Meeting_Body
CONSTRUCTION COMMITTEE
JULY 17, 2024
Subject
SUBJECT: SUPPLEMENTAL ENGINEERING SERVICES (SES) CONSULTANT SERVICE CONTRACT
Action
ACTION: AWARD PROFESSIONAL SERVICES CONTRACT
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to:
A. AWARD a cost plus fixed fee Contract No. AE120356 to HDR Engineering, Inc. for Supplemental Engineering Services for Engineering Design of Transit Rail Projects on a task order basis, in an amount not to exceed $50,000,000 for the base three-year term, and $10,000,000 for each of the two, one-year options, for a total contract value not to exceed $70,000,000, subject to resolution of any protest(s), if any; and
B. ISSUE individual Task Orders and modifications within the Board approved contract amount.
Issue
ISSUE
Metro’s staff engineers, architects and CADD designers in the Engineering Group are fully engaged supporting our current Major Rail Transit Projects (Purple Line Sections 1, 2, and 3), East San Fernando Valley Light Rail Transit Project, Airport Metro Connector, Foothill Extension, Metro Center Project, Division 20 Portal Widening, Metro G Line Improvements Project, Link Union Station (Link US), North Hollywood to Pasadena BRT and numerous other capital improvement and state of good repair projects.
In addition, the major transit capital expansion programs within Measure M have added a considerable workload to the Metro Engineering group with many projects that will shortly be transitioning towards or moving into the Program Management phase such as the C-Line Extension, the Southeast Gateway Line, Sepulveda Transit Corridor, and the Eastside Phase II projects, as examples.
In order to move Metro’s ambitious transit expansion programs forward, supplemental engineering services are required.
Background
BACKGROUND
The existing Supplemental Engineering Services (SES) contract (Contract No. AE59600) will expire on July 25, 2024. The authorized funding for this existing contract has almost reached its limit. This new SES contract will enable Metro the flexibility to supplement internal resources on an as-needed basis for the work detailed below, when the Engineering Group either does not have sufficient capacity or lacks the expertise necessary to perform a particular task in a timely manner. Metro Engineering staff does not possess the resources or, in some cases, technical expertise to carry out certain specialized tasks such as Traffic Control Plans, three-dimensional nonlinear soils-structure interaction analysis, Noise and Vibration Control, or Corrosion Control. There is not currently a need for full-time resources for those specific specialties since they are required intermittently. Therefore, it is more efficient to use consultants on an as-needed basis.
Discussion
DISCUSSION
Metro Engineering has developed this SES Contract to supplement Metro’s engineering efforts. The recommended SES consultant team is capable of supporting Metro’s engineering group’s technical disciplines. This Contract will be issued for a term of three years with two, one-year optional extensions, that may be exercised in the future, for a maximum total duration of five years. The Procurement Summary for this Contract is included as Attachment A.
The three year base contract amount of $50,000,000 with two one-year $10,000,000 options was determined based on staff analysis of historical spending rates for contracted supplemental engineering services, project specific analysis based on individual project needs, and historical spending for unanticipated or unplanned engineering needs. This SES contract will be used to perform tasks planned for all of our projects over the next five years, as well as unforeseen tasks that engineering cannot perform in-house either due to lack of sufficient staff or expertise. The expected tasks include providing engineering services for the C-Line Extension, Southeast Gateway Line (SGL), Sepulveda Transit Corridor, the Eastside Phase II project, and the Rail Operations Control/Bus Operations Control (ROC/BOC) project, as examples. Staff also have additional task orders and engineering needs that will carry over from our incumbent SES contract due to contract expiration and financial limitations on the contract. Examples of such task orders include the C-line Platform Extensions, SGL Advanced Engineering, and the development of a Building Information Modeling (BIM) policy for Metro projects. The SES contract will also be used to deliver unforeseen engineering design requests. With the 2028 Olympics on the horizon, staff expects to receive several of these types of requests from various departments and this contract will assist staff in providing these required engineering resources.
This Contract called for proposers to demonstrate their capabilities and technical expertise listed in the Scope of Services included in the RFP. The technical proficiencies required for this SES contract (AE120356) are very comprehensive and include all engineering and specialties disciplines that Metro may require in support of its projects. These include, but are not limited to, the following:
General Services
1. Preliminary and Final Design of Transit Rail Projects.
2. Design Review Support & Coordination for CIP projects & other special projects.
3. Production of Project Status, Technical and Engineering Reports.
4. Design of Structures, Stations and Guideways.
5. Facilities/Systems Interface Coordination.
6. Surveying Services.
7. Cost Estimating.
8. Intra/Inter Disciplinary Coordination.
9. Scheduling and Cost Management for Task Orders.
10. Post Design Services including Bid and Design Support during Construction.
11. Administrative Tasks associated with General Engineering Support Services.
Specific Rail Facilities and Third Party Utility Design Services:
