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8.2 SR 07-01-2013 Elk REQUEST FOR ACTION River TO ITEM NUMBER Mayor and City Council 8.2 AGENDA SECTION MEETING DATE PREPARED BY Administration July 1, 2013 Justin Femrite,P.E., City Engineer ITEM DESCRIPTION REVIEWED By Professional Services for Quiet Zone Diagnostic Study Suzanne Fischer, CODD Director REVIEWED BY Cal Portner, City Administrator ACTION REQUESTED Approve by motion a professional services proposal for $10,000 from Quiet Zone Technology,LLC for services associated with the final selection and estimating of improvements required to establish a Quiet Zone in Elk River. BACKGROUND/DISCUSSION Proposals for professional services associated with the planning,layout, and selection of proposed improvements to establishment of a Quiet Zone were received on June 21, 2013. Understanding this is a specialized project, staff solicited proposals from three firms who have experience navigating these types of projects. One of the three firms declined to submit a proposal. The proposals received were detailed with costs as follows: Proposing Firm Consultant Fee Quiet Zone Technologies,LLC $10,000 WSB &Associates, Inc. $38,220 Staff has reviewed the proposals and is recommending award of the project to Quiet Zone Technologies. Staff has contacted Quiet Zone Technologies to assure they fully understood the request. Their expertise on the subject and ability to successfully complete similar projects uniquely qualifies them to meet the needs of our project. Staff supports awarding this work to Quiet Zone Technologies. FINANCIAL IMPACT If the Council desires to move forward with the study, $10,000 would come from Council Contingency, as previously discussed. If Council directs the project to move forward,upon conclusion of the study, implementation costs will be discussed and worked into the Capital Improvement Plan. ATTACHMENTS ■ Quiet Zone Technology,LLC.,Proposal P a w E A E O A Y AUR t/ons oto�ses Jane 18.2013 Mr. ;Justin Fernrite,P.E. City Engineer City of Elk River 13065 Orono Parkway Elk River,MN 55330 RE: Elk.River Quiet Zone/Wayside l corn Improvements Proposal Dear Mr. Pernrite, Quiet Zone Technologies (QZT) is pleased to present this proposal to assist the Cite of Elk River with the initial steps required to implement the new Quiet Zones in Elk River, MN. The Quiet Zone will be on BNSF Railway rail corridor. The proposed new Quiet Zone will. include the public at-grade crossings Zebulon Street (082951B), Ogden Street (075713R), Meadowvale Road (082947L), Proctor Avenue (0829461=x,), Jackson Avenue (082944R), Main Street (082943J), 171" Avenue (917432K), 165`x' Avenue (082938M), Jarvis Street (082936Y) and the private crossing (101673'). The steps required will be based on. the criteria for the establislu-nent of quiet zones as outlined in the Final Rule can Use af`Loconioth7e Horns at I-Iighi+,ay-Rail Grade Crossings. 1. General Information Quiet Zone Technologies, LLC (QZT) was formed in May 2009 with the goal of providing the most cost effective solutions for establishing a Quiet lone to communities seeking to increase their quality of life without compromising safety. QZT has worked with numerous state and local agencies seeking to create a Quiet Zone under the Federal Railroad Administration Train Horn Rule. We have conducted over 40 Quiet Zone Evaluations and nine Quiet Zone Implernernations across the country over the last seven years. QZT has extensive knowledge of the "Train Horn Rule and the different options 7477 Benbrook Partway ° Benbrvok,TX 76726 . T 877,120 6350 . 877 820 630 o�eT available to communities seeking to create a Quiet Zone. QZT is also the sole distributor of the Automated Horn System (AHS), otherwise known as a wayside horn, which has been defined by the Federal Railroad Administration as a one-for-one substitute for the train horn. Our services include providing assistance to communities in evaluating their available options, drafting all , required notices, utilizing the Federal Railroad Administration Quiet Zone Calculator, installation of wayside horns and implementing a new Quiet Zone. 11. Project Understanding Scope of Work The scope of work for this project will be directly related to completing the necessary steps leading up to the Diagnostic Team Review. This will include the identification of all of the crossings to be included in the new Quiet Zone, identifying the treatments to be used at each location, the calculation of the Quiet Zone Risk Indexes, coordination with the City of Elk River to generate the costs associated with the identified improvements, verifying the crossing warning circuitry for each location and coordinating the Diagnostic Team Review. Identification of Crossings Quiet Zone Technologies will work with the City of Elk River to identify each crossing to be included in the BNSF Railway Quiet Zone. Treatment Identification Quiet Zone Technologies will work with the City of Elk River to identify the crossings that will be treated with Supplemental Safety Measures,Wayside Horns and the crossings that will be treated with Alternative Safety Measures. Calculate Quiet Zone Risk Indexes Quiet Zone Technologies will,generate the relevant Quiet Zone Risk Indexes and Risk Indexes with Horns for the Quiet Zone. The City of Elk River will be-responsible for providing the relevant vehicle count information for each crossing. Quiet Zone Technologies will attempt to obtain the relevant train data from the BNSF. Once the information has been obtained, Quiet Zone Technologies will provide the base