Meeting_Body
2nd REVISED
SYSTEM SAFETY, SECURITY AND OPERATIONS COMMITTEE
SEPTEMBER 15, 2016
Subject/Action
SUBJECT: LANDSCAPE AND IRRIGATION MAINTENANCE SERVICES - EXPO II EXTENSION
ACTION: APPROVE CONTRACT AWARD
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to award a firm fixed unit rate Contract No. OP5938800 pending the resolution of a protest for the landscape and irrigation maintenance services along Metro Expo Line Phase II with Far East Landscape and Maintenance, Inc., the lowest, responsive and responsible bidder, for a not-to-exceed amount of $1,201,384 for the three-year base period inclusive of as-needed services, $407,849 for the first option year, and $428,242 for the second option year, for a combined total of $2,037,475, effective October 1, 2016 through September 30, 2021.
Issue
ISSUE
Under this new contract, the contractor is required to provide landscape and irrigation maintenance services for Metro’s newly opened Division 14 and the Expo II Extension stations and facilities. Currently, these facilities are under the Construction Authority warranty period; however, maintenance services are on an as-needed basis, pending this new contract award to provide routine landscape and irrigation maintenance services.
To ensure providing safe, quality and on-time services, performing routine landscape and irrigation maintenance, and responding to as-needed inquiries throughout Division 14 and the Expo II Extension, a new contract award is required effective October 1, 2016.
Discussion
DISCUSSION
The Expo II Extension is 6.6 miles of right-of-way (ROW) extending the existing Metro Expo I from Culver City to downtown Santa Monica. There are a total of seven (7) new stations along the alignment, one (1) parking structure, two (2) parking lots, and seven (7) Traction Power Substations (TPSS).
Division 14 is the Expo Line new maintenance yard located within the City of Santa Monica. This 9.7 acres Expo Line Operations campus allows Metro to provide efficient transportation and maintenance services.
Division 14 and the Expo II stations and facilities combined include over two (2) acres of lush landscaped areas supplied by a permanent irrigation system.
This service contract was competitively procured and four bids were received. Far East Landscape and Maintenance, Inc. bid was deemed the lowest responsive and responsible bidder. This company is a Metro registered Small Business Enterprise (SBE) firm with a 100% SBE commitment exceeding the 25% goal for this contract.
Under this contract, the contractor is required to provide general landscape and irrigation maintenance services. The contractor is also required to provide optimal water management service to comply with local water agencies irrigation water use ordinances. In addition, the contractor will provide as-needed services as directed by Metro staff, such as repairing vandalized or damaged irrigation system components and replacing damaged or lost plant materials.
Regular and as-needed landscape and irrigation maintenance services are necessary in order to maintain proper plant health and keep planters free of trash and weed infestation to provide a neat appearance at all times.
To ensure providing timely landscape and irrigation maintenance services and maintain healthy plants and pleasant overall appearance and cleanliness, a new contract award is required effective October 1, 2016.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
The approval of this item will ensure meeting Metro maintenance standards in delivering clean and well maintained facilities and properties, provide on-going landscape and irrigation maintenance services, and provide prompt response time to deliver safe, quality, on-time, and reliable services to our customers and the public.
Financial_Impact
FINANCIAL IMPACT
The annual contract value is $400,462. Funds are allocated in Cost Center 3367 - Facilities Property Maintenance, Account 50308 - Service Contract Maintenance, Project 300066 - Rail Operations Expo Line.
Since this is a multi-year contract, the Cost Center manager, and the Senior Executive Officer, Rail Maintenance will be accountable for budgeting the cost in future years, including any option(s) exercised.
Impact to Budget
The current year funding for this action will come from State and Local sources eligible for use for Operations. These sources will maximize the use of funds available for these activities.
Alternatives_Considered
ALTERNATIVES CONSIDERED
Staff considered providing this service through in-house staff; however, this would require the hiring and training of additional personnel, purchase of additional equipment, vehicles, and supplies to support the expanded responsibility. Staff's assessment indicates that this is not a cost-effective option for Metro.
Next_Steps
NEXT STEPS
Upon Board approval, staff will execute Contract No. OP5938800 to Far East Landscape and Maintenance, Inc., effective October 1, 2016, to provide landscape and irrigation maintenance services for Division 14 and the Metro Expo II Extension stations and facilities.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - DEOD Summary
Prepared_by
Prepared by: Brady Branstetter, DEO, Facilities Maintenance, (213) 922-6767
Lena Babayan, Senior Director, Facilities Maintenance, (213) 922-6765
Chris Reyes, Principal Transportation Planner, (213) 922-4808
Reviewed_By
Reviewed by: James T. Gallagher, Chief Operations Officer, (213) 922-4424
Ivan Page, Chief, Vendor/Contract Management (Interim), (213) 922-6383
