Board of Directors Meeting - The T | Fort Worth Transportation

F ORT W ORTH T RANSPORTATION A UTHORITY
Board of Directors
Meeting
9/28/2015
The Hershel R. Payne Transportation Complex
1600 East Lancaster Avenue, 2nd Floor Board Room
Fort Worth, TX 76102
FORT WORTH TRANSPORTATION AUTHORITY
Board of Directors Meeting Agenda
3:30 p.m., Monday, September 28, 2015
The Hershel R. Payne Transportation Complex
1600 E. Lancaster Avenue, 2nd Floor Board Room
Fort Worth, Texas76102
1.
Call to Order
2.
Pledge of Allegiance
3.
Citizen Comments
4.
Committee Reports
a. Fort Worth Bike Sharing Board Meeting, September 1, 2015- Jeff Davis
b. Mobility Impaired Transportation Services Advisory Committee (MITSAC),
September 2, 2015- Ken Newell
c. Regional Transportation Council (RTC) – September 10, 2015- Scott Mahaffey
d. Commuter Rail Committee Meeting (CRC) – September 21, 2015- Carter Burdette
e. Planning/Operations/Marketing Committee (POM) – September 21, 2015 –Neftali Ortiz
f.
Finance & Audit Committee (F&A)- September 21, 2015- Jeff King
a. BA2015-53 Adopting the FY2016 Capital & Operating Budgets
5.
Items to be Withdrawn from Consent Agenda
6.
Consent Agenda
a. BA2015-54
b. BA2015-55
c. BA2015-56
d. BA2015-57
e.
f.
g.
h.
i.
BA2015-58
BA2015-59
BA2015-60
BA2015-61
BA2015-62
Interlocal Agreement with the City of Fort Worth for Engineering Services for
Live Oak Connector Realignment – Commuter Rail Committee
Award of Contract to Oncor Electric Delivery Company for Utility Relocation at
Hodge Yard – Commuter Rail Committee
Award of Contract to Oncor Electric Delivery Company for Utility Relocation at
Peach Yard – Commuter Rail Committee
TEX Rail – Revised Locally Preferred Alternative for the Minimum Operable
Segment (MOS) and Resolution- Commuter Rail Committee
Maps, Schedules & Signage Design Services – POM Committee
Interactive Voice Response (IVR) System – POM Committee
IT Consultant Services Tasks 2-4 – POM Committee
Sale of the Airporter Park and Ride Facility- F&A Committee
Lease of Office Space – F&A Committee
This facility is wheelchair accessible. For accommodations, for hearing or sight interpretive services, please contact Melanie
Kroeker at (817) 215-8621, 48 hours in advance.
1
FORT WORTH TRANSPORTATION AUTHORITY
Board of Directors Meeting Agenda
3:30 p.m., Monday, September 28, 2015
The Hershel R. Payne Transportation Complex
1600 E. Lancaster Avenue, 2nd Floor Board Room
Fort Worth, Texas76102
j.
k.
l.
m.
n.
o.
7.
BA2015-63
BA2015-64
BA2015-65
BA2015-66
BA2015-67
BA2015-68
Lease Agreement for T&P Parking- F&A Committee
Landscape and Maintenance Services for The T- F&A Committee
Rental of Dumpsters and Waste Control Services- F&A Committee
Wellness Program Services- F&A Committee
ITC Audio-Visual Enhancements and Maintenance- F&A Committee
Purchase of Oils & Lubricants- F&A Committee
Action Item
a. BA2015-69
TEX Rail Construction Design Estimate Services-
8.
President’s Report- Paul Ballard
9.
Chair’s Report - Scott Mahaffey
a. Appointment of the Nominating Committee
10.
Other Business
11.
Executive Session
Bob Baulsir
The Board of Directors may convene in Executive Session under the Texas Open Meetings
Act for the consultation with its Attorney pursuant to Section 551.071; deliberation regarding
real property pursuant to Section 551.072; deliberation regarding prospective gift pursuant to
Section 551.073; deliberation regarding personnel matters pursuant to Section 551.074;
deliberation regarding security devices pursuant to Section 551.076 and/or deliberations
regarding economic development negotiations pursuant to Section 551.087.
12.
Reconvene
13.
Vote on Action Taken on Matters Deliberated in Executive Session
14.
Adjourn
This facility is wheelchair accessible. For accommodations, for hearing or sight interpretive services, please contact Melanie
Kroeker at (817) 215-8621, 48 hours in advance.
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4
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Board of Directors
Action Item
Item Number: BA2015-53
Meeting Date: September 28, 2015
Item Title: Adopting the FY2016 Capital & Operating Budgets
BACKGROUND
A Budget Workshop was conducted at the Finance Committee Meeting held on July 13, 2015 to
discuss the fiscal year 2016 Operating and Capital Budgets. During this workshop, the budgets
were discussed in detail and reviewed to ensure compliance with the policy guidance of the Board.
Preliminary approval of the budgets was given at the July 20th Board meeting (BA2015-47), and
then the budgets were made available to The T’s member cities.
OPERATING BUDGET
The T’s summary fiscal 2016 Operating Budget is attached. To recap, the fiscal 2016 Operating
Budget revenue is projected to increase due to sales tax, as a projected 4.6% growth rate.
Expenses increased 2.7%, due primarily to Salary and Wages, Fringe Benefits (specifically Group
Health Insurance rates) and by an increase in Other Service type expenses, specifically Purchased
Transportation Services.
Changes from the Preliminary Budget are as follows:
(amounts in thousands)
__Inc / (Dec)_
Revenue
Sales Tax
Contributions from Grapevine
Total Revenue Increase
Expense
Salary & Fringe Benefits
Services –Other
Services –Purchased Transportation
Total Expense Increase
39
176
215
65
207
1,093
1,365
Changes from the preliminary operating revenue budget are the result of updated sales tax revenue
projections (based on better than expected growth in the last three months). Salary and fringe
benefits changed due to an estimated increase in the group health insurance rates. The increase
is an estimate and is part of the efforts to change from a fully-insured plan to a self-insured plan.
The “service type expense – other” change was due to adding professional services for a financial
rating in 2016 and printing services.
6
Meeting Date: September 28, 2015
Item Number: BA2015-53
Page: 2
Subject: Adopting the FY2016 Operating & Capital Budgets
The “service type expense – purchased transportation” (specifically related to the Trinity Railway
Express) have increased as a result of two changes that occurred since the Board’s preliminary
approval: 1) detailed TRE budget was provided and; 2) Denton County Transportation Authority
(DCTA) is no longer participating in the regional operating and maintenance contract and cost
sharing.
KEY PERFORMANCE INDICATORS
The fiscal 2016 Key Performance Indicators establish goals for The T’s operations. Goals are set
as follows:
FY2015
93%
7,500
1.73
1.25
94%
2.0
On-Time Performance
Miles per Road Call
Accidents per 100k miles
MITS Accidents per 100k miles
MITS On-Time Performance
MITS Trips per Hour
FY2016
93%
9,000
1.5
0.95
94%
2.0
Performance in 2016 will be measured using these metrics and reported throughout the fiscal year.
CAPITAL BUDGET
The summary of The T’s proposed Capital Budget for fiscal 2016 is attached. The MITS On-Line
Reservation capital project was removed from the budget after further analysis.
RECOMMENDATION
The Finance & Audit Committee recommends that The T’s Board of Directors adopt the fiscal 2016
Operating and Capital Budgets.