Quiet Zone Risk Index and Risk Index with Horns for the Quiet Zone. Determine Required Risk Threshold Upon the determination of the existing risk indexes, Quiet Zone Technologies will calculate the Quiet Zone Risk Index adjusted with the implementation of any Supplemental Safety Measures and Wayside Horns applied. Once this adjusted Quiet Zone Risk Index is obtained a plan of action can be discussed regarding the implementation of any Alternative Safety Measures, if required, in order to lower the Quiet Zone Risk Index to a level equal to or less than the Risk Index With Horns for the Quiet Zone. Determination of Proposed Effectiveness Rates for ASMs Quiet Zone Technologies will work with the City Elk River to generate the effectiveness rates for each of the proposed Alternative Safety Measures (ASM). The Federal Railroad Administration Train Horn Rule highly suggests that the public authority seek assistance from the Federal Railroad Administration when determining the effectiveness rates for ASMs. Once Quiet Zone Technologies and the City of Elk River have identified the desired method for generating the proposed effectiveness rates for each ASM, Quiet Zone Technologies will invite the Federal Railroad Administration, NINDOT and or Sherburne County to visit the site and discuss the identified ASMs and the projected effectiveness rates. Implementation Costs Quiet Zone Technologies will attempt to verify with BNSF the type of crossing warning circuitry for each of the crossings in the new Quiet Zone. Quiet Zone Technologies will then provide a ballpark cost estimate for any circuitry upgrades that may be required. The ballpark cost estimates provided will be based on our previous,experience, however actual costs for the crossing upgrades will be generated by BNSF and therefore may be higher or lower than the "ballpark7 costs generated by Quiet Zone Technologies. Diagnostic Team Review Once the City has agreed to the treatment options provided by Quiet Zone Technologies a Diagnostic Team Review will be coordinated by Quiet Zone Technologies. The Diagnostic Team will consist of representatives from the BNSF, Federal Railroad Administration,MNDOT, Sherburne County and the City of Elk River. Ii 111. Proposed Project Team and Experience Robert L. Albritton, Jr. CEO Quiet Zone Technologies,LLC 7471 Benbrook Parkway Benbrook,TX 76126 (817) 820-6347 (Office) (817) 307-8885 (Cell) Robert Albritton will be the project leader and primary contact for the City of Elk River. He will be responsible for working with the City to identify all of grade-crossings to be included in the proposed Quiet Zone,treatment identification for the selected crossings, calculation of the Risk Indexes,facilitating the determination of the proposed effectiveness ratings for any Alternative Safety Measures selected and coordinating the Diagnostic Team Review. Resume attached in Appendix A of this proposal. Rob J. Aanenson Vice President—Engineering Railroad Controls Limited 7471 Benbrook Parkway Benbrook,TX 76126 (817) 820-6315 (Office) (817) 307-9018 (Cell) Rob Aanenson will be responsible for generating any cost estimates and proposed layouts for any crossings identified with being treated with a Wayside Horn. Resume attached in Appendix A of this proposal. Scott Grass Director of Project Development Railroad Controls Limited 7471 Benbrook Parkway Benbrook,TX 76126 (817) 820-6353 (Office) (903) 804-8648 (Cell) Scott Grass will be responsible for the generation of cost estimates for the Supplemental Safety Measures and Alternative Safety Measures selected. He will also be responsible for providing ballpark cost estimates for any identified railroad crossing improvements. Resume attached in Appendix A of this proposal. i i i Relevant Experience Stafford, TX QZT, d.b.a. Railroad Controls Limited, was contracted by the City of Stafford, TX to help them create a new Quiet Zone on six public-at-grade crossings and one private-at- grade crossing on the Union Pacific Railroad. The ,project was started in 2008 and completed in 2010. QZT was responsible for coordinating and participating in the Diagnostic Team Review consisting of representatives of the Union Pacific Railroad, Federal Railroad Administration and TXDOT. It was determined that the City of Stafford would utilize raised medians, one-way streets and the Automated Horn System to treat the crossings in the Quiet Zone. QZT was responsible for the drafting of the Notice of Intent and Notice of Establishment, updating the Grade Crossing Inventory Forms and generating the Quiet Zone Designation Form. Contact Information: Charles Russell City Engineer 2610 South Main Stafford, TX 77477 (281) 261-3920 Kennedale, TX QZT was contracted by the City of Kennedale, TX to help them create a new Quiet Zone on four public-at-grade crossings and one private-at-grade crossing on the Union Pacific Railroad. The project was started in 2010 and completed in 2014. QZT was responsible for coordinating and participating in the Diagnostic Team Review consisting of I representatives of the Union Pacific Railroad and the Federal Railroad Administration. It was determined that the City of Kennedale would utilize channelization devices to treat the crossings in the Quiet Zone. QZT was responsible for the drafting of the Notice of Intent and Notice of Establishment, updating the Grade Crossing Inventory Forms and generating the Quiet Zone Designation Form. i c Contact Information: Bob Hart City Manager 405 Municipal Drive Kennedale, TX 76060 (817) 985-2102 Rochelle,IL QZT was contracted by the City of Rochelle