Agenda Item 8-A
Action Item
To:
Chairman Cook and the VRE Operations Board
From:
Doug Allen
Date:
April 17, 2015
Re:
Authorization to Modify VRE’s Tariff
Recommendation:
The VRE Operations Board is asked to authorize the Chief Executive Officer to amend
VRE’s tariff to increase fares by 4 percent and increase the cost of Amtrak Step-Up
tickets from $3 to $5 beginning July 1, 2015, without any change to the current ticket
discount structure. Amendments are contingent on all jurisdictions adopting their FY
2016 Budget and including funding for the recommended VRE budget.
Background:
During the FY 2016 budget process, VRE staff recommended a fare increase of up to
4 percent. The Operations Board referred the FY 2016 Budget to the Commissions
on December 19, 2014 for subsequent referral to the jurisdictions for their formal
review and adoption, along with directing the CEO to get public comment on the
proposed fare increase. VRE proposed an across the board increase of up to 4
percent, without any change to the current ticket discount structure, and an increase
in cost of the Step-Up ticket from $3 to $5 per ticket. Public hearings were held in
Washington, D.C., Crystal City, Burke, Woodbridge, Manassas, Stafford and
Fredericksburg.
The fare increase was recommended primarily due to increased operating costs
associated with Positive Train Control (PTC), increased costs for train operations,
and scheduled increased costs for track access, along with reductions in State
Operating Assistance and no jurisdictional subsidy increase. In addition, plans are in
place to open the Spotsylvania station and add an additional Fredericksburg Line
train in summer 2015. The cost of Step-Up tickets is proposed to be increased due to
the loss of the Commonwealth’s $2 subsidy per ticket, which expired December 31,
2014 concurrent with the opening of the I-95 HOT lanes.
The public comment period began on February 18, 2015 and ran through March 12,
2015. Comments were received via e-mail and through public hearings. The
hearings were attended by 35 people (7 Fredericksburg, 6 L’Enfant, 4 PRTC, 9
Manassas, 6 Crystal City, 2 Burke and 1 Stafford). During the public hearings, there
was general acceptance of the need for the proposed fare increase as riders
understood the need to balance the budget through a fare increase. However, some
participants stated their opposition to the fare increase as it is a direct out-of-pocket
expense increase for them. In addition to comments received at the public hearings,
61 emails were received. Public comments received via email were varied, but were
predominantly in opposition to the proposed fare increase.
A summary of the comments received is shown below:
Summary of Comments
Commented that the need to increase fares was understandable
Negative comments on proposed increased fare
Expressed concerns that fare increase should be used to improve
on-time performance, services or capacity needs
Concerned about the decrease/limited federal commuter tax
benefit and how it impacts affordability of VRE and/or likelihood to
explore alternative commuting mode(s) due to fare increase
Number of
Comments
11
35
13
29
Note: Summary of comments here do not equate to the total number of people who attended the hearings and/or
submitted e-mails. Not all citizens who attended hearings made comments and some who made comments by email touched upon more than one topic.
Per VRE’s Major Service Change/Fare Change Policy, staff analyzed the proposed fare
increase and found no disparate impact based on race, color or national origin; or
disproportionate burden on low-income populations.
After reviewing the comments, VRE staff is recommending fares be increased 4
percent and the cost of Amtrak Step-Up tickets be increased from $3 to $5. Reduced
fares for seniors and persons with disabilities have also been recalculated per federal
requirements. A change is not being recommended to the existing ticket discount
structure. Attached are revised fare tables, summary comments from the public
hearings, email correspondence, and a memorandum on the Major Service
Change/Fare Change Policy analysis.
2
Fiscal Impact:
It is anticipated that the fare increase will generate $1.1 million in additional fare
revenue in FY 2016.
3
Virginia Railway Express
Operations Board
Resolution
8A-04-2015
Authorization to Modify VRE’s Tariff
WHEREAS, during the FY 2016 budget process, the VRE Operations Board
authorized a proposed fare increase of up to 4 percent and an increase in the cost of
Amtrak Step-Up tickets from $3 to $5; and,
WHEREAS, as part of the FY 2016 VRE budget, VRE must increase revenue to cover
increasing costs; and,
WHEREAS, fares were last raised July 1, 2013; and,
WHEREAS, VRE staff conducted an analysis of the proposed fare increase and found
no disparate impact based on race, color, or national origin; or disproportionate burden
on low-income populations; and,
WHEREAS, VRE staff recommends this increase be accomplished through an across
the board increase in fares with no change or modification to the current ticket
discount structure; and,
WHEREAS, VRE staff conducted public hearings in Washington, DC, Crystal City,
Burke, Woodbridge, Manassas, Stafford and Fredericksburg on the proposed fare
increase and has reported the comments received from the public via the hearings
and through emails to the Operations Board with a summary of comments; and,
WHEREAS, if adopted by all jurisdictions as part of their FY 2016 budgets, the fare
increase will become effective July 1, 2015;
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board does
hereby authorize the Chief Executive Officer to amend the VRE Fare Tariff by
increasing fares by 4 percent with no changes in the discount fare structure, and
increasing the cost of Amtrak Step-Up tickets by $2.
