Meeting of the Operations and Oversight Committee Thursday, March 9, 2017 • 10:00 a.m. 2nd Floor Board Room • 3400 Victoria Blvd., Hampton, VA
A meeting of the Operations and Oversight Committee will be held on Thursday, March 9, 2017 at 10:00 a.m. in the 2nd Floor Board Room at 3400 Victoria Blvd., Hampton, VA.
The agenda and supporting materials are included in this package for your review.
Meeting of the Operations and Oversight Committee Thursday, March 9, 2017 • 10:00 a.m. 2nd Floor Board Room • 3400 Victoria Blvd., Hampton, VA
AGENDA
1. Approval of the February Operations and Oversight Committee Meeting Minutes
2. Procurement Recommendations to the Committee:
a. Request for approval of Contract 15-70162, Financial Management System Software Implementation Services b. Request for approval of Contract 16-73944, Fuel Products (Ultra Low Sulfur Diesel and Gasoline) c. Request for approval of Contract 16-74637, West Corridor Alternatives for Naval Station Norfolk High Capacity Transit Extension d. Request for approval of Contract 16-73653, Bus Diagnostic and Repair Service
3. Internal Audit Update
4. Operations Update
5. Old and New Business
6. Adjournment
The next Operations & Oversight Committee Meeting will be held on Thursday, April 13, 2017 at 10:00 a.m. at 509 E. 18th Street, Norfolk, VA
Meeting of the Operations and Oversight Committee Thursday, February 9, 2017 • 10:00 a.m. 2nd Floor Board Room • 3400 Victoria Blvd., Hampton, VA
MEETING MINUTES
Call to order
A quorum was attained and Commissioner Moffett of Hampton called the meeting to order at 10:00 a.m.
Commissioners in attendance: Commissioner Fuller, Chesapeake Commissioner Parnell, Norfolk Commissioner Hennessee, VADRPT Commissioner Coleman, Newport News Commissioner Wood, Virginia Beach Commissioner Ross-Hammond, Virginia Beach
Hampton Roads Transit Staff in attendance: Kimberly Ackerman, Chief of Human Resources Ray Amoruso, Chief of Planning and Development Amy Braziel, Executive Assistant Alesia Cain, Chief Information Technology Officer Gene Cavasos, Director of Marketing & Communications Margaret Denoncourt, Internal Auditor Glenda Dixon, Director of ERP Services Wayne Groover, Sr. Manager of Rail Maintenance William Harrell, President and CEO Tom Holden, Media Relations Specialist Don Lint, Director of Construction Sonya Luther, Assistant Director of Procurement Maryann Martin, Administrative Coordinator Michael Perez, Director of Rolling Stock Jim Price, Chief of Transit Operations Luis Ramos, Executive Assistant Dyanne Sampson, Director of Procurement Benjamin Simms, Director of Bus and Rail Transportation Brandon Singleton, Chief Finance Officer Robert Travers, Counsel
Others in attendance: Eric Neilson, HDR
The February Operations and Oversight meeting package was distributed electronically to committee members and the media in advance of the meeting. The meeting package consisted of:
Agenda Minutes from the January Meeting Procurement Items for Approval
Approval of the January 2016 Minutes
A correction to the minutes was noted. Commissioner Ross-Hammond was listed under the City of Newport News and should be under Virginia Beach. Commissioner Hennessee noted and subsequently withdrew a correction regarding his request to be provided with the Title VI presentation from the prior meeting.
A motion to approve the January 2016 Operations & Oversight Committee Meeting Minutes as revised was made by Commissioner Hennessee and properly seconded by Commissioner Parnell.
The revised January 2016 Minutes were approved by a unanimous vote.
Request for approval of Contract 16-73941, Hydraulic Vehicle Lift and Boom Inspection and Repair Services
Ms. Dyanne Sampson presented Contract 16-73941, Hydraulic Vehicle Lift and Boom Inspection and Repair Services.
