VRE Operations Board Meeting October 16, 2019 Executive Committee Meeting – 8:30 am Cancelled Operations Board Meeting - 9:00 am Virtual Meeting Via WebEx 1. Call to Order 2. Roll Call 3. Finding Need to Conduct October 16, 2020 VRE Operations Board Meeting Electronically 4. Approval of Agenda 5. Approval of Minutes from the September 18, 2019 VRE Operations Board Meeting 6. Chairman’s Comments 7. Chief Executive Officer’s Report 8. Virginia Railway Express Riders’ and Public Comment 9. Action Items: A. Authorization to Execute a Contract for Construction of Rolling Road Station Improvements. B. Authorization to Amend the GEC VII Task Order for Final Design Services for Franconia- Springfield Station Improvements. C. Recommend Authorization to Execute an Agreement for Design, Construction, Operation, and Maintenance of a Parking Garage at the VRE Manassas Park Station 10. Information Items: A. VRE-VPRA Agreements B. Draft 2021 Legislative Agenda C. FY 2022 Budget Update D. Spending Authority Report 11. Closed Session 12. Operations Board Member’s Time ____________________ The Next VRE Operations Board Meeting November 20, 2019 - 9:00 am via WebEx 2 Virginia Railway Express Operations Board Resolution 3-10-2020 Resolution Finding Need to Conduct October 16, 2020 Meeting Electronically WHEREAS, on March 12, 2020, the Governor of Virginia declared a state of emergency in Virginia in response to the spread of novel coronavirus, or COVID-19, a communicable disease of public health threat as so declared by the State Health Commissioner on February 7, 2020 (“COVID-19”); and, WHEREAS, in subsequent Executive Orders, particularly Executive Order Nos. 53 and 55, as amended, the Governor of Virginia, among other measures designed to ensure safe physical distancing between individuals, prohibited public and private in person gatherings of 10 or more individuals and ordered all individuals in Virginia to remain at their place of residence, with limited exceptions, to mitigate the impacts of COVID-19 and prevent its spread; and, WHEREAS, the Virginia Railway Express Operations Board finds that it has a responsibility to demonstrate to the public, through the Board’s conduct, the importance of maintaining proper physical distance from others and to avoid gathering in public where the risks of infection are highest, and to take measures that promote physical distancing in order to protect the public health and mitigate the impacts and spread of COVID-19, including, among others, conducting meetings electronically whenever possible; and, WHEREAS, on April 22, 2020, the Virginia General Assembly adopted, and the Governor signed, budget bill amendments to HB 29 that expressly authorize “any public body, including any state, local, [or] regional body” to “meet by electronic communication means without a quorum of the public body . physically assembled at one location when the Governor has declared a state of emergency . ., provided that (i) the nature of the declared emergency makes it impracticable or unsafe for the public body . to assemble in a single location; (ii) the purpose of the meeting is to discuss or transact the business statutorily required or necessary to continue operations of the public body . and the discharge of its lawful purposes, duties, and responsibilities” among other provisions; and, Resolution 3-10-2020 continued WHEREAS, jurisdictions of the Virginia Railway Express Operations Board have adopted continuity of government ordinances pursuant to Va. Code Ann. § 15.2-1413 which ordinances, among other provisions, authorize regional bodies of which the locality is a member to meet electronically to transact business to assure the continuity of government; NOW, THEREFORE, BE IT RESOLVED, the Virginia Railway Express Operations Board hereby finds that meeting by electronic means is authorized because the nature of the declared emergency makes it both impracticable and unsafe for the Operations Board to assemble in a single location on October 16, 2020, to discuss and transact the business of the Operations Board listed on the October 16, 2020 Operations Board Meeting Agenda; and, BE IT FURTHER RESOLVED, the Virginia Railway Express Operations Board hereby finds that meeting by electronic means is authorized because the items on the October 16, 2020 Operations Board Meeting Agenda are statutorily required or necessary to continue operations of the Operations Board and the discharge of the Operations Board’s lawful purposes, duties, and responsibilities; and, BE IT FURTHER RESOLVED, the Virginia Railway Express Operations Board hereby finds that the items on the October 16, 2020 Operations Board Meeting Agenda are encompassed within the continuity of operations ordinances adopted by several member localities of the