Disposition by Board of Directors
Secretary Approval: _____________________________________________ Date: _________________________
7
Fort Worth Transportation Authority
Operating Budget
(Amounts in Thousands)
FY 2016
Budget
Operating Revenue
Fixed Route
Para-transit
TRE
E-Pass
Other Operating
Total Operating Revenue
Other Revenue
Sales Tax
Investment
Advertising
Operating Grants
Capital Grants
$
3,997
1,140
2,226
310
360
8,033
67,857
400
340
13,154
168,105
9,770
980
400
610
261,616
269,649
Contributions from Grapevine
Contributions from Partners
Miscellaneous
Rental Income
Total Other Revenue
Total Revenue
Operating Expense
Salary and Benefits
Services
Fuels and Lubricants
Tires and Tubes
Maintenance Materials
Supplies and Materials
Utilities
Insurance
Taxes and Fees
Miscellaneous
36,541
22,720
2,457
416
2,823
447
890
402
118
1,050
Total Operating Expense
67,863
169
1,133
Local Area Programs
Other non-operating expense
200,484
Net Available for Capital
Capital Expenditures
Interim Financing
Capital Lease Principal Payment
Decrease in Reserves
Beginning Reserves
Ending Reserves
Budgeted Non-Cash Depreciation
8
$
413,694
(53,383)
275
(160,102)
169,102
9,000
$
16,426
$
Fort Worth Transportation Authority
Fiscal 2016 Capital Budget
Fiscal 2016
(Amounts in Thousands)
Total
Budget
Federal
Funding
Federal
Funding
%
Partner
Cont
Local
Share
Cumulative
Expenditures
Projected
Projected thru Expenditures
9/30/15
FY16
The T's
Share
Partner
Cont
Federal
Funding
FY 2015 (Projects Carried Over):
Bus Maintenance
Vehicle Purchase - FY16
Bus Wash
Trinity Railway Express
Positive Train Control
TRE Double Tracking Mosier Valley Design/Const
TRE Grade Crossing (Appendix A)
TRE Trinity River Bridge (Env & Design)
TRE Next Train Upgrade
TRE Security Video Enhancement
TRE Station ADA Platform Gates
Other
ADA Accessible Bus Stops
Fleet-wide Passenger Information System
Interactive Voice Response System
Multi-Year Transportation Enhancements
Multi-year Desktop Replacement (FY13-FY16)
Total FY15 Projects Carried Over to FY16
$ 10,902
560
$
9,049
-
83% $
0%
-
$ 1,853
560
16,376
3,500
2,000
4,300
415
285
207
6,250
2,800
1,600
969
191
180
38%
80%
80%
23%
0%
67%
87%
-
10,126
700
400
3,331
415
94
27
530
192
242
196
70
8,026
3,500
1,808
4,300
219
285
137
4,976
700
362
3,331
219
94
27
-
3,050
2,800
1,447
969
191
110
719
2,714
519
600
96
575
445
480
-
80%
16%
0%
80%
0%
-
144
2,268
519
120
96
159
471
361
220
71
200
2,243
158
100
25
40
1,797
158
20
25
-
160
445
80
-
$ 43,193
$ 22,539
52% $
-
$ 20,653
32,463
$ 14,162
-
$ 18,301
9
$
$
-
2,512
$
$
10,902
560
$
1,853
560
$
$
-
$
9,049
-
Fort Worth Transportation Authority
Fiscal 2016 Capital Budget
Fiscal 2016
(Amounts in Thousands)
Page 1 Subtotal
Federal
Funding
%
Partner
Cont
Local
Share
Cumulative
Expenditures
Projected
Projected thru Expenditures
9/30/15
FY16
Total
Budget
Federal
Funding
$ 43,193
$ 22,539
52% $
-
$ 20,653
$
2,512
$
32,463
$
14,162
$
-
$ 18,301
$ 2,500
649
707
300
200
235
116
$
0% $
0%
83%
0%
0%
0%
0%
-
$ 2,500
649
120
300
200
235
116
$
-
$
500
649
707
300
200
235
116
$
500
649
120
300
200
235
116
$
-
$
The T's
Share
Partner
Cont
Federal
Funding
FY 2016 "New" Capital Projects:
Bus Maintenance
CNG Station Upgrades
Capital Maintenance T Facilities - FY16
MITS Vehicles - FY16
Staff Vehicles
Capital Maintenance Parking Lots - FY16
Maintenance Vehicles - FY16
Miscellaneous Equipment - FY16
Trinity Railway Express
TRE Capital Maintenance - FY16
587
-
587
-
TRE Double Tracking (Tarrant Env Study)
3,480
1,500
-
0%
0%
-
3,480
1,500
-
3,480
1,500
3,480
1,500
-
-
Other
Company-wide Software System
Automated Fare Collection System
Lease Improvements
Upgrade ITC Conference Rooms
5,524
4,000
100
100
-
0%
0%
0%
0%
-
5,524
4,000
100
100
88
-
384
4,000
100
100
384
4,000
100
100
-
-
3%
-
18,824
88
12,271
11,684
-
587
-
$ 39,477
-
$ 18,888
Total "New" FY16 Projects
19,411
587
Subtotal T Projects
$ 62,604
$ 23,126
37% $
10
$
2,600
$
44,734
$
25,846
$
Fort Worth Transportation Authority
Fiscal 2016 Capital Budget
Fiscal 2016
*
Total
Budget
(Amounts in Thousands)
Federal
Share
-
Partner
Cont
0% $
Local
Share
$
62,604
$
206,907
86,156
26,210
156,245
66,659
123,034
112,419
777,630
$ 112,353
32,955
13,105
92,744
37,719
61,517
47,419
397,813
10,236
45,076
36,833
22,831
3,948
3,948
3,948
3,948
7,535
33,181
27,113
16,806
2,906
2,906
2,906
2,906
74%
74%
74%
74%
74%
74%
74%
74%
10,000
4,000
-
2,701
1,895
5,720
6,025
1,042
1,042
1,042
1,042
130,767
96,259
74%
14,000
Contingency
68,641
34,320
50%
Finance Charges
21,742
10,871
998,780
539,263
$ 1,061,384
$ 539,263
Page 2 Subtotal
$
Federal
Funding
%
-
Cumulative
Expenditures
Projected
Projected thru Expenditures
9/30/15
FY16
The T's
Share
Partner
Cont
Federal
Funding
$ 39,477
$
2,600
$
44,734
$ 25,846
$
-
$ 18,888
$ 79,554
9,375
13,105
43,393
28,940
56,517
230,883
$
33,053
2,811
35,864
$
91,360
29,487
12,943
76,772
12,940
84,437
13,183
321,122
$ 41,750
18,208
6,472
31,201
12,940
42,218
152,790
$
13,183
13,183
$ 49,610
11,279
6,472
45,571
42,218
155,149
7,953
15,474
15,843
785
91
1,762
-
30,103
6,000
4,500
1,500
3,000
3,000
-
7,944
1,583
1,188
1,500
792
792
-
10,000
4,000
-
12,159
417
3,312
2,208
2,208
-
20,508
41,908
48,103
13,798
14,000
20,305
8,375
25,946
-
-
-
-
-
50%
-
10,871
-
-
-
-
-
54%
171,309
288,208
77,772
51% $ 171,309
$ 327,685
TEX Rail
Guideway and Track
Stations
Yards and Shops
Site work and Special Conditions
Signals, Communications, Systems
Right-of-Way, Real Estate
Commuter Rail Vehicles
Subtotal
Professional Services
Project Development
Engineering
Project Mgt for Design & Construction
Construction Administration & Mgt
Professional Liability/Non-Const Ins.
Legal: permits, fees by other agencies
Surveys, Testing, Investigation, Inspection
Start-up (Incl Railroad Agreements)
Professional Services Subtotal
TEX Rail Total
Grand Total - All Projects
54% $ 15,000
38%
43,826
50%
59%
20,108
57%
50%
5,000
42%
65,000
51% 148,934
* The TEX Rail project budget is in year of expenditure dollars and matches the latest FTA project cost submittal.