There was a discussion regarding terms and conditions.
There was a discussion regarding the solicitation and how the information was disseminated.
A motion to approve Contract 16-73941, Hydraulic Vehicle Lift and Boom Inspection and Repair Services was made by Commissioner Fuller and was properly seconded by Commissioner Coleman.
Contract 16-73941, Hydraulic Vehicle Lift and Boom Inspection and Repair Services was approved by a unanimous vote.
Request for approval of Contract 16-73951, Vicinity Wayfinding Map Services
Ms. Dyanne Sampson presented Contract 16-73951, Vicinity Wayfinding Map Services.
There was some discussion regarding the differences between the bids and the scope of work.
A motion to approve contract 16-73951, Vicinity Wayfinding Map Services was made by Commissioner Hennessee and was properly seconded by Commissioner Parnell.
Contract 16-73951, Vicinity Wayfinding Map Services was approved by a unanimous vote.
Request for approval of Contract 16-72038, Technology Staffing Service
Ms. Dyanne Sampson presented Contract 16-72038, Technology Staffing Service
Ms. Alecia Cain gave additional information related to the need for the contract.
There was some discussion regarding the competitiveness of the industry and the meaning of “contingency basis.”
There was also discussion regarding what is included in the cost.
There was discussion regarding the amount of man hours that will be needed and the cost per person as well as the process of converting temporary staff to full time staff was also discussed.
There was some discussion regarding the number of staff members that are needed to fill technology positions and how human resources in involved in the process as well as the pay scale for the open positions.
There was some discussion regarding the number of vendors that are being awarded with the contract.
It was noted that there will be a technology update in the near future.
A motion to approve contract 16-72038 was made by Commissioner Coleman and was properly seconded by Commissioner Parnell.
Contract 16-72038, Technology Staffing Service was approved by a unanimous vote.
Operations Update
Mr. Jim Price provided information on email updates that Commissioners will be receiving regarding accidents and incidents and the primary goal of the notifications.
There was some discussion regarding the dissemination of information and the proper process for FOIA requests.
Mr. Price reviewed Operations Key Performance Indicators as enclosed in the minutes.
There was some discussion regarding Customer Complaints and the disciplinary repercussions for operators who receive valid complains.
There was some discussion regarding the age and future of the fleet as well as the need for dedicated funding.
There was also discussion regarding the use of Uber/Lyft/Taxis for Paratransit.
New and Old Business
There was no new or old business discussed.
Adjournment
The meeting was adjourned at 11:28 a.m.
Respectfully submitted by: Amy Braziel, Executive Assistant
Our vision is to be the most customer-driven and efficient public transit agency in Virginia. Our core values will influence our day to day activities. Bus Transportation On Time Performance December 2014 ‐ December 2016
