April 2015 Operations and Oversight Committee Package

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Operations & Oversight Committee Meeting Thursday, April 9, 2015 11:00 a.m. nd
2 Floor Board Room 3400 Victoria Blvd. Hampton, VA AGENDA Approval of March Operations and Oversight Minutes Procurement Recommendations to the Committee: A. Request for approval of Contract 14‐65258R, Door Locks, Hardware and Key Maintenance Services B. Request for approval of Contract 14‐67383, Ferry Boat Design and Build Project C. Request for approval of Contract 15‐68485, Janaf Transfer Center‐Demolition and Reconstruction D. Request for approval of Contract 14‐67414, Mobile Tool Supply Service E. Request for approval of Contract 14‐67397, New Bus Procurement F. Request for approval of Contract 14‐68477, On‐Site Vehicle Inspection Services G. Request for approval of Contract 15‐68484, PeopleSoft Consultant Services H. Request for approval of Contract 14‐67412, Ticket Vending Machines, Fareboxes, Associated Software & Hardware, Spare Parts and Maintenance Support Services Internal Audit Update‐Margaret Denoncourt Operations Update‐Jim Price Old and New Business Adjournment The next Operations & Oversight Committee Meeting will be held on Thursday, May 14th, 2015 at 10:00 a.m. in the 2nd Floor Board room at 3400 Victoria Blvd., Hampton, VA
Meeting of the
Operations and Oversight Committee
Thursday, March 12, 2015
10:00 a.m.
2nd Floor Board Room
3400 Victoria Blvd.,
Hampton, VA
MEETING MINUTES
Call to order
A quorum was attained and Commissioner Fuller of Chesapeake called the meeting to order at 10:01 a.m.
Commissioners in attendance:
Commissioner Fuller, Chesapeake
Commissioner Moffett, Hampton
Commissioner Tanner, Newport News
Commissioner Toscano, Norfolk
Commissioner Uhrin, Virginia Beach
Commissioner West, Chesapeake
Commissioner Winn, Norfolk
Commissioner Woodbury, Newport News
Commissioner Wright, Portsmouth
Hampton Roads Transit Staff in attendance:
Kimberly Ackerman, Chief of Human Resources
Amy Braziel, Executive Assistant
Margaret Denoncourt, Internal Auditor
Joe Dillard, Government Relations Liason
William Harrell, President & CEO
Keith Johnson, Manager of Paratransit
Sonya Luther, Assistant Director of Procurement
Christopher Morris, Network Services Manager
Michael Perez, Director of Rolling Stock
Jim Price, Chief Transit Operations Officer
Eloy Recio, Chief Safety & Security Officer
Dyanne Sampson, Director of Procurement
Benjamin Simms, IV, Director of Bus and Rail
Brandon Singleton, Chief Financial Officer
Brian Smith, Assistant to the President and CEO
Mark Stemple, Director of Technical Services
Janine Yaxley, Staff Attorney
The March Operations and Oversight meeting package was distributed electronically to committee members and
the media in advance of the meeting. The meeting package consisted of:
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Agenda
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Minutes from the February Meeting
Procurement Items for Approval
Operations Updates
Approval of February 2015 Minutes
A motion to approve the February 2015 Operations & Oversight Committee meeting minutes was made and
properly seconded.
The February 2015 Minutes were approved by a unanimous vote.
Request for Award of Contract 13-61654, Modification No. 2, Heating, Ventilation, and Air
Conditioning/Refrigeration Maintenance Service
Dyanne Sampson presented a proposal to award a contract modification to increase the heating, ventilation, and
air conditioning/refrigeration maintenance services contract.
There was some discussion as to the use of funds.
A motion was made and properly seconded to approve the contract and it was approved by a majority vote with
Commissioner Tanner abstaining due to conflict of interest.
Operations Update
Mr. Jim Price gave an update on the ferry procurement and there was some discussion as to the design, potential
ridership, and the cost. There was no information shared that would be covered under the procurement.
Mr. Price gave a presentation on bus missed trips and there was some discussion on what constitutes a missed trip
and how they are being addressed in the future. Some future challenges were also identified.
There were some questions regarding the industry standard for missed trips and Mr. Harrell stated that staff will
report on that data at a later date.
