VRE OPERATIONS BOARD MEETING
April 18, 2014 9:30 am
PRTC Headquarters
14700 Potomac Mills Road
Woodbridge, VA 22192
AGENDA
1.
Pledge of Allegiance
2.
Roll Call
3.
Approval of Agenda
4.
Approval of Minutes from the March 21, 2014, VRE Operations Board Meeting
5.
Chairman’s Comments
6.
Chief Executive Officer’s Report
7.
Virginia Railway Express Riders’ and Public Comments
8.
Consent Items
A. Authorization to Issue a Request for Proposals for Passenger Car Interior
Cleaning
B. Authorization to Issue a Request for Proposals for Marketing and Advertising
Services
C. Authorization to Extend the Agreement for State Legislative Services
D. Authorization to Issue a Request for Proposals for State Legislative Services
E. Authorization to Issue a Request for Proposals for Consultant Services for the
Gainesville-Haymarket Extension
F. Authorization to Award a Supplemental Task Order for Woodbridge Elevator
Repair
9.
Action Items
A. Authorization to Award a GEC VI Task Order for Construction Management
for the Lorton Station Platform Extension Project
B. Authorization to Execute a Force Account Agreement with CSX for the Lorton
Station Platform Extension Project
C. Authorization to Approve the Fifth Year of the Operations and Maintenance
Contract
D. Authorization to Execute the First Option Year for Custodial and Seasonal
Services Contract
E. Authorization to Execute the First Option Year for Facilities Maintenance
Contract
F. Authorization to Award a Contract for Diesel Fuel Delivery Services
G. Endorsement of the DDOT Long Bridge TIGER Planning Grant Application and
Authorization of Committed Match
10.
Information Item
A. Legislative Update
11.
Closed Session
12.
Operations Board Members’ Time
____________________
Executive Committee Meeting April 18, 2014 – 9:00 am
2
The next VRE Operations Board meeting
May 16, 2014 - 9:30 am
3
Agenda Item 8-A
Consent Item
To:
Chairman Milde and the VRE Operations Board
From:
Doug Allen
Date:
April 18, 2014
Re:
Authorization to Issue a Request for Proposals for
Passenger Car Interior Cleaning
Recommendation:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
issue a Request for Proposals (RFP) for passenger car interior cleaning for a period
of one base year and two option years.
Background:
VRE has a need for maintaining the cleanliness of VRE passenger cars. In the past,
VRE has obtained this service through contracted services via contracts and
purchase orders. VRE is now in a position to seek a longer term contract to ensure
consistency.
The scope of work for the RFP includes heavy, bi-annual cleaning of the interior of
passenger cars above the requirements currently in place for daily cleaning. This
includes cleaning of the air filtration ducting, scrubbing all flat surfaces and polishing
the stainless steel surfaces and handholds.
Upon receipt of the proposals, VRE will return to the Operations Board with a
recommendation to authorize the award of a contract.
Fiscal Impact:
Funding is provided for in the current budget for equipment operations. Funding for
future years will be included in each proposed annual budget.
Virginia Railway Express
Operations Board
Resolution
8A-04-2014
Authorization to Issue a Request for Proposals
for Passenger Car Interior Cleaning
WHEREAS, VRE has a need for bi-annual, heavy cleaning of the interior of passenger
cars; and,
WHEREAS, this work has been accomplished in the past via contracts and purchase
orders; and,
WHEREAS, VRE has the need for a longer term contract to ensure consistency with
the cleanliness of the passenger cars.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board is being
asked to authorize the Chief Executive Officer to issue a Request for Proposals (RFP)
for passenger car interior cleaning for a period of one base year and two option
years.
Approved this 18th day of April 2014
______________________________
Paul Milde
Chairman
____________________________
Gary Skinner
Secretary
2
Agenda Item 8-B
Consent Item
To:
Chairman Milde and the VRE Operations Board
From:
Doug Allen
Date:
April 18, 2014
Subject:
Authorization to issue a Request for Proposals for
Marketing and Advertising Services
Recommendation:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
issue a Request for Proposals (RFP) for marketing and advertising services.
Background:
The current contract for marketing and advertising services is with Sparky’s Garage
of Leesburg, Virginia. Work awarded under the contract has included printing of
schedules, posters, Rider’s Guides, brochures, and radio and print marketing
campaigns.
The existing contract was for a three year term beginning July 1, 2011 and as such,
expires on June 30, 2014. Staff is requesting permission to issue a new RFP for
marketing, advertising and other related services. The contract proposed will be for
a three-year base term with options for two, one-year extensions, which could be
exercised by VRE.
In addition to our on-going marketing, advertising and creative services work, the
RFP will also include the following tasks that were not explicitly required under the
previous RFP:
 Re-design of the VRE website (already approved by the VRE
Operations Board)
 Geographical Information Services (GIS) for cartography
 Creation of a VRE style guide/graphic standards manual
Additional goals, tasks and tactics for the Marketing Firm include:
1. Build VRE Brand Equity and actively manage the brand - refresh current logo,
slogans, etc. Keep the brand relevant. Position the brand – We deliver world
class, high quality commuter rail service. Illustrate the exemplary job we do
on a daily basis. Feature the people that make VRE work. Build the brand
through event marketing and cooperative marketing.
2. Manage fare policy communications to maintain rider perception of value.
3. Ensure consistent communications through social media and a redesign of
the web page.
4. Conduct elected official and opinion leader communications. Develop
briefing books for elected officials, business and community leaders.
5. Provide materials to assist conducting media relations – media kits, news
releases, feature stories, source of news, public service announcements, oped articles, editorial board meetings and annual report.
6. Assist staff in creating a community relations plan to gain support for
expansion plans, service and fare changes, increase understanding of VRE,
and build coalitions that support VRE.
7. Create an annual marketing plan with clearly established goals and
objectives based upon approved activities within a constrained budget
provided by VRE.