Approved this 17th day of April, 2015
______________________________
John C. Cook
Chairman
____________________________
Paul Smedberg
Secretary
4
Attachment 8A.1 - Revised Fare Schedules
Attachment 8A.1 - Revised Fare Schedules
Attachment 8A.1 - Revised Fare Schedules
Attachment 8A.1 - Revised Fare Schedules
Attachment 8A.2
MEMORANDUM
To:
File
From:
Joseph M. Swartz, CoS
Date:
April 3, 2015
Re:
FY 2016 Modification of VRE’s Fares Title VI Analysis
The VRE Operations Board will be asked to recommend the Commissions increase
fares by up to 4 percent beginning July 1, 2015, to coincide with the start of the FY
2016 budget year.
VRE solicited public comment via e-mail, public hearings, letters and faxes. The
comment period began on February 18 and concluded on March 12, 2015. VRE
received 61 emails during the process and 35 people attended the public hearings.
Location
Date
Fredericksburg, VA
L’Enfant (Washington DC)
Woodbridge, VA
Manassas, VA
Arlington, VA (Crystal City)
Burke, VA
Stafford, VA
March 12 ,2015
February 19, 2015
March 3, 2015
February 26, 2015
February 25, 2015
February 24, 2015
February 18, 2015
Number of Attendees
7
6
4
9
6
2
1
In addition to comments regarding the change in fares, passengers also took the
opportunity to relay opinions regarding their satisfaction with VRE service and ontime performance, ask questions about mid-day trains and turn-back trains, and
advocate additional service/capacity. A summary of the comments received is
shown below:
Summary of Comments
Commented that the need to increase fares was understandable
Negative comments on proposed increased fare
Expressed concerns that fare increase should be used to improve
On-time performance, Services or Capacity needs
Concerned about the decrease/limited federal commuter tax
benefit and how it impacts affordability of VRE and/or likelihood
to explore alternative commuting mode(s) due to fare increase
Number of
Comments
11
35
13
29
Note: Summary of comments here do not equate to the total number of people who attended the hearings
and/or submitted e-mails. Not all citizens who attended hearings made comments and some who made
comments by e-mail touched upon more than one topic.
As required by VRE’s Major Service Change and Fare/Service Equity Policy, staff
reviewed demographic data to determine if this fare increase would have disparate
impact based on race, color, or national origin; or disproportionate burden on lowincome populations.
This fare increase applies to all passengers at all stations using all ticket types. VRE
staff reviewed the demographic results of the 2014 customer survey. The survey
results found that no protected groups were unfairly targeted as shown below. In
fact, the overwhelming majority of the passengers affected by this proposed change
are from non-protected groups.
Non-protected groups:
2014 Demographics Measure
Percentage of VRE Passengers
Male
62.08
Under 65
93.93
Household Income $75,000/year or 87.97
more
Caucasian
67.42
Protected groups:
2014 Demographics Measure
Minorities
Low income (under $25,000)
Moderate income ($49,000 or less)
Percentage of VRE Passengers
32.58
0.77
3.91
Based on this information, VRE staff concluded this fare increase will not have a
disparate impact based on race, color, or national origin; or disproportionate
burden on low-income populations. Updated fare tables are attached.
2
Attachment 8A.3 Summary Comments from Public Hearings
Attachment 8A.3 Summary Comments from Public Hearings
Attachment 8A.3 Summary Comments from Public Hearings
Attachment 8A.3 Summary Comments from Public Hearings
Attachment 8A.3 Summary Comments from Public Hearings
Attachment 8A.3 Summary Comments from Public Hearings
Attachment 8A.3 Summary Comments from Public Hearings
Attachment 8A.3 Summary Comments from Public Hearings
Attachment 8A.3 Summary Comments from Public Hearings
Attachment 8A.3 Summary Comments from Public Hearings
Attachment 8A.3 Summary Comments from Public Hearings
Attachment 8A.4 Email Comments
Attachment 8A.4 Email Comments
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Agenda Item 8-B
Action Item
To:
Chairman Cook and the VRE Operations Board
From:
Doug Allen
Date:
April 17, 2015
Re:
Authorization to Execute the Second Option Year for
Custodial and Seasonal Services Contract
________________________________________________________________
Recommendation:
The VRE Operations Board is asked to authorize the Chief Executive Officer to
execute the second option year for the custodial and seasonal services contract with
Fresh Air Duct Cleaning, LLC of Capitol Heights, MD in the amount of $1,900,000 for
a total contract amount not to exceed $5,360,000.
