Meeting_Body
OPERATIONS, SAFETY, AND CUSTOMER EXPERIENCE COMMITTEE
OCTOBER 24, 2024
Subject
SUBJECT: COMMERCIAL AND INDUSTRIAL DOOR REPAIR AND PREVENTIVE MAINTENANCE SERVICES
Action
ACTION: APPROVE RECOMMENDATION
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to execute Contract Modification No. 5 to Contract No. OP754160008370 with Steelman Build & Construction Inc., to provide commercial and industrial door repair and preventive maintenance services to exercise option year one in the Not-to-Exceed (NTE) amount of $560,912, increasing the Total Contract Value from $1,732,736 to $2,293,648, and extending the period of performance from January 3, 2025, to January 2, 2026.
Issue
ISSUE
The current contract’s three-year base term to provide commercial and industrial door repair and preventive maintenance services expires on January 2, 2025. To continue providing these critical services, a contract modification is required to exercise option year one.
Background
BACKGROUND
At its September 2021 meeting, the Board authorized the Chief Executive Officer to award a five-year firm fixed unit rate Contract No. OP754160008370, inclusive of two (2) one-year options to Steelman Build & Construction Inc. to provide systemwide commercial and industrial door repair and preventive maintenance services, effective January 3, 2022.
Metro staff are first responders for inoperable doors to ensure there is proper electrical power to the door operator. Once Metro staff verifies there is no issue with the power supplied to the door operator, the contractor will proceed to perform as-needed mechanical and any other repairs for damaged or malfunctioning commercial and industrial doors as they are responsible for under the existing contract. The contractor is also required to provide semi-annual preventative maintenance inspections for roll-up doors and grilles. The proactive preventative maintenance program and timely repair of damaged or malfunctioning doors provided by this contract are necessary to ensure safe operations, accessibility to Metro’s transit system, and timely bus rollouts.
Under the existing contract, Steelman Build & Construction Inc. has provided satisfactory services for systemwide commercial and industrial door repair and preventive maintenance.
During the three-year base term, services were expanded to include 157 additional doors from Union Station East Portal and Gateway Headquarters Building, previously managed under a separate contract outside Metro Operations. It also included 24 additional doors from the K Line (C/LAX) and Regional Connector expansion projects, for a total of 1,231 doors throughout Metro bus and rail facilities. This consists of 480 steel roll-up doors, 164 glass doors, 59 bi-fold doors, 43 roll-up grilles, 48 sectional doors, 413 fire doors, and 24 counter shutters.
Discussion
DISCUSSION
Under Modification No. 5, the contractor will continue to provide systemwide commercial and industrial door repair and preventive maintenance service to ensure safe operations and timely service delivery.
The existing contract scope of services will further expand during option year one to include 79 additional commercial and industrial doors with the completion of the Airport Metro Connector project and Section 1 of the D Line/Purple Extension, increasing the total number of doors to be maintained under this contract from 1,231 to 1,310.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
The approval of this item will ensure safe, timely, and quality commercial and industrial door repair and preventive maintenance services throughout Metro bus and rail facilities.
Financial_Impact
FINANCIAL IMPACT
The FY25 budget includes funding of $526,948 under cost center 8370-Facilities Contracted Maintenance Services, account 50308, Service Contract Maintenance, and various projects.
Since this is a multi-year contract, the cost center manager and Deputy Chief Operations Officer of Shared Mobility will be accountable for budgeting costs in future years.
Impact to Budget
Current funding sources for this action include Passenger Fares, Proposition A and C, Measure R and M, as well as State Transit Assistance. These funding sources are eligible for bus and rail operations projects. Using these funding sources maximizes the project funding allocations allowed by approved provisions and guidelines.
Equity_Platform
EQUITY PLATFORM
This contracted maintenance service will be applied equally to commercial and industrial doors at all Metro divisions, stations, terminals, and locations. While customers have minimal interaction with these commercial and industrial doors, including fire doors, it is imperative that they are maintained to ensure proper operation during an emergency and rider and employee safety.
This contract was solicited as part of the Small Business (SB) Prime (Set-Aside) Program. Steelman Build & Construction Inc., a Metro-certified SBE contractor, made an 86% SBE commitment as the prime contractor. The current level of SBE participation is 98.24%, exceeding the commitment by 12.24%.
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 semi-annual inspections, preventive maintenance inspections, and as-needed repairs to damaged or malfunctioning commercial and industrial doors will extend their useful life, ensure timely bus rollouts, and provide safe and reliable operations system-wide.
Alternatives_Considered
ALTERNATIVES CONSIDERED
The Board may elect not to approve this recommendation. This option is not recommended as it would result in a gap in service, severely impacting safety, operations, and accessibility to Metro’s system.
With the completion of a financial-based insourcing/outsourcing study based on a quantitative and qualitative assessment, staff has conducted an initial analysis for insourcing/outsourcing options for providing commercial and industrial door repair and preventive maintenance services, amongst other services. Based on the findings, providing commercial and industrial door repair and preventive maintenance services was not recommended for insourcing as this would require Metro to hire dedicated staff to be trained on several types of commercial and industrial doors, the purchase of additional equipment, vehicles, and a significant investment for parts and materials to support the expanded responsibility. The insourcing/outsourcing study assessment results indicate that this is currently not a cost-effective option for Metro.
Next_Steps
NEXT STEPS
Upon approval by the Board, staff will execute Contract Modification No. 5 to Contract No. OP754160008370 with Steelman Build & Construction Inc. to provide commercial and industrial door repair and preventive maintenance services effective January 3, 2025.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - Contract Modification/Change Order Log
Attachment C - DEOD Summary
Prepared_by
Prepared by: Lena Babayan, Executive Officer, Operations Administration, (213) 922-6765
Carlos Martinez, Director, Facilities Contracted Maintenance Services, (213) 922-6761
Shahrzad Amiri, Deputy Chief Operations Officer, Shared Mobility, (213) 922-3061
Debra Avila, Deputy Chief Vendor/Contract Management Officer, (213) 418-3051
Reviewed_By
Reviewed by: Conan Cheung, Chief Operations Officer, Transit Operations,
(213) 418-3034