It is anticipated the competitive procurement process will result in the selection of a
viable candidate firm by July 2014 and that a recommendation for contract award
will be brought to the Operations Board for approval at its September 2014 meeting.
Fiscal Impact:
Funding is provided for in the adopted FY 2015 operating budget. Funding for
future fiscal years will be included in proposed annual budgets.
2
Virginia Railway Express
Operations Board
Resolution
8B-04-2014
Authorization to Issue a Request for Proposals
For Marketing and Advertising Services
WHEREAS, the current contract for marketing and advertising services was
awarded in July of 2011 and expires in June 2014; and,
WHEREAS, VRE has an ongoing need for professional support for marketing and
advertising services; and,
WHEREAS, hiring marketing consultant will allow VRE to better perform many
mission critical functions in communicating to riders and the general public about
VRE services.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board does
hereby approve the Chief Executive Officer to issue a Request for Proposals for
marketing, advertising and other related services.
Approved this 18th day of April 2014
______________________________
Paul Milde
Chairman
____________________________
Gary Skinner
Secretary
3
Agenda Item 8-C
Consent Item
To:
Chairman Milde and the VRE Operations Board
From:
Doug Allen
Date:
April 18, 2014
Re:
Authorization to Extend the Agreement for State
Legislative Services
Recommendation:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
extend the agreement with The Hillbridge Group of Richmond, Virginia for legislative
counsel services through June 2014 (the presumed conclusion of the 2014 legislative
session) and to increase the amount of the agreement by $7,500, for a total amount
not to exceed $64,250.
Background:
In January 2013, VRE issued a Request for Quotes for state legislative services. Three
quotes were received and the The Hillbridge Group was selected to provide a range
of services including assisting VRE in identifying potential issues of concern and
interest at the state level, serving as a contact for VRE with legislative leadership and
Executive Branch agencies, attending and representing VRE at meetings, developing
position papers and periodically reporting on state legislative issues. An agreement
was signed and a purchase order was issued in the amount of $45,000 for the twelve
month period ending January 21, 2014. Board authorization was not required
because the initial amount was within the Chief Executive Officer’s authority.
In November 2013, the Board approved $11,750 in funding to the original agreement
that extended the term through April 21, 2014. This new extension request is being
presented to the Operations Board because the total amount of the agreement will
exceed the authority of the Chief Executive Officer and because the 2014 legislative
session has been extended due to the Governor’s calling of a special session on the
budget. The agreement is requested to be extended through June 2014 which
should coincide with the conclusion of the legislative session at the current rate of
$3,750 per month.
Any services beyond June 30, 2014 will be the subject of a future competitive
procurement.
Fiscal Impact:
The FY 2014 budget for public affairs includes funding for the extension of these
services in the amount of $7,500.
2
Virginia Railway Express
Operations Board
Resolution
8C-04-2014
Authorization to Extend the Agreement for
State Legislative Services
WHEREAS, VRE issued a Request for Quotes in January 2013 for State Legislative
Services; and,
WHEREAS, The Hillbridge Group was selected to provide these services for a twelve
month period ending January 21, 2014; and,
WHEREAS, the agreement for the twelve month period was for $45,000 and within
the Chief Executive Officer’s authority; and,
WHEREAS, an extension was requested and approved by the Board to retain these
services through April 21, 2014; and,
WHEREAS, the 2014 legislative session has been extended for a special session on
the budget and current funding has been depleted; and,
WHEREAS, an additional authorization is needed in the amount of $7,500, for a total
amount not to exceed $64,250.
NOW, THEREFORE, BE IT RESOLVED, that the VRE Operations Board authorizes
the Chief Executive Officer to extend the agreement with The Hillbridge Group to
provide state legislative services through the end of June 2014 and to increase the
amount of the agreement by $7,500, for a total amount not to exceed $64,250.
Approved this 18th day of April 2014
______________________________
Paul Milde
Chairman
__________________________________
Gary Skinner
Secretary
3
Agenda Item 8-D
Consent Item
To:
Chairman Milde and the VRE Operations Board
From:
Doug Allen
Date:
April 18, 2014
Re:
Authorization to Issue a Request for Proposals for State
Legislative Services
Recommendation:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
issue a Request for Proposals (RFP) for State Legislative Counsel Services.
Background:
In January 2013, VRE issued a Request for Quotes for state legislative services. The
Hillbridge Group was selected to provide a range of services including assisting VRE
in identifying potential issues of concern and interest at the state level, serving as a
contact for VRE with legislative leadership and Executive Branch agencies, attending
and representing VRE at meetings, developing position papers and periodically
reporting on state legislative issues. This agreement will terminate no later than
June 30, 2014 as it was procured via a Request for Quotes which does not provide for
a longer term agreement.
Issuance of a RFP will provide the opportunity to assess VRE’s service needs and to
invite competitive proposals from the industry. The contract proposed will be for a
three-year base term with options for two, one-year extensions, which could be
exercised by VRE.
It is anticipated the competitive procurement process will result in the selection of a
viable candidate firm by August 2014 and that a recommendation for contract award
will be brought to the Operations Board for approval at its September 2014 meeting.
Fiscal Impact:
The FY 2015 budget for public affairs includes funding for these services.
Virginia Railway Express
Operations Board
Resolution
8D-04-2014
Authorization to Issue a Request for Proposals
for State Legislative Services
WHEREAS, VRE has an ongoing need for representation and counsel with legislative
leadership and Executive Branch agencies; and
WHEREAS, the FY15 public affairs budget has sufficient funding for the contracting
of state legislative services; and
NOW, THEREFORE, BE IT RESOLVED, that the VRE Operations Board authorizes
the Chief Executive Officer to issue a Request for Proposals for State Legislative
Services.
Approved this 18th day of April 2014
______________________________
Paul Milde
Chairman
__________________________________
Gary Skinner
Secretary
2
Agenda Item 8-E
Consent Item
To:
Chairman Milde and the VRE Operations Board
From:
Doug Allen
Date:
April 18, 2014
Re:
Authorization to Issue a Request for Proposals for
Consultant Services for the Gainesville-Haymarket
Extension
Recommendation:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
issue a Request for Proposals (RFP) for planning and engineering consultant services
for the proposed VRE Gainesville-Haymarket extension.
