Meeting_Body
SYSTEM SAFETY, SECURITY AND OPERATIONS COMMITTEE
AUGUST 18, 2016
Subject/Action
SUBJECT: LANDSCAPE AND IRRIGATION MAINTENANCE SERVICES - GOLD LINE FOOTHILL EXTENSION
ACTION: APPROVE CONTRACT AWARD
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to award a firm fixed unit rate Contract No. OP5608900 for the Landscape and Irrigation maintenance services along Metro Gold Line Foothill Extension with Woods Maintenance Services, Inc., the lowest, responsive and responsible bidder, for a not-to-exceed amount of $861,875 for the three-year base period inclusive of as-needed services, $280,800 for the first option year, and $280,800 for the second option year, for a combined total of $1,423,475, effective September 15, 2016 through September 14, 2021.
Issue
ISSUE
Under this new contract, the contractor is required to provide landscape and irrigation maintenance services for Metro’s newly opened Division 24 and the Foothill Extension stations and facilities. Currently, these facilities are maintained under the Construction Authority warranty and maintenance contract due to expire on September 23, 2016.
To ensure providing safe, quality and on-time services, performing routine landscape and irrigation maintenance, and responding to as-needed inquiries throughout Division 24 and the Foothill Extension, a new contract award is required effective September 15, 2016, allowing a week of service overlap for the proper transfer of responsibilities.
Discussion
DISCUSSION
The Foothill Extension is 11.5 miles of Right-of-Way (ROW) extending the Metro Gold Line from Sierra Madre Villa Station in East Pasadena to Citrus Avenue in the City of Azusa. There are a total of six (6) new stations along the alignment, four (4) parking structures, one (1) parking lot, and 10 Traction Power Substations (TPSS).
Division 24 is the Foothill Extension’s new maintenance yard. This 24 acre Gold Line Operations campus in Monrovia allows Metro to provide efficient transportation and maintenance services.
Division 24 and the Foothill Extension stations and facilities combined include over four acres of lush landscaped areas supplied by a permanent irrigation system.
Under this Contract, the contractor is required to provide general landscape and irrigation maintenance services. The contractor is also required to provide optimal water management service to comply with local water agencies irrigation water use ordinances. In addition, the contractor will provide, during the initial three-year term, as-needed services as directed by Metro staff, such as repairing vandalized or damaged irrigation system components and replacing damaged or lost plant materials.
Regular and as-needed landscape and irrigation maintenance services are necessary in order to maintain proper plant health and keep planters free of trash and weed infestation to provide a neat appearance at all times.
To ensure providing timely landscape and irrigation maintenance services and maintain healthy plants and pleasant overall appearance and cleanliness, a new contract award is required effective September 15, 2016.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
The approval of this item will ensure meeting Metro maintenance standards in delivering clean and well maintained facilities and properties, provide on-going landscape and irrigation maintenance services, and provide prompt response time to deliver safe, quality, on-time, and reliable services to our customers and the public.
Financial_Impact
FINANCIAL IMPACT
Funding for these services are included in the FY17 budget in the Facilities Maintenance Department, Project 300055 - Rail Operations, Gold Line, Account 50308 - Service Contract Maintenance.
Since this is a multi-year contract, the cost center manager, Project Manager, and the Executive Director, Maintenance will ensure that the balance of required funding is budgeted in future fiscal years.
Impact to Budget
The source of funds for these services will come from Federal, State, and Local sources that are eligible for Operating projects. These funding sources will maximize the use of funds for these activities.
Alternatives_Considered
ALTERNATIVES CONSIDERED
Staff considered providing this service through in-house staff; however, 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 that this is not a cost-effective option for Metro.
Next_Steps
NEXT STEPS
Upon approval, staff will execute Contract No. OP5608900 to Woods Maintenance Services, Inc. effective September 15, 2016, to provide landscape and irrigation maintenance services for Division 24 and the Metro Foothill Extension stations and facilities.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - DEOD Summary
Prepared_by
Prepared by: Brady Branstetter, Director, Facilities Maintenance, (213) 922-6767
Lena Babayan, Facilities Maintenance Manager, (213) 922-6765
Chris Reyes, Principal Transportation Planner, (213) 922-4808
Reviewed_By
Reviewed by: James T. Gallagher, Chief Operations Officer, (213) 922-4424
Ivan Page, Chief, Vendor/Contract Management (Interim), (213) 922-6383