11
$
80,372
$
369,225
166,588
27,183
175,454
413,959
$ 192,434
$ 27,183
$ 194,342
Fort Worth Transportation Authority
Fiscal 2016 Capital Budget
Appendix A
Fiscal 2016
Total
Budget
(Amounts in Thousands)
TRE Grade Crossings
Precinct Line Road
Design & Construction
Calloway Cemetery Rd Crossing
Signal & Gate Installation
Beach Street Crossing
Design & Construction
Haltom Road Crossing
Design & Construction
Other Street Crossings
Design & Construction
TRE Grade Crossings Grand Total:
$
$
750
Federal
Funding
Local
Share
750
600
80%
-
150
-
750
150
-
600
300
240
80%
-
60
-
300
60
-
240
75
60
80%
-
15
-
75
15
-
60
125
100
80%
-
25
-
125
25
-
100
80% $
-
12
$
400
$
$
192
192
$
$
558
1,808
$
$
112
362
$
$
-
Federal
Funding
-
1,600
150
Partner
Cont
80% $
$
$
The T's
Share
600
2,000
$
Federal
Partner
Funding % Share
Cumulative
Expenditures
Projected
Projected
Expenditures
thru 9/30/15
FY16
-
$
$
446
1,446
Consent Agenda
Items
Board of Directors
Action Item
Item Number: BA2015-54
Meeting Date: September 28, 2015
Item Title: Interlocal Agreement with the City of Fort Worth for Engineering Services for
Live Oak Connector Realignment
BACKGROUND
This action item seeks Board approval of an Interlocal Agreement (ILA) between the City of Fort
Worth (COFW) and the Fort Worth Transportation Authority (The T) for engineering services to
realign the COFW’s Live Oak Connector in the vicinity of 1st Street to allow TEX Rail to realign the
proposed track alignment to avoid a conflict with an AT&T Fiber Optic Manhole. The cost estimates
provided from AT&T for the relocations of the conflicting Fiber Optic facilities with TEX Rail are
approximately $800,000 to $1 million, versus the cost associated with realignment of COFW’s Live
Oak Connector of $120,000.
The COFW does not currently have the funds to cover the
realignment costs, so The T has agreed to cover the actual costs with the COFW’s redesign effort,
including updating the environmental document, engineering services, and additional real-estate
cost.
FINANCING
The financial impact to the T is the COFW’s actual cost for the redesign work up to $120,000.
RECOMMENDATION
The Commuter Rail Committee recommends that The T’s Board of Directors authorize The T’s
President/CEO to execute an Interlocal Agreement with the City of Fort Worth for authorization for
engineering services to realign the Live Oak Connector at a cost not-to-exceed $120,000.
Disposition by Board of Directors
Secretary Approval: _____________________________________________ Date: _________________________
13
Board of Directors
Action Item
Item Number: BA2015-55
Meeting Date: September 28, 2015
Item Title: Award of Contract to Oncor Electric Delivery Company for Utility Relocation at
Hodge Yard
BACKGROUND
In 2006, the Southwest-to-Northeast Transportation Corridor Study was issued which studied a
broad range of modal and alignment alternatives to connect southwest Fort Worth, downtown Fort
Worth and DFW Airport. Commuter rail was selected as the preliminary Locally Preferred
Alternative in this corridor.
In October 2008, the Draft Environmental Impact Statement for the Southwest-to-Northeast
Transportation Corridor Study was issued for public comment. This document forms the basis for
the implementation of the commuter rail corridor.
In April 2011, the official name of the Southwest-to-Northeast Project was changed to TEX Rail.
In March 2012, the FTA granted the TEX Rail project entry into preliminary engineering.
In August 2013, The T Board voted to accept the proposed MOS as the Preferred Alternative to be
included in the FEIS. The MOS eliminated the Southwest portion of the line extending from the SE
terminus to just prior to the existing T & P Station in downtown Fort Worth.
In September 2014, a Record of Decision (ROD) was issued for the project by both the FTA and
FAA.
In November 2014, NTP was issued to Parsons/Transystems Joint Venture (P-TS) for final design
of TEX Rail. After NTP, the TEX Rail team confirmed the transmission line at Hodge yard was in
conflict with the rail alignment.
Between October and December 2014, several meetings with Oncor were held to discuss several
utility relocations along the alignment. The transmission line at Hodge Yard was discussed as a
conflict with the TEX Rail project alignment.
In February 2015, an alternative alignment was developed at Hodge Yard that lowered the TEX
Rail profile approximately 25 feet in the area of the Oncor Crossing reducing the cost of the utility
relocation.
In July 2015, Oncor submitted a cost estimate to The T for the transmission line relocation at Hodge
yard in the amount of $1,028,124.93.
PROCUREMENT
This contract is a sole source procurement with Oncor Electric Delivery Co. The Director of
Contract Administration and Procurement has made a written determination that there is only one
source for the required relocation in accordance with The T’s Procurement Policy. The Contract
type is a Cost Reimbursable Contract through which The T will pay Oncor’s actual costs for the
relocation. The Contract does not include any profit or fee. The DBE Goal for this Contract is 0%.
14
Meeting Date: September 28, 2015
Item Number: BA2015-55
Page: 2
Subject: Award of Contract to Oncor Electric Delivery Company for Utility Relocation at Hodge
Yard
FINANCING
The cost of the utility relocation is included in the T’s capital budget and the 2035 Financial Plan.
It will be funded with a combination of Federal and State grants with local match funded primarily
with local dollars from The T and Grapevine.
RECOMMENDATION
The Commuter Rail Committee recommends that The T’s Board of Directors authorize the President
& CEO to execute an Agreement with Oncor Electric Delivery for utility relocation at Hodge Yard in
an amount of $1,028,124.93 and a contingency of $308,437.48, to cover any unforeseen
circumstances, for an amount not to exceed $1,336,562.41.
Disposition by Board of Directors
Secretary Approval: _____________________________________________ Date: _________________________
15
Board of Directors
Action Item
Item Number: BA2015-56
Meeting Date: September 28, 2015
Item Title: Award of Contract to Oncor Electric Delivery Company for Utility Relocation at
Peach Yard
BACKGROUND
In 2006, the Southwest-to-Northeast Transportation Corridor Study was issued which studied a
broad range of modal and alignment alternatives to connect southwest Fort Worth, downtown Fort
Worth and DFW Airport. Commuter rail was selected as the preliminary Locally Preferred
Alternative in this corridor.
In October 2008, the Draft Environmental Impact Statement for the Southwest-to-Northeast
Transportation Corridor Study was issued for public comment. This document forms the basis for
the implementation of the commuter rail corridor.
In April 2011, the official name of the Southwest-to-Northeast Project was changed to TEX Rail.
In March 2012, the FTA granted the TEX Rail project entry into preliminary engineering.
In August 2013, The T Board voted to accept the proposed MOS as the Preferred Alternative to be
included in the FEIS. The MOS eliminated the Southwest portion of the line extending from the SE
terminus to just prior to the existing T & P Station in downtown Fort Worth.
In September 2014, a Record of Decision (ROD) was issued for the project by both the FTA and
FAA.
In November 2014, NTP was issued to Parsons/Transystems Joint Venture (P-TS) for final design
of TEX Rail. After NTP, the TEX Rail team confirmed the transmission line at Peach yard was in
conflict with the rail alignment.
In December 2014, several meetings with Oncor were held to discuss several utility relocations
along the alignment. Oncor informed The T that the transmission line Peach yard was also in
conflict with the TxDOT Downtown Connector project and that there would be significant savings
to making the TEX Rail adjustments at the same time as the Downtown Connector project.
In March 2015, Oncor submitted a cost estimate to The T for $1,282,098.90 for the total installation
for both TEX Rail and the Downtown Connector. The T’s share of the cost is 9.5% of the total for
an amount of $121,799.40.
In April 2015, the Contract for Oncor Utility Relocation at Peach Yard was approved by the T
Commuter Rail Committee and the Board of Directors.
In July 2015, Oncor informed The T that Oncor changed the basis for calculating The T’s share of
the total cost from pole height to pole weight and submitted a revised cost estimate for The T’s
share of the cost at 15.9% of the total for an amount of $203,853.72.
16
Meeting Date: September 28, 2015
Item Number: BA2015-56
Page: 2
Subject: Award of Contract to Oncor Electric Delivery Company for Utility Relocation at Peach
Yard
PROCUREMENT
This contract is a sole source procurement with Oncor Electric Delivery Co. The Director of
Contract Administration and Procurement has made a written determination that there is only one
source for the required relocation in accordance with The T’s Procurement Policy. The Contract
type is a Cost Reimbursable Contract through which The T will pay Oncor’s actual costs for the
relocation. The Contract does not include any profit or fee. The DBE Goal for this Contract is 0%.
FINANCING
The cost of the utility relocation is included in the T’s capital budget and the 2035 Financial Plan.
It will be funded with a combination of Federal and State grants with local match funded primarily
with local dollars from The T and Grapevine.
RECOMMENDATION
The Commuter Rail Committee recommends that The T’s Board of Directors authorize the
President & CEO to execute an Agreement with Oncor Electric Delivery for utility relocation at
Peach Yard in an amount of $203,853.72 and a contingency of $61,156.12, to cover any
unforeseen circumstances, for an amount not to exceed $265,009.84.