Background:
The VRE System Plan, adopted by the VRE Operations Board in January 2014,
recommends extending VRE service to the Gainesville-Haymarket area of Prince
William County to provide commuter rail transit service to this underserved area of
the I-66 travel corridor and improve regional travel choice and mobility.
Prior planning activities for the extension have included the 2005 VRE GainesvilleHaymarket Implementation Plan which documented the steps necessary to
implement the extension and provided initial capital and operating cost estimates,
and the 2009 VRE Gainesville-Haymarket Alternatives Analysis which evaluated
several extension operating scenarios and recommended the project move forward
for more detailed analysis.
While it is intended the new study will build upon the work completed in the prior
studies, a significant amount of time has passed since they were completed. The new
study will include the following planning and engineering activities to advance the
project development for the extension: update the ridership forecasts, identify
potential station locations, refine the operating plan, confirm the necessary railroad
infrastructure requirements, update capital and operating cost estimates, and the
initiation of National Environmental Policy Act (NEPA) scoping. The impact of the
extension on system-wide operating and financial capacity will also be assessed.
It is expected the study will take about 15 to 18 months to complete. The study will
be conducted in close coordination with key stakeholders (e.g., Norfolk-Southern,
Prince William County, the Town of Haymarket, etc.). Outreach meetings with other
regional stakeholders, VRE riders and the general public will also be held throughout
the study to solicit their input.
Fiscal Impact:
Funding, through the Northern Virginia Transportation Authority (NVTA), is
included in the adopted VRE FY2015 capital budget for planning and project
development activities for the Gainesville-Haymarket extension.
2
Virginia Railway Express
Operations Board
Resolution
8E-04-2014
Authorization to Issue a Request for Proposals for Consultant
Services for the Gainesville-Haymarket Extension
WHEREAS, the VRE System Plan recommends extending VRE service to the
Gainesville-Haymarket area of Prince William County to improve regional travel
choice and mobility; and,
WHEREAS, prior planning studies for the extension that developed preliminary
ridership forecasts, operating concepts, and capital and operating cost estimates
require updating; and,
WHEREAS, the potential benefits and impacts of the extension on VRE system-wide
operating and financial capacity must also be assessed; and,
WHEREAS, the Northern Virginia Transportation Authority (NVTA) has allocated
funding to conduct additional study to advance project development for the
extension.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board authorizes
the Chief Executive Officer to issue a Request for Proposals for planning and
engineering consultant services for the proposed VRE Gainesville-Haymarket
extension.
Approved this 18th day of April 2014
___________________________________
Paul Milde
Chairman
___________________________________
Gary Skinner
Secretary
3
Agenda Item 8-F
Consent Item
To:
Chairman Milde and the VRE Operations Board
From:
Doug Allen
Date:
April 18, 2014
Re:
Authorization to Award a Supplemental Task Order for
Woodbridge Elevator Repair
Recommendation:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
award a supplemental task order under the facilities maintenance contract to NV
Enterprises for task order No. 9 for the Woodbridge elevator repair in an amount of
$23,196, plus a 5% contingency of $3,634, for a total amount not to exceed $76,310.
Background:
In January of 2014, VRE executed task order No. 9 for $49,480 under the Chief
Executive Officers authority with NV Enterprises for repair work to the Woodbridge
west side elevator. The purpose of the task order was to repair the elevator cab,
electronics, traveling cable and other associated components damaged by water due
to a failed drainage system.
During the course of the repairs hidden damage was discovered resulting in the need
to replace additional seals, wiring and electrical components.
This supplemental task order covers the hidden damage repairs and the necessary
testing and certifications needed to place the elevator system back in service.
Fiscal Impact:
Funding for this task order is included in the FY2014 operating budget for facilities
non-routine repairs.
Virginia Railway Express
Operations Board
Resolution
8F-04-2014
Authorization to Award a Supplemental Task Order
for Woodbridge Elevator Repair
WHEREAS, in January 2014 the Chief Executive Officer executed task order No. 9 to
NV Enterprises for $49,480 under the facilities maintenance contract for repair work
to the Woodbridge west side elevator system; and,
WHEREAS, once repair work commenced, there was hidden damage discovered
resulting in additional work needed; and,
WHEREAS, the cost of the additional work will exceed the Chief Executive Officers
authority limit; and,
WHEREAS, this supplemental task order will allow the remaining repairs to be
completed.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board is being
asked to authorize the Chief Executive Officer to award a supplemental task order
under the facilities maintenance contract to NV Enterprises for task order No. 9 for
the Woodbridge elevator repair in an amount of $23,196, plus a 5% contingency of
$3,634, for a total amount not to exceed $76,310.
Approved this 18th day of April 2014
______________________________
Paul Milde
Chairman
_____________________________
Gary Skinner
Secretary
2
Agenda Item 9-A
Action Item
To:
Chairman Milde and the VRE Operations Board
From:
Doug Allen
Date:
April 18, 2014
Re:
Authorization to Award a GEC VI Task Order for
Construction Management for the Lorton Station
Platform Extension Project
Recommendation:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
award a GEC VI Task Order to (name of firm to be provided at the meeting via
bluesheet) for Construction Management Support for the Lorton Station Platform
Extension project in the amount of (amount to be provided at the meeting via
bluesheet,) plus a 10% contingency, for a total amount not to exceed (total amount
to be provided at the meeting via bluesheet.)
Background:
Based on current ridership as well as projections for future growth, VRE, in
conjunction with Fairfax County, has initiated a program of improvements at Lorton
Station to extend the current platform and add a second platform in order to
accommodate longer trains and provide additional flexibility for railroad operations.
The existing 400-foot platform was constructed in 1992 with a partial steel canopy
can only accommodate five car trains. The addition of a 250-foot extension to the
existing platform will accommodate up to an eight car trains, which is consistent
with the anticipated growth in ridership and train length through 2030.
