Meeting_Body
CONSTRUCTION COMMITTEE
JUNE 21, 2018
Subject
SUBJECT: SUPPLEMENTAL ENGINEERING SUPPORT (SES)
SERVICES FOR BUS AND RAIL FACILITIES
Action
ACTION: AWARD PROFESSIONAL SERVICES CONTRACT
Heading
RECOMMENDATION
Title
CONSIDER:
A. AUTHORIZING the Chief Executive Officer to award a cost plus fixed fee Contract No. AE45752 to HDR | Maintenance Design Group (MDG), for Supplemental Engineering Support (SES) services for Bus and Rail Facilities for an amount not-to-exceed $9,000,000 for the three-year base period, plus two one-year options in an amount not to exceed $3,000,000 per option, for a Total Contract Value not to exceed $15,000,000, subject to resolution of protest(s), and;
B. APPROVING Contract Modification Authority specific to Contract No. AE45752 for 10% of the not-to-exceed award value.
Issue
ISSUE
Supplemental Engineering Support (SES) services are needed to assist the Program Management Department with the delivery of Metro’s Capital Program for projects related to bus and rail facilities. These services will supplement Metro staff and provide technical resources and expertise to support the delivery of capital projects. The passing of Measure M has increased the workload of the Capital Projects group. SES services will provide Metro the flexibility to adjust its resources to implement and deliver necessary projects safely, on time, and within budget. In addition, the existing Facilities SES services Contract expires on June 30, 2018.
Discussion
DISCUSSION
The Capital Projects Department within Program Management is responsible for the delivery of the projects in the Capital Improvement Program (CIP) with many of those projects supporting State of Good Repair (SOGR). With the recently approved Measure M program added to the already existing Measure R program, Metro is currently undertaking the largest transportation construction program in the nation, but it has also created an unprecedented challenge to project delivery. In terms of staff resources, SES services would assist the Capital Projects Department within Program Management with securing sufficient qualified resources across a wide spectrum of disciplines in a timely manner to manage and support the delivery of Board approved projects. The selected consultant would scale staff up or down depending on Metro’s bus, rail, and other CIP needs. The Contract allows staff to efficiently and effectively augment Program Management staff as required to ensure the resources with the necessary technical expertise to design a project are available when needed.
Metro awarded three SES contracts in 2013: PS8510-3000 for Rail and Bus Maintenance, PS8510-3001 for Rail Systems Engineering, and PS8510-3002 for Rail Facilities and Third Party. All three were three-year contracts with two one-year options. Contract AE45752 will replace Contract PS8510-3000 which will expire June 30, 2018. Metro issued 20 Task Orders totaling over $4.1 million under Contract PS8510-3000 for work related to many of its Operating Divisions including the design of a Building Maintenance Annex at Division 9, the design of a new roof at Division 2, and Maintenance and Transportation Building Renovations at Division 1. Recent Task Orders have also included a systemwide survey of Metro’s vertical transportation.
The Bus and Rail Maintenance SES Contract will address the following services:
BUS DIVISIONS, CENTRAL MAINTENANCE FACILITY (CMF), BUS TERMINALS AND BUS STATIONS DESIGN SERVICES:
1. Industrial engineering, work flow analysis, and master planning for bus divisions, central maintenance facility, and bus stations.
2. Bus maintenance systems and equipment.
3. Bus cleaning and fueling systems and equipment.
4. Maintenance and Transportation operation building architectural and engineering, including civil, structural, mechanical electrical plumbing (MEP) and industrial engineering services.
5. Sustainability, commissioning, and LEED certification services.
6. Compressed Natural Gas (CNG) fueling, CNG detection system, and ventilation systems.
7. Electrical load analysis.
8. Storm water, sewer, and industrial process water systems.
9. Bus washer systems.
10. Energy conservation, energy audits, and renewable energy systems.
11. Site survey, geotechnical studies, and site utility assessments.
12. Heating, ventilation, and air conditioning design offices, maintenance shops and building per Title 24 energy codes, California State codes, and local codes.
13. Industrial ventilation design for maintenance shops and equipment rooms per local codes and Cal-OSHA, including administrative spaces, paint booths, welding area and CNG area.
