AGENDA ITEM 9-A
CONSENT AGENDA ITEM
TO:
CHAIRMAN MILDE AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
JUNE 18, 2010
RE:
AUTHORIZATION TO ISSUE AN INVITATION FOR BIDS FOR
LUBE OIL DELIVERY SERVICES
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the VRE Chief Executive
Officer to issue an Invitation for Bids (IFB) for lube oil delivery services.
BACKGROUND:
In 2007, the VRE Operations Board authorized a contract with Quarles Petroleum,
Inc. to provide lube oil delivery services to the VRE maintenance facilities. The
contract was for one (1) year with the option to extend for two (2) additional oneyear periods. The current contract expires in October of 2010.
VRE locomotives consume various lubricating oils totaling approximately 750
gallons per week. An IFB will be developed for the bulk delivery of locomotive
lube oil and will be structured as a firm fixed unit price contract. A
recommendation for award will be brought back to the Operations Board for action
once the solicitation is complete.
FISCAL IMPACT:
Funding for this contract is included in the FY 2011 Operating Budget.
TO:
FROM:
DATE:
RE:
CHAIRMAN MILDE AND THE VRE OPERATIONS BOARD
DALE ZEHNER
JUNE 18, 2010
AUTHORIZATION TO ISSUE AN INVITATION FOR BIDS FOR
LUBE OIL DELIVERY SERVICES
RESOLUTION
9A-06-2010
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, the current contract with Quarles Petroleum, Inc. for lube oil delivery
services expires in October of 2010; and,
WHEREAS, VRE’s locomotives consume approximately 750 gallons of lube oil
per week; and,
WHEREAS, the level of activity involved in restoring that much lube oil to the
locomotives requires bulk delivery of the product.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
authorizes the VRE Chief Executive Officer to issue an Invitation for Bids for lube
oil delivery services.
2
AGENDA ITEM 9-B
CONSENT AGENDA ITEM
TO:
CHAIRMAN MILDE AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
JUNE 18, 2010
RE:
AUTHORIZATION TO ISSUE AN INVITATION FOR BIDS FOR
BRAKE SHOES FOR VRE LOCOMOTIVES AND PASSENGER
CARS
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive
Officer to issue an Invitation for Bids (IFB) for brake shoes for VRE locomotives
and passenger cars.
BACKGROUND:
In 2007, the VRE Operations Board approved a contract with Railroad Friction
Products Corporation to supply various brake shoes for locomotives and
passenger cars. The contract was for one (1) year with the option to extend for
two (2) additional one-year periods. The current contract expires in November of
2010.
VRE currently uses several different types of brake shoes in both the locomotive
and passenger car fleets. Locomotives and passenger cars normally consume
two sets of shoes per year, in VRE service, and replacement brake shoes will be
ordered as needed.
The IFB will be structured as a firm fixed unit price contract and a
recommendation for award will be brought back to the Operations Board for action
once the solicitation is complete.
FISCAL IMPACT:
Funding for this project is included in the FY 2011 Operating Budget.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN MILDE AND THE VRE OPERATIONS BOARD
DALE ZEHNER
JUNE 18, 2010
AUTHORIZATION TO ISSUE AN INVITATION FOR BIDS FOR
BRAKE SHOES FOR VRE LOCOMOTIVES AND PASSENGER
CARS
RESOLUTION
9b-06-2010
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, the current contract with Railroad Friction Products Corporation
expires November of 2010, and;
WHEREAS, VRE uses several different types of brake shoes for the locomotive
and passenger car fleet.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board
authorizes the VRE Chief Executive Officer to issue an Invitation for Bids for
brake shoes for the locomotive and passenger car fleet.
3
AGENDA ITEM 9-C
CONSENT AGENDA ITEM
TO:
CHAIRMAN MILDE AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
JUNE 18, 2010
SUBJECT: AUTHORIZATION TO ISSUE A REQUEST FOR PROPOSALS FOR A
SYSTEM SAFETY AND SECURITY CONSULTANT
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
issue a Request for Proposals for a System Safety and Security consultant.
BACKGROUND:
For the past five years, VRE has contracted for system safety and security consultant
services for the development and enhancement of VRE’s safety and security program.
Work has included VRE’s federally required System Safety Program Plan, assistance
with FRA/APTA audits and the TSA Baseline Assessment and Security Evaluation, and
completion of annual Threat and Vulnerability Assessments and emergency
preparedness drills.