A contract for the construction of the platform extension was awarded in March
2014, with work expected to commence in May and be completed before year’s end.
The services being authorized with this item will provide VRE with onsite
representation to monitor construction activities and to document and report daily
activities. The onsite team will report directly to the VRE Project Manager and will
assist in overall project coordination. The services being authorized will track pay
item quantities and assist in ensuring that quality standards and contract
requirements are being met.
On March 27, 2014, VRE requested proposals from the five GEC VI consultants for
Construction Management Support and subsequently received proposals from all.
After review of the proposals, VRE recommends award be made to (name of firm to
be provided at the meeting via bluesheet) based on the expertise and value of
services being provided.
Project Budget:
The current VRE project budget is estimated at $14,720,000 for the Lorton Station
Expansion Project, including design and construction of both the platform extension
and second platform. As the design of the second platform progresses, VRE will
refine the estimated costs of the overall project.
Fiscal Impact:
Funding for this project is included in VRE’s Capital Improvement Program as part of
the Lorton Station Expansion Project. Funding availability has caused the Lorton
Station Expansion Project to be carried out in phases, with this authorization limited
to the platform extension only. Construction of the second platform will proceed as
an independent activity once design is completed and the CMAQ and NVTA funds are
made available for construction.
Funding Sources
Source
State grant matched by Fairfax County –
used for engineering and design costs
(73009-60).
Prior year CMAQ grants, used for the
construction of the platform extension,
with remaining funds for the
construction of the second platform (VA95-X046).
FY 2014 and FY 2015 CMAQ grants, used
for the construction of the second
platform (grant numbers to be
determined).
NVTA bond funds to be used for the
construction of the second platform.
Total:
Amount
$ 1,070,000
$ 1,750,000
$ 4,000,000
$ 7,900,000
$ 14,720,000
2
Virginia Railway Express
Operations Board
Resolution
9A-04-2014
Authorization to Award a GEC VI Task Order for
Construction Management for
the Lorton Station Platform Extension Project
WHEREAS, due to current ridership demand along with future growth projections,
VRE and Fairfax County have initiated a platform extension and second platform
project at the Lorton VRE station that will accommodate ridership growth as well as
provide flexibility for railroad operations; and,
WHEREAS, a construction contract for the Lorton Station platform extension was
awarded in March of 2014, is expected to commence in May, and be completed by
the end of 2014; and,
WHEREAS, the services being authorized will provide onsite personnel to monitor
construction and provide documentation of daily activities, thus ensuring that
quality standards and contract requirements are being met.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board does
hereby authorize the Chief Executive Officer to award a GEC VI Task Order to (name
of firm to be provided at the meeting via bluesheet) for Construction Management
Support for the Lorton Station Platform Extension project in the amount of (amount
to be provided at the meeting via bluesheet,) plus a 10% contingency for a total
amount not to exceed (total amount to be provided at the meeting via bluesheet.)
Approved this 18th day of April 2014
______________________________
Paul Milde
Chairman
_____________________________
Gary Skinner
Secretary
3
Agenda Item 9-B
Action Item
To:
Chairman Milde and the VRE Operations Board
From:
Doug Allen
Date:
April 18, 2014
Re:
Authorization to Execute a Force Account Agreement
with CSX for the Lorton Station Platform Extension
Project
Recommendation:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
execute a force account agreement with CSX Transportation for the Lorton Station
Platform Extension project in an amount of (amount to be provided at the meeting
via bluesheet,) plus a 10% contingency, for a total amount not to exceed (total
amount to be provided at the meeting via bluesheet.)
Background:
Based on current ridership demand along with future growth projections, VRE, in
conjunction with Fairfax County, has initiated a platform extension and second
platform project at the Lorton VRE station. The project will accommodate ridership
growth as well as provide flexibility for railroad operations.
The existing platform was constructed in 1992, and is comprised of a 400-foot
platform with a partial steel canopy that can only accommodate five car trainsets.
As such, a minimum of a 250-foot platform extension is being developed along the
existing east platform, to accommodate eight car trains. Future plans include a
second platform and an elevated pedestrian bridge connecting the two platforms.
In October of 2010, the Operations Board authorized a task order for environmental
and preliminary engineering services, which has since been completed. As available
funding caused the platform extension and second platform projects to be
performed in phases, in May of 2012 the Operations Board authorized a task order
for final design of the platform extension only, which included extending the canopy
and upgrading the existing lighting to LED lighting. This has also since been
completed. The second platform final design will be performed under a separate
contract and will be initiated once construction funding is identified.
A contract for the construction of the platform extension was awarded in March,
2014. The authorization being sought through this action will allow CSX
Transportation to review and approve the final design as well as provide railroad
flagging services during construction.
Project Budget:
The current VRE project budget is estimated at $14,720,000 for the design and
construction of the platform extension and second platform. As the design of the
second platform progresses, VRE will refine the estimated costs.
Fiscal Impact:
Funding for this project is included in VRE’s Capital Improvement Program as part
of the Lorton Station Expansion project.
Funding Sources
Source
State grant matched by Fairfax County –
used for engineering and design costs
(73009-60).
Prior year CMAQ grants, used for the
construction of the platform extension,
with remaining funds for the
construction of the second platform (VA95-X046).
FY 2014 and FY 2015 CMAQ grants, used
for the construction of the second
platform (grant numbers to be
determined).
NVTA bond funds to be used for the
construction of the second platform.
2
Amount
$ 1,070,000
$ 1,750,000
$ 4,000,000
$ 7,900,000
Total:
$ 14,720,000
Funding availability has caused the platform extension and second platform projects
to be performed in phases. This authorization is limited to the platform extension
only. Construction of the second platform will be completed as an independent
effort once design is completed and the CMAQ and NVTA funds are available.
