Meeting_Body
OPERATIONS, SAFETY, AND CUSTOMER EXPERIENCE COMMITTEE
MARCH 18, 2021
Subject
SUBJECT: ENGINEERING SUPPORT FOR BUS AND RAIL MAINTENANCE SERVICES
Action
ACTION: APPROVE CONTRACT MODIFICATION
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to execute Contract Modification No. 5 to Contract No. PS46172000, with Gannett Fleming Transit & Rail Systems, for engineering support of rail maintenance to exercise the second-year option extending the period of performance through April 26, 2022 and increasing the total contract not-to- exceed amount by $5,000,000 from $21,000,000 to $26,000,000.
Issue
ISSUE
The first-year option performance period for Contract No. PS46172000 ends on April 26, 2021. A contract modification is required to exercise the second-year option to continue providing engineering support from April 27, 2021 through April 26, 2022.
Metro Maintenance and Engineering has limited scope and depth of engineering and technical resources to develop and execute capital projects and meet the day-to-day engineering needs necessary to maintain and improve transit infrastructure assets and systems. Contract No. PS46172000 has been providing engineering support that enables Metro to augment internal resources on an on-call basis in situations where either Metro does not have sufficient capacity or expertise necessary to perform the required task.
Background
BACKGROUND
In April 2018, the Board of Directors approved the award of Contract No. PS46172000 for Maintenance and Engineering support in a total not-to exceed amount of $31,000,000 ($16,000,000 for the initial two-year base period, and $15,000,000 for the three, one-year options at $5,000,000 per year). This task order based contract provides for a range of engineering services for train control, traction power, communications, track, mechanical, electrical, plumbing, civil design, and fare collection. Also included are support services for project management, construction management, and computer aided design and drafting (CADD).
For a list of previous modifications to Contract No. PS46172000, please see Attachment C.
Discussion
DISCUSSION
The State of Good Repair (SGR) for the Maintenance of Way and Facilities Maintenance work program is approximately $39.2 million for combined fiscal years 2021 and the projected 2022 budget. Maintenance and Engineering has determined that a support cost of 10 - 15% is reasonable in order to deliver capital projects on time and on budget. To date, Contract No.PS46172000 has awarded task orders totaling $18,016,796. Work has entailed performing assessments for rail corrosion, radio communication coverage, bus and rail facilities, CCTV security enhancements; pantograph condition monitoring, Expo geotechnical surveys, vertical transportation survey, OCS inspection system development, signal standardization, emergency trip system; and augmentation for the engineering disciplines.
A Disadvantaged Business Enterprise (DBE) commitment of 25% was established as part of this contract. The DBE participation is based on the aggregate of all task orders awarded. To date, Gannett Fleming Transit & Rail Systems has 49.39% DBE participation by subcontracting to DBE certified firms.
This contract continues to support the planning, implementation, and execution of SGR projects. Refer to Attachment A for a list of SGR projects this contract is supporting.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
The engineering support services for rail maintenance are not directly related to a specific safety issue. However, the services provided via this contract will contribute to maintaining the transit system in a state of good repair as recommended by Metro’s Transit Asset Management (TAM) Plan, which is essential to providing a safe and reliable service for riders who use the Metro rail system daily.
Financial_Impact
FINANCIAL IMPACT
The total for the second-year option is $5,000,000 of spending authority. For FY21, $5,352,834 in funding was included under the various capital project budget(s) in cost center 3960 - Rail Transit Engineering, Account 50316 -Professional and Technical Services. As additional task orders become necessary to execute, they will be funded through the appropriate capital projects.
Since this is a multi-year contract, the Project Manager will ensure that the balance of funds is budgeted in future fiscal years.
Impact to Budget
The source of funds for this action include TDA, Measure R, & Measure M. Allocation of these funds to this effort maximizes their intended use given approved funding guidelines and provisions. The source of funds will be dependent on the specific capital project funding.
Implementation_of_Strategic_Plan_Goals
IMPLEMENTATION OF STRATEGIC PLAN GOALS
Approval of this recommendation supports the following Metro Strategic Plan Goals:
1. Provide high-quality mobility options that enable people to spend less time traveling.
2. Deliver outstanding trip experiences for all users of the transportation system.
This engineering support services contract will help maintain safety, service and reliability standards in an effort to provide a world-class transportation system that enhances quality of life for all who live, work, and play within Los Angeles County.
Alternatives_Considered
ALTERNATIVES CONSIDERED
1) Solicit competitive bids for each individual task order as it becomes required. This is not recommended as it would require extensive additional staff time to process each request and result in project delays due to the lead time required to complete each procurement cycle.
2) Utilize existing Engineering staff to provide the required technical support. This is not feasible as the current budgeted MOW Engineering capacity is fully utilized to maintain Metro's existing systems and oversee the acceptance of the new rail lines. Also, there would not be sufficient existing staff to re-assign to provide technical support to the various capital projects concurrently.
Next_Steps
NEXT STEPS
Upon Board approval, staff will execute Modification No. 5 to Contract No. PS46172000 with Gannett Fleming Transit & Rail Systems to provide engineering support for Rail Maintenance and Engineering on an as needed, task-orders basis.
Attachments
ATTACHMENTS
Attachment A - List of Supported Project Uses
Attachment B - Procurement Summary
Attachment C - Contract Modification/Change Order Log
Attachment D - DEOD Summary
Prepared_by
Prepared by: Rudy Loera, Senior Director, Project Engineering, (213) 617-6225
Errol Taylor, Senior Executive Officer, Maintenance and Engineering, (213) 922-3227
Kelvin Zan, Deputy Executive Officer, Systems Engineering (Interim), (213) 922-6264
Reviewed_By
Reviewed by: James T. Gallagher, Chief Operations Officer, (213) 418-3108
Debra Avila, Chief Vendor/Contract Management Officer, (213) 418-3051