14. Fire protection system.
15. CCTV and security system.
16. Electrical analysis for electrical buses.
17. Communication systems,
18. Emergency Generators and Uninterruptable Power Supply (UPS).
19. Lighting design.
20. Engineering design support during construction.
21. Other engineering work as required.
RAIL DIVISIONS, RAIL OPERATION CONTROL (ROC) FACILITY AND RAIL STATIONS DESIGN SERVICES:
1. Architectural and civil, track, structural, MEP engineering for rail facilities.
2. Industrial engineering, work flow analysis, and master planning for new and existing equipment/systems/buildings.
3. Rail vehicle shop equipment such as car hoists, cranes, wheel truing machines, wheel press, turntable, blow down equipment, etc.
4. Rail car (LRT and HRT) cleaning system/equipment.
5. Electrical load analysis.
6. Coordination of electrical interface with facilities and systems.
7. Sustainability, commissioning, and LEED certification services.
8. Storm water, sewer, and industrial process water systems.
9. Energy conservation, energy audits and renewable energy systems.
10. Site survey work, geotechnical studies, and site utility assessments.
11. Industrial ventilation design for maintenance shops and equipment rooms per local codes and Cal-OSHA, including administrative spaces, body shop, paint shop/booths, welding shop, blow-down pit, etc.
12. Heating, ventilation, and air conditioning design for offices, shops, and building per Title 24 energy codes, California State codes, local codes.
13. Fire protection systems.
14. Fire/Life/Safety associated items.
15. Utility coordination, relocation and design.
16. CCTV and security surveillance systems.
17. Emergency generators and uninterruptable power supply (UPS).
18. Lighting design.
19. Renewable energy systems.
20. Engineering design support during construction.
21. Other engineering work as required.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
Although this SES contract is not directly related to a specific safety issue, this Board action should have a positive impact on the safety of Metro’s patrons and employees. The services provided via the SES contract will be to increase the effectiveness and efficiency of Metro’s facilities, including, but not limited to, shop equipment, building systems, yard configurations, and controls to provide a safer working environment for employees.
Financial_Impact
FINANCIAL IMPACT
Approval of the recommendations will have no financial impact to the FY18 and FY19 budgets. As specific engineering design support needs arise, task orders will be issued and funded from the associated project budget, upon approval by the responsible Project Manager.
Since this is a multi-year project, the Project Managers, Cost Center Managers, and the Chief Program Management Officer will be responsible for budgeting costs of task orders related to this contract.
Impact to Budget
There is no impact to the FY18 and FY19 Budgets as funds for this action will be included in the approved budget for each project. Most of the projects are funded with multiple sources of funds: federal and state grants, bonds and local sales taxes. Much of local sales taxes are eligible for bus and rail operations and capital improvements. These funds are programmed to state of good repair projects and to augment the costs of mega projects, where eligible and appropriate.
Alternatives_Considered
ALTERNATIVES CONSIDERED
Staff considered three alternatives.
1) Solicit qualifications proposals for each individual task whenever the need or request arises. This alternative is not recommended because it would require extensive additional staff time to process each individual task. Each task order would essentially be a separate procurement. This would result in project delays due to the lead time required to complete each procurement cycle. Additionally, procuring services on a per-assignment basis would impose a significant additional burden on the Engineering, Capital Projects, and Vendor/Contract Management departments. Such a course of action is not deemed to be practical or cost effective.
2) Utilize existing engineering staff to provide the required technical support. This alternative is also not feasible as Metro’s current engineering capacity is fully utilized to support the existing major projects, capital improvement projects, and State of Good Repair projects. Due to these commitments, it is anticipated that the current staff would be challenged to provide the technical support necessary for upcoming capital projects which will be under concurrent development with already existing projects. If this second alternative is exercised, Metro would need to hire additional staff with expertise in several currently underrepresented disciplines to perform this work. Such a course of action is not deemed to be practical or cost effective.
3) Extend the expiring SES contracts. This alternative would require staff to seek Board authority to extend the existing contracts and increase the Contract Modification Authority (CMA) of the anticipated work. Such a course of action is not in accordance with Metro policy of issuing new contracts periodically usually for a period of three to five years.
Next_Steps
NEXT STEPS
Upon Board approval, staff will complete the process to award and execute the SES contract in accordance with Metro Procurement Policies and Procedures. Specific task orders will then be issued on an as-needed basis.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - SES DEOD Summary
Prepared_by
Prepared by: Tim Lindholm, Executive Officer, Capital Projects, (213)922-7297
Reviewed_By
Reviewed by: Debra Avila, Chief Vendor/Contract Management Officer, (213) 418-3051
Richard Clarke, Chief Program Management Officer, (213) 922-7557