Background:
On April 19, 2013, the Operations Board approved a new five-year contract with one
base year and four one-year options for the custodial and seasonal services contract
with Fresh Air Duct Cleaning, LLC. On April 18, 2014, the Operations Board
approved execution of the first option year of the contract, which is set to expire on
May 19, 2015.
The contract includes base work along with task order work on an as-needed basis
to address custodial, landscaping, snow removal, station and platform cleaning as
well as trash removal services. VRE staff will return to the Operations Board to seek
authorization for individual task order work above the Chief Executive Officer’s
authority limit.
Fiscal Impact:
Funding for this contract is accounted for in the FY 2015 and FY 2016 operating
budget for facilities custodial and winter weather services.
2
Virginia Railway Express
Operations Board
Resolution
8B-04-2015
Authorization to Execute the Second Option Year for
Custodial and Seasonal Services Contract
WHEREAS, VRE facilities require daily custodial and seasonal services including
landscaping and snow removal; and,
WHEREAS, a procurement was completed in April 2013 to provide facilities
custodial and seasonal services over a period of five years, to include a base year,
plus four one-year renewal options; and,
WHEREAS, the VRE Operations Board approved execution of the first option year in
April 2014; and,
WHEREAS, the current first option year is set to expire on May 19, 2015;
NOW, THEREFORE, BE IT RESOLVED THAT, The VRE Operations Board does
hereby authorize the Chief Executive Officer to execute the second option year for
the custodial and seasonal services contract with Fresh Air Duct Cleaning, LLC of
Capitol Heights, MD in the amount of $1,900,000 for a total contract amount not to
exceed $5,360,000.
Approved this 17th day of April 2015
______________________________
John C. Cook
Chairman
____________________________
Paul Smedberg
Secretary
3
Agenda Item 8-C
Action Item
To:
Chairman Cook and the VRE Operations Board
From:
Doug Allen
Date:
April 17, 2015
Re:
Authorization to Execute the Second Option Year for
Facilities Maintenance Contract
________________________________________________________________
Recommendation:
The VRE Operations Board is asked to authorize the Chief Executive Officer to
execute the second option year for the facilities maintenance contract with NV
Enterprises of Herndon, VA in the amount of $1,100,000 for a total contract amount
not to exceed $3,300,000.
Background:
On April 19, 2013, the Operations Board approved a new five-year contract with one
base year and four one-year options for the facilities maintenance services contract
with NV Enterprises. On April 18, 2014, the Operations Board approved execution
of the first option year of the contract, which is set to expire on May 19, 2015.
The contract includes base work along with task order work on an as-needed basis
to address electrical, plumbing, HVAC, generator and elevator repairs as well as
other routine and preventive maintenance-related projects. VRE staff will return to
the Operations Board to seek authorization for individual task order work above the
Chief Executive Officer’s authority limit.
Fiscal Impact:
Funding for this contract is accounted for in the FY 2015 and FY 2016 operating
budget for facilities routine and non-routine maintenance and repairs.
2
Virginia Railway Express
Operations Board
Resolution
8C-04-2015
Authorization to Execute the Second Option Year for
Facilities Maintenance Contract
WHEREAS, VRE facilities require routine and preventive maintenance; and,
WHEREAS, a procurement was completed in April 2013 to provide facilities
maintenance services over a period of five years, to include a base year, plus four
one-year renewal options; and,
WHEREAS, the VRE Operations Board approved execution of the first option year in
April 2014; and,
WHEREAS, the current first option year is set to expire on May 19, 2015;
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board does
hereby authorize the Chief Executive Officer to execute the second option year for
the facilities maintenance contract with NV Enterprises of Herndon, VA in the
amount of $1,100,000 for a total contract amount not to exceed $3,300,000.