Disposition by Board of Directors
Secretary Approval: _____________________________________________ Date: _________________________
17
Board of Directors
Action Item
Item Number: BA2015-57
Meeting Date: September 28, 2015
Item Title: TEX Rail – Revised Locally Preferred Alternative for the Minimum Operable
Segment (MOS) and Resolution
BACKGROUND
Revised Locally Preferred Alternative for the TEX Rail Minimum Operable Segment
On March 5, 2015 the Fort Worth Transportation Authority’s (The T’s) Board of Directors
unanimously approved item number R2015 - 005 which revised the Locally Preferred Alternative
(LPA) for the TEX Rail Minimum Operable Segment (MOS). After adoption of the revised LPA,
The T staff worked to obtain Agreements with North Richland Hills and Haltom City to obtain
funding commitments for the TEX Rail project and support The T’s Full Funding Grant Agreement
application to the FTA.
The T was able to obtain a commitment from North Richland Hills and an Interlocal Agreement was
signed by both parties in July, 2015. The T was not able to secure a financial commitment from
Haltom City and finds it necessary to drop Haltom City from the MOS. This change in project
definition requires The T’s Board of Directors to adopt a resolution identifying the modified LPA as
the MOS, without a station stop in Haltom City.
The modified TEX Rail Project definition is described as follows:
The proposed TEX Rail project is a 27.2-mile commuter rail system planned to operate between
downtown Fort Worth, Texas and northeast Tarrant County to the DFW Airport. The commuter rail
line will consist of nine stations (two of which are existing and will be shared with the TRE service
in downtown Fort Worth). In addition to the two common stations in downtown Fort Worth, the TEX
Rail line will share the DFW Airport-North Station with the future planned Dallas Area Rapid Transit
(DART) Cotton Belt East Line. The DFW Airport-Terminal A Station is served by the DART Orange
line light rail service, and the Grapevine Main Street Station will serve the Grapevine Vintage
Railroad excursion train operating from Grapevine to the Fort Worth Stockyards.
The following stations will be served by the proposed TEX Rail system:








Texas and Pacific (T&P) Station – Existing TRE Station
Fort Worth Intermodal Transportation Center (ITC) – Existing TRE Station
North Side Station
Beach Street Station
North Richland Hills-Iron Horse
North Richland Hills-Smithfield
Grapevine-Main Street Station
DFW Airport-North Station
18
Meeting Date: September 28, 2015
Item Number: BA2015-57
Page: 2
Subject: TEX Rail – Revised Locally Preferred Alternative for the Minimum Operable Segment
(MOS) and Resolution

DFW Airport-Terminal B Station (no transit parking).
Where necessary, some portions of the alignment are double tracked to facilitate operations.
Maintenance of rolling stock will occur at a dedicated Equipment Maintenance Facility along the
TEX Rail line in north Fort Worth.
RECOMMENDATION
The Commuter Rail Committee recommends that The T’s Board of Directors approve the Minimum
Operable Segment, as described above, as the Locally Preferred Alternative for the TEX Rail MOS
and adopt the attached resolution for that reason.
Disposition by Board of Directors
Secretary Approval: _____________________________________________ Date: _________________________
19
45
A Resolution
Resolution of the Board of Directors
of the
Fort Worth Transportation Authority
Regarding the Revised Locally Preferred Alternative for the
TEX Rail Minimum Operable Segment
(R2015-012)
WHEREAS, in 2006, The T’s Board of Directors initiated a Draft Environmental Impact Statement (DEIS)
for the Southwest-to-Northeast Corridor (now “TEX Rail”), which examined the social, economic, and environmental
impacts of a No-Build Alternative, a Baseline Alternative, and a Commuter Rail Alternative; and
WHEREAS, based on cost and other considerations, the project was redefined as the minimum operable
segment (MOS), which was included in the Draft Environmental Impact Statement (DEIS) and the Final
Environmental Impact Statement (FEIS) as an optional alignment; and
WHEREAS, based on comments received during public hearings and subsequent railroad negotiations, the
Western Bypass and Choctaw Design Options were eliminated from further evaluation and refinement of the
Commuter Rail Alternative has progressed and resulted in minor modifications to the Commuter Rail Alternative
alignment and station locations; and
WHEREAS, the FTA re-evaluation submittal entitled, TEX Rail Environmental Assessment (EA), January
2013, was prepared to update existing conditions within the study area and to document and assess changes that had
occurred to the TEX Rail project following the completion of the DEIS; and
WHEREAS, a TEX Rail Final Environmental Impact Statement (FEIS), May 2014 was prepared to update
existing conditions within the study area and to document and assess changes that had occurred to the TEX Rail
project following the completion of the DEIS and EA; and
WHEREAS, the description of the recommended MOS Preferred Alternative (Commuter Rail Alternative)
is the TEX Rail project, consisting of an approximately 27.2-mile commuter rail system planned to operate between
downtown Fort Worth and northeast Tarrant County to the Dallas-Fort Worth International Airport (“DFW Airport”);
and
WHEREAS, the FTA Record of Decision was issued on September 29, 2014, which excluded the two
deferred North Richland Hills stations; and
WHEREAS, in March 2015, the T’s Board of Directors approved an MOS that would consist of 10 stations
(two of which are existing and will be shared with the Trinity Railway Express “TRE” service in downtown Fort
Worth); and
WHEREAS, the FTA amended Record of Decision was issued on April 17, 2015, adding the two North
Richland Hills stations into the Project as opening day stations and included a dedicated EMF facility located in north
Fort Worth near where the Cotton Belt alignment crosses Sylvania Avenue; and
WHEREAS, Haltom City was unable to commit 3/8 cent sales tax contribution so that they could have an
opening day station; and
20
A Resolution
WHEREAS, this revised commuter rail system would consist of 9 stations (two of which are existing and will be
shared with the Trinity Railway Express “TRE” service in downtown Fort Worth; and
WHEREAS, in addition to the two common stations in downtown Fort Worth, the TEX Rail line would share the
DFW Airport-North Station with the future planned Dallas Area Rapid Transit (“DART”) Cotton Belt East Line; and
WHEREAS, the DFW Airport-Terminal A/B Station would be served by TEX Rail at Terminal B and the DART
Orange Line light rail service at Terminal A; and
WHEREAS, the following stations would be served by the proposed TEX Rail Locally Preferred Alternative:









Texas and Pacific (T&P) Station – Existing TRE Station
Fort Worth Intermodal Transportation Center (ITC) – Existing TRE Station
North Side – north of 28th Street
Beach Street
North Richland Hills – Iron Horse
North Richland Hills - Smithfield
Grapevine-Main Street
DFW Airport-North
DFW Airport-Terminal B (no transit parking); and
WHEREAS, it is assumed that


some portions of the alignment will be double tracked;
heavy maintenance of rolling stock will occur at an
Equipment Maintenance Facility (“EMF”) in north Fort Worth; and
NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Fort Worth Transportation
Authority that the Locally Preferred Alternative for the TEX Rail MOS, with the elements described in this Resolution,
be and is in all things approved.
ADOPTED:
September 28, 2015
_______________________
Scott Mahaffey
Chair
________________________
Carter Burdette
Secretary
21
THE STATE OF TEXAS
§
COUNTY OF TARRANT
§
FORT WORTH TRANSPORTATION AUTHORITY §
I, the undersigned, Secretary of the Board of Directors for the Fort Worth Transportation
Authority (the "Authority"), hereby certify that the above and foregoing is a true, full and correct
copy of the duly presented and adopted by the Board of Directors, at a regular session held on the
28h day of September, A.D. 2015, as same appears of record in the official Authority files.
WITNESS my hand and seal of said Authority this 28th day of September A.D. 2015.
Carter Burdette
Secretary, Board of Directors
Fort Worth Transportation Authority
AUTHORITY SEAL
22
Board of Directors
Action Item
Item Number: BA2015-58
Meeting Date: September 28, 2015
Item Title: Map, Schedules & Signage Design Services
BACKGROUND
We plan to upgrade and improve the design and printing of maps, schedules and bus stop
information. The first step in the process is the needed re-design services work. The second
phase of the process will be to solicit and award a contract for the production of designed
materials on an ongoing basis.