Virginia Railway Express Operations Board to assure the continued operation of the government during the disaster posed by the public health emergency resulting from COVID-19. Approved this 16th day of October 2020 ______________________________ Gary Skinner Chairman ____________________________ Jeanine Lawson Secretary 2 Agenda Item 9-A Action Item To: Chairman Skinner and the VRE Operations Board From: Rich Dalton Date: October 16, 2020 Re: Authorization to Execute a Contract for Construction of Rolling Road Station Improvements Recommendation: The VRE Operations Board is asked to authorize the Chief Executive Officer to execute a contract with Sumter Contracting Corp. of Fairfax, Virginia, for Construction of Rolling Road Station Improvements in the amount of $2,234,474, plus a 10 percent contingency of $223,447, for a total amount not to exceed $2,457,921. Summary: Authorization will allow VRE to execute a contract with Sumter Contracting Corp. for Construction of Rolling Road Station Improvements, which includes extending the existing platform by 300 feet to accommodate longer trains, and rehabilitation of the existing platform. Background: The existing platform at Rolling Road Station can only accommodate trains up to five cars in length, prohibiting train crews from opening all doors on longer trains at the station. This prolongs dwell times at the station and reduces railroad capacity. In June 2016, VRE initiated design of the following improvements at the station: 1. Extension of the existing platform by approximately 300 feet to accommodate longer trains 2. Installation of additional canopy coverage with new LED lighting 3. Construction of a second walkway access from the parking lot to the extended platform 4. Rehabilitation of the existing platform and canopy structures On April 20, 2018, the VRE Operations Board approved a request to issue an Invitation for Bids (IFB) for the Construction of Rolling Road Station Improvements. A mailing list of more than one hundred prospective Bidders was established for the solicitation to ensure access to adequate sources of services. On August 14, 2020, an IFB was issued and bids were due on September 18, 2020. Six responses were received. Of the six responses received, one bid was determined to be incomplete and thus deemed non-responsive to the requirements of the IFB. The bid tabulation is as follows: Bidders Bid Amount 1. Sumter Contracting Corp. $ 2,234,473.17 2. W.M. Schlosser Company, Inc. $ 2,722,000.00 3. Archer Western Construction, LLC $ 2,725,000.00 4. Kiewit Infrastructure South Co. $ 2,755,020.00 5. Polivka International Company, LLC $ 4,323,856.00 After review of the bids, it was determined Sumter Contracting Corp. was the lowest responsive-responsible bidder. The staff has certified the price offered by Sumter Contracting Corp. is fair and reasonable as compared to the cost estimate and other bids received for this contract. Fiscal Impact: Initial funding of $2 million for the Rolling Road Station Improvements project (including the preliminary engineering and final design phases) was provided through a federal Congestion Mitigation & Air Quality (CMAQ) grant VA-90-X046 and associated state match (72513-12). The remaining funding necessary for construction (up to $3 million) will also be provided through CMAQ funding which will be transferred from the Lorton Station Second Platform project (which has been eliminated as a result of the Commonwealth’s Transforming Rail in Virginia program). This transfer of CMAQ funding from Lorton to Rolling Road has been endorsed by Fairfax County and approved by the Northern Virginia Transportation Authority. 2 Virginia Railway Express Operations Board Resolution 9A-10-2020 Authorization to Execute a Contract for Construction of Rolling Road Station Improvements WHEREAS, the existing platform at Rolling Road Station can only accommodate trains up to five cars in length, prohibiting train crews from opening all doors on longer trains at the station and increasing dwell times; and, WHEREAS, a platform extension and other improvements are necessary at Rolling Road Station to accommodate present train consists as well as longer train consists in the future; and, WHEREAS, VRE plans to construct a platform extension at the Rolling Road Station and to rehabilitate the existing platform; and, WHEREAS, on August 14, 2020, an Invitation for Bids was issued for Construction of Rolling Road Station Improvements, and bids were due on September 18, 2020 with six bids being received; and, WHEREAS it was determined Sumter Contracting Corp. was the lowest responsive- responsible bidder; NOW, THEREFORE, BE IT RESOLVED THAT, the VRE Operations Board does hereby authorize the Chief Executive Officer to execute a contract with Sumter