New and Old Business
There was a discussion regarding the upcoming Stand Up 4 Transportation event. It was decided to move the next
Operations and Oversight Committee Meeting to Hampton Roads Transit’s Hampton office and will begin at
11:00 a.m. instead of 10:00 a.m.
There was some discussion regarding the HRPTO Power Hour luncheon on March 26th.
There was some discussion regarding Ms. Jaxley’s resignation of her position.
Adjournment
The meeting was adjourned at 10:35 a.m.
Contract No:
14-65258R
Title:
Door Locks, Hardware and
Key Maintenance Services
Price:
Term
$177,487
3 Yrs w/2 1-yr
options
Acquisition Description: Enter into a contract with a qualified Contractor to provide installation of lock
hardware, repair of existing hardware and modification of existing hardware to provide security to the
entrances of Hampton Roads Transit’s (HRT) facilities.
Background: HRT has a requirement for maintaining security throughout all its facilities/properties in
Hampton, Newport News, Norfolk, Chesapeake, Virginia Beach, and Portsmouth. Under the terms of this
agreement, the Contractor will provide all equipment, labor and materials necessary to replace the existing
physical door locks, hardware and keys to ensure that HRT maintains all rights to end-user blanks for more
enhanced security. Additionally, the Contractor will provide maintenance services throughout the term of
the contract on an as needed basis.
Contract Approach: In accordance with FTA and Commonwealth requirements, the negotiated
competitive procurement process was used for this solicitation. In the negotiated procurement process, the
award is based on best value, a combination of technical capability and price.
A Request for Proposals (RFP) was issued on December 16, 2014. One (1) proposal was received on
January 16, 2015 from Shorty Wallin Lock and Security (Shorty Wallin) in the amount of $52,487 to
replace the existing physical door locks, hardware and keys. The contract value will also include an annual
allowance of $25,000 for any necessary maintenance services to be performed during the contract term,
based on labor rates established in the Price Schedule. As due diligence, Shorty Wallin was invited for
discussions and negotiations on March 24, 2015. Negotiations focused on reducing proposed material costs
and mark-ups for future work. At the conclusion of negotiations, a Best and Final Offer (BAFO) was
requested.
Shorty Wallin’s BAFO is not deemed fair and reasonable; however, a business decision was made to
recommend award based on concessions made during negotiations. A contractor responsibility review
confirmed that Shorty Wallin is both technically and financially capable to perform the work.
Shorty Wallin, located in Hampton, provides similar services to Ferguson Enterprises in Newport News,
Dominion Terminals Associates in Newport News and Old Point National Bank in Hampton. Shorty
Wallin also performs these services for HRT satisfactorily.
The period of performance for this contract is three (3) base years with two (2) additional one-year options.
No DBE goal was established for this solicitation.
Cost/Funding:
This contract will be funded operating funds.
Project Manager:
Rick Justice, Security Manager
Contracting Officer: Sonya Luther, Assistant Director of Procurement
Recommendation:
It is respectfully recommended that the Commission approve the award of a
contract to Shorty Wallin Lock and Security to door locks, hardware and key maintenance services in the
not-to-exceed amount of $177,487.
Contract No:
14-67383
Title:
Ferry Boat Design and Build
Project
Price:
Term:
$7,109,329
18 Mos. w/2-yr
option
Acquisition Description: Enter into a contract with a qualified Contractor for the design, construction and
delivery of a T-Boat Classification, 149-passenger ferry boat, with an option to purchase three (3)
additional ferry boats.
Background: Hampton Roads Transit (HRT) currently provides daily Elizabeth River passenger ferry
services from four (4) pedestrian-only docks. Two (2) are located in Norfolk (Waterside and Harbor Park)
and two (2) are located in Portsmouth (High Street and North Landings). Services are provided utilizing
the following three (3) ferry boats: the James C. Echols constructed in 1982, the Elizabeth River Ferry II
constructed in 1986 and the Elizabeth River Ferry III constructed in 1990. Due to the age of the boats, the
structural and mechanical integrity are deteriorating. In order to avoid future costly overhauls or repairs,
the boats will need to be replaced.
Under the terms of this agreement, the Contractor is required to secure the services of a lead naval
architect/Designer of Record (DOR) to develop the ferry boat design, provide project plans and
specifications, construction cost estimates, and project scheduling to include the vessel and all
indicated and required auxiliary components. The Contractor will also be responsible for the construction
and delivery of the ferry boat(s).