Approved this 17th day of April 2015
______________________________
John C. Cook
Chairman
____________________________
Paul Smedberg
Secretary
3
Agenda Item 8-D
Action Item
To:
Chairman Cook and the VRE Operations Board
From:
Doug Allen
Date:
April 17, 2015
Re:
Authorization to Amend the Contract for Fare
Collections Equipment and Software Maintenance
Recommendation:
The Operations Board is asked to authorize the Chief Executive Officer to execute a
contract amendment with Scheidt & Bachmann for maintenance of the Fare
Collections system equipment and software. The term of the amendment is an
additional year with two option years to be executed at the discretion of the Chief
Executive Officer. The cost is $660,480 per year plus a $20,000 contingency per year
for inventory replacement. An estimated escalation of 3.1% per year based on the
Producer Price Index (PPI) will be added for the option-years. The total amount of
this amendment is $2,103,499, bringing the total contract authorization amount
from $9,827,417 (October 2002 through June 2015) to $11,930,916.
Background:
In June of 2000, the VRE Operations Board authorized a contract with Scheidt &
Bachmann (S&B) for the design and delivery of a new fare collection system. The
initial contract included four years of preventive maintenance and repair support.
In October of 2002, the system was accepted and the four year term for
maintenance services began. The contract has been amended and modified over the
past nine years as the technology and requirements by the Payment Card Industry
(PCI) have changed.
Because of the proprietary nature of the fare collection system and warranty
considerations, S&B is the only vendor option to perform the ongoing system
maintenance work and extension of their contract is required.
The scope of the agreement will continue to provide two, full-time technicians to
service the system. This allows VRE to have on-site technical support from 5 am
until 7 pm on each service day, resulting in same day turnaround on down
equipment, 98%+ system reliability, and same day resolution of passenger issues.
More than 90% of their time is spent in the field.
Pricing:
Fare Collection Maintenance Pricing
Scheidt & Bachmann Fare Collections Equipment and Software Maintenance
Period
Base
Option
1
Option
2
Duration
Contract
Amount
Estimated
Escalation (3.1%)
Discretionary
Inventory
Total by
Period
7/1/2015 6/30/2016
1 year
660,480
-
20,000
680,480
7/1/2016 6/30/2017
1 year
660,480
20,475
20,000
700,955
7/1/2017 6/30/2018
1 Year
680,955
21,110
20,000
722,064
2,001,915
41,584
60,000
2,103,499
Start
End
The base annual maintenance fee for preventative and remedial maintenance
effective July 1, 2015, is $578,900. That amount is derived from the 2012
amendment pricing of $530,000 with an annual escalation of 3.1% based on the
Producer Price Index (PPI).
This agreement will also include a fee for software maintenance and security which
covers general updates and patches to the VRE fare collection application as well as
updates that are necessary to maintain PCI compliance. The software maintenance
fee also includes any fare changes that become necessary. The annual software
maintenance fee is $81,580.
The total annual price for the maintenance and software services provided by S&B is
$660,480 ($578,900 maintenance + $81,580 software). The agreement will be for
one additional year and two option years. Option year pricing includes an escalation
of the cost on July 1 of each year, beginning in July 2016, based on the change in the
PPI. For the purposes of the Operations Board authorization, a 3.1% escalation rate
is assumed for the annual PPI based adjustment. The actual rate will be determined
each year based on PPI fluctuation.
In addition to S&B maintenance services, a discretionary allowance of $20,000 per
year for spare parts inventory restocking and contingency is required. Under the
2
maintenance agreement, VRE is required to maintain a spare parts inventory at a
pre-defined, minimum level. This allowance provides for restocking parts as the
inventory is depleted throughout the year. While it is not anticipated that the full
allowance will be used, it is included to address unforeseen events.
Fiscal Impact:
The FY 2016 Operating budget includes $850,000 for Fare Collection Maintenance,
which will cover the $680,480 authorized under this amendment. Funding for Fare
Collection Maintenance will be included in subsequent years’ budgets.
3
Virginia Railway Express
Operations Board
Resolution
8D-04-2015
Authorization to Amend the Contract for Fare Collections
Equipment and Software Maintenance
WHEREAS, on June 16, 2000, the VRE Operations Board authorized a contract with
Scheidt & Bachmann for the delivery of a new fare collection system; and,
WHEREAS, on October 31, 2002, the system was accepted and maintenance support
began; and,
WHEREAS, the current maintenance agreement is set to expire on June 30, 2015;
and,
WHEREAS, this proposed extension continues the support of two full-time
technicians, while also including a software support module which has become
necessary due to increasingly stringent requirements for data security and
compliance with the Payment Card Industry (PCI) standards;
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board does
hereby authorize the Chief Executive Officer to execute a contract amendment with
Scheidt & Bachmann for the maintenance of the Fare Collections system equipment
and software in the amount of $660,480 per year with a $20,000 contingency per
year for inventory replacement and estimated escalation of 3.1% per year based on
the Produce Price Index (PPI). The term of the agreement is for an additional year
with two option years to be executed at the discretion of the Chief Executive Officer.