12. Engineering Services for Review and Approval of Metro Projects.
13. Development of Technical Specifications, Drawings and Reference Documents.
14. Engineering Services for support of Metro Rail Operations and Maintenance.
15. Land Surveying and Legal Description.
16. Potholing.
17. Geotechnical Services, Borings and Reports.
18. Civil & Utility Engineering
19. Drainage Design and Hydraulic Calculations.
20. Structural Engineering.
21. Bridges and Aerial Structure Design.
22. Tunnels, Trenches and Underground Station Design.
23. Track Work Engineering, Plan and Profile.
24. CPUC Grade Crossing Application including attendance at field diagnostic meetings.
25. Yard and Shop Rail Maintenance Facility Design.
26. Architectural Design.
27. Station Site Development.
28. Urban Design Integration.
29. Landscape Architecture.
30. Traffic Control Plans including Striping Drawings and Signal Drawings.
31. CADD and MicroStation Drawings.
32. BIM Services and Training.
33. Project Presentation including Three-Dimensional Rendering.
34. Corrosion Control Measures and Cathodic Protection.
35. Value Engineering and Cost Reduction.
36. Noise and Vibration Analysis including Site Visits, Measurement and Mitigation.
37. Other engineering or technical discipline not listed above that is ancillary to the Statement of Work and consistent with the general requirements of an approved Task Order.
38. Mechanical design including HVAC and emergency ventilation.
39. Electrical Design.
40. Plumbing Design.
41. Fire Protection Design
42. Third party support services as it relates to relocation of utilities and general third party civil related elements
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
This SES Contract is not directly related to a specified safety issue. However, the services provided via this SES Contract augment internal resources and, thus generally supports safety initiatives.
Financial_Impact
FINANCIAL IMPACT
As specific engineering design or 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 Chief Program Management Officer, Project Managers and respective Cost Center Managers will be responsible for budgeting for costs of future task orders related to this contract.
Impact to Budget
The funding for the task orders is provided by the specific project requiring the services. The sources for these funds are in line with the respective projects’ funding plans and fund sources may consist of federal and/or state grants as well as local funds. Many of the state of good repair projects are funded with local funding sources that are eligible for rail and bus operations.
Equity_Platform
EQUITY PLATFORM
The Supplemental Engineering Services Contract provides Engineering, Design and Specifications, including Final Design of Transit Rail and Tunnel Projects and associated facilities for various Metro projects throughout the County of Los Angeles, including in many Equity Focus Communities (EFC). These services are essential for the support and on-time delivery of Metro projects that serve Metro customers. All services supported by this contract help avoid project delays and promote cost saving measures to effectively deliver the projects and provide greater access and mobility.
The Diversity and Economic Opportunity Department (DEOD) established overall 33% Disadvantaged Business Enterprise (DBE), 30% Small Business Enterprise (SBE), and 3% Disabled Veteran Business Enterprise (DVBE) goals for this solicitation. HDR met the goals by making overall 33% DBE, 30% SBE, and 3% DVBE commitments. In Attachment B, the Diversity and Opportunity Department (DEOD) has listed a summary of the DBE, SBE and DVBE subconsultants. There are 21 DBE, 21 SBE, and 3 DVBE firms in the HDR team. Further, HDR is participating in Metro’s Mentor-Protégé Program (MPP) as part of the Contracting Outreach and Mentoring Plan (COMP) and has committed to mentoring at least four firms (two DBE firms, one SBE firm, and one DVBE firm) on this contract.
Implementation_of_Strategic_Plan_Goals
IMPLEMENTATION OF STRATEGIC PLAN GOALS
This recommendation supports Metro’s Strategic Plan Goal 1. By supporting the recommendation for HDR Engineering, Inc. to provide supplemental engineering services, the Board is supporting Strategic Plan Goal 1, which promotes trip reliability, reduces trip disruptions as well as deliver of world-class transit service by ensuring our transit assets are in a state of good repair.
Alternatives_Considered
ALTERNATIVES CONSIDERED
1. Solicit qualifications proposals for each individual task when the requirement arises. This alternative is not recommended as it would require extensive additional staff time to process each individual task and 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 and Vendor/Contract Management departments.
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, CIP, and SOGR projects. Due to these commitments, it is anticipated that the current staff will be challenged to provide the necessary additional technical support required for the up-coming capital projects which is under concurrent development. If this alternative were exercised, Metro would need to hire additional staff with expertise in several currently underrepresented disciplines to perform this work. Such an action is not practical nor cost-effective.
Next_Steps
NEXT STEPS
Upon Board approval, staff will execute Contract No. AE120356 with HDR Engineering, Inc. for Supplemental Engineering Services. Specific task orders will then be issued on an as needed basis.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - DEOD Summary
Prepared_by
Prepared by: Androush Danielians, Senior Executive Officer, (213) 922-7598
Moshik Santo Mah, Deputy Executive Officer, (213) 922-3074
Carolina Coppolo, Deputy Chief Vendor/Contract Management Officer (Interim) (213) 922-4471
Reviewed_By
Reviewed by: Timothy Lindholm, Chief Program Management Officer (Interim),
(213) 922-7297