3
Virginia Railway Express
Operations Board
Resolution
9B-03-2014
Authorization to Execute a Force Account Agreement with CSX
for the Lorton Station Platform Extension Project
WHEREAS, due to current ridership demand along with future growth projections,
VRE and Fairfax County have 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, environmental and preliminary engineering services and final design of
the platform extension have been completed; and,
WHEREAS, this authorization will allow CSX Transportation to review and approve
the final design as well as provide railroad flagging services during construction of
the platform extension project.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board does
hereby authorize the Chief Executive Officer to execute a force account agreement
with CSX Transportation to provide design review and flagging services for the
Lorton Station Platform Extension project in an amount of (amount to be provided
at the meeting via bluesheet,) plus a 10% contingency, for a total amount not to
exceed (total amount to be provided at the meeting via bluesheet.)
Approved this 18th day of April 2014
______________________________
Paul Milde
Chairman
_____________________________
Gary Skinner
Secretary
4
Agenda Item 9-C
Action Item
To:
Chairman Milde and the VRE Operations Board
From:
Doug Allen
Date:
April 18, 2014
Re:
Authorization to Approve the Fifth Year of the
Operations and Maintenance Contract
Recommendation:
The VRE Operations Board is being asked to recommend the Commissions authorize
the Chief Executive Officer to modify the contract with Keolis Rail Services Virginia,
LLC for operations and maintenance services by approving up to $20,115,047 for a
total contract value not to exceed $95,596,554 for the fifth year of operations and
maintenance through June 30, 2015.
Background:
On October 16, 2009, the VRE Operations Board approved a 5 year contract with
Keolis Rail Services Virginia (KRSV) for VRE operations and maintenance services
and mobilization. VRE staff has returned to the Operations board for the following
amendment and contract modifications:
Date
Description
10-16-2009
12-17-2010
5-20-2011
4-20-2012
4-19-2013
4-18-14
1st Contract Year &
Mobilization
*Amendment
2nd Contract Year
**3rd Contract Year
4th Contract Year
5th Contract Year
Amount
$18,459,348
Authorized Value
(Cumulative)
$18,459,348
$2,085,000
$17,954,527
$18,008,591
$18,974,041
$20,115,047
$20,544,348
$38,498,875
$56,507,466
$75,481,507
$95,596,554
*Amendment included service enhancements, higher than anticipated insurance costs; items included
in the original negotiations, contingency funds and removed the requirement that Keolis indemnify
VRE for all liability claims arising from the contract service with a value of up to $5,000,000.
**FY2013 budget amended mid-year for service enhancements resulting in the lengthening of two
trains. This increased the FY2013 contract budget amount to $18,248,591. Authorization available
from prior year approvals.
The amount requested for the fifth contract year is within the proposed FY2015
operating budget. Compared to the FY2014 contract budget, the increases are
primarily due to service enhancements in the form of adding one Fredericksburg line
train and a 0.96% CPI increase to fixed cost services as required by the contract.
Fiscal Impact:
Funding for the fifth year of the operations and maintenance contract is included in
the FY2015 operating budget. Details and comparison from the previous fiscal year
contract budgets are provided in the table below:
Description
Management
Services (1)
Train
Operations(1)(2)
Maintenance
of
Equipment (3)
Task Order Repairs
(4)
Maintenance
of
Facilities (1)
Warehouse
Management (1)
Incentive Payments
Total:
Amended
Budget
FY2014
4,853,490
Year End Est.
FY2014
Budget
FY2015
Variance
From FY2014
4,853,490
4,900,084
46,594
8,840,334
8,834,083
9,405,842
565,508
3,555,279
3,550,000
4,024,255
468,976
207,154
200,000
260,000
52,846
374,782
374,782
378,380
3,598
363,002
363,002
366,487
3,485
780,000
$18,974,041
743,383
$18,875,357
780,000
$20,115,047
0
$1,141,007
Note 1: FY2015 increase due to 0.96% CPI increase required by Contract.
Note 2: FY2015 increase due to additional crew requirements for adding one Fredericksburg line train starting
October 1, 2014.
Note 3: Proposed increase in MOE rates; additional qualified technician and car cleaners required for adding one
Fredericksburg line train starting October 1, 2014
Note 4: Projected increase in task order work due to 4 year inspection cycles for locomotives
2
Virginia Railway Express
Operations Board
Resolution
9C-04-2014
Authorization to Approve the Fifth Year of the
Operations and Maintenance Contract
WHEREAS, on October 16, 2009, the VRE Operations Board approved a 5 year
contract with Keolis Rail Services Virginia for VRE operations and maintenance
services and mobilization in the amount of $18,459,348 through June 30, 2011; and,
WHEREAS, a contract amendment was approved on December 17, 2010 in the
amount of $2,085,000; and,
WHEREAS, on May 20, 2011, the Operations Board approved the second contract
year, through June 30, 2012, in the amount of $17,954,527, for a total contract value
not to exceed $38,498,875; and,
WHEREAS, on April 20, 2012, the Operations Board approved the third contract
year, through June 30, 2013, in the amount of $18,008,591, for a total contract value
not to exceed $56,507,466; and,
WHEREAS, on April 19, 2013, the Operations Board approved the fourth contract
year, through June 30, 2014, in the amount of $18,974,041, for a total contract value
not to exceed $75,481,507; and,
WHEREAS, authorization is now requested to approve the fifth contract year.
NOW, THEREFORE, BE IT RESOLVED THAT, The VRE Operations Board is being
asked to recommend the Commissions authorize the Chief Executive Officer to
modify the contract with Keolis Rail Services Virginia, LLC for operations and
maintenance services by approving up to $20,115,047, for a total contract value not
to exceed $95,596,554, for the fifth year of operations and maintenance through June
30, 2015.
Approved this 18th day of April 2014
______________________________
Paul Milde
Chairman
____________________________
Gary Skinner
Secretary
3
Agenda Item 9-D
Action Item
To:
Chairman Milde and the VRE Operations Board
From:
Doug Allen
Date:
April 18 2014
Re:
Authorization to Execute the First Option Year for
Custodial and Seasonal Services Contract
Recommendation:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
execute the first option year for the custodial and seasonal service contract with
Fresh Air Duct Cleaning, LLC of Baltimore, Maryland in the amount of $1,760,000 for
a total contract value not to exceed $3,460,000.