VRE continues to receive recognition from its federal and local partners for a pro-active
approach in implementing its system safety and security program. However, as the
existing contract expires in November 2010, authorization for a solicitation is being
sought at this time. The contract will be for one year, with options for an additional four
years and structured on a task order basis. Following a competitive procurement, a
recommendation for award will be brought back to the Operations Board for approval.
FISCAL IMPACT:
Funding for the System Safety consultant is included in the FY 2010 capital
improvement program as part of the security enhancement project.
2
TO:
FROM:
DATE:
RE:
CHAIRMAN MILDE AND THE VRE OPERATIONS BOARD
DALE ZEHNER
JUNE 18, 2010
AUTHORIZATION TO ISSUE A REQUEST FOR PROPOSALS FOR A
SYSTEM SAFETY AND SECURITY CONSULTANT
RESOLUTION
9c-06-2010
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, the VRE has employed the services of a professional System Safety
consultant for the past five years; and,
WHEREAS, this contract will expire in November 2010; and,
WHEREAS, VRE requires additional consultant assistance for
implementation of its system safety and system security program; and,
continued
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to issue a Request for Proposals for a System Safety and
Security consultant.
3
ACTION ITEM 9-D
CONSENT AGENDA ITEM
TO:
CHAIRMAN MILDE AND THE VRE OPERATIONS BOARD
FROM:
DALE ZEHNER
DATE:
JUNE 18, 2010
RE:
AUTHORIZATION TO ISSUE REQUEST FOR PROPOSALS FOR
DESIGN AND CONSTRUCTION SERVICES FOR THE CHERRY HILL
THIRD TRACK PROJECT
_____________________________________________________________________
RECOMMENDATION:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
issue a Request for Proposals (RFP) for design and construction services for the
Cherry Hill (Arkendale to Powell’s Creek) Third Track project.
BACKGROUND:
In compliance with the on-going initiative to construct a third track within the CSX
corridor, VRE staff submitted an application for project funding to the Virginia
Department of Rail and Public Transportation (DRPT) Rail Enhancement Fund on
October 21 2005. This project would build a third track between two major water
crossings, Aquia Creek and Powell’s Creek, and span over the newly constructed
Quantico Creek bridge. The project would also add rail capacity to allow future service
to the planned VRE station at Cherry Hill.
On December 15, 2005, the Commonwealth Transportation Board approved $2.5
million for the Cherry Hill Station/Third Track project. This funding was used for an
environmental assessment and preliminary engineering, which has since been
completed. On January 28, 2010, VRE received notification that the Federal Railroad
Administration (FRA) recognized Virginia’s role in advancing high speed rail in the
United States with a grant award of $75 million to support rail improvements in the
Richmond-Washington, D.C. corridor. DRPT applied for these funds and VRE staff is
now working with DRPT and CSX to finalize plans and complete supporting
documentation in preparation for the grant award.
In order to comply with the grant, the project must be substantially complete within two
years of grant award. In an effort to meet this schedule, VRE will issue an RFP for a
design-build contract. This will be a two phased process beginning with qualifying
potential Offerers, followed by a request for technical proposals from these prequalified
firms.
Proposals are expected to be received at the end of October. Upon receipt, VRE staff
will review and return to the Operations Board with a recommendation for award.
FISCAL IMPACT:
Funding is provided from the Rail Enhancement Fund and Federal Railroad
Administration grants. Local match for the Rail Enhancement Fund grant was provided,
in-kind, from a developer. No local match is required for the FRA grant.
TO:
FROM:
DATE:
RE:
CHAIRMAN MILDE AND THE VRE OPERATIONS BOARD
DALE ZEHNER
JUNE 18, 2010
AUTHORIZATION TO ISSUE REQUEST FOR PROPOSALS FOR
DESIGN AND CONSTRUCTION SERVICES FOR THE CHERRY HILL
THIRD TRACK PROJECT
RESOLUTION
9D-06-2010
OF THE
VIRGINIA RAILWAY EXPRESS
OPERATIONS BOARD
WHEREAS, VRE has completed an environmental assessment and preliminary
engineering for the Cherry Hill Station/Third Track project utilizing Commonwealth Rail
Enhancement Funding; and,
WHEREAS, on January 28, 2010, VRE received notification that the Federal Railroad
Administration recognized Virginia’s role in advancing high speed rail in the U.S. with a
grant award for $75 million; and,
WHEREAS, in order to comply with the project schedule, an RFP will engage a
qualified firm to perform design and construction services; and,
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to issue a Request for Proposals for design and
construction services for the Cherry Hill (Arkendale to Powell’s Creek) Third Track
project.