Meeting_Body
SYSTEM SAFETY, SECURITY AND OPERATIONS COMMITTEE
FEBRUARY 18, 2016
Subject/Action
SUBJECT: GRAFFITI ABATEMENT, LANDSCAPE AND IRRIGATION MAINTENANCE, AND TRASH AND VEGETATION REMOVAL SERVICES
ACTION: APPROVE CONTRACT MODIFICATION
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to execute Modification:
A. No. 1 to Contract No. OP3635700 with Parkwood Landscape Maintenance Inc. (Parkwood) for graffiti abatement and trash and vegetation removal services for Region 2 - Metro Gold Line extension, in the not-to-exceed amount of $2, 270,905, increasing the base contract value from $12,599,235 to $14,870,140.
B. No. 1 to Contract No. OP3569500 with Woods Maintenance Services, Inc. (Woods) for graffiti abatement and trash and vegetation removal services for Region 3 - Metro Expo Line extension, in the not-to-exceed amount of $3,551,658 increasing the base contract value from $16,863,892 to $20,415,550.
Issue
ISSUE
On September 24, 2015, Metro Board of Directors approved the award of contracts to Parkwood and Woods for Regions 2 and 3 respectively, to provide graffiti abatement, landscape and irrigation, and trash and vegetation removal services throughout Metro-owned active and inactive Right-of-Ways (ROWs) and bus and rail facilities within Los Angeles County. Additional facilities including 42 Caltrans Park-and-Ride lots, Union Pacific (UP) ROWs adjacent to Metro Blue Line and other non-Metro owned properties that are often perceived by the public as Metro properties are also maintained under these contracts.
At the time of the award, the scope of work did not include Metro Foothill Extension in Region 2 and Expo II in Region 3 since these expansion projects were still under construction without anticipated revenue opening dates.
The Metro Foothill Extension revenue operating date is scheduled for March 5, 2016 and Expo II is anticipated to open for service sometime around May 2016. Graffiti abatement and trash and vegetation removal services will be expanded to include these two new rail facilities and stations. Therefore, contract modifications for the expanded services are required to increase the contract values and ensure sufficient funding for the additional maintenance services effective March 1, 2016 for the Metro Foothill Extension and on or about the revenue service date for the Expo II.
Landscape and irrigation maintenance services for the Metro Foothill Extension and the Expo II will be performed under the initial one year maintenance and warranty period by the installation contractor, outside these regional contracts. In the meantime, staff is developing two separate solicitations to provide routine landscape and irrigation maintenance services upon completion of the initial one year maintenance period for each of the Metro Foothill Extension and the Expo II Lines. These actions are taken in an effort to allow opportunities for competition and attract small business participation.
Discussion
DISCUSSION
The Metro Foothill Extension is extending the existing Gold Line east from Pasadena. This phase will travel 11.3 miles from Sierra Madre Villa Station to Azusa. It consists of one operating division, six rail stations, five parking lots and 10 Traction Power Substations (TPSS).
The Expo II is extending the Metro Expo Line west to Santa Monica from the Culver City Station. The 6.6 miles of active rail ROW will connect Santa Monica to Long Beach through Downtown Los Angeles. It consists of one (1) operating division, seven (7) rail stations, three (3) parking lots and eight (8) TPSS.
As graffiti abatement and trash and vegetation removal services are expanded to include the Metro Foothill Extension and Expo II, graffiti abatement services will be performed five days per week, removing any graffiti via chemical and/or pressure washing techniques throughout the system, within 24 hours and upon securing track allocation approval to access Metro restricted areas.
The contractors’ crews are required to take before and after photos of the vandalized areas for law enforcement before removing graffiti from Metro transit stations, sound walls, retaining walls, bridges, poles, columns, and any other transit structures in accordance with Metro’s safety requirements.
Regular graffiti abatement service for Metro facilities is essential to ensure maintaining a safe, clean, and pleasant environment to our patrons. This service will continue our long standing practice of zero tolerance for graffiti system-wide and enhance the overall appearance and cleanliness of Metro facilities while mitigating criminal activities.
The contractors will also provide regular trash and vegetation removal services throughout the Foothill Extension and Expo II facilities and ROWs.
To avoid service interruptions and continue providing these critical maintenance services, contracts modifications to increase the contract values are required effective March 1, 2016 for the Metro Foothill Extension and around May 2016 for the Expo II.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
The approval of this item will ensure the continuity of maintenance services, mitigate vandalism activities, enhance Metro-owned ROWs and facilities’ overall appearance and cleanliness, and provide a proactive approach to maintenance needs, to ensure delivery of safe, clean, on-time and reliable services system-wide.
Financial_Impact
FINANCIAL IMPACT
Funding of $491,318 for this action ($279,496 for Region 2 and $211,822 for Region 3) is included in the remaining F16 budget in Cost Center 3367 - Facilities Property Maintenance, Account 50308 - Service Contract Maintenance, under various operating projects.
Metro staff will request additional funds during the FY17 budget development to cover for these expanded services since they were not taken into consideration during the FY16 budget development.
Since this is a multi-year contract, the cost center manager, project managers, and Executive Director, Maintenance will ensure that the balance of funds are budgeted in future years.
Impact to Budget
The source of funds for this action will come from State and local funding sources that are eligible for Bus and Rail Operations. No other sources of funds were considered for this activity because it supports rail operations. This activity is part of the on-going maintenance costs of Metro facilities.
Alternatives_Considered
ALTERNATIVES CONSIDERED
Staff considered providing this service with in-house staff. This would require the hiring and training of additional personnel, purchase of additional equipment, vehicles, and supplies to support the expanded responsibility. Staff's assessment indicates this is not a cost-effective option for Metro.
Next_Steps
NEXT STEPS
Upon Board approval, staff will execute contract modifications for Regions 2 and 3 with Parkwood Landscape Maintenance, Inc. under OP3635700, and Woods Maintenance Services, Inc. under OP3569500, respectively, to provide graffiti abatement, and trash and vegetation removal services along the Metro Foothill Extension and Expo II.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - Contract Modification/Change Order Log
Attachment C - DEOD Summary
Attachment D - Map Region 2
Attachment E - Map Region 3
Prepared_by
Prepared by: Brady Branstetter, Director, Facilities Maintenance, (213) 922-6767
Lena Babayan, Facilities Maintenance Manager, (213) 922-6765
Chris Reyes, Transportation Planning Manager III, (213) 922-4808
Reviewed_By
Reviewed by: James T. Gallagher, Chief Operations Officer, (213) 922-4424
Ivan Page, Interim Executive Director, Vendor/Contract Management, (213) 922-6383
