officer to enter into a contract with Railroad Friction Products Corporation, of
Laurinburg, NC, for brake shoe delivery services in the amount of $138,325, plus
a 15 % contingency of $20,749, for a total amount not to exceed $159,074 per
year.
BACKGROUND:
VRE currently uses several different types of brake shoes in both the locomotive
and passenger car fleets. Locomotives and passenger cars in VRE service
normally consume two sets of shoes per year and replacement brake shoes are
ordered as needed.
The current contract for brake shoes expires in November 2010. As such, in June
2010, the Operations Board authorized the issuance of an invitation for bids. The
solicitation was issued on August 9, 2010, with bids due on September 13, 2010.
One bid was received.
Pricing was provided on a fixed price per item basis and includes freight. The
term of the contract is for one year, with two additional one-year options. VRE is
requesting authorization for the total term of the contract, with the VRE CEO
exercising the option years at his discretion.
FISCAL IMPACT:
Funding for this contract is available in the FY 2011 VRE Operating Budget and
will be included in subsequent budgets on an annual basis.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN MILDE AND THE VRE OPERATIONS BOARD
DALE ZEHNER
OCTOBER 15, 2010
AUTHORIZATION TO ENTER INTO A CONTRACT FOR BRAKE
SHOE DELIVERY SERVICES
RESOLUTION
10D-10-2010
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, VRE currently uses several different types of brake shoes in both the
locomotive and passenger car fleets; and,
WHEREAS, the current brake shoe contract expires in November 2010; and,
WHEREAS, a competitive solicitation was completed and the lowest responsive
and responsible bidder is being recommended for contract award.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
authorizes the Chief Executive Officer to enter into a contract with Railroad
Friction Products Corporation, of Laurinburg, NC, for brake shoe delivery services
in the amount of $138,325, plus a 15% contingency of $20,749, for a total amount
not to exceed $159,074 per year.
3