Meeting_Body
OPERATIONS, SAFETY, AND CUSTOMER EXPERIENCE COMMITTEE
JUNE 16, 2022
Subject
SUBJECT: POWER SWEEPING SERVICES
Action
ACTION: APPROVE CONTRACT MODIFICATION
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to execute Modification No. 11 to Contract No. OP962800003367 with Nationwide Environmental Services, a Division of Joe’s Sweeping Services, Inc., to provide power sweeping services for Metro’s facilities in the amount of $995,000, increasing the contract authority from $5,846,346 to $6,841,346 and extending the period of performance from September 1, 2022, through March 31, 2023.
Issue
ISSUE
The existing power sweeping services contract term expires on August 31, 2022. Although a new solicitation was issued on November 18, 2021, bids received were deemed non-responsive and the solicitation was cancelled on March 17, 2022.
While a new solicitation is in progress, insufficient authority remains within the existing contract. Therefore, the approval of Modification No. 11 is required to increase contract authority by $995,000 and extend the performance period through March 31, 2023. This action is necessary to ensure service continuity delivering safe, quality, regularly scheduled, and as-needed maintenance and allowing time to reprocure for a new power sweeping services contract.
Background
BACKGROUND
On April 26, 2018, the Metro Board of Directors approved a three-year base, firm fixed unit rate Contract No. OP962800003367 with Nationwide Environmental Services, Inc., to provide power sweeping services for Metro’s facilities, effective June 1, 2018.
Under the existing contract, the contractor has provided power sweeping services on a regular schedule and as-needed basis. Staff continuously evaluates service levels and explores opportunities to increase competition while expanding small business participation.
In preparation for a new power sweeping services solicitation, two (2) outreach events were conducted on June 10 and November 10, 2021. During the event, staff provided an overview of the upcoming procurement where Metro’s service area has been split into two (2) moderately sized geographical regions to attract bids from small businesses as primes.
On November 18, 2021 a new solicitation for power sweeping services was issued for the North and South region, representing Metro’s service area. On December 22, 2021, two (2) bids were received, one (1) per region, however, bids were deemed non-responsive and the solicitation was cancelled on March 17, 2022.
Discussion
DISCUSSION
Under the existing contract, the contractor has been satisfactorily providing regularly scheduled and as-needed power sweeping services for 108 parking lots and structures throughout Metro bus and rail facilities and 41 Caltrans owned Park and Ride (P&R) lots.
To ensure service continuity delivering timely power sweeping services with well-maintained parking lots and structures system-wide throughout LA County, the approval of Modification No. 11 is required to provide additional authority for the existing contract and extend the period of performance through March 31, 2023.
Power sweeping services will support Metro’s efforts to enhance customer experience by providing patrons a clean environment at facilities. Specifically, Metro’s power sweeping services will ensure that our facilities receive the consistent cleaning services expected by our customers.
Determination Of Safety Impact
DETERMINATION OF SAFETY IMPACT
The approval of this item will ensure service continuity to provide on-going power sweeping services, 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
Upon Board approval of the FY23 budget, funding of $995,000 is included 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 Deputy Chief Operations 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 is operating eligible State and Local funds including sales tax and Fares. These funding sources ensure the best allocation given approved funding provisions and guidelines.
Equity Platform
EQUITY PLATFORM
This action will maintain regularly scheduled and as-needed power sweeping services for Metro’s patrons. It ensures that Metro bus and rail facilities overall appearance and cleanliness are well maintained, especially for those with disabilities, older adults and others, while providing a safe, quality, accessible, and reliable environment to all of our patrons at parking lots and structures throughout Metro facilities and Caltrans owned P&R lots.
Metro customers may report cleanliness and maintenance issues of Metro parking lots and structures system-wide through Metro’s Customer Relations numbers posted throughout the rail and bus system. Customers, including those who are Limited English Proficient (LEP), can communicate with Metro through nine (9) different languages using translation service. Metro also ensures translated signage is posted for those reporting cleanliness and maintenance issues on the Metro system.
Under the existing contract Nationwide Environmental Services, Inc., made a commitment of 7.02% for SBE and 3.01% for DVBE. To-date, the current participation is 9.88% for SBE and 3.06% for DVBE, exceeding the commitment by 2.86% and 0.05%, respectively.
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 on-going frequency and as-needed power sweeping will ensure providing safe environment to our patrons, accessibility, and service reliability, and enhancing customers’ overall experience.
Alternatives_Considered
ALTERNATIVES CONSIDERED
The Board may elect not to approve this recommendation. This option is not recommended as it would result in a gap in service, impacting Metro’s system safety, cleanliness, operations, and customer experience.
Next_Steps
NEXT STEPS
Upon approval by the Board, staff will execute Modification No. 11 to Contract No. OP962800003367 with Nationwide Environmental Services, to continue to provide power sweeping services throughout Metro bus and rail facilities and 41 Caltrans owned P&R lots. Concurrently, staff is in the process of updating the new solicitation package scope of work documents where Metro’s service area has been restructured and split into three (3) moderately sized geographical regions, to further enhance competition and expand opportunities for small business participation during the upcoming procurement.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - Contract Modification/Change Order Log
Attachment C - DEOD Summary
Prepared_by
Prepared by:
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: Conan Cheung, Chief Operations Officer, (213) 418-3034
Debra Avila, Deputy Chief, Vendor/Contract Management Officer, (213) 418-3051
