Meeting_Body
SYSTEM SAFETY, SECURITY AND OPERATIONS COMMITTEE
JUNE 21, 2018
Subject
SUBJECT: GRAFFITI ABATEMENT, LANDSCAPE AND IRRIGATION
MAINTENANCE, AND TRASH AND VEGETATION
REMOVAL SERVICES
Action
ACTION: APPROVE CONTRACT MODIFICATION
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to:
A. EXECUTE Modification No. 4 to Contract No. OP3569100, for Region 1 with Woods Maintenance Services, Inc., to provide graffiti abatement, landscape and irrigation maintenance, and trash and vegetation removal services throughout Metro Red Line (MRL), Metro Purple Line, Metro Orange Line (MOL), inactive rights-of-way (IROWs) and various bus and rail locations within the geographical area specified as Region 1, to exercise option year one in the amount of $5,462,340, increasing the total contract not-to-exceed amount from $16,622,414.50 to $22,084,754.50 and extending the contract term from October 1, 2018 to September 30, 2019;
B. EXECUTE Modification No. 3 to Contract No. OP3635700, for Region 2 with Parkwood Landscape Maintenance, Inc., to provide graffiti abatement, landscape and irrigation maintenance, and trash and vegetation removal services throughout Pasadena Gold Line (PGL), IROWs and various bus and rail locations within the geographical area specified as Region 2, to exercise and increase the value of option year one by $883,645 from $4,352,459 to $5,236,104, thereby increasing the total contract not-to-exceed amount from $14,870,140 to $20,106,244 and extending the contract term from October 1, 2018 to September 30, 2019;
C. EXECUTE Modification No. 2 to Contract No. OP3569500, for Region 3 with Woods Maintenance Services, Inc., to provide graffiti abatement, landscape and irrigation maintenance, and trash and vegetation removal services throughout Metro Expo Line (Expo), Metro Green Line (MGL), IROWs and various bus and rail locations within the geographical area specified as Region 3, to exercise and increase the value of option year one by $1,396,884 from $5,575,764 to $6,972,648, thereby increasing the total contract not-to-exceed amount from $20,415,550 to $27,388,198 and extending the contract term from October 1, 2018 to September 30, 2019; and
D. EXECUTE Modification No. 4 to Contract No. OP3638300, for Region 4 with Parkwood Landscape Maintenance, Inc., to provide graffiti abatement, landscape and irrigation maintenance, and trash and vegetation removal services throughout Metro Blue Line (MBL), Harbor Transitway (HTW), IROWs and various bus and rail locations within the geographical area specified as Region 4, to exercise option year one in the amount of $4,141,657, increasing the total contract not-to-exceed amount from $12,035,187 to $16,176,844 and extending the contract term from October 1, 2018 to September 30, 2019.
Issue
ISSUE
Under the existing contracts for Regions 1-4 awarded on September 24, 2015, on-going graffiti abatement, landscape and irrigation, and trash and vegetation removal services are performed on a regular basis system-wide to ensure providing safe, on-time and quality services.
The three-year base period for the existing four (4) contracts will expire on September 30, 2018. The contractors have been providing satisfactory maintenance services in each of their respective regions.
To continue providing the required graffiti abatement, landscape and irrigation, and trash and vegetation removal services, a Contract Modification is required for each of the four (4) contracts to exercise option year one extending the period of performance through September 30, 2019, and increasing the option year one values for Regions 2 and 3 contracts to continue providing the required maintenance services system-wide including the Metro Gold Line Foothill and Expo Line Extensions.
Discussion
DISCUSSION
Under the existing contracts for each of the four (4) Regions, a 25% SBE goal was established. For Region 1, Woods Maintenance Services, Inc. actual contribution exceeds the goal by 0.5% with a 25.5% SBE participation. For Region 2, Parkwood Landscape Maintenance, Inc. actual contribution exceeds the goal by 0.1% with a 25.1% SBE participation. For Region 3, Woods Maintenance Services, Inc. actual contribution exceeds the goal by 0.1% with a 25.1% SBE participation. For Region 4, Parkwood Landscape Maintenance, Inc. actual contribution exceeds the goal by 1% with a 26% SBE participation.
Under these contracts for Regions 1-4, the contractors provide graffiti abatement, landscape and irrigation, and trash and vegetation removal services throughout Metro-owned active and inactive ROWs and bus and rail facilities within LA County to mitigate vandalism activities, enhance Metro-owned ROWs and facilities’ overall appearance and cleanliness and to ensure delivery of safe, clean, on-time and reliable services system-wide.
During the three-year base period, on February 25, 2016, Metro Board of Directors approved the execution of Modification No. 1 for each of Regions 2 and 3 respectively, to expand the services provided for the three-year base period only, to include Metro Gold Line Foothill and Expo Line Extensions in preparation for their revenue operating dates of March 5 and May 20, 2016, respectively.
To continue providing the required graffiti abatement, landscape and irrigation, and trash and vegetation removal services, a Contract Modification is required for each of the four (4) contracts, to exercise option year one, extending the period of performance through September 30, 2019, and increasing the option year one values for Regions 2 and 3 to continue providing the required maintenance services system-wide including the Metro Gold Line Foothill and Expo Line Extensions.
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 $16,359,562 is included in the FY19 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 and Sr. Executive Officer, Maintenance and Engineering will be accountable for budgeting the cost in future years.
Impact to Budget
Funding for this action will come from the Enterprise operating fund. The source of funds will come from state and local funds including fares that are eligible for Bus and Rail Operating Projects. These funding sources will maximize fund use based on approved funding allocation provisions.
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 Contract Modifications for each of the four contracts to exercise option year one, extending the period of performance through September 30, 2019:
A. Modification No. 4 to Contract No. OP3569100, for Region 1 with Woods Maintenance Services, Inc.
B. Modification No. 3 to Contract No. OP3635700, for Region 2 with Parkwood Landscape Maintenance, Inc.
C. Modification No. 2 to Contract No. OP3569500, for Region 3 with Woods Maintenance Services, Inc.
D. Modification No. 4 to Contract No. OP3638300, for Region 4 with Parkwood Landscape Maintenance, Inc.
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, Sr. Director, Facilities Maintenance, (213) 922-6765
Reviewed By
Reviewed by: James T. Gallagher, Chief Operations Officer, (213) 922-4424
Debra Avila, Chief, Vendor/Contract Management Officer, (213) 418-3051
