Meeting_Body
SYSTEM SAFETY, SECURITY AND OPERATIONS COMMITTEE
SEPTEMBER 15, 2016
Subject/Action
SUBJECT: ANTI-GRAFFITI FILM MAINTENANCE AND REPLACEMENT SERVICES
ACTION: EXERCISE FIRST AND SECOND YEAR OPTIONS
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to execute Contract Modification No. 2 to Contract No. OP33673132, with Xlnt Tint of Anaheim, Inc., for glass anti-graffiti film maintenance and replacement services, to exercise the first and second year options in the amount of $1,304,442 for each of the first and second year options, for a combined total of $2,608,884, increasing the total contract value from $3,945,309 to $6,554,193 and extending the contract term from November 1, 2016 to October 31, 2018.
Issue
ISSUE
There are approximately 102,788 square feet of glass panel surfaces throughout the Metro transit system. Under the existing contract, on-going anti-graffiti film maintenance and replacement services are performed on a regular basis to protect the glass surfaces and mitigate vandalism system-wide.
The three year base for this Contract will expire on October 31, 2016. The contractor has been providing above satisfactory maintenance services to Metro for the past 17 years under contracts OP 33440807, 33440653, OP33442335 and the existing OP33673132.
To continue providing the required anti-graffiti film maintenance services, a Contract Modification is required to exercise the two, one year options one extending the period of performance through October 31, 2018.
Discussion
DISCUSSION
Under this Contract, the contractor is required to perform on-going inspections and replacement of damaged glass anti-graffiti film. On an average, 800,000 square feet of glass anti-graffiti film is replaced annually due to repeated etching damage and other types of vandalism. This service is necessary to ensure clean and well maintained Metro stations and facilities free of graffiti and vandalism.
The three year base for this Contract with Xlnt Tint will expire on October 31, 2016. This contract was competitively procured and Xlnt Tint was the lowest responsive responsible bidder. Xlnt Tint was founded in 1988 for installation of window films. They install a variety of window films with a specialized focus on the Anti-Graffiti series of window films. Xlnt Tint has been providing above satisfactory services to Metro for the past 17 years under contracts OP 33440807, 33440653, OP33442335 and the existing OP33673132.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
The approval of this item will ensure the provision of timely glass anti-graffiti film maintenance services, enhance Metro bus and rail facilities overall appearance and cleanliness, and provide safe, quality, on-time, and reliable services system-wide.
Financial_Impact
FINANCIAL IMPACT
Funding of $855,700 is included in the FY17 budget in cost center 3367 - Facilities Property Maintenance, account 50308, Service Contract Maintenance, under various projects.
Since this is a multi-year contract, the cost center manager, project managers, and Executive Officer, Maintenance and Engineering will ensure that the balance of funds are budgeted in future years.
Impact to Budget
The current year funding for this action will come from the Enterprise operating fund. The source of funds will come from Federal, State and local funding sources that are eligible for Bus and Rail Operating or Capital Projects. These funding sources will maximize the use of funds for these activities.
Alternatives_Considered
ALTERNATIVES CONSIDERED
Staff considered providing this service through Metro in-house staff. This would require the hiring and specialized 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 by the Board, staff will execute Modification No. 2 to Contract No. OP33673132, with Xlnt Tint of Anaheim, Inc., for glass anti-graffiti film maintenance and replacement services, to exercise the two, one year options through October 31, 2018.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - Contract Modification/Change Order Log
Attachment C - DEOD Summary
Prepared_by
Prepared by: Brady Branstetter, DEO, Facilities Maintenance, (213) 922-6767
Lena Babayan, Senior Director, Facilities Maintenance, (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