to conduct a Quiet Zone Evaluation on eleven public-at-grade crossings and two pedestrian-at-grade crossings on the Union Pacific Railroad and BNSF Railway. The project was started and completed in 2012. QZT was responsible for conducting a site visit for all of the crossings and providing a report outlining the most cost effective treatments for each location. Contact Information: Dave Plyman City Manager 420 N. 6th St Rochelle IL 61068 (815) 561-61.61 IV. Consultant Cost Study Fee The tasks described above,will be completed for a lump sum fee of$10,000. The fee is to be paid within 30 days of our invoice. Should the need for additional services arise that are not mentioned in the scope of services,Quiet Zone Technologies would be happy to provide them upon request and receipt of written authorization at our standard hourly rates plus reimbursable expenses. i V. Insurance Certificate Quiet Zone Technologies, LLC will be able to provide all necessary insurance certificates indicated in the RFP. Respectfully Submitted, QUIET ZONE TECHNOLOGIES, LLC Robert Albritton i CEO I i I I I f E I I Appendix A—Resumes i i I Robert L.Albritton,Jr. Chief Executive Officer I Professional Experience: June 2009—Present—Quiet Zone Technologies—Benbrook,TX Chief Executive Officer C ➢ Responsible for sales and marketing for Quiet Zone consultation services and Automated Horn System sales ➢ Coordination with various State Department of Transportation,Federal Railroad Administration,Public Authorities,Class I railroads,regional railroads and commuter railroads to establish Quiet Zones throughout the US ➢ Project Management and coordination for installation of Automated Horn Systems ➢ Provide Quiet Zone consultation services to various public authorities and consulting I firms t i ➢ Coordinate and conduct Automated Horn System demonstrations for various public authorities 2000—May 2009-Railroad Controls Limited—Benbrook,TX Director of Sales and Marketing ➢ Project management of over 30 Automated Horn System projects with various railroads, City and State agencies across the United States k ➢ Coordination and participation in over a dozen Diagnostic Team Reviews across the United States ➢ Conducted over 50 Quiet Zone Evaluations for various State and City agencies, responsible for identifying applicable Supplemental Safety Measures,Alternative Safety Measures and Wayside Horn applications,providing budget level costs and outlining processes for establishing a new Quiet Zone ➢ Project management of several Quiet Zone Implementations with various City agencies, responsible for collecting crossing data,producing Quiet Zone Calculations and j providing all required notices per Federal Railroad Administration requirements ➢ Development of the Automated Horn System and Crossing Closure Verification System j for utilization as Quiet Zone treatments Education Texas A&M University Bachelor of Business Administration-1998 l f Rob I Aanenson Vice President of Engineering Professional Experience: 2000—PresentRailroad Controls Limited—Foil Worth, TX Vice President Engineering, (June 2004—present) ➢ Responsible for proposal development,project development, project management, estimating, engineering, and coordination with the various Railroads, States and Federal Agencies. ➢ Provide engineering,training and technical support for construction activities of RCL and those Railroads under contract with RCL. ➢ Provide Signal Expert Witness services supporting the railroad industry. ➢ Development and support of RCL products and systems including the Automated Horn System. ➢ I am qualified as an Engineer Signal and actively perform final checking of BNSF PTC circuit plans. ➢ Previous RCL Positions: Director Project Engineering (2004) &Asst. Director Engineering(2000—2004) 1979- 2000 Burlington Northern Santa Fe Railr oad—Kansas City,KS Engineer Systems,Methods and Standards-Kansas City, KS (1996—2000) Manager Quality Assurance—North Kansas City, MO (1993 — 1996) Railway Specific Training: ➢ BN&BNSF Management&Technical Training Programs (1984-2000) Burlington Northern Signal Apprentice Training Program(1983) ➢ Johnson County Community College—Overland Park,KS (1989 - 1992) i Scott Grass Director of Project Development Professional Experience: 2011—Present Railroad Controls Limited—Fort Worth,TX j Director of Project Development, (November 2011 —present) A Manage two Project Managers j ➢ Responsible for Project Bids that include Commuter Rail,Light Rail, PTC, CTC, Grade Crossings, Communications, and Fiber. A Daily communications with various Prime Contractors and Agencies in problem solving,negotiating pricing, scheduling, construction I activities, and contract terms/conditions. ➢ Put Change Orders together for changes that occur on existing projects. I ➢ Project site surveys. A Provide Bill of Materials and take offs for New Bids. j A Project tracking for future bids and proposals. A Filing and documenting of project bids, and contracts. 2010-2011 CSI&W—Sibley, LA Director of Signal Division ➢ Managed various subcontractors specializing in railroad signals, communications and traffic signals. In addition, coordinates in-service signal construction installations for CTC and highway grade crossing warning systems. ➢ Assist in the project management and organizations of various signal construction activities while maintaining the-budget and schedule according to design and product specifications. A Put Project together for Highway Grade Crossings, CTC,and Fiber projects. 2007-2010 Herzog Contracting Corporation—Irving, TX Systems Manager f i