Contract Approach: In accordance with FTA and Commonwealth requirements, the negotiated
competitive procurement process was used for this solicitation. In the negotiated procurement process, the
award is based on best value; a combination of technical capability and price.
A Request for Proposals (RFP) was issued on October 24, 2014 for the design, construction and delivery of
one (1) ferry boat, with an option to purchase one (1) additional ferry boat. Four (4) proposals were
received on January 13, 2015 from Armstrong Marine, Inc. (Armstrong), Scarano Boat Building, Inc.
(Scarano), Blount Boats, Inc. (Blount) and Miller Marine, Inc. (Miller). Upon review and evaluation of the
technical proposals, three firms were rated best to meet the Scope of Work (SOW) requirements. The three
firms, Armstrong, Blount, and Miller 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 two (2) firms (Miller and Armstrong) for the
purpose of a possible award. Blount was eliminated because their cost proposal was outside of the
competitive range. Negotiations focused on reducing their proposed pricing, incorporating the provision of
life vests and other minor mechanical changes to the SOW; as well as, the potential scheduling impact of
increasing the number of optional ferry boats from one (1) to three (3).
At the conclusion of negotiations, Best and Final Offers (BAFO) were requested based on a revised SOW
and a revised Price Schedule that included an option for HRT to purchase up to three (3) additional ferry
boats.
Contract No:
14-67383
Title:
Ferry Boat Design and Build
Project
Price:
Term:
$7,109,329
18 Mos. w/2-yr
option
After a review and analysis of the BAFOs received, HRT staff determined that Armstrong provided the best
value based on a combination of technical capability and price. Armstrong’s pricing was deemed fair and
reasonable based on a price analysis performed and the fact that the pricing was obtained in a competitive
environment. A contractor responsibility review performed confirmed that Armstrong is both technically
and financially capable to perform the work.
Armstrong is headquartered in Port Angeles, WA; however, the work to be provided under this contract
will be performed at their Swansboro, NC facility. Armstrong provides similar services for the United
States Department of the Interior’s Voyageurs National Park in International Fall, MN; Wightlink Limited
in the U.K; and, Amak Towing in Ketchikan, AK.
Comments: The Price Schedule included a line item for proposers to provide pricing for the inclusion of a
paddle wheel on the ferry boat(s) as an option. Armstrong’s BAFO for the paddle wheel is $43,057.00 for
the first boat. Based on feedback from members of the Operations and Oversight Committee, the design of
the paddlewheel includes aluminum construction to minimize operational costs.
The Contract period of performance is eighteen (18) months. HRT will have the option to extend the
Contract term for an additional two (2) years to facilitate the purchase any additional ferry boat(s).
A DBE goal of 4% was established for this solicitation.
participation.
Armstrong has committed to 7.8% DBE
Cost/Funding:
This contract will be funded by grant funds.
Project Manager:
Mark Stemple, Director of Technical Services
Contracting Officer: Sonya Luther, Assistant Director of Procurement
Recommendation:
It is respectfully recommended that the Commission approve the award of a
contract to Armstrong Marine, Inc. to provide the design, construction and delivery of a T-Boat
Classification, 149-passenger ferry boat in the amount of $1,957,848, with an option to purchase three (3)
additional ferry boats in the amount $5,151,481, for a total of $7,109,329.
Contract No:
14-67383
Title:
Ferry Boat Design and Build
Project
Price:
Term:
$7,109,329
18 Mos. w/2-yr
option
SOLICITATION RESULTS
FERRY BOAT DESIGN AND BUILD PROJECT
Offeror
Original Offer
Best and Final Offer
Armstrong Marine, Inc.
$3,686,111
$7,109,329
Miller Marine, Inc.
$3,867,000
$8,993,000
Scarano Boat Building, Inc.
$5,293,100
N/A
Blount Boats, Inc.
$7,248,350
N/A
NOTE: All prices shown include the cost for the paddlewheels.
Contract No:
15-68485
Title:
Janaf Transfer Center –
Demolition and Reconstruction
Price:
Term:
$80,000
60 Days
Acquisition Description: Enter into a contract with a qualified contractor to provide demolition
and reconstruction services at Hampton Roads Transit’s (HRT) Janaf Transfer Center (Janaf).
