Meeting_Body
OPERATIONS, SAFETY, AND CUSTOMER EXPERIENCE COMMITTEE
JUNE 18, 2020
Subject
SUBJECT: FIRE-LIFE SAFETY SYSTEMS TESTING AND CERTIFICATION SERVICES
Action
ACTION: APPROVE CONTRACT MODIFICATION
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to execute Modification No. 6 to Contract No. OP5766200 with Link-Nilsen Corporation, for Fire-Life Safety Systems Testing and Certification services to exercise option year two in an amount not to exceed $836,474, increasing the total contract value from $3,462,243 to $4,298,717 and extending the contract term from September 15, 2020 to September 15, 2021.
Issue
ISSUE
This contract option year one will expire on September 15, 2020. To continue providing the critically mandated services, a contract modification is required to exercise and increase the original value of option year two by $350,000 from $486,474 to $836,474, increasing the total contract value from $3,462,243 to $4,298,717 and extending the contract term from September 15, 2020 to September 15, 2021.
Background
BACKGROUND
This contract was awarded on August 25, 2016. The contractor is required to provide regulatory required testing, repair and certification services for fire/life safety five-year water-based systems throughout Metro bus and rail facilities, and the bus facilities annual water-based systems, elevators, emergency power and exit lighting systems, complex and basic fire alarm panels, supervising station fire alarm systems, automatic closing fire assemblies and emergency generators.
During the contract three-year base period, in January 2017 and thereafter, services were expanded to include the rail facilities 484 annual water-based systems, 136 elevators and 32 auto closing assemblies (fire doors that automatically close when activated by the fire alarm panel). These services were added to this contract due to the limited resources of LAFD Reg. 4 certified testers among Metro personnel and to ensure compliance with the LAFD Reg. 4 and fire/life safety testing requirements.
On June 28, 2018, Metro Board of Directors authorized the Chief Executive Officer to execute Modification No. 3 to Contract No. OP5766200 to increase the three-year base contract value in the amount of $1,360,000, from $1,623,895.90 to $2,983,895.90.
Discussion
DISCUSSION
This contract option year one will expire on September 15, 2020. However, since the scope of work has been expanded to include additional rail location services and repair work, there is limited funding remaining within the current contract option year one and additional authority is required along with exercising option year two, to complete all mandated Reg. 4 testing.
To continue providing on-time system-wide testing services, ensure compliance with fire/life safety Reg. 4 requirements and deliver as-needed maintenance services, a contract modification is required.
The Diversity and Economic Opportunity Department (DEOD) established a 10% Small Business Enterprise (SBE) goal for this contract. Link-Nilsen Corp., made an 11% SBE commitment and is currently exceeding this goal with 22.19% participation.
Determination Of Safety Impact
DETERMINATION OF SAFETY IMPACT
The approval of this item will ensure providing on-time fire/life safety testing and maintenance services in accordance with regulatory requirements and guidelines and to ensure delivering safe, quality, timely, and reliable services to our customers and the public.
Financial_Impact
FINANCIAL IMPACT
Subject to Board approval of the FY21 Budget, funding of $853,573 is to be allocated under cost center 8370 - Facilities Maintenance Contracts and Administration, 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
Current funding for this action includes Proposition A/C, TDA, STA, Fares, and Advertising. Using these funding sources maximizes project funding allocations allowed by approved funding provisions and guidelines.
Implementation_of_Strategic_Plan_Goals
IMPLEMENTATION OF STRATEGIC PLAN GOALS
This Board action supports Strategic Goal 5; Provide responsive, accountable, and trustworthy governance within the Metro organization. By providing on-time fire/life safety testing and maintenance services Metro remains in compliance with fire/life safety regulatory requirements and provides a safe environment for employees and patrons.
Alternatives_Considered
ALTERNATIVES CONSIDERED
Staff considered providing this service with in-house staff. This would require the hiring and training of additional certified 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 Board approval, staff will execute Modification No. 6 to Contract No. OP5766200 with Link-Nilsen Corp., to exercise option year two and continue providing the mandated fire/life safety testing and critical maintenance services. Staff will also monitor all expenditures associated with this contract modification to ensure remaining within approved cash flow limits for FY21.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - Contract Modification/Change Order Log
Attachment C - DEOD Summary
Prepared_by
Prepared by: Lena Babayan, DEO, Facilities Maintenance, Contracts & Administration (213) 922-6765
Carlos Martinez, Sr. Manager, Facilities Maintenance, Contracts & Administration (213) 922-6761
Reviewed_By
Reviewed by: James T. Gallagher, Chief Operations Officer, (213) 418-3108
Debra Avila, Chief Vendor/Contract Management Officer, (213) 418-3051
