Metro CONSTRUCTION COMMITTEE NOVEMBER 15, 2012 CONTRACT NO. OP , ELEVATOR, ESCALATOR MAINTENANCE MONITORING & CONSULTING SERVICES

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1 53 Metro Los Angeles County Metropolitan Transportation Authority One Gateway Plaza 213 Los Angeles, CA CONSTRUCTION COMMITTEE NOVEMBER 15, 2012 SUBJECT: ACTION: CONTRACT NO. OP , ELEVATOR, ESCALATOR MAINTENANCE MONITORING & CONSULTING SERVICES APPROVE NEW CONTRACT AWARD RECOMMENDATION Authorize the Chief Executive Officer to award a five year firm fixed unit rate contract under Request for Proposal No. OP with Lerch Bates, Inc., the lowest responsive and responsible proposer for Elevator/Escalator Maintenance Monitoring and Consulting Services for an amount not-to-exceed $1,143,242, inclusive of two oneyear options. ISSUE Maintenance of Metro's elevators and escalators is a highly specialized field and is therefore outsourced to an outside contractor. Adequate support from certified and trained professionals in the elevator/escalator field is necessary to ensure the maintenance contractor's adherence to the specified maintenance program, and advise Metro on new state and federal codes. Access to timely advice and ongoing equipment inspections by an experienced outside consultant, not associated with the maintenance contractor, is a necessary measure to protect Metro's investment in this asset to extend the lifecycle of the equipment through close monitoring of the maintenance program. Moreover, newly installed equipment must be inspected for compliance with project specifications and current codes. The expertise of a third party consultant to perform these inspections is vital for Metro to receive vertical transportation equipment which is suitable for a busy transit environment and ensure public safety.

2 DISCUSSION Primarily, services of the consultant will be to conduct annual equipment audits and periodic inspections on each of the 133 escalators and 143 elevators throughout Metro's transit system, including rail and bus. The scope allows Metro to add or subtract elevator and escalator units at any time. Routine elevator/escalator equipment audits performed by a third party consultant independent of the maintenance provider are a quality control method that is widely recognized and utilized in the oversight of large maintenance contracts. Certified and trained professionals will assess the condition of the equipment and evaluate the quality and level of performance that Metro's maintenance contractor is providing to ensure compliance to Metro's maintenance contract requirements. As part of these annual audits, the consultant will verify that the equipment operation and condition conforms to the latest codes, regulations and standards that govern vertical transportation equipment. The Consultant's inspection of the equipment will also include testing all safety devices to verify Metro's transit elevators and escalators are operating within safe parameters and tolerances to ensure public safety. An additional advantage of sourcing an industry leader in the field of elevator/escalator maintenance consulting is that the expertise and skills they bring with them will also be utilized on an as-needed basis to assist Metro in claim support, providing expert litigation testimony, preparing specifications for equipment additions, upgrades, modifications and related construction support services. This contract will replace contract no.op with Lerch Bates, Inc., which has provided elevator/escalator consulting services for Metro since October DETERMINATION OF SAFETY IMPACT The safe operation of Metro's elevators and escalators is critical to Metro's mission of providing safe, clean, reliable, and on-time courteous service. An important component of the regular inspection of the elevators and escalators is the verification that all safety devices are operable, therefore minimizing the potential for patron injuries. Regular inspections also serve to identify needed improvements in the maintenance service and deteriorating equipment. By taking note of these issues we can schedule repairs and necessary upgrades and avoid deferred maintenance by being proactive in our maintenance program. The consulting service contract requires the consultant to inspect and identify these issues of safety and maintenance; therefore it helps to serve as a safety improvement and a maintenance enhancement. Elevator, Escalator Maintenance Monitoring & Consulting Services Page 2