Background: Under the terms of this agreement, the Contractor is required to provide all
materials, labor and equipment necessary for the demolition and reconstruction of the Transfer
Center located at 5900 E. Virginia Beach Blvd., Norfolk, VA 23502. Site plans developed for
the project include demolition, slope protection, erosion control, traffic control, landscaping and
reconstruction of the Transfer Center.
Contract Approach: In accordance with FTA and Commonwealth requirements, the Sealed
Bidding procurement process was used for this solicitation. In the sealed bidding process, a
firm-fixed price contract is awarded at the bid price, to the responsible bidder whose bid,
conforming to all material terms and conditions of the solicitation, is the lowest.
An Invitation for Bid was issued on February 13, 2015. Two (2) bids were received on March
16, 2015 from Construction Development Services, Inc. (CDSI) and ADIRA Construction, Inc.
(ADIRA). A post-bid survey of firms solicited, concluded that most were currently working on
other projects or could not meet all of the requirements of the Scope of Work. After review and
evaluation of bids received, CDSI was deemed the lowest, responsible (capable to perform) and
responsive (in compliance with submittal requirements) bidder.
Based on a price analysis performed, and the fact that the pricing was obtained in a competitive
environment, CDSI’s bid price of $80,000 is deemed fair and reasonable.
CDSI, located in Norfolk, VA has provided similar services Norfolk Redevelopment & Housing,
Norfolk Public Schools and Norfolk Naval Shipyard.
A DBE goal of 9% was established for this solicitation and CDSI has committed to 13% DBE
participation.
The period of performance for this contract is sixty (60) days.
Cost/Funding:
This contract will be funded by Grant Funds.
Project Manager:
Dan Hassett, Director, Office of Project Management
Contracting Officer: Michele Goode-Bacon, Light Rail Buyer
Recommendation: It is respectfully recommended that the Commission approve the award of a
contract to Construction Development Services, Inc. to provide demolition and reconstruction
services at HRT’s Janaf Transfer Center in the amount of $80,000.
Contract No:
15-68485
Title:
Janaf Transfer Center –
Demolition and Reconstruction
Price:
Term:
$80,000
60 Days
SOLICITATION RESULTS
15-68485, JANAF TRANSFER CENTER - DEMOLITION AND RECONSTRUCTION
FIRM
TOTAL OFFER PRICE
Construction Development Services, Inc.
$80,000
ADIRA Construction, Inc.
$98,523
Contract No:
14-67414
Title:
Mobile Tool
Supply Services
Price:
Term:
$129,500
1 Yr. w/4 1-yr
options
Acquisition Description: Enter into a contract with a qualified Contractor to provide mobile tool
supply services for approximately seventy-four (74) mechanics on an as needed basis.
Background: Hampton Roads Transit (HRT) is required to provide an annual tool allowance of
$350 to eligible mechanics each year. Under the terms of this agreement, the Contractor shall
provide professional, quality tools designated for the automotive industry in form, fit, function and
metallurgical composition. The successful Contractor shall be responsible for all labor, materials,
equipment and transportation necessary for the provision of the required tools.
Contract Approach: In accordance with FTA and Commonwealth requirements, the negotiated
competitive procurement process was used for this solicitation. In the negotiated procurement
process, the award is based on best value, a combination of technical capability and price.
A Request for Proposals (RFP) was issued on January 15, 2015. One (1) proposal was received on
February 24, 2015 from Incredible Supply and Logistics (ISL). A post-solicitation survey of vendors
concluded that most could not meet the requirements of the Scope of Work due to their geographical
location and/or misunderstood the requirements of the RFP. In addition to a technical proposal,
Proposers were required to provide unit prices for a list of various tools HRT anticipates its
mechanics will need during the life of the Contract. Upon an in-depth review and evaluation of the
proposal received, ISL was invited for discussions and negotiations.
At the conclusion of negotiations, a Best and Final Offer (BAFO) was requested. As a result of the
negotiations, ISL made several unit price concessions in their BAFO. After an analysis of the BAFO
received, HRT staff determined that ISL’s proposal provided best value to HRT.
ISL’s proposed unit prices are deemed fair and reasonable based on a price analysis performed
utilizing current market pricing. A contractor responsibility review performed confirmed that ISL is
both technically and financially capable to perform the work.
