Meeting_Body
OPERATIONS, SAFETY, AND CUSTOMER EXPERIENCE COMMITTEE
SEPTEMBER 15, 2022
Subject
SUBJECT: ENGINEERING SUPPORT FOR TRANSIT INFRASTRUCTURE MAINTENANCE
Action
ACTION: APPROVE CONTRACT MODIFICATION
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to execute Contract Modification No. 7 to Contract No. PS46172000, with Gannett Fleming Transit & Rail Systems, for engineering support of transit infrastructure maintenance to increase the total contract not-to-exceed spending authority by $5,000,000 from $26,000,000 to $31,000,000.
Issue
ISSUE
Contract No. PS46172000 has been providing key engineering support that enables Metro to augment internal resources on an on-call basis in situations where Metro lacks the capacity or expertise necessary to perform the required task. Staff is currently working on the re-procurement for these services and anticipates issuing a competitive solicitation in the next couple of months. A contract modification is required to increase the funding portion of the remaining contract term to continue providing engineering support through April 26, 2023.
Background
BACKGROUND
In April 2018, the Board of Directors approved the award of Contract No. PS46172000 for Maintenance and Engineering Department 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). In December 2019, the Board approved exercising the first option year to increase the contract value from $16,000,000 to $21,000,000 and extended the performance period from April 27, 2020, to April 26, 2021. In March 2021, the Board approved exercising the second option year to increase the contract value from $21,000,000 to $26,000,000 and extend the performance period from April 27, 2021, to April 26, 2022. In March 2022, the Board approved exercising the 3rd and final option year to only extend the performance period from April 2022 to April 2023. This Board action is to approve the increase of the contract value from $26,0000,000 to $31,000,000. Please see Attachment B for a summary of the procurement history. Staff is actively working on the procurement of a new contract.
This task order-based contract provides a range of engineering services for train control, traction power, communications, track, mechanical, electrical, plumbing, and civil design. 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 transit infrastructure maintenance work program is approximately $47M for the adopted 2023 budget. Maintenance and Engineering have determined that a support cost of 10% is reasonable to execute the delivery of capital projects. In addition to SGR projects support, Maintenance & Engineering (M&E) utilizes this contract for maintenance support for major repair, unplanned emergency maintenance work, and other technical support activities. Work has entailed performing assessments and design for items such as rail corrosion, radio communication coverage, bus and rail facilities, CCTV security enhancements; Cyber Security implementation, pantograph condition monitoring, Expo geotechnical surveys, vertical transportation survey, OCS inspection system development, signal standardization, emergency trip system; OCS/substations failure incidents, Rail & Bus Divisions emergency backup power system modification, research/analysis of new ROC/BOC locations and augmentation for the engineering disciplines.
This contract continues to support the planning, implementation, and execution of SGR projects. Refer to Attachment A for a list of SGR projects and activities this contract is supporting.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
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 transit system daily.
Financial_Impact
FINANCIAL IMPACT
The total for the third-year option is $5,000,000 of spending authority. For FY23, $14,894,300 in funding was provided from the various capital project budget(s) in cost centers 3929 Operations Engineering and 3960 - Infrastructure Renewal Program, 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 Cost Center Manager and Project Manager will be responsible for allocating and budgeting the overall expenditure across subsequent years until project completion, including any options exercised.
Impact to Budget
The source of funds for this action includes the Federal, State, Transportation Development Act (TDA), Measure R, and 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.
Equity_Platform
EQUITY PLATFORM
The benefits of this action are to ensure that transit infrastructure assets are maintained in a state of good repair countywide, including assets that provide transit service for disadvantaged communities. The effectiveness of providing reliable transit services relies on maintaining assets. This allows Metro to deliver safe, affordable, and dependable transit services that connect marginalized groups with jobs, housing, education, food services, family, and health care.
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 achieved 45.08% DBE participation by subcontracting to DBE-certified firms. To date, Contract No. PS46172000 has awarded task orders totaling $24,623,667.
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 systems safety, service, reliability, and cleanliness standards to provide a world-class transportation system that enhances the quality of life for all who live, work, and play within Los Angeles County.
Alternatives_Considered
ALTERNATIVES CONSIDERED
Soliciting competitive bids for each individual task order as it becomes required 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.
Next_Steps
NEXT STEPS
Upon Board approval, staff will execute Modification No. 7 to Contract No. PS46172000 with Gannett Fleming Transit & Rail Systems to provide engineering support for transit infrastructure maintenance 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 - List of Task Orders and Values
Attachment E - DEOD Summary
Prepared_by
Prepared by: Kelvin Zan, Executive Officer, Systems Engineering, (213) 617-6264
Errol Taylor, Deputy Chief Operations Officer, Infrastructure Maintenance and Engineering, (213) 922-3227
Debra Avila, Deputy Chief Vendor/Contract Management (213) 418-3051
Lilia Montoya, Deputy Chief Operations Officer, Admin & Development, (213) 922-4061
Reviewed_By
Reviewed by:
Conan Cheung, Chief Operations Officer, (213) 418-3034