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. The base year of this contract is set to expire at
the end of May 2014.
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 VRE Operations Board to
seek authorization for individual task order work above the Chief Executive Officers
authority limit.
Fiscal Impact:
Funding for this contract is accounted for in the FY2014 and FY2015 operating
budgets for facilities custodial and winter weather services.
Virginia Railway Express
Operations Board
Resolution
9D-04-2014
Authorization to Execute the First 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 current base year is set to expire on May 19, 2014.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board is being
asked to authorize the Chief Executive Officer to execute the first option year for the
custodial and seasonal service contract with Fresh Air Duct Cleaning, LLC of
Baltimore, Maryland in the amount of $1,760,000, for a total contract value not to
exceed $3,460,000.
Approved this 18th day of April 2014
______________________________
Paul Milde
Chairman
____________________________
Gary Skinner
Secretary
2
Agenda Item 9-E
Action Item
To:
Chairman Milde and the VRE Operations Board
From:
Doug Allen
Date:
April 18, 2014
Re:
Authorization to Execute the First Option Year for
Facilities Maintenance Contract
Recommendation:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
execute the first 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 $2,200,000.
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. The base year of this contract is set to expire at the end of May
2014.
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 preventative maintenance related projects. VRE staff will return
to the VRE Operations Board to seek authorization for individual task order work
above the Chief Executive Officers authority limit.
Fiscal Impact:
Funding for this contract is accounted for in the FY2014 and FY2015 operating
budget for facilities routine and non-routine maintenance and repairs.
Virginia Railway Express
Operations Board
Resolution
9E-04-2014
Authorization to Execute the First Option Year
for Facilities Maintenance Contract
WHEREAS, VRE facilities require routine and preventative 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 current base year is set to expire on May 19, 2014.
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board is being
asked to authorize the Chief Executive Officer to execute the first 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 $2,200,000.
Approved this 18th day of April 2014
______________________________
Paul Milde
Chairman
____________________________
Gary Skinner
Secretary
2
Agenda Item 9-F
Action Item
To:
Chairman Milde and the VRE Operations Board
From:
Doug Allen
Date:
April 18, 2014
Re:
Authorization to Award a Contract for Diesel Fuel
Delivery Services
Recommendation:
The VRE Operations Board is being asked to authorize the Chief Executive Officer to
execute a contract with (name of firm to be provided at the meeting via
bluesheet) for diesel fuel delivery services in the amount of (amount to be
provided at the meeting via bluesheet,) plus a 10% contingency, for a total amount
not to exceed (total amount to be provided at the meeting via bluesheet) for a
base year and four option years, with the CEO exercising the option years at his
discretion.
Background:
On November 15, 2013, the VRE Operations Board approved a request to issue an
Invitation for Bids (IFB) for the delivery of fuel for VRE locomotives. A mailing list of
five (5) prospective Bidders was established for the solicitation to ensure access to
adequate sources of services. On February 5, 2013, an IFB was issued and bids were
due on March 4, 2014. Four responses were received.
Due to irregularities in pricing and errors in the bid responses VRE decided to
cancel the original solicitation and repost the solicitation on March 28, 2014. The
new solicitation included a non-mandatory conference call to answer bidder’s
questions and clarify the intent of the cost proposal associated with the bid package.
From this, bids were due on April 11, 2014.
The bid tabulation is as follows: (to be provided at the meeting via bluesheet.)
Crossroads
Bidders
Bid Amount
1. Bidder’s name of _______
$
2.
$
3.
$
4.
$
5.
$
6.
$
7.
$
BroadRun
Bidders
Bid Amount
1. Bidder’s name of _______
$
2.
$
3.
$
4.
$
5.
$
6.
$
7.
$
After review of the bids, it was determined that (name of firm to be provided at the
meeting via bluesheet) was the lowest responsive-responsible bidder.
2
Fiscal Impact:
The current budget for equipment operations includes funding for the first year of
this activity. Funding for future years will be included in each proposed annual
budget.
3
Virginia Railway Express
Operations Board
Resolution
9F-04-2014
Authorization to Award a Contract for
Diesel Fuel Delivery Services
WHEREAS, VRE has a need for diesel fuel delivery services in order to operate daily
commuter trains; and,
WHEREAS, the current fuel delivery services contracts are set to expire in June
2014 for Broad Run and October 2014 for Crossroads; and,
WHEREAS, the VRE Operations Board authorized the issuance of an invitation for
bids in November 2013; and,
WHEREAS, responses have been received and VRE has determined (name of firm
to be provided at the meeting via bluesheet) to have provided a responsive and
responsible bid and the lowest price for (amount to be provided at the meeting via
bluesheet.)
NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board is being
asked to authorize the Chief Executive Officer to execute a contract (name of firm to
be provided at the meeting via bluesheet) for diesel fuel delivery in the amount of
(amount to be provided at the meeting via bluesheet,) plus a 10% contingency,
for a total amount not to exceed (total amount to be provided at the meeting via
bluesheet.) The contract will be for a base year and four option years, with the CEO
exercising the option years at his discretion.
Approved this 18th day of April 2014
______________________________
Paul Milde
Chairman
____________________________
Gary Skinner
Secretary
4
Agenda Item 9-G
Action Item
To:
Chairman Milde and the VRE Operations Board
From:
Doug Allen
Date:
April 18, 2014
Re:
Endorsement of the DDOT Long Bridge TIGER Planning
Grant Application and Authorization of Committed
Match
Recommendation:
The VRE Operations Board is being asked to endorse the District of Columbia
Department of Transportation’s (DDOT) TIGER planning grant application for the
Long Bridge expansion, authorize the commitment of VRE funds towards the nonfederal match for the grant, and refer the endorsement and match commitment to
the Commissions for their review.