ISL is located in Virginia Beach, VA and provides similar services for VSE Corporation in
Alexandria, VA; Northrup Grumman Technical Services in Oklahoma City, OK; and, Science
Applications International Corporation (SAIC) in El Paso, TX. ISL has also provided similar
services for HRT satisfactorily.
This period of performance for this contract 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 by operating funds.
Project Manager: Pierre Marcellus, Manager of Materials and Bus Support
Contracting Officer: Sonya Luther, Assistant Director of Procurement
Recommendation: It is respectfully recommended that the Commission approve the award of a
contract for mobile tool supply services to Incredible Supply and Logistics in the not-to-exceed
amount of $129,500.
Contract No:
14-67397
Title:
New Bus Procurement
Price:
Term:
$33,715,500
1 Base Yr w/ 2 1-yr
options
Acquisition Description: Enter into a contract with a qualified Contractor to manufacture and deliver
thirty-two (32) new 40-foot buses for revenue service by December 31, 2015, with an option to purchase an
additional forty-five (45) new buses of mixed sizes during the subsequent option years, if exercised.
Background: Hampton Roads Transit (HRT) has a requirement for maintaining a minimum operating bus
fleet. Expanded service requirements and projected equipment shortage by the end of 2014 have
necessitated the purchase of additional buses for HRT revenue service.
Contract Approach: In accordance with FTA and Commonwealth requirements, the negotiated
competitive procurement process was used for this solicitation. In the negotiated procurement process, the
award is based on best value, a combination of technical capability and price.
A Request for Proposals (RFP) was issued on December 1, 2014. Three (3) proposals were received on
January 30, 2015 from Gillig LLC (Gillig), New Flyer of America, Inc. (New Flyer) and Nova Bus, a
division of Prevost Car (US), Inc. (Nova). Upon review and evaluation of the technical proposals, two (2)
firms which rated best to meet the Scope of Work (SOW) requirements, Gillig and New Flyer were invited
to discuss their proposals and provide technical clarifications on their approach to the SOW. Based on
information presented during the discussions, additional supporting documentation was requested from
both firms for further technical evaluation.
After a review and analysis of the additional information submitted, HRT staff determined that Gillig
offered the best value based on Vehicle construction, systems design, integration with HRT’s current
operating infrastructure and price. In an attempt to achieve the most competitive pricing, a Best and Final
Offer (BAFO) was requested from Gillig.
Gillig’s BAFO is deemed fair and reasonable based on a price analysis performed, and the fact that the
pricing was obtained in a competitive environment. In addition, Gillig’s final offer is approximately 2% or
$727,137 below their original proposal of $34,442,637. A contractor responsibility review confirmed that
Gillig is both technically and financially capable to perform the work.
Gillig is headquartered in Hayward, CA and has provided similar buses to HRT satisfactorily.
The period of performance for this Contract is one (1) base year, with two (2) additional one-year
options.
No DBE goal was established for this solicitation.
Cost/Funding:
This contract will be funded by grant funds.
Project Manager:
Michael Perez, Director of Rolling Stock
Contracting Officer: Dyanne Sampson, Director of Procurement
Recommendation:
It is respectfully recommended that the Commission approve the award of a
contract to Gillig to manufacture and deliver thirty-two (32) new 40-foot buses in the amount of
$14,018,400, with an option to purchase an additional forty-five (45) new buses of mixed sizes in the
amount of $19,697,100, for a total of $33,715,500.
Contract No:
14-67397
Title:
Price:
Term:
New Bus Procurement
$33,715,500
1 Base Yr w/ 2 1-yr
options
SOLICITATION RESULTS
NEW BUS PROCUREMENT
OFFEROR
BEST AND FINAL
OFFER
ORIGINAL OFFER
40’ Bus
35’ Bus
30’ Bus
Gillig LLC
$24,742,080
$3,119,080
$6,580,965
$33,715,500
New Flyer of
America, Inc.
$27,080,277
$3,528,965
N/A
N/A
Nova Bus, a
division of Prevost
Car (US, Inc.
$27,518,044
N/A
N/A
N/A
Contract No:
14-68477
Title:
On-Site Vehicle Inspection Services
Price:
Term:
$438,923
1 Yr. w/4 1-yr
options
Acquisition Description: Enter into a contract with a qualified Contractor to provide on-site vehicle
inspections and quality assurance services on an as needed basis.