REQUEST FOR PROPOSAL
An RFP was issued seeking proposals from qualified firms with a minimum of five years of
experience for the first step to provide design services for the production of various passenger
information pieces. In accordance with The T’s Procurement Policy, Request for Proposals (RFP
15-T032) for Design Services for Passenger Information Materials was advertised on The T’s
website beginning July 1, 2015 and was downloaded by 24 firms. Two firms submitted proposals.
FINANCING
Funds are available in The T’s FY 2016 Marketing Budget in the line item Professional Services to
finance this project. Funds for future years will be included in each annual proposed budget
PROCUREMENT
An evaluation committee from The T reviewed both proposals received for specific qualifications,
and rated CHK America Inc. as the highest responsive, responsible and compliant proposer, based
on the submitted proposal of the firm. The established DBE goal for this solicitation was 5%. CHK
America, Inc. has committed to work with a DBE installer for a portion of the work to install signage.
RECOMMENDATION
The Planning/Operations/Marketing Committee recommends that The T’s Board of Directors
authorize the President/CEO to enter into a five (5) year agreement with CHK America for
Passenger Information Design Services for an annual amount not to exceed $156,275 in year one,
with a five (5) year total estimated not-to-exceed $485,945.
Disposition by Board of Directors
Secretary Approval: _____________________________________________ Date: _________________________
23
Board of Directors
Action Item
Item Number: BA2015-59
Meeting Date: September 28, 2015
Item Title: Interactive Voice Response (IVR) System
BACKGROUND
Since 2005, The T has used Trapeze licensed software product suites for transportation
management. Trapeze Software creates and develops software solutions for transportation
agencies for managing daily operations. The T utilizes the software for both demand response and
fixed route operations to handle passenger scheduling, route planning, dispatching, workforce
management, and customer trip planning
SOLE SOURCE PROCUREMENT
The Trapeze Interactive Voice Response (IVR) system module is required to automate scheduling
services for passenger trips. This application uses interactive voice response technology to provide
public transit passengers with 24/7 access to scheduled and real-time bus information. This feature
will allow customers to look up vehicle departure times for one or more routes passing a bus stop,
using a unique stop identification number, and access schedule information for current or future
dates and times. It will increase administrative efficiency by enabling the text-to-speech engine to
automatically generate computerized voice for data elements, such as bus stop names. It will also
enhance information provided to passengers by creating announcements reflecting current
conditions, such as delays, detours or cancellations and will gather valuable information from
customers through online IVR surveys.
This Sole Source request is to amend the Software License Agreement with Trapeze to add the
Trapeze PASS-IVR and Trapeze INFO-IVR Software modules to the scope of the agreement.
The proprietary licensed products will integrate with existing Trapeze software. The software is
only available from Trapeze. Implementation is required from Trapeze for integration into existing
Trapeze infrastructure, data sources and software for operational functionality.
Total cost for the software is $432,297 that includes licenses ($268,948), services ($173,200), and
expenses ($11,000). A discount ($20,851) is included.
A 90-day warranty is included for the new software, and maintenance costs for the IVR modules
are:
Year 1
Year 2
Year 3
$53,790
$56,480
$59,304
The implementation will include on-site testing and training and can be completed within 5 months.
24
Meeting Date: September 28, 2015
Item Number: BA2015-59
Page: 2
Subject: Interactive Voice Response (IVR) System
FINANCING
Local funds are available in The T’s FY 2016 Capital Budget to finance this purchase. Maintenance
costs will be budgeted for each year as required.
RECOMMENDATION
The Planning/Operations/Marketing Committee recommends that The T’s Board of Directors
authorize the President/CEO to amend the current agreement with Trapeze Software for a sole
source procurement of IVR software modules at a cost of $432,297 and 3-year maintenance cost
of $169,574 plus a 10% contingency in the amount of $43,230 for a total not-to-exceed cost of
$645,101.
Disposition by Board of Directors
Secretary Approval: _____________________________________________ Date: _________________________
25
Board of Directors
Action Item
Item Number: BA2015-60
Meeting Date: September 28, 2015
Item Title: IT Consultant Services Tasks 2-4
BACKGROUND
In the June 2015 Board Meeting, the Board of Directors authorized the establishment of an
Information Technology (IT) Consultant Services contract to assist in evaluating, assessing
and recommending technology processes and information systems for The T.
The Board approved the first task issued under the contract to document the “as-is” state of the
current Enterprise Resource Planning (ERP) System. The contracted consultant, nMomentum,
is nearing the completion of that initial task. nMomentum assessed the process to develop and
provide estimates of the work and costs for the next three phases associated with the
replacement of the ERP system.
Phase Two (a 6-week effort) will document what The T desires in a system to support the
necessary business processes – to document “what could be”.
Phase Three (a 10-week effort) will be to prepare the solicitation documents to procure a system
that supports the defined “what could be”.
Phase Four (a 10-week effort) is to provide solicitation evaluation and negotiation support for
proposals resulting from Phase Three. The table below identifies the revised hour and cost
estimates:
Phase
(2)
Process Design of “WHAT COULD BE”
(3)
Prepare Solicitation Documents
(4)
Evaluate Solicitation Responses and Support
Negotiation
Totals
Estimated Duration
(Months)
Estimated Cost
($)
1.5
$62,600
2.5
$113,625
2.5
$85,000
$261,225
FINANCING
The cost associated with IT Consultant Services is included in the fiscal 2016 Capital
Budget. It is funded with local money.
26
Meeting Date: September 28, 2015
Item Number: BA2015-60
Page: 2
Subject: IT Consultant Services Tasks 2-4
PROCUREMENT
The T’s Procurement Department has followed procurement policy with the Contract
establishment with nMomentum as the IT Consultant and is in compliance with all applicable
Federal, State, and The T procurement requirements.
A minimum goal of 10% Disadvantaged Business Enterprise (DBE) participation was set for the IT
Consultant Services. nMomentum is a DBE firm; therefore its self-performance will meet and
exceed the Goal.
RECOMMENDATION
The Planning/Operations/Marketing Committee recommends that The T’s Board of Directors
authorize the President/CEO to issue task orders associated with Phases 2 through 4 of the
ERP Replacement project with nMomentum for IT Consulting Services for a not-to-exceed
cost of $306,612, including reimbursable travel expenses, with an additional contingency of 5%
($15,331) to cover any unforeseen expenses for a grand total of $321,942.
The contract term is 5 years for project requirements through approved Task Orders as
determined during the contract term and recommended for Board approval.
Disposition by Board of Directors
Secretary Approval: _____________________________________________ Date: _________________________
27
Board of Directors
Action Item
Item Number: BA2015-61
Meeting Date: September 28, 2015
Item Title: Sale of the Airporter Park and Ride Facility
BACKGROUND
The T’s Airporter Park and Ride facility was built in 1984 to enhance the frequent bus service being
provided between hotels in downtown Fort Worth and Dallas/Fort Worth International Airport. The
T operated 60+ scheduled trips to DFW Airport terminals each day.
In an effort to control costs, Yellow Checker Shuttle implemented scheduled service that replaced
The T’s bus service. The T did not subsidize the service provided by Yellow Checker Shuttle. In
June 2014, Yellow Checker Shuttle stopped their scheduled Airporter service from downtown Fort
Worth and the park and ride lot. At that time, the Airporter park and ride lot was closed and secured.
The T has no future plans for the Airporter property.
The Fort Worth Housing Authority and the Fort Worth Housing Finance Corporation have
expressed interest in purchasing The T’s Airporter Park and Ride facility. The Fort Worth Housing
Finance Corporation desires to purchase the property for the appraised value of $2,142,000.
Because the property was purchased with federal funds through the Urban Mass Transportation
Administration (now known as the Federal Transit Administration, or FTA), specific procedures
were followed to secure an updated appraisal and to get FTA’s approval of the sale. FTA approval
was received on August 25, 2015. The Fort Worth Housing Financing Corporation will use grant
funds for the purchase. Those funds have specific requirements and it is anticipated that it will be
180 days before the sale closes.
