Meeting_Body
SYSTEM SAFETY, SECURITY AND OPERATIONS COMMITTEE
JUNE 21, 2018
Subject
SUBJECT: FIRE ALARM CONTROL PANEL UPGRADE
Action
ACTION: APPROVE RECOMMENDATION
Heading
RECOMMENDATION
Title
APPROVE an increase to the Life-of-Project (LOP) budget for the Fire Alarm Control Panel Upgrade project (CP 204128) by $1,400,000 increasing the LOP budget from $3,600,000 to $5,000,000.
Issue
ISSUE
In May 2011, the Board approved the Fire Alarm Control Panel Upgrade with an LOP budget of $3,600,000 as part of the adopted FY12 annual budget. At the time of the project scope development, the LOP budget was based on the best available estimate of the cost for upgrading the fire alarm control systems at Metro rail facilities. Since then, there have been changes to the local, state, and federal fire life safety regulations and codes that have increased the project costs.
Discussion
DISCUSSION
The current scope of the project entails adding central supervisory workstations at the Rail Operation Control Center (ROC) as well as replacing all existing fire alarm control panel devices and suppression systems with upgraded components at facility locations along the Metro Blue and Green Lines. Each fire alarm control panel is reporting to the ROC through a connection to the Rail Supervisory Control and Data Acquisition (SCADA) System. In the event of a fire, an alarm detection is transmitted to the ROC for proper response and notification of emergency responders.
In 2012, the project began with initial engineering design for upgrading the fire alarm control panels at rail facilities. As design specifications were being developed, new changes in state and local fire code(s) mandated that upgrades to control panels include the installation of strobe lights at locations that do not have strobes and only audible evacuation alarms. In 2015, fire alarm monitoring through the installation of central supervisory workstations were added to the project to comply with additional fire code requirements. In 2016, engineering design was re-worked to replace the entire fire alarm control panel system and fire suppression components for compatibility. The completed design then initiated procurement readiness for bid solicitation.
The contract has been bid three times. In 2017, Metro Vendor/Contract Management (V/CM) received bids in response to the first Invitation for Bid (IFB) solicitation. One bid was received but was determined to be non-responsive when the bidder did not meet the required Disabled Veteran Business Enterprise (DVBE) goal established. In mid-2017, the IFB was rebid as an SBE Set-Aside but no bids were received. In 2018, V/CM again issued a revised IFB as a re-rebid for the current scope of work. A small business participation goal was not established for this re-bid by DEOD because, “According to the Project Manager, the State of California requires specialized licensing for Fire Protection (including Fire Alarm System) design, engineering and installation. In addition, the Fire Alarm Control Panel shall be fully compatible with Honeywell ONYXWorks Central Supervisory Station installed in the Rail Operation Control Center.” Since the contract had been bid three times and a valid acceptable bid is now available, project management staff have determined it is in the best interest of Metro to increase the LOP and proceed with a contract with the bidder.
Staff has calculated an LOP increase of $1,400,000 is needed based on an updated assessment of the necessary scope, changes in local, state, and federal fire life safety regulations and codes, and the bid pricing received.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
Approval of the recommendation will have a positive impact on safety as the project work scope will move forward to ensure compliance with the current local, State of California and Federal Fire Life Safety regulations and codes. Each existing fire alarm system has been in service since the openings of the Blue Line in 1990 and Green Line in 1995, respectively. Maintaining the rail system in a State of Good Repair and compliance with current fire life safety regulations and codes is essential to providing a safe environment for our patrons and employees.
Financial_Impact
FINANCIAL IMPACT
This action will increase the LOP budget for CP 204128 adjusting the LOP budget from $3,600,000 to $5,000,000 given completion of the procurement process. Funding for this project is included in both the FY18 and FY19 budgets.
Since this is a multi-year project, the Cost Center Manager and Project Manager will ensure that the balance of funds are budgeted in future Fiscal Years. The expenditure plan for CP 204128 is shown in Attachment A.
Impact to Budget
The current source of funds for this project is Proposition C 40% Discretionary. This funding source will maximize the allowable fund use given approved funding provisions.
Alternatives_Considered
ALTERNATIVES CONSIDERED
The Board may choose not to increase the LOP budget. This is not recommended by Metro staff because existing fire alarm system and fire suppression system on the Blue and Green Lines are nearing the end of their useful life. They are safety sensitive and choosing not to perform or postpone these upgrades may impact service reliability and safety. Additionally, unscheduled maintenance repair costs on a per component basis will result in higher operating costs versus reduced costs when performing work as scheduled.
Next_Steps
NEXT STEPS
Upon Board approval of the requested LOP, the CEO may approve the low bid contract award, pursuant to California Public Contract Code 130051.9(c). The contract will be executed, and Operations - Maintenance and Engineering will proceed forward with the project scope.
Attachments
ATTACHMENTS
Attachment A - CP 204128 Expenditure Plan
Attachment B - Procurement Summary
Attachment C - DEOD Summary
Prepared_by
Prepared by: Arkady Bernshteyn, Senior Director, Project Engineering, (213) 617-6249
Geyner Paz, Senior Administrative Analyst, (213) 617-6251
Errol Taylor, Senior Executive Officer, Rail Maintenance and Engineering, (213) 922-3227
Reviewed_By
Reviewed by: James T. Gallagher, Chief Operations Officer, (213) 418-3108
