Meeting_Body
OPERATIONS, SAFETY, AND CUSTOMER EXPERIENCE COMMITTEE
MAY 20, 2021
Subject
SUBJECT: TRASH AND VEGETATION REMOVAL SERVICES
Action
ACTION: APPROVE CONTRACT AWARD FOR REGIONS 1 THROUGH 3
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to award a firm fixed unit rate Contract No. OP1788340008370, for Metro’s Regions 1, 2, and 3 combined, to Woods Maintenance, Services Inc., to provide trash and overgrown vegetation removal services. The contract not-to-exceed amount is $25,909,440 for the three-year base, and $17,614,080 for the one, two-year option, for a combined not-to-exceed amount of $43,523,520, effective July 1, 2021, subject to resolution of protests(s), if any.
Issue
ISSUE
The existing four (4) contracts for Regions 1 through 4 providing combined services per region for graffiti abatement, landscape and irrigation maintenance, and trash and overgrown vegetation removal services, will expire on June 30, 2021
To ensure continuity of maintenance services, new contract awards are required effective July 1, 2021. Under this new contract, trash and overgrown vegetation removal services will be performed collectively throughout Metro’s service area restructured and split geographically into Regions 1, 2, and 3. Separate contract award recommendations are in progress to provide graffiti abatement services and landscape and irrigation maintenance services, respectively.
Background
BACKGROUND
On September 17, 2015, Metro Board of Directors awarded four (4) contracts for Regions 1 through 4, to maintain Metro’s service area split geographically into four (4) regions. Each contract provides combined services for graffiti abatement, landscape and irrigation maintenance, and trash and overgrown vegetation removal services.
Maintenance contracts are continuously reviewed and evaluated, exploring opportunities for competition, small business participation, and taking into consideration Metro’s rapidly expanding system. Under this new contract, Metro’s service area has been restructured and split into three (3) geographical regions where trash and overgrown vegetation removal services will be provided under a separate contract, replacing the existing combined services contract. These actions are critical to Metro’s operations to ensure streamlining processes, improving service efficiency and cost effectiveness.
Discussion
DISCUSSION
Under this new contract for Regions 1, 2 and 3 combined, the contractor is required to provide general maintenance and clean-up services for Metro Rights-Of-Way (ROWs), facilities, parking lots and parcel properties, clearing trash, illegal dumping, and removing overgrown vegetation.
Regular trash, bulky item and overgrown vegetation removal services are essential for Metro facilities to ensure maintaining smooth operations, complying with CPUC guidelines, providing safe and clean facilities, and enhancing customer experience system-wide.
The Diversity and Economic Opportunity Department (DEOD) established a 24% SBE goal and a 3% DVBE goal for each of the three (3) regions. Woods Maintenance Services, Inc. made a 24% SBE and a 3% DVBE commitment for Regions 1, 2, and 3.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
The approval of this item will ensure the continuity of maintenance services, meeting Metro maintenance standards while providing a proactive approach to maintenance needs and ensuring delivery of safe, clean, on-time and reliable services system-wide.
Financial_Impact
FINANCIAL IMPACT
Subject to Board approval of the FY22 Budget, funding of $8,272,800 is to be allocated under cost center 8370 - Facilities Contracted Maintenance Services, account 50308, Service Contract Maintenance, under various projects.
Since this is a multi-year contract, the cost center Manager, and Sr. Executive Officer, Maintenance and Engineering will be accountable for budgeting the cost in future years.
Impact to Budget
The preliminary source of funds for this action are Proposition A/C, Measure R/M, and the Transportation Development Act. Use of these proposed funding sources currently maximizes project funding allocations given approved funding provisions and guidelines.
Implementation_of_Strategic_Plan_Goals
IMPLEMENTATION OF STRATEGIC PLAN GOALS
This board action supports Strategic Goal 5: Provide responsive, accountable, and trustworthy governance within the Metro organization. Performing regular trash and overgrown vegetation removal services will ensure providing a safe and clean Metro facilities and ROWs while enhancing customer experience system-wide.
Alternatives_Considered
ALTERNATIVES CONSIDERED
Staff considered providing this service through in-house staff; however, this would require the hiring, 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 approval by the Board, staff will execute Contract No. OP1788340008370 for Regions 1, 2 and 3 combined, with Woods Maintenance Services, Inc., to provide the necessary trash and overgrown vegetation removal services system-wide effective July 1, 2021.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - DEOD Summary
Attachment C - Three (3) Regions’ Maps
Prepared_by
Prepared by: Errol Taylor, Sr, Executive Office, Maintenance & Engineering, (213) 922-3227
Lena Babayan, Deputy Executive Officer, Facilities Contracted Maintenance Services, (213) 922-6765
Ruben Cardenas, Sr. Manager, Facilities Contracted Maintenance Services, (213) 922-5932
Reviewed_By
Reviewed by: James T. Gallagher, Chief Operations Officer, (213) 418-3108
Debra Avila, Chief, Vendor/Contract Management Officer, (213) 418-3051
