Meeting_Body
OPERATIONS, SAFETY, AND CUSTOMER EXPERIENCE COMMITTEE
NOVEMBER 21, 2024
Subject
SUBJECT: PICKUP TRUCKS WITH LADDER RACKS AND LIFTGATES
Action
ACTION: APPROVE CONTRACT AWARD
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to award a firm fixed price Contract No. DR123696000 for 15 pickup trucks with ladder racks and liftgates to Tom’s Truck Center North County, LLC, the lowest responsive and responsible bidder, for a total contract amount of $1,038,311.32, inclusive of sales tax, subject to the resolution of any properly submitted protest(s), if any.
Issue
ISSUE
This procurement is for the expansion of Metro-owned and operated pickup trucks with ladder racks and liftgates to support various Maintenance of Way (MOW) departments. The vehicles are needed to ensure that employees who maintain the growing Metro railway network have reliable equipment to perform daily maintenance and can respond to emergencies throughout Los Angeles County. With the increase of personnel to support rail expansion, vehicles need to be available to meet system integration milestones and timelines and support future maintenance needs. The pickup trucks will also be used to provide maintenance on Metro’s rail tracks, which ensures that Metro meets all California Public Utility Commissions rules and regulations for track maintenance. The pickup trucks with ladder racks and liftgates are specialty vehicles that are not available utilizing the California State Contract procurement.
Background
BACKGROUND
MOW requires 15 Pickup Trucks with ladder racks and liftgates to support rail maintenance, transportation, communication, and construction programs as rail services have expanded throughout Los Angeles County and continue to grow. The opening of the K-Line in 2022 is one of the latest examples of Metro’s continued growth and interconnectivity between existing rail lines to accommodate rail line integration The MOW departments utilizing the trucks include Traction Power, Tracks, Signals, and Rail Communications. These departments will play a vital role in maintaining this new system and ensuring it remains in a state of good repair.
Discussion
DISCUSSION
The award of this firm fixed price contract with Tom’s Truck Center will allow the purchase of fifteen pickup trucks with ladder racks and liftgates for expansion. MOW relies on these pickup trucks to support rail maintenance and construction project management. These trucks will transport MOW staff, equipment, tools, and parts required to support the maintenance of rail tracks on the Metro Rail Lines and Stations. The work the MOW staff perform includes preventive maintenance and unscheduled repair of the tracks. These trucks will be used on all three shifts daily.
Environmental Impact
Metro is committed to promoting and using low-emission vehicles across the system, including in our non-revenue fleet. The new pickup trucks have efficient emissions systems that exceed the performance of prior-year models. Also, the new pickup trucks have newer, cleaner engines that do not exhibit the emissions of older engines due to normal wear and tear. The pickup trucks with ladder racks and liftgates are specialty vehicles that are not available with alternative powertrain options, such as CNG, hybrid or electric drive powertrains. Staff consulted dealerships to determine the availability of alternative fuels for these specialty vehicles and were informed that Ford may offer an alternative fuel option beginning in 2026 or after. No alternative fuel vehicle of this type is currently available. Metro is in the process of procuring 147 zero emission electric drive passenger vehicles through another procurement, since these vehicles are more readily available with zero emission powertrains.
Cost of Ownership
Due to lower maintenance costs, the pickup trucks will be cheaper to operate and maintain than others in our fleet. Metro will see a reduction in repair costs in the first 3 - 5 years of ownership since the vehicle procurement will include a bumper-to-bumper warranty for three years and up to five years for powertrain components.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
Safe operation of the non-revenue vehicle fleet is paramount to the safety of the Metro employees that operate them. Excessive age and mileage of non-revenue vehicles will result in excessive wear of the vehicle’s major systems, such as drive train, steering, suspension, and engine. The new pickup trucks are equipped with numerous technologically advanced safety features, including dynamic braking, emergency airbags, and antilock braking, making them safer to operate than older vehicles.
Financial_Impact
FINANCIAL IMPACT
The recommended award is $1,038,311.32. This budget is contained within the Life of Project of Capital Project 205668 - MOW Non-Revenue Vehicles and Equipment. The budget for this procurement is in Cost Center 3790, Maintenance Administration, Account 53106, Acquisition of Service Vehicles.
Impact to Budget
The current source of funds for this action is the Transportation Development Act. This fund is eligible for use on capital and operating projects. The use of this fund maximizes the intended project allocation given approved provisions and guidelines.
Equity_Platform
EQUITY PLATFORM
This action will provide support equipment (pickup trucks) to ensure that the system remains in a state of good repair. Through increased maintenance and service reliability, MOW departments can continue to provide efficient and timely rail service as the system expands. These vehicles will be deployed throughout the rail service area, which will have a positive effect through increased maintenance and service reliability. Ensuring a state of good repair is crucial to system reliability and safety, directly impacting riders, particularly those from Equity Focus Communities, who primarily rely on transit to meet their daily needs.
The Diversity and Economic Opportunity Department (DEOD) did not establish a Small Business Enterprise (SBE) / Disabled Veteran Business Enterprise (DVBE) goal for this solicitation based on the lack of subcontracting opportunities.
Implementation_of_Strategic_Plan_Goals
IMPLEMENTATION OF STRATEGIC PLAN GOALS
The recommendation supports Strategic Goal 1: Provide high-quality mobility options that enable people to spend less time traveling. The pickup trucks will help maintain the reliability of rail service and ensure that Metro customers can arrive at their destinations without interruption and in accordance with the scheduled service intervals for Metro rail operations.
Alternatives_Considered
ALTERNATIVES CONSIDERED
The alternative is to lease equipment with possible end-of-contract term costs for wear and tear, body damage, etc., resulting in costs exceeding vehicle ownership. Metro would also not be able to modify the vehicles and reassign them between the rail departments due to the complexity of each department’s needs. This would also place Metro in a recurring contract to cycle vehicles from the vendor.
Next_Steps
NEXT STEPS
Following the execution of the contract, the vendor will place an order for the vehicles and commence delivery upon receipt from the manufacturer. Delivery of all fifteen vehicles is scheduled for mid-year 2025.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - DEOD Summary
Prepared_By
Prepared By: Alan Tang, Sr. Director, (562) 658-0231
Mike Gallegos, Superintendent (213) 922-5797
Matthew Dake, Deputy Chief Operations Officer (213) 922-4061
Debra Avila, Deputy Chief Vendor/Contract Management (213) 418-3051
Reviewed_By
Reviewed by: Conan Cheung, Chief Operations Officer (213) 418-3034
