Meeting Body
OPERATIONS, SAFETY, AND CUSTOMER EXPERIENCE COMMITTEE
JANUARY 17, 2019
Subject
SUBJECT: FIRE ALARM PANEL REPLACEMENT PROJECT
Action
ACTION: APPROVE RECOMMENDATION
Heading
RECOMMENDATION
Title
APPROVE an increase to the Life-of-Project (LOP) budget for the bus facilities fire alarm control panel replacement project (CP 202333) by $1,850,000, increasing the LOP budget from $1,624,300 to $3,474,300, which will enable staff to re-solicit and award a contract to the lowest responsible bidder for the bus facilities fire alarm control panel replacement project.
Issue
ISSUE
In June 2016, the Board approved the fire alarm control panel upgrade project with a LOP budget of $1,624,300 as part of the adopted FY17 annual budget. The initial project scope developed in 2015 has significantly changed to ensure installing a complete fire alarm control system with compatible components that comply with current local, state and federal fire/life safety regulations and codes. These changes impact the project’s overall cost requiring an increase to the LOP budget.
Background
BACKGROUND
Currently, there are 26 fire alarm control panels throughout 16 Metro bus facilities. Four (4) of the 26 panels are in good order, leaving 22 panels for replacement at 14 Metro bus facilities.
An initial project scope was developed in 2015 to replace the bus facilities existing fire alarm control panels and components while re-utilizing the existing associated wiring. Based on the initial scope, cost estimates were developed and LOP budget was requested and approved. Upon LOP approval, a thorough Engineering assessment was performed which determined that the existing wiring would not be compatible with the new addressable fire alarm control panels and components.
Since then, the scope of work has been updated to meet all current requirements which includes the replacement of 22 fire alarm control panels, all associated components, wiring, installation of newly mandated auxiliary panels and abatement of potential asbestos and lead paint. This is necessary to ensure compliance with current local, state and federal fire/life safety regulations and codes. The updated scope also includes a one (1) year warranty and maintenance period instead of the 90 day industry standard.
Although this project has been solicited twice within the past seven (7) months, no award was made, as bids either did not meet the SBE goals or they were priced significantly higher than Metro’s Independent Cost Estimate and the current LOP budget.
Discussion
DISCUSSION
There are 22 fire alarm control panels located at 14 Metro bus facilities requiring replacement. The majority of these panels range between 15 to 30 years old where most of them have exceeded their useful life expectancy. The system components associated with the panels also require replacement considering their age and parts obsolescent.
Fire alarm control panels are extremely important as they protect Metro‘s employees, assets, and facilities. A complete replacement of the panels and associated components is necessary to ensure compatibility and compliance with the current fire/life safety regulations and codes, as well as to provide timely and effective maintenance services with minimal deficiencies.
Determination Of Safety Impact
DETERMINATION OF SAFETY IMPACT
The approval of this item will ensure installation of new fire alarm control panels with system compatible components to meet current fire/life safety regulations and codes while protecting Metro employees, assets, facilities, and providing comprehensive maintenance services.
Financial Impact
FINANCIAL IMPACT
This action will increase the LOP budget for CP 202333, adjusting the LOP budget from $1,624,300 to $3,474,300.
Since this is a multi-year project, the Cost Center Manager and Project Manager will ensure that the balance of funds are budgeted in future Fiscal Years. The expenditure plan for CP 202333 is shown in Attachment A.
Impact to Budget
The current source of funds for this action comes from Transportation Development Act (TDA). Use of these funding sources currently maximizes funding allocation given approved funding provisions and guidelines.
Implementation of Strategic Plan Goals
IMPLEMENTATION OF STRATEGIC PLAN GOALS
Replacement of the existing fire alarm control panels with the associated components and wiring will contribute towards the goal for responsive, accountable, and trustworthy governance within the Metro organization by providing a safe workplace for Metro employees, protecting Metro’s valuable equipment and facilities, and complying with current local, state, and federal fire life safety regulations and codes.
Alternatives Considered
ALTERNATIVES CONSIDERED
The Board may choose not to increase the LOP budget. This approach is not recommended as most of the existing fire alarm systems at Metro bus facilities have exceeded their useful life expectancy. This equipment is safety sensitive and any further upgrade delays may impact the facilities’ overall fire/life safety service reliability. Delays may also result in higher maintenance costs due to lack of parts’ availability for aging equipment.
Next_Steps
NEXT STEPS
Upon Board approval of the requested LOP budget increase, staff will issue a new solicitation for this project and the CEO may approve the responsive and responsible low bid contract award, pursuant to California Public Contract Code 130051.9(c). The contract will be executed, and Operations - Maintenance and Engineering will proceed forward with the project scope.
Attachments
ATTACHMENTS
Attachment A - CP 202333 Expenditure Plan
Prepared_by
Prepared by: Brady Branstetter, DEO, Facilities Maintenance, (213) 922-6767
Lena Babayan, Senior Director, Facilities Maintenance, (213) 922-6765
Reviewed_By
Reviewed by: James T. Gallagher, Chief Operations Officer, (213) 418-3108
Debra Avila, Chief Vendor/Contract Management Officer, (213) 418-3051
