Meeting_Body
SYSTEM SAFETY, SECURITY AND OPERATIONS COMMITTEE
JUNE 21, 2018
Subject
SUBJECT: FENCE REPAIR AND INSTALLATION SERVICES FOR
METRO RAIL RIGHTS-OF-WAY, FACILITIES AND PARCEL
PROPERTIES
Action
ACTION: APPROVE CONTRACT MODIFICATIONS
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to:
A. Execute Modification No. 2 to Contract No. OP4056400OP with APW Construction Inc., DBA Ace Fence Co., for Metro Rail Facilities Fence Repair and Installation services, in the amount of $1,250,000, increasing the not-to-exceed three-year base contract value from $1,000,800 to $2,250,800, and
B. Execute Modification No. 3 to Contract No. OP4056400OP with APW Construction Inc., DBA Ace Fence Co., for Metro Rail Facilities Fence Repair and Installation services, to exercise and increase the value of option year one in the amount of $250,000, from $343,200 to $593,200, and extending the contract term from April 1, 2019 to March 31, 2020.
These two Modifications will increase the total contract value from $1,000,800 to $2,844,000.
Issue
ISSUE
There are multiple types of fencing systems installed on the perimeters of Metro operational and non-operational railroad properties throughout Los Angeles County. Property fences are subject to damage due to vandalism, forced entries, vehicle accidents and natural disasters requiring repair on an as-needed basis.
The existing contract three-year base period will expire on March 31, 2019. To continue providing the necessary as-needed fencing repair and installation services system-wide, a Contract Modification is required to increase the three-year base contract authority by $1,250,000 from $1,000,800 to $2,250,800, and to exercise and increase the value of option year one in the amount of $250,000 from $343,200 to $593,200, increasing the total contract value from $1,000,800 to $2,844,000 and extending the contract term from April 1, 2019 to March 31, 2020.
Discussion
DISCUSSION
Under the existing Contract, a 100% SBE commitment was made by the prime. Ace Fence Co. is a Metro certified SBE and is meeting their commitment with a 100% SBE participation.
In order to meet Metro’s security needs, fencing is required on active railroad rights-of-way, electrified railroad yards, traction power substations, storage yards and other Metro rail operating properties to prevent the public from accessing these restricted areas and placing themselves at the risk of being hit by trains, being electrocuted by third rail or high-power electrical lines, to mitigate illegal dumping and to protect Metro properties from theft and vandalism.
Under this Contract, as-needed fencing repair inquiries and service requests have significantly increased due to vandalism, vehicular accidents, and in support of Metro’s Construction projects to ensure safety and security incidents are addressed. Also, the scope of work has been expanded to include fencing repair and improvements for Metro expansion projects including Metro Foothill Extension and Expo II. Furthermore, services have been expanded to provide initial fencing repair and improvements along with as-needed services throughout 17 Caltrans owned Park and Ride lots currently maintained by Metro in accordance with the executed Operations and Maintenance agreement effective January 1, 2018. Additional fencing repair and improvements are anticipated as part of the New Blue improvement project.
Since the scope of work has been expanded to include additional locations and services, there are insufficient funds remaining within the current contract term. Contract Modifications are required to increase the three-year base contract authority by $1,250,000 from $1,000,800 to $2,250,800, and exercise and increase the value of option year one in the amount of $250,000 from $343,200 to $593,200, increasing the total contract value from $1,000,800 to $2,844,000. The additional funding is required to ensure timely execution of the pending tasks and service continuity through March 31, 2020.
Determination Of Safety Impact
DETERMINATION OF SAFETY IMPACT
The approval of this item will ensure safe, timely and quality as-needed fencing repair and installation services system-wide.
Financial_Impact
FINANCIAL IMPACT
Funding of $1,398,300 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 funding allocation provisions.
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 approval by the Board, staff will execute Modifications No. 2 and Modification No. 3 with APW Construction Inc., DBA Ace Fence Co., under the current Contract No. OP4056400OP to continue providing fence repair and installation services for Metro Rail right of ways, facilities and parcel properties.
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