Background: In accordance with Federal Transit Administration (FTA) regulations, Hampton Roads
Transit (HRT) is required to provide on-site vehicle inspection and quality assurance services to
ensure that overhauled, repowered and new transit vehicles meet all functional tests and Buy
American requirements. Under the terms of this agreement, the Contractor shall provide qualified
inspector (s) to perform pre-production or start of repair activities; refurbishment or production line
inspections; and, reporting and communication concerning HRT’s transit vehicle orders or
overhaul/refurbishment.
Contract Approach: In accordance with FTA and Commonwealth requirements, the Sealed
Bidding procurement process was used for this solicitation. In the sealed bidding process, a firmfixed price contract is awarded at the bid price, to the responsible bidder whose bid, conforming to all
material terms and conditions of the solicitation, is the lowest.
An Invitation for Bids was issued on February 11, 2015. Three (3) bids were received on March 13,
2015 from Raul V. Bravo and Associates, Inc. (Bravo), Craig Master Auto Technicians, LLC (Craig)
and Ameritran Service Corporation d/b/a Transit Resource Center (TRC). After an evaluation of the
bids received, the apparent low bidder, Bravo’s bid was deemed non-responsive because the firm
made significant changes to the solicited Price Schedule. As a result, TRC was deemed the lowest,
responsive (in compliance with submittal requirements) and responsible (capable to perform) bidder,
and therefore eligible for award.
TRC is located in Winter Springs, FL and provides similar services for the Illinois Department of
Transportation; Potomac and Rappahannock Transportation Commission in Woodbridge, VA; and,
the Capital District Transportation Authority in Albany, NY. TRC has also provided similar services
for HRT satisfactorily.
No DBE goal was assigned or this solicitation.
The period of performance for this contract is one (1) base year with four (4) additional one-year
options.
Cost/Funding:
This contract will be funded by grant funds.
Project Manager:
Pierre Marcellus, Manager of Materials and Bus Support
Contracting Officer: Sonya Luther, Assistant Director of Procurement
Recommendation: It is respectfully recommended that the Commission approve the award of a
contract to Transit Resource Center for on-site vehicle inspection services in the not-to-exceed
amount of $438,923.
Contract No:
14-68477
Title:
On-Site Vehicle Inspection Services
Price:
Term:
$438,923
1 Yr. w/4 1-yr
options
ATTACHMENT A
SOLICITATION RESULTS
FIRM
TOTAL OFFER PRICE
Raul V. Bravo and Associates, Inc.
$434,014.29
Ameritran Service Corporation d/b/a Transit
Resource Center
Craig Master Auto Technicians, LLC
$438,923.00
$2,005,498.00
Contract No:
15-68484
Title:
PeopleSoft Consultant
Services
Price:
Term:
$300,000
1 Yr.
Acquisition Description: Enter into a contract with three (3) Consulting Firms (Firms) to provide
consultants for project based services for Hampton Roads Transit’s (HRT) PeopleSoft HCM 9.1 and
PeopleSoft Financials / SCM 8.4 applications.
Background: On a periodic basis, HRT seeks PeopleSoft Functional and Technical consultant assistance
to supplement and support its existing resources in areas such as application maintenance; application
design and development; and, ongoing PeopleSoft growth. Under the terms of this agreement, the
successful Firms shall provide Consultants as needed to support projects on all currently installed HRT
versions of PeopleSoft Financials, PeopleSoft HCM and PeopleTools versions and modules, on a task order
basis.
Contract Approach: In accordance with FTA and Commonwealth requirements, the negotiated
competitive procurement process was used for this solicitation. In the negotiated procurement process, the
award is based on best value, a combination of technical capability and price.
A Request for Proposals (RFP) was issued on February 6, 2015. Six (6) proposals were received on March
5, 2015 from HyperGen, Inc. (HyperGen), ERP Analysts, Inc. (ERP), EdgeRock Technology Partners
(Edge Rock), iLynx, Inc. (iLynx), The REMY Corporation (REMY) and TransAmerica Training
Management (TransAmerica). In response to the RFP, Proposers were required to provide on-site and offsite billing rates for various levels of consultants in the relevant categories to be used for billing purposes.
Upon review and evaluation of the technical proposals, four (4) Firms, HyperGen, ERP, iLynx and
EdgeRock were rated best to meet the requirements of the Scope of Work (SOW). The Firms were invited
to provide clarification in regards to their technical qualifications and approach to the SOW. At the
conclusion of discussions, Best and Final Offers were requested from all four (4) firms, in an attempt to
achieve the most competitive pricing.