FINANCING
Federal funds were utilized for the procurement of the land and for the construction of the Airporter
park and ride. Proceeds from this sale will be segregated and utilized for eligible and FTA approved
transit projects. Operational cost will be reduced upon execution of the option agreement since we
will not have to maintain the vacant building and land.
RECOMMENDATION
The Finance & Audit Committee recommends that The T’s Board of Directors authorize the
President/CEO to sell the Airporter property to the City of Fort Worth for the appraised value of
$2,142,000 and that the proceeds be retained for future eligible transit projects.
Disposition by Board of Directors
Secretary Approval: _____________________________________________ Date: _________________________
28
Board of Directors
Action Item
Item Number: BA2015-62
Meeting Date: September 28, 2015
Item Title: Lease of Office Space
BACKGROUND
The Hershel R. Payne complex (HRP), which houses the Fort Worth Transportation Authority (The
T) headquarters, was built in 1996. As the T’s anticipated growth into a larger regional transit
provider continues to take place, it is recognized that the administrative space at the HRP will no
longer accommodate the activities needed to manage, train, and house the staff required to perform
daily functions. Additionally the T desires to attract new riders and improve the corporate image in
the community. One effort under way that aligns with the need for additional administrative office
space is re-locating administrative functions to downtown Fort Worth. By providing meeting space
and administrative offices that are conducive to a corporate atmosphere, the T can help improve
its corporate image by utilizing the additional space needed to function at a high level.
Additional considerations for the needed office space is that as the Tex Rail project progresses,
the design offices for general construction, the Equipment Maintenance Facility design and
construction, and the Construction Manager General Contractor are all located within 1.5 city
blocks of the recommended location.
The T staff is supplemented by the Program Management Contractor (PMC) staff to manage the
design and construction contracts. The PMC contract requires the T to provide office space.
Retail space located at the street level for The T is also desired to provide access for businesses
and individuals doing business with The T. The retail location in a downtown area provides access
for individuals buying passes and requesting information.
COMPETITIVE PROCESS
Procurement staff, senior staff, and engineering staff performed an analysis of potential office sites
in the downtown area. Fourteen (14) properties were evaluated based on five (5) criteria items.
Three (3) properties were determined to meet The T’s specific needs, including office space at the
Oil & Gas Building, 307 West 7th Street, the Woolworth Building, 501 Houston, and Burnett Plaza,
801 Cherry Street. A cost analysis was completed for a comparison per square foot, with additional
considerations and allowances from each site.
The criteria of considerable allowances for consideration include a credit allowance of
approximately $380,000 for office build-out modifications and upgrades. The T will retain the
existing furniture in the suite. Additional compensations provided includes allowances for parking
spaces to be provided, and fees waived for the first 9 months of rent for the space leased by The
T.
29
Meeting Date: September 28, 2015
Item Number: BA2015-62
Page: 2
Subject: Lease of Office Space
The site that offered the higher allowance amount available for improvements is Burnett Plaza. A
best and final offer was requested, with a completed analysis of the criteria items for consideration,
resulting in Burnett Plaza, LP, as the best offer submitted, with the allowances provided.
The other two sites offered several attractive features. Both are located in a desirable area of
downtown. Both offered reasonable rental rates per square foot, and parking spaces were
available. The incentives offered by Burnett Plaza, LP, were compared and determined to be more
advantageous.
FINANCING
The cost of the services is included in the fiscal 2016 budget. The cost in subsequent years
will be budgeted in those years.
RECOMMENDATION
The Finance & Audit Committee recommends that The T’s Board of Directors authorize The T’s
President/CEO to execute a Lease Agreement with Burnett Plaza LP, a Texas Limited Partnership,
for lease of office suite space on the 8th floor of the Burnett Plaza in downtown Fort Worth for The
T, including parking, office and retail office space located on the street level at a cost not-to-exceed
$2,033,307 for 69 months, with an option for an additional 5 year lease.
Associated with the TEX Rail project, The T will also provide the required space for TEX Rail PMC
staff for one year for a not-to-exceed amount of $98,036.
The total of the lease for The T, including TEX Rail space and street-level office space is a not-toexceed amount of $2,131,343, plus a contingency of 10% ($213,134) for unforeseen expenses,
resulting in a total amount of $2,344,477 requested for approval.
Disposition by Board of Directors
Secretary Approval: _____________________________ Date: _________________________
30
31
Board of Directors
Action Item
Item Number: BA2015-63
Meeting Date: September 28, 2015
Item Title: Lease Agreement for T&P Parking
BACKGROUND
A surface parking deck located above the Main Street tunnel near Lancaster Avenue at 1600
Throckmorton Street, Fort Worth, Texas is on long term lease to The T. The parking spaces have
been used by the general public for some time at no charge. We do not believe that any TRE
commuters use the lot, but instead it is used by residents of the area and downtown office workers.
We are seeking to earn revenue for the parking spaces, and the property managed, including
repairs, maintenance and upkeep of the parking surface to provide a secure parking lot for the use
of customers.
REQUEST FOR PROPOSALS
A Request for Proposals for Lease & Management of Parking Spaces (RFP 15-T034) was released
and advertised on The T’s web-site on August 3, 2015. The RFP was downloaded by 17 firms and
organizations. Two proposals were received on August 21, 2015 from:


SP Plus Corporation
Platinum Parking
The proposals were reviewed and scored by an evaluation committee from The T. The proposal
from SP Plus Corporation offers the greatest potential revenue for The T and will also provide
management through the use of two digital machines for revenue enforcement, installation of
lighting, re-striping of the parking lot and surface repairs as needed on an on-going basis. The
proposed revenue is an annual fixed amount of $86,000 per year, plus 80% percent of net revenues
received in excess of $135,000.
FINANCING
The annual minimum revenue from the recommended firm is $86,000 per year.
32
Meeting Date: September 28, 2015
Item Number: BA2015-63
Page: 2
Subject: Lease Agreement for T&P Parking
RECOMMENDATION
The Finance & Audit Committee recommends that The T’s Board of Directors authorize The T’s
President/CEO to enter into a seven (7) year contract with SP Plus Corporation to provide a
revenue agreement for the lease and management of surface parking spaces at the Texas & Pacific
(T&P) parking lot, including proposed upgrades, for an annual guaranteed minimum revenue
amount of $86,000 to The T.
.
Disposition by Board of Directors
Secretary Approval: _____________________________ Date: _________________________
33
Board of Directors
Action Item
Item Number: BA2015-64
Meeting Date: September 28, 2015
Item Title: Landscape and Maintenance Services for The T
BACKGROUND
To ensure that The T’s grounds are properly maintained, we contract with a firm to provide
landscape maintenance services at the following locations:
Location #1:
Location #2:
Location #3:
Location #4:
Location #5:
Location #6:
Location #7:
Location #8:
HRP Complex 1600 E Lancaster, Fort Worth, Texas
Procurement Building, 2304 Pine Street, Fort Worth, Texas
Auxiliary Bus and Staff Parking 1600 E El Paso Street, Fort Worth, Texas
East Side Transfer Center 4100-4104 E Lancaster, Fort Worth, Texas
ITC 1001 Jones Street, Fort Worth, Texas
Alarm Supply Building 507 E 7th Street, Fort Worth, Texas.
South Park and Ride 351 Alsbury Blvd., Fort Worth, Texas
North Park and Ride 10157 N Freeway, Fort Worth, Texas
INVITATION FOR BIDS
In accordance with The T’s Procurement Policy, Invitation for Bids (IFB 15-T029) for Landscape
Maintenance at the HRP Complex and Other Locations was advertised on The T’s web site and all
local chambers were notified of the solicitation. Eight (8) bid packages were downloaded from the
web site. Two (2) firms responded to the solicitation and both complied with the bid requirements.
The IFB is based on a six-year contract. Responses from the firms are as follows:
Location 1
Location 2
Location 3
Location 4
Location 5
Location 6
Location 7
Location 8
6 Yr Total
Lee’s Lawn & Garden Services
$ 39,600
$ 14,400
$ 28,800
$ 25,200
$ 36,000
$ 14,400
$ 32,400
$ 39,600
$ 230,400
34
Lawn Patrol Services
$ 51,552
$ 18,000
$ 51,552
$ 28,152
$ 43,776
$ 14,976
$ 36,000
$ 58,752
$ 302,760
Meeting Date: September 28, 2015
Item Number: BA2015-64
Page: 2
Subject: Landscape and Maintenance Services for The T
Lee’s Lawn & Garden Services’ bid is the lowest, responsive and responsible compliant bid and is
considered fair and reasonable in cost comparison.
