Meeting Body
OPERATIONS, SAFETY, AND CUSTOMER EXPERIENCE COMMITTEE
SEPTEMBER 17, 2020
Subject
SUBJECT: HERBICIDE APPLICATION SERVICES
Action
ACTION: APPROVE CONTRACT MODIFICATION
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to execute Modification No. 9 to Contract No. OP33673325 with Conejo Crest Landscape Maintenance, Inc., for herbicide application services to increase the contract authority by $330,000 increasing the total contract value from $2,026,594.55 to $2,356,594.55 and extending the period of performance from December 1, 2020 to November 30, 2021.
Issue
ISSUE
The existing contract will expire on November 30, 2020. To continue providing the required regular herbicide application and vegetation control services, additional contract authority and time extension are necessary to ensure service continuity and avoid any interruption to Metro’s operations.
Background
BACKGROUND
On January 29, 2015, Metro Board of Directors authorized the Chief Executive Officer to award a firm fixed unit rate Contract No. OP33673325 to Conejo Crest Landscape Maintenance, Inc., the lowest responsive and responsible bidder, for herbicide application and vegetation control services effective March 1, 2015.
Under the existing contract, herbicide application services are performed throughout approximately 195 miles of active and inactive Metro owned ROWs. In February 2016 and thereafter, herbicide application services were expanded to include the additional service areas of Metro Bus Operating Division 13, Metro Foothill Extension and Expo Line Phase II.
Discussion
DISCUSSION
This contract is integral in support of Metro’s position to comply with California Public Utilities Commission (CPUC) regulations and local municipal codes to reduce fire hazards and mitigate complaints from adjacent property owners. Noxious weed growth, if not controlled, can propagate and invade neighboring properties. In addition, weed abatement on operational ROWs is necessary to maintain drainage, allow for inspection, prevent wheel slippage or sliding, maintain visibility of wayside signs and signals, and facilitate track maintenance.
The Diversity and Economic Opportunity Department (DEOD) established a 5% RC DBE goal for this contract. Conejo Crest Landscape Maintenance, Inc. made a 15.5% DBE commitment. The project is 93% complete and Conejo Crest Landscape Maintenance, Inc. exceeded the goal by 10.5%, with 15.5% DBE participation.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
The approval of this item will ensure service continuity to provide on-going herbicide application and vegetation control services to support operations, facilitate critical track maintenance, improve Metro bus and rail facilities overall appearance and cleanliness and continue providing safe, quality, on-time, and reliable services system-wide.
Financial_Impact
FINANCIAL IMPACT
Subject to Board approval of the FY21 Budget, funding of $300,000 is to be allocated under cost center 8370 - Facilities Maintenance Contracts and Administration, account 50308, Service Contract Maintenance, under various projects.
Since these are multi-year contracts, the cost center manager and Sr. Executive Officer, Maintenance and Engineering will be accountable for budgeting all costs in future fiscal years.
Impact to Budget
The current source of funding for this action are State and Local sources including sales tax and fares. Using these funding sources maximizes the project funding allocations allowed by approved 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. Metro objectives for this contract are to increase efficiency, minimize costs, maintain infrastructure free of unwanted vegetation through the application of pre-emergent herbicides, contact herbicides and growth inhibitors and comply with all applicable Federal, State and Local laws.
Alternatives_Considered
ALTERNATIVES CONSIDERED
Staff considered providing this service through Metro 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 that this is not a cost-effective option for Metro.
Next_Steps
NEXT STEPS
Upon approval by the Board, staff will execute Modification No. 9 to Contract No. OP33673325 with Conejo Crest Landscape Maintenance Inc. to increase the contract value and extend the contract period of performance, to provide Herbicide Application and Vegetation Control Services to Metro bus and rail ROWs, facilities and parcel properties system-wide, effective December 1, 2020.
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
Ruben Cardenas, Sr. Manager, Facilities Maintenance Contracts & Administration, (213) 922-5932
Reviewed_By
Reviewed by: James T. Gallagher, Chief Operations Officer, (213) 418-3108
Debra Avila, Chief Vendor/Contract Management Officer, (213) 418-3051