81.8% 81.7% 82.0% 82.1% 82.0% 82.6% 82.1% 83.0% 83.2% 82.2% 79.7% 80.9% 80.1% 80.9% 81.0% 80.8% 79.7% 80.4% 81.0% 81.2% 81.2% 80.4% 77.5% 82.5% 84.5% Percentage
Time
On
Methodology Change Goal‐ 85% Bus Transportation ‐ On Time Performance Year Over Year 90% 85% 80% 75% 70%
FY14 FY15 FY16 FY17
Our vision is to be the most customer-driven and efficient public transit agency in Virginia. 2 Our core values will influence our day to day activities. Bus Transportation On Time Performance‐ By Route 100% December 2016
90%
80%
70%
60%
50%
40%
30%
20%
10%
0%
On Time Early Late
Our vision is to be the most customer-driven and efficient public transit agency in Virginia. 3 Our core values will influence our day to day activities. Bus Transportation Ridership December 2014 ‐ December 2016 Carried 1,239,740 1,225,347 1,177,063 1,188,448 1,159,1961,164,027 1,167,459 1,153,974 1,143,037 1,126,627 1,124,109 1,099,262 1,092,328 Passengers 1,075,635 1,187,7281,082,912 1,053,497 1,053,378 1,039,357 1,046,216 1,012,688 1,000,016 1,104,796 982,426
896,431
Our vision is to be the most customer-driven and efficient public transit agency in Virginia. 4 Our core values will influence our day to day activities. Bus Transportation Preventable & Non‐Preventable Accidents per 100,000 Miles December 2014 ‐ December 2016
3.8 3.9
3.0 3.1
2.8 2.8 2.6 2.5 3.0 2.5 2.6 2.3 2.3 2.0 2.3 2.2 2.2 2.1 2.1 2.1 2.1 2 1.9 1.9 2.1 2.2 1.6 1.3 1.8 1.5 1.6 1.6 1.6 1.3 1.6 1.5 1.6 1.6 1.6 1.2 1.1 1.4 1.4 1.1 1.3 1.3 1.1 1.1 1.1 1.0 0.6
Goal ≤ 2 Prv Acc per 100k Miles P/100k NP/100K Trend‐Preventable
Our vision is to be the most customer-driven and efficient public transit agency in Virginia. 5 Our core values will influence our day to day activities. Bus Maintenance Road Call Summary December 2014 ‐ December 2016
362 Month
Per 272 274 261 250 Calls 233 225 226 217 207 208 211
Road 202 195 194 199 199 185 165 170 163 169 167 158 152
Methodology Change
Our vision is to be the most customer-driven and efficient public transit agency in Virginia. 6 Our core values will influence our day to day activities. Bus Transportation Valid Customer Complaint ‐ Rude Operator 13‐Month Period
5 5 5 4 5 3 22 2 2 11 1
0 Dec‐15 Jan‐16 Feb‐16 Mar‐16 Apr‐16 May‐16 Jun‐16 Jul‐16 Aug‐16 Sep‐16 Oct‐16 Nov‐16 Dec‐16
Goal ≤ 5 Complaints
Bus Transporation Valid Customer Complaints ‐ Operator Performance 13‐Month Period
9 7 66 5 4 4 5 2 2 1 0 0 0
Dec‐15 Jan‐16 Feb‐16 Mar‐16 Apr‐16 May‐16 Jun‐16 Jul‐16 Aug‐16 Sep‐16 Oct‐16 Nov‐16 Dec‐16
Goal ≤ 5 Complaints
Our vision is to be the most customer-driven and efficient public transit agency in Virginia. 7 Our core values will influence our day to day activities. Bus Maintenance Fleet Fuel Efficiency (AVG MPG) December 2014 ‐ December 2016
4.7 4.8 4.7 4.7 4.6 4.5 4.5 4.6 4.6 4.5 4.6 4.6 4.6 4.4 4.3 4.4 4.3 4.4 4.4 Gallon 4.3 4.3 4.1 4.1 4.1 4.2 per
Miles
Bus Maintenance ‐ Avg MPG ‐ Year Over Year 5.00
4.50
4.00 Bus Maintenance Mean Distance Between Service Interruptions 3.50 December 2014 ‐ December 2016 FY14 FY15 FY16 FY17
5,802 6,233 5,487 5,536 5,520 5,471 5,642 4629 4,673 4,754 4,954 4161 4541 4439 4,311 4,500 3763 3937 3,812 4,207 3353 3560 3,397 3,630 2,541
Goal ≥ 6000 Miles Between Service Interruptions
