Agenda Item 8-E
Action Item
To:
Chairman Cook and the VRE Operations Board
From:
Doug Allen
Date:
April 17, 2015
Re:
Authorization to Execute a Contract for Mechanical
Engineering Consulting Services
Recommendation:
The VRE Operations Board is asked to authorize the Chief Executive Officer to
execute a contract with STV, Inc. of Fairfax, VA for the provision of Mechanical
Engineering Consulting Services (MEC VI) for a period of no more than five years
and not to exceed $5,000,000.
Background:
VRE’s requirements for mechanical engineering services include engineering
support for passenger car and locomotive upgrades, repair and overhaul work as
well as system-wide improvements such as new passenger car and locomotive
procurement and PTC implementation. VRE has found the use of a mechanical
engineering consultant to be time and cost efficient compared to completing
numerous, separate procurements. The contract will be a task order agreement. VRE
staff will return to the Operations Board for approval of task orders that exceed the
Chief Executive Officers authority limit.
The current mechanical engineering consultant service contract (MEC V) has
reached the maximum authorized contract amount of $5,000,000. On July 18, 2014,
the VRE Operations Board approved a request to issue a Request for Proposals
(RFP) for Mechanical Engineering Consultant Services. In accordance with Virginia
Public Procurement Act, professional, architectural and engineering services must
be procured through a competitive negotiation process. Only after first evaluating
the technical merit and qualifications of the prospective Offerors can negotiations be
initiated with the top-ranked Offeror to determine price.
A mailing list of ninety-four (94) prospective Offerors was established for the
solicitation to ensure access to adequate sources of services. On February 20, 2015,
an RFP was issued and proposals were due on March 23, 2014. Only one (1)
response was received. The staff conducted a survey to determine why only a single
proposal was received and is satisfied with the result.
Evaluation of the Proposals received was performed by the Technical Evaluation
Team (TET), which consisted of four VRE staff members. The TET met to discuss
and evaluate the Proposals using the following criteria:
Evaluation Criteria
A.
Demonstrated project approach and management plan, including an understanding
of the project scope and technical requirements, as well as methods and
procedures for quality assurance/control of the services provided and project
deliverables.
B.
Demonstrated relevant experience of the firm and key personnel with passenger
rail and rolling stock projects.
C.
Demonstrated experience of the firm and key personnel with Federally funded
passenger rail projects involving the Federal Transit Administration (FTA), Federal
Railroad Administration (FRA), American Public Transportation Association
(APTA) and Americans with Disability Act (ADA).
D.
Ability of the firm to perform field modifications, repairs and regular maintenance
to VRE’s fleet of rolling stock.
E.
Demonstrated knowledge and qualifications of the proposed Project Manager
including demonstrated experience with timely delivery of similar projects
employing applicable technical skills.
F.
Demonstrated relevant experience of proposed personnel assigned to VRE projects
and task orders.
G.
Location of proposed personnel assigned to VRE projects and task orders.
H.
Professional credentials of proposed personnel assigned to VRE projects and task
orders.
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It was determined that the proposal from STV, Inc. was technically compliant.
Below is the final ranking of firms who submitted a proposal:
Offerors
STV, Inc. of Fairfax, VA
STV, Inc. has previously performed work under MEC III, MEC IV and MEC V
contracts for VRE.
VRE staff has certified that the highest ranked Offeror’s price is fair and reasonable
based on the cost estimate for this project.
Fiscal Impact:
Funds for the MEC VI contract are budgeted through specific projects in VRE’s
adopted CIP or annual operating expenses. Each task order recommended for
authorization by the Operations Board will include project specific funding
information.
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Virginia Railway Express
Operations Board
Resolution
8E-04-2015
Authorization to Execute a Contract for Mechanical
Engineering Consultant Services
WHEREAS, VRE requirements for mechanical engineering consulting services
include both specific project work and system-wide improvements; and,
WHEREAS, use of a mechanical engineering consulting services has proven to be
more efficient than executing numerous, separate procurements; and,
WHEREAS, MEC VI will include tasks to develop standards and maintain existing
equipment in a state of good repair and support projects that expand capacity; and,
WHEREAS, funding to support the MEC services are budgeted in VRE’s operating
and capital budgets;
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board does
hereby authorize the Chief Executive Officer to execute a contract with STV, Inc. of
Fairfax, VA for the provision of Mechanical Engineering Consulting Services (MEC
VI) for a period of no more than five years in the amount not to exceed $5,000,000.
Approved this 17th day of April 2015
______________________________
John C. Cook
Chairman
____________________________
Paul Smedberg
Secretary
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