The total amount of the agreement is $2,103,499, bringing the total contract
authorization amount from $9,827,417 to $11,930,916.
Approved this 17th day of April 2015
______________________________
John C. Cook
Chairman
____________________________
Paul Smedberg
Secretary
4
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.
2
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.
3
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
4
Agenda Item 8-F
Action Item
To:
Chairman Cook and the VRE Operations Board
From:
Doug Allen
Date:
April 17, 2015
Re:
Authorization to Execute a Sole Source Agreement for
Electric Service at L’Enfant Siding
Recommendation:
The VRE Operations Board is asked to authorize the Chief Executive Officer to
execute a sole source agreement with Potomac Electric Power Company (Pepco) to
extend electric service to L’Enfant Siding for an estimated amount of $108,890, plus
a ten percent contingency of $10,889, for a total not to exceed $119,779.
Background:
VRE and CSX Transportation (CSXT) are collaborating to repurpose the existing
L’Enfant Siding on the CSXT RF&P Subdivision in the District of Columbia to serve as
a midday storage track for VRE trains. Later this year, a VRE contractor will install
wayside power appliances alongside the track to provide layover power to VRE
trainsets stored on the siding. Concurrently, CSXT forces will install new powered
turnouts and provide signal modifications necessary for remote operation of the
siding.
Pepco must extend electric service to L’Enfant Siding prior to the start of other
installations. Pepco will supply the labor and materials to install the conduit and
cabling needed to extend electric power. As the sole provider of commercial electric
power in the subject area, Pepco requires its work forces construct the extension of
electric power. Pepco provided VRE a cost estimate for this work on February 26,
2015, (see accompanying letter from Pepco).
Fiscal Impact:
This project is included in the approved Capital Improvement Program and is
funded through several federal formula grants (VA-05-0038, VA-05-0041 & 0042,
VA-90-X307 and VA-90-X401) with accompanying state and local match.
2
Virginia Railway Express
Operations Board
Resolution
8F-04-2015
Authorization to Execute a Sole Source Agreement for
Electric Service at L’Enfant Siding
WHEREAS, VRE and CSX Transportation are collaborating to repurpose L’Enfant
Siding in the District of Columbia to serve as a midday storage track for VRE
trainsets; and,
WHEREAS, it is necessary to extend electric service to L’Enfant Siding in order to
provide wayside power to VRE trains laying over on L’Enfant Siding; and,
WHEREAS, the Potomac Electric Power Company (Pepco) is the sole provider of
commercial electric power in the subject area and requires that its work force install
conduit and cabling necessary to extend electric service L’Enfant Siding; and,
WHEREAS, this agreement will provide the requisite electric service that will result
in the track activation; and,
WHEREAS, the cost of Pepco extending service are not expected to exceed the
amount requested in their cost estimate of February 6, 2015;
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board does
hereby authorize the Chief Executive Officer to execute a sole source agreement
with Pepco for the extension electric service to L’Enfant Siding for an estimated
amount of $108,890, plus a ten percent contingency of $10,889, for a total not to
exceed $119,779.
Approved this 17th day of April 2015
______________________________
John C. Cook
Chairman
_____________________________
Paul Smedberg
Secretary
3
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
3
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.
4
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
5
Agenda Item 8-H
Action Item
To:
Chairman Cook and the VRE Operations Board
From:
Doug Allen
Date:
April 17, 2015
Re:
Authorization to Issue a Supplemental Task Order to
AECOM Task Order #2 of GEC VI for Field Work for the
Alexandria Station Pedestrian Tunnel Project
Recommendation:
The VRE Operations Board is asked to authorize the Chief Executive Officer to issue
a Supplemental Task Order to GEC VI AECOM Task Order #2. This Supplemental
Task Order is for geotechnical field work for soils borings in support of the
Alexandria Station Pedestrian Tunnel project, in an amount of $45,405 plus a 10%
contingency of $4,540, for a total of $49,909. The Supplemental Task Order amount
of $49,909 is in addition to the previously authorized amount of $173,645, bringing
the total amount authorized for AECOM Task Order #2 to $223,554.
Background:
VRE is engaged in the design and construction of a new pedestrian tunnel at
Alexandria Station on the CSX Transportation (CXST) RF&P Subdivision in the City
of Alexandria. In May 2013, VRE executed GEC VI Task Order #2 for $49,941 with
AECOM to manage mobilization activity, geotechnical investigations, and secure
appropriate Railroad Protective Liability Insurance for the project team during field
investigations.
