Meeting_Body
OPERATIONS, SAFETY, AND CUSTOMER EXPERIENCE COMMITTEE
MAY 20, 2021
Subject
SUBJECT: FENCE REPAIR AND MAINTENANCE SERVICES
Action
ACTION: APPROVE CONTRACT AWARD
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to award a firm fixed unit rate Contract No. OP1788370008370, to Deco Fence Company, the lowest responsive and responsible bidder, to provide fence repair and maintenance services. The contract not-to-exceed amount is $2,290,068 for the three-year base, and $1,654,560 for the one, two-year option, for a combined not-to-exceed amount of $3,944,628, effective July 1, 2021, subject to resolution of protests(s), if any.
Issue
ISSUE
The existing fencing repair and maintenance contract will expire on June 30, 2021. To ensure service continuity providing safe and timely fence repair and installation, a new contract award is required effective July 1, 2021.
Background
BACKGROUND
On February 18, 2016, Metro Board of Directors awarded a five-year, firm fixed unit rate Contract No. OP4056400OP to APW Construction Inc., DBA Ace Fence Co., to provide fence repair and maintenance services for Metro Rail Rights-Of-Way (ROWs), facilities and parcel properties.
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.
As Metro continues to upgrade the existing infrastructure, expand its services to include new rail construction stations and facilities, and continuously refine Metro’s safety requirements and procedures, timely response to fencing repair and maintenance is required.
Timely response to as-needed fencing repair and maintenance services is necessary to address emergencies, to prevent endangering lives, protect public properties by restricting access to Metro-owned facilities, and to secure other restricted areas.
Discussion
DISCUSSION
Under this new contract, the contractor is required to meet Metro’s security needs providing timely as-needed fencing repair and maintenance services to protect Metro’s active railroad ROWs, electrified railroad yards and traction power substations, preventing the public from accessing these restricted areas and placing themselves at the risk of being hit by trains or electrocuted by a third rail or high-power electrical lines.
Fencing on other Metro rail operating properties and storage yards is necessary to restrict access to trespassers, mitigate illegal dumping, and protect Metro properties from theft and vandalism.
This contract solicitation is part of the Small Business Enterprise (SBE) Prime (Set-Aside) Program. Deco Fence Company is a Metro certified SBE contractor and made 60% SBE commitment as the Prime, meeting the Small Business Prime Set-Aside requirements established for this solicitation.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
The approval of this item will ensure the continuity of providing safe, timely and quality as-needed fencing repair and maintenance services system-wide.
Financial_Impact
FINANCIAL IMPACT
Subject to Board approval of the FY22 Budget, funding of $763,356 is to be allocated under cost center 8370 - Facilities Contracted Maintenance Services, 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
The current source of funds for this action are Proposition A/C, Measure R/M, and the Transportation Development Act. Use of these funding sources currently maximizes project funding allocations given 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. Performing as-needed fencing repair and maintenance services will ensure safe, timely, and quality services to prevent endangering lives, and protecting public properties by restricting access to Metro-owned facilities, and secure other restricted areas.
Alternatives_Considered
ALTERNATIVES CONSIDERED
Staff considered providing this service through in-house staff; however, this would require the hiring, 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 No. OP1788370008370, with Deco Fence Company, to provide the necessary as-needed fencing repair and maintenance services system-wide effective July 1, 2021.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - DEOD Summary
Prepared_by
Prepared by: Errol Taylor, Sr. Executive Officer, Maintenance & Engineering, (213) 922-3227
Lena Babayan, Deputy Executive Officer, Facilities Contracted Maintenance Services, (213) 922-6765
Ruben Cardenas, Sr. Manager, Facilities Contracted Maintenance Services, (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