Our vision is to be the most customer-driven and efficient public transit agency in Virginia. 8 Our core values will influence our day to day activities. Bus/Rail Vehicle Maintenance Preventive Maintenance Inspections ‐ On Time Completion 13 Month Period Time
On
Completed
100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100%
99% 100% 99% 100% 100% 99% 100% 99% 98% 99% 99% 99% 100% Inspections
Scheduled of
Percentage
Dec‐15 Jan‐16 Feb‐16 Mar‐16 Apr‐16 May‐16 Jun‐16 Jul‐16 Aug‐16 Sep‐16 Oct‐16 Nov‐16 Dec‐16
Bus Rail
Our vision is to be the most customer-driven and efficient public transit agency in Virginia. 9 Our core values will influence our day to day activities. Bus Vehicle Maintenance Materials Issued YoY $450,000 $400,000 $350,000 $300,000 $250,000 $200,000 $150,000 $100,000 $50,000 $0 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY14 $229,576 $260,601 $261,585 $294,669 $263,834 $314,431 $243,443 FY15 $273,349 $232,497 $262,551 $266,987 $267,977 $255,812 $335,529 $382,816 $363,273 $323,867 $302,477 $332,508 FY16 $310,684 $328,501 $421,880 $418,041 $384,384 $308,234 $317,503 $319,383 $363,149 $268,931 $384,236 $290,367 FY17 $258,357 $284,834 $317,681 $280,369 $294,708 $302,715
Our vision is to be the most customer-driven and efficient public transit agency in Virginia. 10 Our core values will influence our day to day activities. Paratransit On Time Performance December 2014 ‐ December 2016 98.5%
93% 95% 95% 93% 93% 92% 92% 91% 91% 91% 92% 93% 93% 90% 90% 90% 88% 90% 90% 89% 90% 88% 87% 89% 81%
Contract Change Goal ≥ 98.5% On Time Paratransit ‐ On Time Performance
100.0% Year Over Year
90.0%
80.0% Paratransit 70.0% Trips Taken December 2014 ‐ December 2016 FY14 FY15 FY16 FY17
29906 28294 28361 29136 28865 28775 26907 27860 27510 27397 27239 26036 26390 25505 25693 25848 25735 26311 26389 25965 24280 24515 25235 24980
18687
Contract Change
Our vision is to be the most customer-driven and efficient public transit agency in Virginia. 11 Our core values will influence our day to day activities. Ferry Boat Fuel Efficiency (Hours per Gallon) December 2014 ‐ December 2016 0.38
0.30 0.28 0.26 0.26 0.24 0.25 0.25 0.26 0.23 0.23 0.23 0.23 0.24 0.21 0.22 0.22 0.20 0.21 0.21 0.21 0.19 0.19 0.17 0.16
Ferry Boat Hours per Gallon ‐ Year Over Year 0.50 0.40 0.30 0.20 0.10 0.00
FY14 FY15 FY16 FY17
Our vision is to be the most customer-driven and efficient public transit agency in Virginia. 12 Our core values will influence our day to day activities. Technical Services Response Time to Fare Box Malfunctions YoY
60 55 50 45 40 35 30 Minutes 25 20 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN FY14 45 35 42 41 41 42 41 51 46 43 45 51 FY15 49 51 52 50 48 49 52 49 55 50 55 56 FY16 54 48 47 53 47 45 55 45 40 42 49 41 FY17 46 44 47 43 40 37 Target 45 45 45 45 45 45 45 45 45 45 45 45
Technical Services Farebox Road Calls 13 Month Period 14 14 15 11 10 10 9 8 8 10 77 6 5 4 5
0 Dec‐15 Jan‐16 Feb‐16 Mar‐16 Apr‐16 May‐16 Jun‐16 Jul‐16 Aug‐16 Sep‐16 Oct‐16 Nov‐16 Dec‐16
Goal <7
Our vision is to be the most customer-driven and efficient public transit agency in Virginia. 13 Our core values will influence our day to day activities.
Contract No: 15-70162 Title: Financial Management System Price: $2,891,360 Software Implementation Services Term: 24 months.