During the course of the project, the Washington Metropolitan Area Transit
Authority (WMATA) identified additional permitting and insurance requirements
and CSXT required additional coordination to comply with its insurance
requirements. A supplementary task order for $29,380 was approved by the VRE
Operations Board in October 2013 for this additional work.
Additional coordination efforts were required by AECOM as the project progressed
from CSXT to obtain a Right-of-Entry and from WMATA regarding services provided
to be by its work force. Additional soils borings were also identified by the tunnel
project prime contractor (Gannett Fleming). A second supplemental task order was
approved by the VRE Operations Board for $94,324 in April 2014 for this additional
work.
Field work was subsequently delayed by a lack of CSXT flaggers, requiring AECOM
to reapply for WMATA permits and provide additional coordination with agencies
and subconsultants. Further, the CSXT flaggers were only made available on
weekends, changing the nature of the field work from the original scope of services.
This extended the duration of field work over a longer period and triggered cost
differentials for weekend work.
AECOM’s geotechnical subconsultant indicated that additional fees are due to the
additional complexity driven by the specific locations of the soils borings requiring
two types of soils boring drilling apparatus and more complex testing to further
understand the soils conditions, as a result of conceptual studies conducted by
Gannett Fleming. With this justification, AECOM has requested $45,405, and with a
10% contingency of $4,504, the total approval requested is $49,909. This
supplement brings GEC VI AECOM Task Order #2 to $223,554. AECOM has
confirmed this requested supplement is for work yet to be performed and in
addition to work addressed in previous supplements.
Project Budget:
The current VRE project budget for the Alexandria Pedestrian Tunnel is estimated at
$11,099,860. As the design efforts progress, specifically the tunneling method and
coordination of all construction activity required, VRE will work with Gannett
Fleming to refine the estimated costs. Once AECOM and their subconsultants
complete the fieldwork, their work will be complete and this task order will be
closed out.
Fiscal Impact:
Funds for the project are included in VRE’s Capital Improvement Program. Grant
funds are provided by VDOT through the Federal Highway Administration’s Rail
Crossing and Rail Safety program ($8,721,865). Funding is also provided by NVTA
($1,300,000). No local match is required. Additional funds will be secured, if
required, prior to commencement of project construction. No VRE funds are being
allocated for this project at this time.
2
Virginia Railway Express
Operations Board
Resolution
8H-04-2015
Authorization to Issue a Supplemental Task Order to AECOM Task Order #2 of
GEC VI for Field Work for the Alexandria Station Pedestrian Tunnel Project
WHEREAS, in May of 2013 the CEO executed Task Order #2 to AECOM for $49,941
under the GEC VI contract for mobilization management and to secure insurance for
the project team; and,
WHEREAS, in October of 2013, VRE received Board approval to issue a
supplemental task order to AECOM for $29,380 under the GEC VI contract for
additional WMATA permitting and insurance requirements; and,
WHEREAS, in April of 2014 VRE received Board approval to issue a second
supplemental task order to AECOM for $94,324 under the GEC VI contract for
renewing WMATA permits, additional coordination, and performance of additional
geotechnical testing; and,
WHEREAS, additional work and hours are required due to flagger availability,
shifting fieldwork to weekends, and increased complexity driven by the specific
locations of the soils borings (stipulated by Gannett Fleming) requiring two types of
soils boring drilling apparatus and more complex testing to further understand the
soils conditions, as a result of conceptual studies conducted by Gannett Fleming;
and,
WHEREAS, this supplemental task order will allow the current field work to be
completed without delaying the Alexandria Station Tunnel Project;
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board does
hereby authorize the Chief Executive Officer to issue a Supplemental Task Order to
GEC VI AECOM Task Order #2 for field work associated with the Alexandria King
Street Station Pedestrian Tunnel project in an amount of $45,405, plus a 10%
contingency of $4,540, which is in addition to the previously authorized amount of
$173,645, bringing the total amount authorized for Task Order #2 to $223,554.
Approved this 17th day of April 2015
__________________________________
John C. Cook
Chairman
____________________________
Paul Smedberg
Secretary
3
Agenda Item 9-B
Information Item
To:
Chairman Cook and the VRE Operations Board
From:
Doug Allen
Date:
April 17, 2015
Re:
Management Audit Recommendations Update
Background
At the January 16, 2015 meeting, the Operations Board accepted the Management
Audit. Included in the Management Audit Report were recommended
improvements to VRE’s organizational structure and practices, VRE’s functions and
processes, and VRE Operations Board oversight. Attached are the short-term (less
than 12 months) actions recommended in the report and their current disposition.
