Meeting_Body
OPERATIONS, SAFETY, AND CUSTOMER EXPERIENCE COMMITTEE
MARCH 18, 2021
Subject
SUBJECT: RAIL VEHICLE LUBRICATING STICKS
Action
ACTIONS: AWARD CONTRACT
Heading
RECOMMENDATIONS
Title
AUTHORIZE the CEO to award a 36-month March 2021 through March 2024, firm fixed price contract with two one (1) year extensions, on Contract Number SD66581000, to LB Foster Rail Technologies, Inc., the lowest responsive and responsible bidder for HPF & LCF Lubricating Block for an amount not to exceed $1,176,592.09. Board approval of the contract award is subject to resolution of any properly submitted protest.
Issue
ISSUE
This procurement will provide Metro continuity in the supply of rail wheel lubricating sticks at the lowest cost. The contract to be awarded is a “requirement type” agreement, in which we commit to ordering only from the awardee, up to the specified quantity for a specific duration of time, but with no obligation or commitment for us to order any and all of the lubricating sticks that may be anticipated. The bid quantities are estimates only, with deliveries to be ordered and released as required.
Discussion
DISCUSSION
The procurement is for the acquisition of lubricating sticks needed to maintain and service the Red, Blue, Green, Gold, and Expo Line Rail Fleet. Each of the vehicles has four or six lubricating sticks depending on the wheel configuration. The thin film from the Friction modifier stick provides a consistent friction level on the wheel/rail interface throughout the transit system. The Lubricating Sticks are critical to the operation of the Metro rail fleet because they reduce tread wear and wheel replacement, wheel truing costs, rail wear, gauge widening and noise levels and provide for safer vehicle operation. Rail vehicle lubricating sticks are inspected during the monthly vehicle inspection and replenished as needed as part of the Rail Fleet Service Maintenance Program.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
Safety is of the utmost importance to Metro; therefore, it is imperative to maintain the lubricating sticks in inventory so that they are immediately available when replacement is warranted. Award of contract will ensure rail Divisions have adequate inventory to maintain and service the rail cars according to Metro Maintenance standards.
Financial_Impact
FINANCIAL IMPACT
The total contract amount is $1,176,592.09. FY21 funds of $54,000 are included in cost center 3940, projects 300044 and 300055, account 50441 Revenue Parts. The funding of $500,000 for Red, Blue, Green, Gold, and Expo Line lubricating sticks will be requested to be included in FY22 budget in Cost Center Numbers 3941, 3942, 3943, 3944, 3947, and 3948 Rail Fleet Services, Project Numbers 300022, 300033, 300044, 300055, and 300066 under line item 50441 - Parts, Revenue Vehicle.
Since this is a multi-year contract, the cost center manager, project manager and Sr. Executive Officer, Rail Fleet Services will ensure that the balance of funds is budgeted in future fiscal years.
Impact to Budget
Sources of funds for this action include Federal Grants, Prop A 35%, Prop C 40%, Measure R 2%, Measure M 2% SGR, State SB1. Allocating these funds to this effort maximizes their intended use 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 Goal 2) Deliver outstanding trip experience for all users of the transportation system.
Alternatives_Considered
ALTERNATIVES CONSIDERED
The alternative is not to award the contract and to procure Lubricating Sticks on an as-needed basis at a higher cost. This approach is not recommended since it does not provide a commitment from the suppliers to ensure availability and price stability.
Next_Steps
NEXT STEPS
The acquisition of lubricating sticks will proceed under the provisions of the contract.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - DEOD Summary
Prepared_by:
Prepared by: Bob Spadafora, Sr. Executive Officer, Rail Fleet Services
(213) 922-3144
Michael Ornelas, Sr. Director, Rail Vehicle Maintenance,
(213) 922-3223
Reviewed_by:
Reviewed by: James T. Gallagher, Chief Operations Officer, (213) 418-3108
Debra Avila, Chief Vendor/Contract Management Officer,
(213) 418-3051