Acquisition Description: Enter into a contract with a qualified firm to implement a robust financial management system software. Background: Hampton Roads Transit (HRT) is looking to replace the core functionality of its current PeopleSoft Financials/SCM 8.42 which was implemented in phases from 2002 to 2003. The financial system is strategic to the agency’s ability to perform Federal financial reporting and includes modules such as General Ledger, Accounts Payable and Purchasing. In order to meet HRT’s requirements, under the terms of this agreement, the Contractor shall provide a hosted Microsoft Dynamics AX 2012 Financial Management System solution, including software, hardware, project management, and other technology services. Contract Approach: A Request for Proposals (RFP) was issued on October 26, 2015. Five (5) proposals were received on December 16, 2015 from the following firms: AST Corporation (AST) CherryRoad Technologies, Inc. (CherryRoad) Crowe Horwath LLP (Crowe) Kinsey & Kinsey, Inc. (Kinsey) Quintel Management Consulting (Quintel) In response to the RFP, proposers were given the option to propose on-premise or hosted solutions. The solutions proposed are outlined below in the solicitation results. Upon review and evaluation of the technical proposals, four (4) Firms, AST, CherryRoad, Crowe and Quintel were rated best to meet the requirements of the Scope of Work (SOW). The Firms were invited to provide demonstrations of their proposed software; and, clarification in regards to their technical qualifications and approach to the SOW. At the conclusion of demonstrations and discussions, HRT staff decided that the functionality, ease of use and delivery as a hosted infrastructure solution would be most beneficial to HRT. Based on Crowe’s strong technical qualifications, proposed software and additional information presented regarding their overall project approach, HRT entered into negotiations with the firm for the purpose of a possible award. Negotiations focused on streamlining the implementation and payment schedules; finalizing the software modules to be implemented; and, clarifying miscellaneous scope items. At the conclusion of negotiations, a Best and Final Offer (BAFO) were requested. After an analysis of the BAFO received, HRT Staff determined that Crowe provided the best overall value to HRT based on a combination of their technical capability, proposed software and price. Crowe’s final offer in the amount of $2,891,360 is approximately 18.9% or $675,529 below their original proposal of $3,566,889. This amount represents all costs associated with implementing the new software, hardware and one (1) year of maintenance and support. Based on the results of the negotiations and a price analysis conducted, Crowe’s BAFO is deemed fair and reasonable. Additionally, the pricing was obtained in a competitive environment. A contractor responsibility review confirmed that Crowe is both technically and financially capable to perform the work. Crowe is located in Chicago, IL and provided similar services to Georgia State Road and Tollway Authority in Atlanta, GA; Capital Metropolitan Transit Authority in Austin, TX; and, Northeast Illinois Regional Commuter Railroad in Chicago, IL.
Contract No: 15-70162 Title: Financial Management System Price: $2,891,360 Software Implementation Services Term: 24 months.
The period of performance for this contract is twenty-four (24) months. No DBE Goal is assigned for this solicitation. Cost/Funding: This contract will be funded with grant funds. Project Manager: Sylvia Shanahan, Director of Finance Contracting Officer: Dyanne Sampson, Director of Procurement Recommendation: It is respectfully recommended that the Commission approve the award of a contract to Crowe Horwath, LLP to provide financial management system software implementation services in the estimated amount of $2,891,360.
SOLICITATION RESULTS
BEST AND FINAL OFFEROR OFFER OFFER AST Corporation $4,483,600 N/A Software: Oracle ERP Cloud CherryRoad Technologies, Inc. $2,506,023 N/A Software: Oracle ERP Cloud Crowe Horwath LLP (Hosted) $3,566,889 $2,891,360 Software: Microsoft Dynamics AX 2012 Crowe Horwath LLP (On-Premise) N/A $3,566,889 Software: Microsoft Dynamics AX 2012 Kinsey & Kinsey, Inc. (Hosted) N/A $3,142,067 Software: Infor Kinsey & Kinsey, Inc. (On-Premise) N/A $3,572,497 Software: Infor Quintel Management Consulting (On-Premise) N/A $2,413,329 Software: SAP *Quintel Management Consulting (Hosted) N/A
Software: Systems Application and Products (SAP)
*A monthly fee of $63,073 is proposed and a 10-Year contract is assumed.
