Meeting_Body
OPERATIONS, SAFETY, AND CUSTOMER EXPERIENCE COMMITTEE
NOVEMBER 21, 2019
Subject
SUBJECT: ENGINEERING SUPPORT FOR RAIL MAINTENANCE SERVICES
Action
ACTION: APPROVE CONTRACT MODIFICATION
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to execute Contract Modification No. 4 to Contract No. PS46172000, with Gannett Fleming Transit & Rail Systems, for engineering support of rail maintenance to exercise the first-year option, for an amount of $5,000,000, increasing the total contract not-to-exceed amount from $16,000,000 to $21,000,000, through April 2021.
Issue
ISSUE
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 railway infrastructure assets and systems. Contract No. PS46172000 has been providing significant engineering support that’s enabled Metro to augment internal resources on an on-call basis in situations where either Metro does not have sufficient capacity or the expertise necessary to perform a task.
The base term for Contract No. PS46172000 is approaching its initial contract authority. A contract modification is required to exercise the first-year option to continue providing engineering support.
Background
BACKGROUND
In April 2018, the Board of Directors approved the award of Contract No. PS46172000 for Rail Maintenance and Engineering support in a total not-to exceed amount of $31,000,000, inclusive of $16,000,000 for the initial two-year base, and $5,000,000 for each of the three, one-year options. This task order based contract provides for a range of services that includes 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).
Discussion
DISCUSSION
The State of Good Repair (SGR) for the Maintenance of Way and Facilities Maintenance work program is approximately $21 million per fiscal year. 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. Contract No.PS46172000 is presently in the second of the two base years and has awarded task orders totaling $14,615,000 to date.
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 62.28% 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.
Prior to each task order authorization, Maintenance and Engineering develops the scope of work, schedule and independent cost estimate. Metro’s Vendor/Contract Management (V/CM) will then request proposal details and pricing information and negotiate a fair and reasonable amount in accordance with agreed upon Metro terms and conditions.
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 first-year option is $5,000,000. For FY20, funding is included in the operating and capital project budget(s) under various cost centers and projects, including cost centers: 3910 - Maintenance and Engineering, 3922 - Rail Communications Systems, 3926 - Rail Signal Systems, 3927 - Rail MOW Track Maintenance, 3928 - Rail Traction Power Systems, 3960 - Rail Transit Engineering, and 3929 - Rail MOW 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 are Federal, State, and Local funds including fares that are eligible for Operations and Maintenance. For capital related task orders, the source of funds will be dependent on the specific capital project funding. Use of all related funding will maximize the use of allowable funding allocations given approved funding guidelines and provisions.
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. Additionally, procuring these services on a per-assignment basis would impose additional burden on the Vendor/Contract Management (V/CM) department.
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. 4 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: Marshall Epler, DEO, Systems Engineering, (213) 617-6232
Geyner Paz, Senior Administrative Analyst, (213) 617-6251
Reviewed_By
Reviewed by: James T. Gallagher, Chief Operations Officer, (213) 418-3108
Debra Avila, Chief Vendor/Contract Management Officer, (213) 418-3051