VRE MANAGEMENT AUDIT RECOMMENDATIONS
Short Term (less than 12 months)
Recommendation
Description
VRE Lead
Progress Update
Target Date/ Complete
Organizational Alignment with Strategic Develop a strategic business plan and financial plan to implement the
Plan
2040 System Plan and enhance other business processes, including
performance measures and a multiyear financial plan.
J. Swartz
Work on the financial plan has begun (Board update
at March meeting). A consultant Task Order Request
to support staff in development of the business plan
has been forwarded to the Management Audit
consultant team.
Business Plan: July
Financial Plan: July
Capacity/Staffing to Support Strategic
Goals
D. Boxer
Awaiting jurisdictional approval of VRE's FY16 Budget July
D. Allen
First meeting scheduled
COMPLETE
Under development
June
Procurement staff analyzing
advantages/disadvantages; writing position paper.
July
New templates are under development
July
VRE Structure and Practices
Relationship Between Executive
Directors and CEO
Oversight of VRE by Commisions
VRE Functions and Processes
Purchasing Cards
Procurement Protocals
Implement VRE staff changes as proposed in VRE management’s FY
2016 budget (including transfer of three employees from the rail
maintenance contractor to VRE) and implement a review of staffing
needs as part of the annual budgeting process.
Develop a schedule for regular roundtable discussions between the
Executive Directors, the VRE CEO, and chairs of each Commission and
the VRE Operations Board (or designee) to coordinate issues jointly
concerning VRE and the two Commissions.
Develop and deliver an informational presentation to each Commission
on members’ roles and responsibilities with respect to VRE in their
capacity as Commissioners.
Evaluate advantages and disadvantages of replacing its current credit
cards with purchasing cards.
S. MacIsaac
D. Boxer
Job Descriptions
Update procurement templates to reflect new technologies and expand
use of blanket purchase orders.
Develop Job Descriptions/Classifications for New Staff Positions
A. Gotthardt Under development
July
Training
Develop an annual schedule and guidelines for routine staff training.
A. Gotthardt Under development
December
CEO Evaluation
Legal Councel Review Periods
Document the process for CEO evaluation.
Document timeframes required for items commonly reviewed by legal
counsel to establish reasonable expectations for all parties of how long
reviews should take.
Identify assistant attorneys able to directly field inquiries from VRE staff.
A. Gotthardt Under development
J. Swartz
Reviewing information
TBD
September
S. MacIsaac
On-going
On-going
Examine staffing levels and opportunities to quarter legal staff at VRE.
S. MacIsaac
Reviewing information
September
Legal Councel Review by Assistant
Attorneys
Legal Staffing Levels
G. Hill
Establish Legal/VRE staff progress
meetings
Establish quarterly progress meetings between legal counsel and the
VRE management team.
J. Swartz
Agreed on one monthly in-person meeting in addition COMPLETE
to weekly conference calls.
Grant Reimbursement
Support PRTC in exploring options to streamline federal grant
reimbursements by better utilizing IT systems such as additional
features of the Microsoft SharePoint program to post a draw calendar
(including staff absences) so timing can be better coordinated between
VRE and PRTC.
As PRTC completes the implementation of a new financial management
system and addresses the noted deficiencies, provide support to PRTC
as needed. Provide a copy of PRTC’s periodic progress reports to VRE
Operations Board members as an information item, so that they are
kept abreast of progress towards resolution of this issue.
D. Boxer
On-going
On-going
D. Boxer
On-going
On-going
Audits
Work with external reviewers (to the extent that VRE is able) to optimize
the efficiency of file sharing and other protocols of the review. Continue
to examine additional steps to productively support external reviews,
including use of technology and additional staffing.
D. Boxer
On-going
On-going
Technology Management
Hire a senior IT manager-level position, as recommended in VRE
management’s FY 2016 budget, and consider the appropriate reporting
relationship for this hire.
Perform a detailed assessment of VRE technology needs to understand
where technology gaps exist.
C. Henry
Position was posted with a closing date of February 20 May
J. Duque
This analysis has been started, but is awaiting new IT
Director to complete.
TBD
S. MacIsaac
Being developed
April
S. MacIsaac
Discussion with Ops. Board at April 20th meeting
May
D. Boxer/S.
MacIsaac
Under development
May
A CY2015 Major Board Actions calendar and a
Recuring Annual Board Actions calendar have been
developed and presented to the Operations Board at
the February meeting.
COMPLETE
PRTC Financial System Progress
Technology Assessment
Operations Board Oversight
Board Involvement in Procrement
Provide annual briefing on procurement process.