Approximately Fuel Products (Ultra Low Price: $5.7M Annually Contract No: 16-73944 Title: Sulfur Diesel and Gasoline) Term: 1 Yr. w/4 1-Yr. Options
Acquisition Description: Enter into a contract with a qualified Contractor to supply and deliver diesel and gasoline fuel products to specified Hampton Roads Transit (HRT) locations.
Background: HRT requires diesel and gasoline fuel for the operation of its fixed route buses, non-revenue vehicles, trolleys, paratransit vehicles, ferry boats and generators. Under the terms of this agreement, the Contractor shall furnish and deliver fuel products as specified by HRT within twenty-four (24) hours or the next business day from the time an order is placed. Fuel products provided must meet Environmental Protection Agency (EPA) requirements; fuel specifications; and, all State and Federal Regulations governing Ultra Low Sulfur diesel, Regular Unleaded RFG (87 Octane) unleaded gasoline, and blended products. HRT utilizes approximately 2,618,100 gallons of diesel and 688,500 gallons of gasoline annually. These estimated quantities were provided for the convenience of the proposers and represent the most accurate data available.
Contract Approach: A Request for Proposals (RFP) was issued on October 24, 2016. Four (4) proposals were received on December 13, 2016 from the following firms:
PAPCO, Inc. (PAPCO) James River Solutions (James River) Mansfield Oil Company (Mansfield) Petroleum Traders Corporation (PTC)
In response to the RFP, Proposers were required to provide a fixed market differential adjustment for each fuel product, which includes freight and all applicable fees. The total price of the fuel to be provided is equivalent to the Oil Price Information Service (OPIS) 9:00 a.m. gross price for each fuel product, unbranded rack average (Spot Mean) at Norfolk, Virginia, plus the fixed differential per gallon. HRT also has the ability to fix or “lock-in” prices for future fuel deliveries in 42,000 gallon increments. The price of the gallons delivered under these fixed price agreements is equivalent to the New York Mercantile Exchange (NYMEX) price for the delivery month at the time of the price fix plus a fixed differential per gallon to be mutually agreed upon by HRT and the Contractor.
Upon review and evaluation of the technical proposals, two (2) firms were rated best to meet the Scope of Work (SOW) requirements. The two firms, PAPCO and James River, were invited to discuss their proposals and provide technical clarifications on their approach to the Scope of Work (SOW). At the conclusion of discussions, Best and Final Offers (BAFOs) were requested from both firms.
After an analysis of the BAFOs received, HRT Staff determined that James River’s proposal provided the best value to HRT based on a combination of technical capability and price. The lowest weighted average differential is used as the basis for determining the lowest proposed price as demonstrated in the Solicitation Results below. James River’s BAFO is deemed fair and reasonable based on a price analysis conducted and the fact that pricing was obtained in a competitive environment. A contractor responsibility review confirmed that James River is both technically and financially capable to perform the work.
James River is located in Ashland, VA and has provided similar work for the City of Suffolk, the Greater Richmond Transit Company and the Greater Roanoke Transit Company.
Approximately Fuel Products (Ultra Low Price: $5.7M Annually Contract No: 16-73944 Title: Sulfur Diesel and Gasoline) Term: 1 Yr. w/4 1-Yr. Options
The Contract period of performance is one (1) base year with four (4) additional one-year options.
No DBE goal was established for this solicitation.
Cost/Funding: This contract will be funded with operating funds.