In order for HRT to have the ability to obtain the most skilled resources at the most favorable price when
PeopleSoft consultant services are required for any of the installed HRT PeopleSoft applications, a decision
was made to award to the three (3) most responsive and responsible proposers HyperGen, ERP and
EdgeRock. These firms provided the best value based on a combination of technical capability and price.
All three (3) firms provided rates deemed fair and reasonable based on the fact that the pricing was
obtained in a competitive environment. A contractor responsibility review performed confirmed that the
firms are both technically and financially capable to perform the work.
HyperGen is located in Roanoke, VA and provided similar services to Community Transit in Everett, WA;
Fresenius Medical Care in Nashville, TN; and, Olin Corporation in Cleveland, TN.
ERP is located in Dublin, OH and provided similar services to Detroit Public Schools in Detroit, MI;
Northern Virginia Community College in Annandale, VA; and Lower Colorado River Authority in Austin,
TX.
EdgeRock is located in Tampa, FL and provided similar services to Wyoming Department of
Transportation; Virginia Community College in Richmond, VA; and, Anixter International in Glenview,
IL.
The period of performance for this contract is one (1) year.
No DBE Goal is assigned for this solicitation.
Contract No:
15-68484
Title:
PeopleSoft Consultant
Services
Price:
Term:
Cost/Funding:
This contract will be funded by operating and grant funds.
Project Manager:
Glenda Dixon, PeopleSoft Technical Services Manager
$300,000
1 Yr.
Contracting Officer: Dyanne Sampson, Director of Procurement
Recommendation: It is respectfully recommended that the Commission approve the award of a contract to
HyperGen, Inc., ERP Analysts, Inc. and EdgeRock Technology Partners to a PeopleSoft Consultant
Services in the estimated amount of $300,000.
Contract No:
14-67412
Title:
Ticket Vending Machines,
Fareboxes, Associated Software/
Hardware, Spare Parts and
Maintenance Support Services
Price:
Term:
$5,410,000
2 Yrs. w/2 2yr options
Acquisition Description: Enter into a sole source contract, with Genfare, a Division of SPX
Corporation (Genfare) for the purchase of Ticket Vending Machines (TVMs), Fareboxes, associated
hardware/software, spare parts, and maintenance support services.
Background: All TVMs and Fareboxes currently used by Hampton Roads Transit (HRT) are
manufactured by Genfare, which holds the proprietary rights to the equipment and software involved.
HRT has a requirement for the purchase of new TVMs, fareboxes, associated components and spare
parts; as well as, software/hardware, maintenance support and repair parts for the existing fareboxes,
TVM’s, vaults and fare management systems that are deemed critical to the revenue management
processes.
Contract Approach: FTA and Virginia Public Procurement Act guidelines allow non-competitive
procurements when only one source is practicably available and the award of a contract is infeasible
under small purchase procedures, sealed bids, or competitive proposals. Due to the specific
requirements of this solicitation, full and open competition was not a feasible method of
Procurement. Sole Source procurements are accomplished through solicitation and acceptance of a
proposal from only one source.
A solicitation was issued on January 23, 2015 and Genfare provided a responsive proposal on
February 6, 2015 which included unit prices for equipment and services specified in the Price
Schedule. Unit prices were also established for the option years of the contract. Subsequent to the
receipt of Genfare’s proposal, an addendum was issued to incorporate unit prices for the Fast Fare
farebox spare parts into the Price Schedule.
Based on the result of a price analysis performed using historical data and peer agency pricing,
Genfare’s proposed unit prices are deemed fair and reasonable.
Genfare is located in Elk Grove Village, IL and currently provides fare collection equipment and
maintenance support services to HRT satisfactorily.
The period of performance for this contract is two (2) base years, with two (2) additional two-year
options.
Cost/Funding: This contract will be funded with Grant and Operating Funds.
Project Manager: Alesia Cain, Chief Technology Officer
Contracting Officer: Michele Goode-Bacon, Light Rail Buyer
Recommendation: It is respectfully recommended that the Commission approve the award of a sole
source contract to Genfare, to provide fare collection equipment and maintenance support services in
the not-to-exceed amount of $5,410,000.