FINANCING
The cost for the six-year contract is $230,400. Funds are available in The T’s FY2016 Operating
Budget to finance this project. Funds for the remainder of the contract will be included in the next
five fiscal year budgets.
PROCUREMENT
The T’s Procurement Department has followed procurement policy with the Invitation for Bids and
is in compliance with all applicable Federal, State, and The T procurement requirements.
A Disadvantaged Business Enterprise (DBE) subcontracting goal of 25% was established for this
solicitation. Lee’s Lawn & Garden Services is a certified DBE firm and therefore meets the goal
through self-performance of this work.
RECOMMENDATION
The Finance & Audit Committee recommends that The T’s Board of Directors authorize the
President/Chief Executive Officer to enter into a six-year contract with Lee’s Lawn & Garden
Services for The T’s landscape maintenance services at a cost of $230,400.
Disposition by Board of Directors
Secretary Approval: _____________________________ Date: _________________________
35
Board of Directors
Action Item
Item Number: BA2015-65
Meeting Date: September 28, 2015
Item Title: Rental of Dumpsters and Waste Control Services
BACKGROUND
Services are required for waste management control, and the Fort Worth Transportation Authority
(The T) contracts for the rental of dumpsters and waste control services. Dumpster service
requirements are consolidated for better consistency and efficiency and a competitive bid is
obtained through the Invitation for Bid procurement process. The locations include the
Maintenance Department at the HRP complex, the employee parking lot on El Paso Street and the
Intermodal Transportation Center (ITC). Services include the rental of 3 front load dumpsters and
1 construction roll-off dumpster, with trash removal service established as required. The current
5-year contract expires September 30, 2015.
INVITATION FOR BIDS
In accordance with The T’s Procurement Policy, Invitation for Bids (IFB 15-T030) for the Rental of
Dumpsters and Waste Control Services was advertised on The T’s web site and all local chambers
were notified of the solicitation. Six (6) bid packages were downloaded from the web site. Three
(3) firms responded to the solicitation and complied with the bid requirements. Responses from
the firms are as follows:
Bidder
Total Bid Price
Republic Services
$71,921
(Allied Waste Services of Texas LLC, dba Republic Services of Fort Worth)
Progressive Waste Solutions
$92,695
City Wide Logistics
$96,913
The bid submitted by Republic Services is considered fair and reasonable and is the lowest
responsive, responsible and compliant bid. This was bid for a six year term.
FINANCING
The cost for the first year of the contract is estimated at $13,200. Funds are available in The T’s
FY2016 Operating Budget to finance this project. Funds for the remainder of the contract will be
included in the annual current fiscal year budget.
36
Meeting Date: September 28, 2015
Item Number: BA2015-65
Page: 2
Subject: Rental of Dumpsters and Waste Control Services
PROCUREMENT
The T’s Procurement Department has followed procurement policy with the Invitation for Bids and
is in compliance with all applicable Federal, State, and The T procurement requirements.
A Disadvantaged Business Enterprise (DBE) subcontracting goal of 5% was established for this
solicitation and Republic Services will perform this entire contract without the use of subcontractors.
Republic Services will utilize a WBE firm to purchase fuel for their vehicles to service our account.
RECOMMENDATION
The Finance & Audit Committee recommends that The T’s Board of Directors authorize the
President/Chief Executive Officer to enter into a six year contract term with Allied Waste Services
of Texas LLC, dba Republic Services of Fort Worth for the rental of dumpsters and scheduled
waste control services at a cost of $71,921 and to establish a 10% contingency of $7,193 for any
additional requirements, for a not to exceed contract amount of $79,114.
Disposition by Board of Directors
Secretary Approval: _____________________________ Date: _________________________
37
Board of Directors
Action Item
Item Number: BA2015-66
Meeting Date: September 28, 2015
Item Title: Wellness Program Services
BACKGROUND
The T supports the mission of the organization to provide excellent regional transportation
by encouraging and supporting behavior changes that result in increased physical, mental
and financial well-being of employees. The resulting benefits to the organization also include
increased employee satisfaction and productivity, with reduced absenteeism, healthcare
costs, worker’s compensation claims and short and long-term disabilities.
The T has historically offered a successful wellness program to its employees and is diligent in
reviewing, assessing and looking for ways to improve the wellness program. Programs include:









Health assessments to determine health risk status and identify health risks
Biometric screenings to measure employee’s health care risks
Personal coaching to encourage and support high-risk individuals through a lasting behavior
change process
On-site seminars for specific health care topics
Disease and care management
Financial wellness educational seminars
Incentive programs valued by The T’s employees
All-inclusive online portal for tracking and educational modules
Reporting that provides an overview of The T’s health risks and assessment of potential
healthcare cost reductions specific to the agency
PROCUREMENT
In accordance with The T’s Procurement Policy, a Request for Proposals (RFP 15-T039) for a
Wellness Program was released and advertised on The T’s website on August 3, 2015. RFP
packets were downloaded by 35 organizations and firms.
Three firms submitted proposals:
 Ultimate Health Matters
 Viverae
 Wellness Corporate Solutions
38
Meeting Date: September 28, 2015
Item Number: BA2015-66
Page: 2
Subject: Wellness Program Services
The T’s assigned evaluation team reviewed and rated proposal responses based on specific
criteria that included:
Qualifications of Firm, Qualifications of Staff, Work Plan,
Cost/Price/Fees, and DBE and M/WBE Utilization. Each firm responded with options and
provisions for their individual programs, with provisions that were either included as part of
their total package fee, or provided with individual costs based on the number of employees
utilizing services. Total scores, with ranking based on the selection criteria and estimated
annual costs are:
RANKING / TOTAL SCORE
PROPOSER
ESTIMATED
ANNUAL COST
Ranking: #1
Ranking #2
Ranking #3
Viverae
Wellness Corporate Solutions
Ultimate Health Matters
$ 87,500
$ 74,000
$134,000
Points: 151
Points: 123
Points: 83
A Disadvantaged Business Enterprise (DBE) Goal of 5% was established for this solicitation.
Ultimate Health Matters is a certified WBE firm through the Women’s Business Enterprise National
Council, and indicated they would self-perform the contract. Wellness Corporate Solutions is a
certified M/WBE firm through the state of Maryland, and indicated they would self-perform the
contract. Viverae will be utilizing their own in-house workforce to provide the consulting services
required for this contract.
FINANCING
The cost of the services is included in the fiscal 2016 budget. The cost in subsequent years
will be budgeted in those years.
RECOMMENDATION
The Finance & Audit Committee recommends that The T’s Board of Directors authorize the
President/Chief Executive Officer to enter into a five-year contract with Viverae for wellness
program services for $87,500 for the first year and a contingency of 10% ($8,800) for a total cost
not-to-exceed $96,300 for the first year and a total cost not-to-exceed $481,500 for the five year
contract term.
Disposition by Board of Directors
Secretary Approval: _____________________________ Date: _________________________
39
Board of Directors
Action Item
Item Number: BA2015-67
Meeting Date: September 28, 2015
Item Title: ITC Audio-Visual Enhancements and Maintenance
BACKGROUND
Audio-visual (AV) capabilities existing in the Community Room and Situation Room at the
Intermodal Transfer Center (ITC) no longer support The T’s current needs nor future requirements.
The audio system needs to be upgraded to provide a more reliable microphone system and
increase the number of supported microphones. The video projection system needs to be
upgraded in order to provide greater flexibility in the types of presentations it will support and the
lighting control system needs to be upgraded to provide greater control over illumination
capabilities.
The objective is to engage in a contract with a firm to perform all the necessary work for
upgrading/replacing the current systems and to provide a maintenance vehicle for ensuring
continued operation of the AV systems at the ITC and existing AV systems at the Hershel R. Payne
(HRP) building. This Board Action is for authorizing The T’s President/Chief Executive Officer to
enter into a contract for AV equipment enhancements and maintenance support.