Project Manager: Pierre Marcellus, Manager of Materials
Contracting Officer: Sonya Luther, Assistant Director of Procurement
Recommendation: It is respectfully recommended that the Commission approve the award of a contract to James River Solutions to provide fuel products in the estimated amount of $5.7M annually to be billed at market rate plus the differentials below:
Fixed OPIS Fixed NYMEX RBOB Fixed NYMEX Ultra Low Product Floating Market Floating Market Sulfur Diesel (ULSD) Differential Differential Market Differential Fungible Ultra Low Sulfur Diesel Fuel, $0.0092 N/A $0.0635 Grade 62 Reformulated Regular Gasoline Blendstock -$0.0050 $0.0310 N/A (RBOB)
SOLICITATION RESULTS
Fixed OPIS Floating Fixed NYMEX Fixed Average Market Differential RBOB Floating NYMEX Differential Offeror Market ULSD Market (For price Differential Differential scoring Diesel Gasoline (Gasoline) (Diesel) purposes only) James River $0.0092 -$0.0050 $0.0310 $0.0635 $0.0247 Solutions Petroleum Traders $0.0167 -$0.0023 $0.0082 $0.0962 $0.0297 Corporation PAPCO, Inc. $0.0135 -$0.0035 $0.0698 $0.0795 $0.0398 Mansfield Oil $0.0178 -$0.0022 $0.1203 $0.0988 $0.0587 Company
West Corridor Alternatives Analysis for Naval Station Price: $1,385,664.78 Contract No: 16-74637 Title: Norfolk High Capacity Term: 12 Mos. Transit Extension
Acquisition Description: Enter into a contract with a qualified firm to evaluate and identify a reasonable alternative to implement high capacity transit on the west side of the City of Norfolk to Naval Station Norfolk.
Background: The City of Norfolk, the Hampton Roads Region, and the Commonwealth of Virginia have identified a need for high capacity transit mobility and connectivity from The Tide light rail system to Naval Station Norfolk. Hampton Roads Transit (HRT) and the City of Norfolk completed the Naval Station Norfolk Transit Extension Study in May 2015, a feasibility study of extending fixed guideway transit to Naval Station Norfolk (NSN).
This West Corridor Alternatives Analysis will utilize a two-tier screening process to determine feasible corridor options for the fixed guideway. The goal of the tiered screening process is to logically reduce the number of potential alignment options to a set that can be evaluated in more detail. The Consultant shall provide a final report that outlines the screening process, analysis and then identify the fixed guideway option for the west side of Norfolk that can be carried forward as the Build Alternative into the future Draft Environmental Impact Study (DEIS).
Contract Approach: A Request for Proposals was issued on December 29, 2016. Four (4) proposals were received on February 3, 2017 from the following firms:
Kimley-Horn and Associates, Inc. (Kimley-Horn) HDR Engineering, Inc. (HDR) Michael Baker International, Inc. (Michael Baker) AECOM Technical Services, Inc. (AECOM)
Upon review and evaluation of the technical proposals, two (2) firms were rated best to meet the Scope of Work (SOW) requirements. The two firms, HDR and Michael Baker, were invited to discuss their proposals and provide technical clarifications on their approach to the Scope of Work (SOW).
At the conclusion of discussions, negotiations were held with HDR and Michael Baker for the purpose of a possible award. The decision was based on the both firms’ strong technical qualifications and information presented during the presentations regarding their overall project approach. Negotiations focused on reducing proposed labor rates, reallocating task hours and streamlining the proposed project teams. At the conclusion of negotiations, Best and Final Offers (BAFOs) were requested.
After an analysis of the BAFOs received, HRT Staff determined that HDR’s proposal provided the best value to HRT based on a combination of technical capability and price. Based on the results of the negotiations, a price analysis conducted and the fact that pricing was obtained in a competitive environment, HDR’s BAFO is deemed fair and reasonable. A contractor responsibility review confirmed that HDR is both technically and financially capable to perform the work.
