Meeting_Body
OPERATIONS, SAFETY, AND CUSTOMER EXPERIENCE COMMITTEE
NOVEMBER 21, 2024
Subject
SUBJECT: TREE TRIMMING SERVICES
Action
ACTION: APPROVE RECOMMENDATION
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer (CEO) to award a firm fixed unit rate Contract No. OP1167960008370 to Mariposa Tree Management Inc., for tree trimming services throughout Metro bus and rail facilities, in the Not-To-Exceed (NTE) amount of $1,925,190 for the three-year base period and $1,183,600 for the one, two-year option, for a combined NTE amount of $3,108,790, effective January 1, 2025; subject to resolution of any properly submitted protest(s), if any.
Issue
ISSUE
The existing contract for tree trimming services throughout Metro bus and rail facilities, excluding Metro G Line (Orange), expires December 31, 2024. A new contract award is required to avoid a lapse in service and continue performing tree trimming services, effective January 1, 2025.
Background
BACKGROUND
At its October 2017 meeting, the Board authorized the CEO to award Contract No. OP838450003367 to Mariposa Tree Management, Inc., a five-year firm fixed unit rate contract, to provide as-needed tree trimming services throughout Metro bus and rail facilities systemwide, excluding Metro G Line (Orange). Under the existing contract, Mariposa Tree Management, Inc. has provided satisfactory tree trimming services throughout Metro bus and rail facilities, with the exception of the Metro G Line (Orange) tree trimming services performed under a separate contract. Mariposa Tree Management, Inc. is also actively working with the Diversity and Economic Opportunity Department (DEOD) to mitigate a 1.5% Small Business Enterprise (SBE) and 1.75% Disadvantaged Veteran Business Enterprise (DVBE) shortfall prior to the end of December 2024.
During the term of the existing contract, tree trimming services were expanded to include Union Station’s Patsaouras Transit Plaza and West Portal, as well as the K Line (C/LAX) and Regional Connector expansion projects.
On November 14, 2023, the solicitation to provide tree trimming services throughout Metro bus and rail facilities systemwide was issued under the SBE Set Aside Program, where only Metro SBE Certified firms can submit bids. On January 9, 2024, no bids were received, resulting in the cancellation of the solicitation. A subsequent market survey revealed that firms on the planholders’ list, including the incumbent, were either not Metro SBE-Certified, missed the submission deadline, or found the work outside their area of expertise.
On May 17, 2024, a new solicitation to provide tree trimming services was issued as an open-competitive solicitation with the DEOD establishing a 22% SBE and 3% DVBE goal. On June 18, 2024, three bids were received, but only one bid was deemed responsive for meeting the SBE and DVBE mandatory goals. The second bid failed to meet the SBE goal, while the third bid failed to meet the DVBE goal.
Discussion
DISCUSSION
Under the new contract recommended for award, the contractor is required to provide tall tree trimming services for approximately 9,900 trees over 13 feet in height throughout Metro bus and rail facilities. Metro bus and rail facilities currently consist of 143 miles of active and inactive Rights-of-Way (ROW), 19 Bus/Rail Divisions, 109 stations, 90 Traction Power Sub-Stations (TPSS), 60 Park and Ride Lots, as well as 39 Locations and Terminals. Trees up to 13 feet in height are covered under a separate landscape maintenance contract. The contractor is also required to provide proactive and as-needed maintenance services as directed by Metro staff, such as emergency services (e.g., clear Metro ROW from any fallen trees due to severe weather), vandalism or vehicular accidents, certified arborist services, stump removal, root pruning, and tree planting.
During the life of the new contract, the scope of services will increase to include an additional 967 trees for the Rail to Rail, Airport Metro Connector (AMC), D line (Purple) Westside Extensions, and A Line (Blue) Foothill Extension Phase 2B system expansion projects as they become operational.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
The approval of this item will ensure that Metro’s maintenance standards are met and the necessary tree trimming services are provided with prompt response times to deliver safe, quality, on-time, and reliable services.
Financial_Impact
FINANCIAL IMPACT
Funding of $379,683 is included within the FY25 budget under cost center 8370 - Facilities Contracted Maintenance Services, account 50308, Service Contract Maintenance, under various projects.
Since this is a multi-year contract, the cost center manager and Deputy Chief Operations Officer of Shared Mobility will be accountable for budgeting costs in future years.
Impact to Budget
The current funding source for this action includes bus and rail operating eligible sales tax funding, including Passenger Fares, Propositions A/C, Measure R/M, STA, and the Transportation Development Act.
Equity_Platform
EQUITY PLATFORM
Tree trimming services improve bus and rail station cleanliness, ensure a clear line of sight to traffic/control signals, and mitigate service interruptions due to safety hazards associated with falling trees and tree branches. This will ensure safe working conditions for train operators and provide reliable service to all patrons. This is especially critical in Equity Focus Communities , where individuals often depend on public transportation as their primary means of travel.
As part of this solicitation, a Systemwide Metro Connect Industry Forum Outreach event was conducted on April 26, 2024. During this outreach event, staff provided detailed information regarding SBE Programs to encourage small business participation in competitive solicitations.
DEOD established a 22% SBE and 3% DVBE goal for this solicitation. Mariposa Tree Management, Inc. made a 22% SBE and 3% DVBE commitment.
Implementation_of_Strategic_Plan_Goals
IMPLEMENTATION OF STRATEGIC PLAN GOALS
This Board action supports Strategic Goal 2; Deliver outstanding trip experiences for all users of transportation system within the Metro organization. Performing ongoing, as-needed tree trimming services will prolong the lifespan of rail/bus vehicle equipment by keeping ROWs free from obstructions. These services will ensure safe and clean conditions while enhancing Metro’s customer experience and providing reliable operations systemwide.
Alternatives_Considered
ALTERNATIVES CONSIDERED
The Board may elect not to approve this recommendation. This option is not recommended as it would result in a gap in service, impacting Metro’s system safety, cleanliness, and customer experience.
With the completion of a financial-based insourcing/outsourcing study based on a quantitative and qualitative assessment, staff has analyzed insourcing/outsourcing options for tree trimming services, among others. Based on the findings, tall tree trimming was not recommended for insourcing at this time, as this would require negotiating a new job classification with the union, hiring a certified arborist, and purchasing additional equipment, vehicles, and supplies.
Next_Steps
NEXT STEPS
Upon Board approval, staff will execute Contract No. OP1167960008370 with Mariposa Tree Management, Inc., effective January 1, 2025, to provide the necessary tree trimming services throughout Metro facilities, excluding Metro G Line (Orange), which is covered under a separate maintenance contract.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - DEOD Summary
Prepared_by
Prepared by: Lena Babayan, Executive Officer, Operations Administration,
(213) 922-6765
Ruben Cardenas, Senior Manager, Facilities Contracted Maintenance Services, (213) 922-5932
Shahrzad Amiri, Deputy Chief Operations Officer, Shared Mobility,
(213) 922-3061
Debra Avila, Deputy Chief Vendor/Contract Management Officer,
(213) 418-3051
Reviewed_By
Reviewed by: Conan Cheung, Chief Operations Officer, Transit Operations,
(213) 418-3034