Process
Procurement Authorization Thresholds Review and adopt recommended procurement authorization and
approval thresholds
Board Packets
Develop revised template for board agenda items regarding
procurements to provide more detail on the fiscal impacts of purchases
and the rationale for the selected procurement approach.
Board Calendar
Add an information item to each month’s Operations Board agenda that
summarizes major issues anticipated for the next month’s meeting, as
well as any known major items planned for discussion at subsequent
meetings over the next 12 months.
CEO Report
Augment the existing CEO Report by including a dashboard performance
summary, executive letter from the CEO, and additional performance
measures for each department tied to the organization’s strategic
business goals.
L. Lamb
B. Jungwirth Under development
July
Board Orientation andTraining
Implement a full-day orientation program for new Operations Board
members. Develop comprehensive board orientation and training
materials.
Develop a mailing list to electronically disseminate notice of agendas
and meeting packets and other documents to local agency staff, other
interested stakeholders, and members of the public.
J. Swartz
Board Meeting Public Access
Public Access to VRE Operations Board Meetings: Investigate video or
audio recording meetings and posting video/audio online for access by
the public.
J. Duque
VRE IT staff are working with Commission staff to
July
investigate new technologies that would give VRE this
capability.
CAO Task Force/VCC Meetings
Develop annual meeting schedule, with meetings in both Woodbridge
and Alexandria to facilitate access by all member jurisdictions.
L. Lamb
Under development
Dissemination of Board Information to
Stakeholders
Orientation and training materials are being
developed
L. Lamb
June
COMPLETE
July
Agenda Item 9-C
Information Item
To:
Chairman Cook and the VRE Operations Board
From:
Doug Allen
Date:
April 17, 2015
Re:
2015 Meet the Management Events Schedule
VRE’s “Meet the Management” program is our opportunity to meet with our riders
in person to hear any questions, comments or suggestions for improvement they
may have. This year’s Meet the Management events will start on April 29th and run
through June 3rd. Operations Board members are welcome to attend and should
contact the Board Secretary, Lezlie Lamb, for details.
Date
Station
Times
April 29, 2015
Union Station
All Evening Trains
May 13, 2015
L'Enfant
All Evening Trains
May 20, 2015
Crystal City
All Evening Trains
May 27, 2015
Alexandria
All Evening Trains
June 3, 2015
Franconia/Springfield
All Evening Trains
Major Board Actions for 2015
As of April 7, 2015
January
Award Contract for Maintenance of Equipment and Facilities*
Task Order for Capacity Simulation Support
Task Order for Industrial Stormwater General Permit Compliance
Public Hearings for Proposed Fare Increase
Revisions to Amended FY 2015 and Recommended FY 2016 Operating and Capital
Budgets*
Amend the Financial Advisor Contract and Award a Task Order for Development of a VRE
Financial Plan
Acceptance and Forward Management Audit Report to the Commissions*
February
March
Award Contract for Financial Auditing Services
Award Contract for G-H Planning
Financial Plan Status Update
Recommend Authorization to Execute Agreement with Amtrak for Access and Passenger
Equipment Storage at Washington Union Station and Terminal
Approve Purchase Order for the Purchase of Locomotive Wheels
April
Authorization of Fare Increase**
Approve Option Year for Custodial and Seasonal Services Contract (Stations)*
Approve Option Year for Facilities Maintenance Services Contract (Stations)*
Approve Award of Mechanical Engineering Consulting (MEC VI) Contract
Major Board Actions for 2015
As of April 7, 2015
Authorization to Amend the Contract with Sheidt & Bachmann for Fare Collection
Equipment Maintenance and Software Support
Discussion of Procurement Authorization and Approval Thresholds
May
Approve Option Year for Keolis Operating Contract*
Approve Award of Disaster Management Services Contract
Approve Updated Procurement Authorization and Approval Thresholds
Financial Plan Status Update and Discussion
June
Capital Committee
Updated Board Orientation/Annual Board Refresher Training
Business Plan Work Session
July
Audit Committee
Key Budget Issues (formerly called “Budget Guidelines)*
Financial Plan Work Session
August - No Meeting
September
Referral of Preliminary FY 2017 Operating and Capital Budget to the Commissions*
October
Board Recognition Program
Discuss 2016 Legislative Agenda
November
Forward FY 2015 Audited Financial Statements and Auditor’s Report to the Commissions*
Approve 2016 Legislative Agenda*
Major Board Actions for 2015
As of April 7, 2015
December
Referral of the Revised FY 2016 and Recommended FY 2017 VRE Operating and Capital
Budgets to the Commissions and Localities*
Approve Option Year for Diesel Fuel Delivery Services Contract
* Annually recurring Actions
** Recurring as necessary