HDR, headquartered in Omaha, NE has an established local office in Virginia Beach. The firm has provided similar services for Nashville Metropolitan Transit Authority in Nashville, TN; Metropolitan Transit Authority of Harris County in Houston, TX; and, Virginia Department of Rail and Transportation in Richmond, VA. HDR has also provided services for HRT satisfactorily. West Corridor Alternatives Analysis for Naval Station Price: $1,385,664.78 Contract No: 16-74637 Title: Norfolk High Capacity Term: 12 Mos. Transit Extension
The Contract period of performance is twelve (12) months.
A DBE goal of 5% was established for this solicitation and HDR has committed to 12% DBE participation.
Cost/Funding: This contract will be funded by grant funds.
Project Manager: Jamie Jackson, Director of Transit Development
Contracting Officer: Sonya Luther, Assistant Director of Procurement
Recommendation: It is respectfully recommended that the Commission approve the award of a contract to HDR to evaluate and identify a reasonable alternate to implement high capacity transit on the west side of the City of Norfolk to Naval Station Norfolk in the not-to-exceed amount of $1,385,664.78.
SOLICITATION RESULTS
BEST AND FINAL OFFEROR OFFER OFFER AECOM Technical Services, Inc. $1,476,151.69 N/A Michael Baker International, Inc. $1,701,590.00 $1,499,502.00 Kimley-Horn and Associates, Inc. $1,701,964.76 N/A HDR Engineering, Inc. $1,730,349.72 $1,385,664.78
Bus Diagnostic and Repair Price: $363,830 Contract No: 16-73953 Title: Services Term: 1 Yr. w/1 1-yr Option
Acquisition Description: Enter into a contract with a qualified Contractor to provide bus diagnostics and repair services on a task-order basis for a fleet of 315 buses. Background: Hampton Roads Transit (HRT) is required to maintain a fleet of 315 buses manufactured by Gillig, Optima, Nova and Hometown Trolley (Freightliner). Some of the maintenance/repair work to be performed are outside the capacity and/or capability of HRT’s in-house maintenance staff, and are not covered by existing warranties. Under the terms of this agreement, the successful Contractor shall provide routine and emergency bus engine and emission repair services for HRT’s bus fleet. All repair services must be performed at the Contractor’s place of business; therefore, the Contractor must have the appropriate facility, tools/equipment, license and resources to perform the work. Contract Approach: A Request for Proposal was issued on November 22, 2016. One (1) proposal was received on January 24, 2017 from Cummins Sales and Service (Cummins) in the amount of $363,830. This amount includes a material allowance of $235,000, established by HRT for the base year and option year ($115,000 and $120,000 respectively). A post-survey conducted and subsequent research concluded that Cummins is the only service center in the Hampton Roads area authorized to perform Cummins warranty work. After review and evaluation of the proposal, HRT staff determined that the proposal was responsive. Since there was no indication that a re-solicitation to pursue more competition would have resulted in greater participation, a decision was made to enter into price negotiations with Cummins. Negotiations focused on reducing the proposed labor rate and escalation for the option year. Cummins did not offer any concessions as a result of the negotiations; however, it was concluded that Cummins still provided the best value to HRT based on a combination of technical capability and price. Cummins’ proposed rates are deemed fair and reasonable based on a price analysis performed using the independent cost estimate and contractual rates offered similar entities. A contractor responsibility review confirmed that Cummins is technically and financially capable to perform the work. Cummins, located in Chesapeake, VA, has provided similar services for City of Chesapeake; Waste Management of Chesapeake; and, Penske Truck Leasing of Chesapeake. Cummins has also provided performed similar services for HRT satisfactorily. The period of performance for this contract is one (1) base year with one (1) additional option year. No DBE Goal is assigned for this solicitation. Cost/Funding: This contract will be funded from operating funds. Project Managers: Michael Smith, General Superintendent of Maintenance Contracting Officer: Fevrier Valmond, Contracts Manager Recommendation: It is respectfully recommended that the Commission approve the award of a contract to Cummins Sales and Service to provide bus diagnostic and repair services in the not-to-exceed amount of $363,830 over a two-year period.