Agenda Item 8-G
Action Item
To:
Chairman Cook and the VRE Operations Board
From:
Doug Allen
Date:
April 17, 2015
Re:
Authorization to Execute a Contract for Engineering,
Environmental and Construction Services for the
Lifecycle Overhaul and Upgrade Facility
Recommendation:
The VRE Operations Board is asked to authorize the Chief Executive Officer to
execute a contract to (name of firm to be provided at the board meeting via
bluesheet) for engineering, environmental and construction services for the
Lifecycle Overhaul and Upgrade Facility project in the amount not to exceed
(amount to be provided at the board meeting via bluesheet.)
Background:
In accordance with Virginia Public Procurement Act (VPPA) and the Federal Brooks
Act, professional architecture and engineering services must be procured by a
competitive negotiation process. Only after first evaluating the technical merit and
qualifications of the prospective Offerors can negotiations be initiated with the topranked Offeror to determine price. Therefore, an evaluation must be made of both
technical merit and price to achieve a best value determination. Price alone may not
be the basis of an award for this Contract.
In January 2014, the VRE Operations Board adopted a life cycle maintenance
strategy for VRE rolling stock. The basis of this strategy is to maintain VRE
locomotives and passenger cars at the highest level of reliability throughout the life
cycle of the equipment. VRE needs to add a new building designed and fitted to
specifically perform this work and fully dedicated to these activities at Crossroads
Yard.
On September 19, 2014, the Operations Board authorized issuance of a Request for
Proposals (RFP) for consultant Engineering, Environmental and Construction
Services for the Lifecycle Overhaul and Upgrade (LOU) facility to be built at VRE’s
Crossroads Yard in Fredericksburg, Spotsylvania County. The consultant will
identify the equipment and facility requirements to undertake heavy maintenance
of the VRE locomotives and railcars. The design will include steel framed aluminum
building with access at either end. Design and construction of tracks leading to and
from the new LOU facility will enable the maintenance operations to occur
independent of the Train Wash, and the Service & Inspection Building which are
both near the proposed location of the new LOU facility.
A mailing list of eighty-four (84) prospective Offerors was established for the
solicitation to ensure access to adequate sources of services. Additionally, the RFP
was advertise on eVA, the Commonwealth of Virginia’s online procurement website.
On February 6, 2015 an RFP was issued with proposals due on March 24, 2015.
Seven (7) responses were received.
Evaluation of the Proposals received were performed by a Technical Evaluation
Team (TET), which consisted of three VRE staff members and one Potomac and
Rappahannock Transportation Commission (PRTC) staff member. The TET met to
discuss and evaluate the Proposals using the following criteria:
Evaluation Criteria
Proposals may earn up to 1000 points for responses to the
requirements of the RFP.
Demonstrated knowledge and qualifications of the
proposed Project Manager including demonstrated
A.
experience with timely delivery of similar projects
employing applicable technical skills.
B.
Demonstrated knowledge and qualifications of the
personnel proposed for the project team including
depth of experience in complex railroad and facility
design projects.
2
Possible
Points
Weight
(Multiplier)
Maximum
Possible
Score
0 - 10
25
250
0 - 10
25
250
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.
0 - 10
25
250
Demonstrated capability and expertise of the proposed
firm(s) to include conceptual, preliminary, and final
D. design of track/guideway, signal and communication,
and maintenance facilities as well as experience
working with CSXT.
0 - 10
10
100
Availability of the proposed firm(s) and personnel
assigned to the project relative to their competing
workloads and geographic proximity.
0 - 10
15
150
C.
E.
Interviews were conducted with the three (3) highest ranked Offerors. Formal
negotiations with the top ranked firm were subsequently conducted. It is
determined the proposal from (name of firm to be provided at the board meeting
via bluesheet) is technically compliant and the best value for the project.
Offerors Listed in Alphabetical Order
1. Gannet Fleming, Inc. of Fairfax, VA
2. HDR Engineering, Inc. of Norfolk, VA
3. Michael Baker Jr., Inc. of Alexandria, VA
4. Parsons Brinckerhoff, Inc. of Herndon, VA
5. Rummel, Klepper & Kahl, LLP of Fairfax, VA
6. STV Inc. dba STV Group Inc. of Fairfax, VA
7. SYSTRA Consulting, Inc. of Vienna, VA
Once the Contract is executed, VRE staff will meet with (name of firm to be
provided at the board meeting via bluesheet) to develop a detailed project
schedule and work plan. It is expected the completion of the project will occur
within eighteen (18) months. Due to a requirement to have the LOU facility
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operating in January 2017, the schedule for the design and construction are
compressed. The environmental services and engineering design is expected to take
five (5) months and may overlap with the construction procurement services in
order to get the package out to contractors to bid. It is expected that the
construction will take place within twelve (12) months to meet the January 2017
occupancy requirement.
Fiscal Impact:
Funding $22,500,000 for the project is included in the FY 2015 Capital Budget,
through Federal Formula Funds (5337) and funding from State Mass Transit funds
with a VRE Subsidy match.
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Virginia Railway Express
Operations Board
Resolution
8G-04-2015
Authorization to Execute a Contract for Engineering, Environmental and
Construction Services for the Lifecycle Overhaul and Upgrade Facility
WHEREAS, in January 2014, the VRE Operations Board adopted a life cycle
maintenance strategy for VRE rolling stock; and,
WHEREAS, the basis of this strategy is to maintain VRE locomotives and passenger
cars at the highest level of reliability throughout the life cycle of the equipment; and,
WHEREAS, VRE needs to add a new building designed and fitted to specifically
perform this work and fully dedicated to these activities at the Crossroads Yard;
and,
WHEREAS, the VRE Operations Board authorized a Request for Proposals (RFP) on
September 19, 2014 for consultant services to assist in undertaking the Engineering,
Environmental and Construction Services for the Lifecycle Overhaul and
Maintenance Facility; and,
WHEREAS, on February 6, 2015 an RFP was issued and seven (7) responses were
received on March 24, 2015; and,
WHEREAS, subsequent to a review by the Technical Evaluation Committee (TET),
the TET unanimously recommends that the Operations Board award a contract to
(name of firm to be provided at the board meeting via bluesheet;)
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board does
hereby authorize the Chief Executive Officer to execute a contract with (name of
firm to be provided at the board meeting via bluesheet) for Engineering,
Environmental and Construction services for the Lifecycle Overhaul and
Maintenance project in the amount not to exceed (amount to be provided at the
board meeting via bluesheet.)
Approved this 17th day of April 2015
______________________________
John C. Cook
Chairman
____________________________
Paul Smedberg
Secretary
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