Background:
The District of Columbia Department of Transportation (DDOT) is preparing a
planning grant application to advance project development activities, including
National Environmental Policy Act (NEPA) studies, for the Long Bridge expansion
through the USDOT TIGER Discretionary Grant Program. DDOT is concluding the
Long Bridge Study, a comprehensive study of the existing two-track bridge and
identification of long-term improvements to expand the capacity of the bridge for
commuter rail, intercity passenger rail, freight and other multi-modal uses. The next
step in planning for the expansion of the bridge is to refine the bridge concepts
developed in the current Long Bridge Study and to initiate NEPA analysis. The TIGER
planning grant application would fund those studies. The application is due on April
28, 2014.
VRE has offered to be a partner with DDOT on the application and project. DDOT will
submit the TIGER application as the lead applicant and would be the grant recipient
if the project is selected for funding.
The estimated cost to complete the Long Bridge NEPA analysis and related studies is
$4-5 million dollars. DDOT has identified approximately $1 million in an existing
ARRA federal grant that can be used for the project. The TIGER grant request will be
for an additional $3 million. There is a minimum 20% non-federal match to the
TIGER grant amount or $600,000. Applicants can increase their competitiveness for
the TIGER program by providing an overmatch above and beyond the 20%
minimum.
DDOT has also committed $700,000 towards the non-federal match for the TIGER
grant. It is recommended that VRE commit $300,000 which, when combined with
the DDOT contribution, will result in an overmatch and increase the chances of grant
approval. A summary of the funding plan for the project is below.
Source of Funds
ARRA Grant
TIGER Planning Grant
Total
Federal
Non-federal Total Grant Source of Match
Grant
Match
Amount
Amount
Amount
$800,000
$200,000
$1,000,000 DDOT
$3,000,000
$1,000,000
$4,000,000 DDOT $700,000
VRE
$300,000
$3,800,000
$1,200,000
$5,000,000
The VRE Fiscal Year (FY) 2015 Capital Budget allocates funding for project
development activities to advance system investments recommended in the System
Plan 2040 including completing planning, NEPA and/or preliminary design. The
planning work proposed for the Long Bridge expansion project under the TIGER
grant is consistent with those activities.
If the TIGER planning grant application is approved by USDOT, a memorandum of
understanding (MOU) or similar document will be developed to formalize VRE’s role
and responsibilities with respect to DDOT related to this grant and the resulting
study. That MOU will be brought to the VRE Operations Board and Commissions for
authorization.
Fiscal Impact:
Funding included in the adopted VRE FY2015 capital budget for planning and
engineering analysis to advance System Plan recommendations will be used for the
VRE contribution towards the grant’s non-federal match requirement.
2
Virginia Railway Express
Operations Board
Resolution
9G-04-2014
Endorsement of the DDOT Long Bridge TIGER Planning Grant
Application and Authorization of Committed Match
WHEREAS, the VRE System Plan 2040 identified the expansion of railroad capacity,
including expansion of the Long Bridge across the Potomac River, as a critical need to
support long-term VRE growth and service expansion; and,
WHEREAS, the District of Columbia Department of Transportation (DDOT) is
nearing completion of the Long Bridge Study; a comprehensive study of the existing
2-track bridge and identification of long-term improvements to expand the capacity
of the bridge for commuter rail, intercity passenger rail, freight and other multimodal uses; and,
WHEREAS, the next step in planning for the expansion of the bridge is to refine the
bridge concepts developed in the current DDOT study and to initiate NEPA analysis;
and,
WHEREAS, DDOT is preparing a planning grant application for $3 million to advance
the next phase of studies for the Long Bridge expansion through the USDOT TIGER
Discretionary Grant Program; and,
WHEREAS, VRE has committed to be a partner with DDOT on the application and
project; and,
WHEREAS, the TIGER grant application must identify a minimum 20% non-federal
match to the TIGER grant amount; and
WHEREAS, DDOT has committed to provide $700,000 towards the match
requirement; and,
WHEREAS, the VRE Fiscal Year (FY) 2015 Capital Budget allocates funding for
project development activities such as those proposed to be completed for the Long
Bridge expansion project to advance system investments recommended in the
System Plan 2040.
3
NOW, THEREFORE BE IT RESOLVED, that the VRE Operations Board endorses the
District of Columbia Department of Transportation’s (DDOT) TIGER planning grant
application for the Long Bridge expansion; and,
BE IT FURTHER RESOLVED THAT, the VRE Operations Board authorizes the
commitment of $300,000 in VRE project development funds towards the grant’s
match requirement; and,
BE IT FURTHER RESOLVED THAT, the VRE Operations Board refers the
endorsement of the grant application and match commitment to the Commissions for
their formal review and approval.
Approved this 18th day of April 2014
___________________________________
Paul Milde
Chairman
___________________________________
Gary Skinner
Secretary
4
Agenda Item 10-A
Information Item
To:
Chairman Milde and the VRE Operations Board
From:
Doug Allen
Date:
April 18, 2014
Re:
Legislative Update
Virginia General Assembly Legislative Issues:
HB2 (Stolle)
HB2, introduced by Delegate Stolle, passed the House and Senate unanimously with the
support of the Secretary of Transportation. It specifically directs the Commonwealth
Transportation Board to develop a statewide prioritization process for projects funded by
the CTB with construction monies, starting in the FY17-22 Six-Year Improvement Program.
It covers roadway, transit, rail, technology operational improvements, and transportation
demand management strategies if funded by highway construction monies. Projects funded
through state assistance or federal pass through funds would not be subject to this process.
Projects fully funded as of June 30, 2014 and that have completed environmental review
may be exempt from this process. The prioritization process will be based on “objective
and quantifiable analysis that considers, at a minimum, the following factors relative to the
cost of the project or strategy: congestion mitigation, economic development, accessibility,
safety, and environmental quality.” Signed by the Governor on April 6, 2014.
