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File #: 2016-0554   
Type: Contract Status: Agenda Ready
File created: 7/7/2016 In control: System Safety, Security and Operations Committee
On agenda: 10/27/2016 Final action:
Title: AWARD a cost plus fixed fee contract for Technical and Program Management Support Services under Contract No. OP3043-3488, to LTK Engineering Services, in the not-to-exceed amount of $3,897,599 for a period of 46 months from issuance of a Notice-to-Proceed (NTP) for the overhaul of 38 Heavy Rail Vehicles (HRV) which are the base quantity, and for an additional not-to-exceed amount of $597,238 for a period of 10 additional months for the Option balance of 36 HRVs when funding becomes available, for a total contract value of $4,494,837.
Sponsors: Board of Directors - Regular Board Meeting
Attachments: 1. Attachment A - Procurement Summary, 2. Attachment B - DEOD Summary, 3. Attachment C - Funding/Expenditure Plan

Meeting_Body

REGULAR BOARD MEETING

OCTOBER 27, 2016

 

Subject/Action

SUBJECT:                     CONSULTING SERVICES FOR THE A650 HEAVY RAIL VEHICLE (HRV) OVERHAUL PROGRAM, TECHNICAL AND PROGRAM MANAGEMENT SUPPORT SERVICES

 

ACTION:                     AWARD PROFESSIONAL SERVICES CONTRACT

 

Heading

RECOMMENDATION

 

Title

AWARD a cost plus fixed fee contract for Technical and Program Management Support Services under Contract No. OP3043-3488, to LTK Engineering Services, in the not-to-exceed amount of $3,897,599 for a period of 46 months from issuance of a Notice-to-Proceed (NTP) for the overhaul of 38 Heavy Rail Vehicles (HRV) which are the base quantity, and for an additional not-to-exceed amount of $597,238 for a period of 10 additional months for the Option balance of 36 HRVs when funding becomes available, for a total contract value of $4,494,837.

 

Issue

ISSUE

 

This action authorizes LTK Engineering Services to support Metro’s designated Project Manager, or his/her designee, with the engineering, technical oversight, program management support services of the Rail Vehicle Contractor to ensure performance is consistent with the requirements of the A650 Overhaul Program.  Subject to Metro’s direction, the Consultant shall apply appropriate engineering, technical and program management support services and resources to facilitate the timely overhaul and delivery of the A650 HRVs and associated deliverables.

 

...Discussion

DISCUSSION

 

The Los Angeles County Metropolitan Authority (Metro) operates the Metro Red Line (MRL) with a fleet of 104 Vehicles, consisting of the Original 30 (Base-Buy) HRVs and Newest 74 (Option-Buy) HRVs manufactured by Breda Costruzioni-Ferroviarie between 1992 and 2000.  The Original HRVs have an average age of 23.5 years and average mileage of 790,000 miles per vehicle.  The Newer 74 HRVs have an average age of 17.6 years with average mileage greater than 1.3 million miles per vehicle.

 

The Consultant shall provide Metro with expert professional engineering, technical oversight, and program management support services as directed and required by Metro’s staff to ensure the Rail Vehicle Contractor’s performance is consistent with the delivery requirements of the Contract. Subject to Metro’s direction, the Consultant shall apply appropriate engineering, technical and program management resources to ensure the timely overhaul and delivery of the overhauled Vehicles and associated deliverables.

The scope of services shall include, but not be limited to reviewing and preparation of correspondence in response to technical submissions; provide oversight of the project status; identify any variances from schedule and deliverable requirements and recommend corrective action; assess and report on project performance; support of Project Reviews; document control; oversight of the Rail Vehicle Contractor’s supply chain process; performing Buy America audit and reviewing Change Order requests; testing and inspection activity oversight; and other technical and program management support services as directed by Metro.

The Consultant shall provide, on an as needed basis, highly experienced and qualified passenger heavy rail transit engineers and program management staff with demonstrated expertise in all subject areas listed in the Statement of Qualifications for the duration of the Contract.

The Diversity & Economic Opportunity Department (DEOD) has completed its initial evaluation of the Proposer’s commitment to meet the twenty percent (20%) Race Conscious Disadvantage Business Enterprise (RC DBE) goal established for this project.  LTK Engineering Services exceeded the goal by making a 30.74% DBE commitment and is deemed responsive to the DBE requirements.

 

Determination_Of_Safety_Impact

DETERMINATION OF SAFETY IMPACT

 

The approval of this Contract award will have a direct and positive impact to system safety, service quality, system reliability, maintainability and overall customer satisfaction.  The A650 Overhaul Program will permit Metro to maintain a “State of Good Repair (SGR)” on the 74 Newest A650 HRVs.

Financial_Impact

FINANCIAL IMPACT

 

The planned expenditure of $760,000 is included in the FY17 budget in cost center 3043, Rail Vehicle Acquisition, Account 50316, Professional and Technical Services, under project number CP206038, Heavy Rail Vehicle Midlife Overhaul Program.

Since this is a multi-year project, the cost center manager, project manager, and Senior Executive Officer, Rail Maintenance and Engineering  will ensure that  funds are budgeted in future Fiscal Years.

Impact to Budget

 

The current source of funds for the overhaul program and Consulting Services is Proposition A 35% which are eligible for transit operations.  Staff will pursue additional federal funds that may become available through MAP-21 or other federal sources for this project to maximize and conserve the use of local funding sources before considering debt financing. 

Alternatives_Considered

ALTERNATIVES CONSIDERED

 

Staff considered the following alternatives: using in-house Metro resources to perform this work.  This approach is not recommended as Metro does not have sufficient resources and Subject Matter Experts available to perform this work.  This approach is not recommended for the lack of staff capabilities listed above.

 

The Board of Directors may choose not to authorize the Contract award for this project; however, this alternative is not recommended by Metro staff because the Overhaul Program is critical in maintaining a SGR on the 74 Newest A650 HRVs and enables the Maintenance department to effectively plan and schedule its work. 

Next_Steps

NEXT STEPS

 

Upon Board approval, a contract will be awarded and a Notice-to-Proceed will be issued to LTK Engineering Services.  Metro and LTK Engineering Services will mobilize required resources and SMEs to ensure timely completion of deliverables by the Rail Vehicle Contractor.

Attachments

ATTACHMENTS

 

Attachment A - Procurement Summary

Attachment B - DEOD Summary

Attachment C - Funding/Expenditure Plan

 

Prepared_by

Prepared by:                      Cop Tran, Sr. Manager, Project Control, Rail Vehicle Acquisition, (213) 922-3188

Jesus Montes, Sr. Executive Officer, Vehicle Acquisitions,         (213) 922-3838

 

Reviewed_By

Reviewed by:                      James T. Gallagher, Chief Operations Officer, (213) 922-4424

Ivan Page, Chief, Vendor/Contract Management (Interim), (213) 922-6383