REQUEST FOR QUALIFICATION
In accordance with The T’s Procurement Policy, Request for Proposal (RFP 15-T041) for an AV
support firm was advertised on The T’s web site and downloaded by 21 firms. A single proposal
response was received from one (1) firm, BDS Communications, LLC (BDS).
An evaluation team comprised of representatives of The T evaluated the BDS proposal for
qualifications and negotiated final costs with BDS.
FINANCING
The cost associated with ITC AV Enhancements and Maintenance is included in the fiscal 2016
Capital Budget. It is funded with local money.
PROCUREMENT
The T’s Procurement Department has followed procurement policy with the Request for Proposals
and is in compliance with all applicable Federal, State, and The T procurement requirements.
Firms were contacted to determine why they didn’t propose; one firm did not have the time to
complete a proposal, and one firm did not believe they had sufficient ability to propose. On-site
walk-throughs were held at the facilities, and three firms attended the walk-throughs. Reference
checks were conducted for the proposing firm, and negotiations were held to validate costs and
ensure a fair and reasonable cost.
40
Meeting Date: September 28, 2015
Item Number: BA2015-67
Page: 2
Subject: ITC Audio-Visual Enhancement and Maintenance
A minimum goal of 5% Disadvantaged Business Enterprise (DBE) was set for the ITC AV Upgrade.
BDS is proposing to use a DBE firm and meets the goal.
RECOMMENDATION
The Finance & Audit Committee recommends that The T’s Board of Directors authorize the
President/CEO to enter into an agreement with BDS Communications, LLC for a not-to-exceed
cost of $101,054 for equipment and installation, and annual maintenance costs at the ITC and HRP
facilities for 5 years for a total cost of $72,830, with an additional contingency of 5% ($5,053) to
cover any unforeseen expenses for a grand total of $178,937.
Disposition by Board of Directors
Secretary Approval: _____________________________ Date: _________________________
41
Board of Directors
Action Item
Item Number: BA2015-68
Meeting Date: September 28, 2015
Item Title: Purchase of Oils & Lubricants
BACKGROUND
The T requires oil and lubricants for vehicle fleet use. The requirement for providing various
types and sizes of oils and lubricants is contracted to firms to achieve consistency, efficiency and
cost savings.
REQUEST FOR PROPOSAL
The T issued an Invitation for Bid (IFB) #15-T036 for Oils and Lubricants on July 31, 2015. The
IFB was advertised on The T’s web site and downloaded by 20 firms. Reeder Distributors, Inc.,
Taylor Oil Company and Western Marketing responded to the solicitation and met the requirements
of the specifications and bid.
FINANCING
Funds are available in The T’s FY 2016 Operating Budget.
PROCUREMENT
Received bids were compared for the lowest, compliant and responsive bids:
Item
#
Description
Qty
Reeder Distributors, Inc.
Cost
1
2
3
4
5
6
7
8
9
CNG Engine Oil
for Cummins
Engines
Multi-Purpose
Gear Lubricant
Transmission
Fluids
50/50 Antifreeze
Chassis Grease
Hydraulic Lift Oil
Raw Antifreeze
Engine Oil
15W-40 Heavy
Duty Engine Oil
10000
gals
2080
gals
5500
gals
5000
gals
2
drums
8
drums
4
drums
4100
quarts
4
drums
Taylor Oil Company
Total
Cost
Western Marketing
Total
Cost
Total
$
7.78
$ 77,800.00
$
9.20
$
92,000.00
$
6.79
$ 67,900.00
$
8.25
$ 17,160.00
$
8.45
$
17,576.00
$
6.79
$ 14,123.20
n/a
$
31.36
$ 172,480.00
$ 24.99
$ 137,445.00
$ 29,500.00
$
3.80
$
19,000.00
$
$ 27,000.00
$ 339.2
$
678.40
$ 800.00
$
1,600.00
$ 699.99
$
1,399.98
$ 343.75
$
2,750.00
$ 318.25
$
2,546.00
$ 249.99
$
1,999.92
$ 456.50
$
1,826.00
$ 209.00
$
836.00
$ 399.99
$
1,599.96
$
$ 13,735.00
$
3.19
$
13,079.00
$
$ 11,275.00
$
$ 404.80
$
1,619.20
$
5.90
3.35
$ 409.75
1,639.00
42
5.40
2.75
$ 349.99
$
1,399.96
Meeting Date: September 28, 2015
Item Number: BA2015-68
Page: 2
Subject: Purchase of Oils & Lubricants
RECOMMENDATION
The Finance & Audit Committee recommends that The T’s Board of Directors authorize the
President & Chief Executive Officer to enter into one-year contracts with Reeder Distributors, Inc.,
Taylor Oil Company and Western Marketing for the supply of oils and lubricants for the items on
which they were the lowest, responsive and compliant bidders, as highlighted in the evaluation tab.
Based upon the current usage of products, the estimated cost of the contract for one year with
Reeder Distributors, Inc. is $700, Taylor Oil Company is $19,800 and Western Marketing is
$234,150 for a total annual estimated cost of $255,000.
Disposition by Board of Directors
Secretary Approval: _____________________________ Date: _________________________
43
Action Item
Board of Directors
Action Item
Item Number: BA2015-69
Meeting Date: September 28, 2015
Item Title: TEX Rail Construction Design Estimate Services
BACKGROUND
In February 2015 Parsons/TranSytems JV was awarded a contract for TEX Rail Final Design
Services to design the TEX Rail 27.2 mile commuter rail line that will operate between downtown
Fort Worth, Texas and northeast Tarrant County to the Dallas/Fort Worth International Airport
(DFW Airport). In April, 2015, a determination was made to procure the services of Archer
Western/Herzog to work closely with the TEX Rail Design Team as the Construction
Manager/General Contractor for the pre-construction phase of the TEX Rail Project. To ensure
that The T is achieving an accurate, independent and cost-effective estimate for construction, an
independent construction design estimate is desired.
This Board Action request would authorize The T’s President/Chief Executive Officer to enter into
a contract with Aguirre Project Resources to provide an independent TEX Rail construction design
estimate.
PROCUREMENT
In accordance with The T’s Procurement Policy, Request for Proposal (RFP 15-T040) for TEX Rail
Construction Design Estimate Services was advertised on The T’s web site and downloaded by 50
firms. A pre-qualification meeting was conducted, and proposals were received from six firms,
including Aguirre Project Resources, AmeriCost, Costing Services Group, EudaCorp, Sunland
Group and TEI Program/Construction Management, Inc.
An evaluation team comprised of selected representatives of The T and The T’s Project
Management Consultant evaluated Statement of Qualification responses. The RFQ was assigned
scores for Firm Qualifications, Project Manager’s Qualifications, Key Personnel, Project
Understanding and Approach and D/M/WBE participation. The evaluation team ranked Aguirre
Project Resources with the highest overall score following technical evaluation that included oral
presentations and the price evaluation for the TEX Rail Construction Design Estimate Services.
The T’s Procurement Department has followed procurement policy with the Request for
Qualifications and is in compliance with all applicable Federal, State, and The T procurement
requirements.
A minimum goal of 12% Disadvantaged Business Enterprise (DBE) and a combined D/M/WBE
goal of 30% was set for TEX Rail Construction Design Estimate Services. Aguirre Project
Resources is a certified MBE firm. Their self-performance will exceed the MWBE goal for this
project. Additionally they are using a certified DBE firm to achieve 15% DBE participation,
exceeding the minimum 12% DBE goal.
44
Meeting Date: September 28, 2015
Item Number: BA2015-69
Page: 2
Subject: TEX Rail Construction Design Estimate Services
FINANCING
The cost associated with TEX Rail pre-construction services is included in the fiscal 2016 Capital
Budget and the 2035 Financial Plan. It is funded with a combination of an anticipated Full Funding
Grant and local money.
RECOMMENDATION
It is recommended that The T’s Board of Directors authorize the President/CEO to enter into an
agreement with Aguirre Project Resources, LLC for TEX Rail Construction Design Estimate
Services at a cost not-to-exceed $493,320 with an additional contingency of 10% ($4,933) to cover
any unforeseen expenses for a not-to-exceed total of $498,253.
Disposition by Board of Directors
Secretary Approval: _____________________________________________ Date: _________________________
45