HB 957 (Filler-Corn)
Delegate Filler-Corn introduced HB957 to repeal HB2152, a bill passed last year that
changed the voting structure of the Virginia Railway Express (VRE) Operations Board by
requiring that the vote of the Commonwealth’s representative carry the same weight as
that of the highest contributing jurisdiction (Prince William County) with an effective date
of July 2014. This year, discussions with key legislators made it clear that there was no
appetite for full repeal. Legislators encouraged VRE and the Commissions to work with
DRPT and the Secretary of Transportation on a sound approach to implementing the
legislation. The legislators agreed to delay the enactment for another year to allow time for
further discussions. As passed, HB957 moved the enactment date from July 1, 2014 to July
1, 2015. VRE was supported by NVTC, Fairfax County, Arlington, Alexandria and Prince
William County in expressing concerns about the need to ensure that local decision-making
authority at VRE remains strong. Signed by the Governor on March 31, 2014.
Amendments to the Virginia Freedom of Information Act (HB 193 and SB 161)
In early April, Governor McAuliffe signed the identical, subject bills amending the Virginia
Freedom of Information Act (§2.2-3708.1). The amendment authorizes public bodies to
amend their policies governing attendance by members by electronic communication such
that attendance by electronic communication becomes more permissive. The enacted
amendment is permissive, not prescriptive, meaning that each public body can decide for
itself whether it wishes to make such an amendment. Were VRE to do so, it would be an
amendment to the VRE Bylaws.
Management is bringing this matter to the Operations Board’s attention so the Operations
Board can discuss the advisability of making such an amendment, providing policy
direction to management.
Senate Budget Amendment: Project Development Funding
A Senate budget amendment included $2M in project development funding to identify
current and future VRE core capacity issues. VRE will use the funds to develop projects,
including scoping and preliminary engineering, to compete for Federal Transit
Administration (FTA) core capacity funding. The funding was in the Senate version of the
Caboose budget bill (SB29), but when it was redrafted during the special session as
HB5001, they removed all the controversial pieces of the budget including how to spend
approximately $30M in TPOF funds was moved into HB5002. The Senate is poised to adopt
its version of the budget on Monday and we foresee the $2M being included again in that
document.
2014 Special Session- Where we Stand
Finally, the General Assembly has been called back into a Special Session by the Governor
to pass a budget, which they failed to do by sine die, March 8th. Overshadowing the entire
budget process and truthfully, the whole 2014 session has been the struggle between the
House and the Senate/Governor on Medicaid expansion. Here’s where we currently stand:
the Governor drafted a new budget- HB5003 and SB 5003- with 104 new amendments to
the base budget Governor McDonnell introduced, including Medicaid expansion. The
House introduced HB5001 and HB5002 and reported both bills out of House
Appropriations yesterday, overlaying many of the original House amendments and a few
new ones that they say are points of compromise with the Senate on HB 5002. In the same
meeting, they killed the Governor’s version, HB5003.
On March 24th, both the House and the Senate passed what is called the ‘caboose bill,’ HB
5001, which completes the LAST fiscal year cycle and the Governor has signed it. In a
surprise move, the Senate adjourned on that Monday evening not to return until Monday,
2
April 7th. This was unexpected and has angered the House Republicans and fanned the fire
of discord between the two bodies.
Despite the Senate leaving town, the House met on March 25th to take up HB5002 and any
floor amendments. The Democrats offered an amendment in the nature of a substitute that
was essentially HB5003, the Governor’s proposed budget with Medicaid expansion. That
was rejected after much debate, 30-Y 69-N. They then passed HB 5002, advanced it to its
third reading and communicated it to the Senate.
The Senate is expected to present their own budget on April 7th, likely using the McDonnell
budget as their base and adding Governor McAuliffe’s amendments and their amendmentsit’s not clear if they will adopt full Medicaid expansion or the more watered down version
Marketplace Virginia.
Federal Legislative Update
Virginia Congressional Delegation Office Meetings
Mr. Allen and/or Mr. Jungwirth have visited the offices of Virginia Congressmen Cantor,
Moran, Wittman and Wolf. Topics of discussion have included the importance and future
plans for VRE, Federal Surface Transportation Reauthorization, TIGER grants, Commuter
Benefits Equity, Core Capacity improvements and Positive Train Control. Additional
meetings with Congressional members are pending.
Commuter Benefit
The Senate Finance committee voted to fully restore the commuter benefit for two years,
retroactive to January 1, 2014 on April 3, 2014. This would restore parity between parking
and commuter benefits at $250 per month through December 31, 2015 as the transit
benefit is presently reduced to $130 per month.
House Budget Chairman Releases, Marks up FY 2015 Budget
On April 3, 2014, the House of Representatives Budget Committee met to markup House
Budget Committee Chairman Paul Ryan’s (R-WI) FY 2015 budget proposal, which he
released on April 1. For transportation, the Ryan Budget would not fix the Highway Trust
Fund revenue problem, but would allow lawmakers room to do so, providing a “reserve
fund” which would allow the Transportation and Infrastructure Committee and the House
Ways and Means Committee to work to increase transportation investment. The budget
would require any HTF solution to be budget-neutral and would require any
intragovernmental General Fund transfers to be fully offset, adding to the short term fiscal
challenge.
The Chairman’s budget does, however, propose to eliminate all Amtrak operating subsidies,
which totaled $340 million in FY 2014 and $466 million, annually, prior to sequestration.
Budget Resolutions are non-binding resolutions that are not signed by the President and
serve as agreements between the House and Senate for the overarching budget framework,
setting limits for mandatory and discretionary spending. The recommendations included
3
in a Budget Resolution are illustrative and only become binding on the other congressional
committees when Congress also adopts budget “reconciliation” legislation.
Senator Patty Murray (D-WA), the Chairman of the Senate Budget Committee, has cited the
budget agreement reached last year which set the discretionary spending level for both FY
2014 and FY 2015 as precluding the need for work on a Budget Resolution for FY 2015.
4