3 FINANCIAL IMPACT The funding of $17 4,000 for this service is included in the FY13 budget in cost center number 8510, Construction Contracts/Procurement. The funding is allocated within the projects that will utilize this contract: Project (Regional Activities), Project (Rail Operations- Blue Line), Project (Rail Operations- Green Line), Project (Rail Operations- Red Line) Project (Gold Line) Project (Rail Operations - Expo Line), and Project (Operations Maintenance). Since this is a multi-year contract, the cost center manager and the Executive Director, Construction Project Management-Transit Project Delivery will be accountable for budgeting the cost in future years, including any options exercised. Impact to Budget The source of funds for this action is a combination of Federal, State, and local funds. These funds are eligible for bus and rail operations. No other sources of funds were considered for this activity because it supports bus and rail operations. This activity is part of the on-going maintenance costs of Metro facilities. ALTERNATIVES CONSIDERED One alternative considered is to hire a team of certified conveyance inspectors that are highly trained in the elevator/escalator field to provide the service in-house. Finding and recruiting such elevator/escalator professionals willing to work in this capacity would be difficult to achieve. Even if successful in finding such individuals, the level of technical and engineering expertise that newly hired personnel can offer to Metro will be no match to that of an established, global consulting firm such as Lerch Bates with its vast database of knowledge. Also, hiring a firm gives us more flexibility when it comes to work loads which, depending on what is happening in the industry, Lerch Bates could accommodate Metro's increased needs for a short period of time. Hiring individuals is not a recommended option for Metro. Another alternative is to go without this service. Due to the complicated, ever changing nature of the vertical transportation environment, expert third party counsel is a critical part of Metro's vertical transportation program. Going without this service is not a viable option. Elevator, Escalator Maintenance Monitoring & Consulting Services Page 3

4 NEXT STEPS This contract will follow contract No. OP , which is currently with Lerch Bates, whom has provided elevator/escalator consulting services for Metro since October Metro will award contract upon Board approval. ATTACHMENTS A. Procurement Summary Prepared by: Denise Longley, DEO, Strategic Transit Asset Mgmt, Transit Project Delivery (213) Vance Gilless, PM, Vertical Transportation, Transit Project Delivery (213) Elevator, Escalator Maintenance Monitoring & Consulting Services Page 4

5 Michelle Lopes Ca well Chief Administration Services Officer Krishniah N. Murthy Executive Director Transit Project Delivery Arthur T. Leahy Chief Executive Officer Elevator, Escalator Maintenance Monitoring & Consulting Services Page 5

6 ATTACHMENT A PROCUREMENT SUMMARY Elevator/Escalator Maintenance Monitoring Consulting Services 1. Contract Number: OP Recommended Vendor: Lerch Bates, Inc. 3. Type of Procurement (check one): D IFB 1:8] RFP D RFP-A&E D Non-Competitive D Modification D Task Order 4. Procurement Dates: A. Issued : July 17, 2012 B. Advertised/Publicized: July 16, 2012 C. Pre-proposal Conference: August 1, 2012 D. Proposals Due: August 24, 2012 E. Pre-Qualification Completed: August 29, 2012 F. Conflict of Interest Form Submitted to Ethics: October 2, 2012 G. Protest Period End Date: 5. Solicitations Picked Proposals Received: 2 up/downloaded: 2 6. Contract Administrator: Telephone Number: Nicole Dang Project Manager: Telephone Number: Vance Gilless A. Procurement Background This Board action is for a Request for Proposal procurement issued to obtain the services of a qualified elevator/escalator consulting firm to perform annual audits of 143 elevators and 133 escalators on Metro's system and to provide as-needed consulting services for Metro's elevators and escalators. The RFP was issued in accordance with Metro's Acquisition Policy and the contract type is a Firm Fixed Unit Price. Two amendments were issued during the solicitation phase of this RFP: Amendment No. 1 issued on August 2, 2012 to provide a summary of the preproposal meeting; and Amendment No. 02 issued on August 6, 2012 to notify the proposers of change in Contract Administrator. A total of two proposals were received on August 24, Elevator, Escalator Maintenance Monitoring & Consulting Services Page 6

7 B. Evaluation of Proposals/Bids The solicitation was a standard Request for Proposal with explicit factors in compliance with Metro's Procurement policies and procedures. A Source Selection Committee consisting of staff from Metro's Vertical Transportation Management was convened and conducted a comprehensive technical evaluation of the proposals received. The proposals were evaluated based on the following evaluation criteria and weights: Experience and Capabilities Technical Approach Price 40% 35% 25% The evaluation criteria are appropriate and consistent with criteria developed for other, similar Procurements. Several factors were considered when developing these weights, giving the greatest importance to experience and capabilities. Both proposals received were determined to be within the competitive range. The two firms within the competitive range are listed below in alphabetical order: 1. HKA Elevator Consulting, Inc. (HKA) 2. Lerch Bates, Inc. (Lerch Bates) Qualifications Summary of Firms Within the Competitive Range: HKA Elevator Consulting, Inc. This firm has limited experience in elevator consulting for large transit projects. While their project list and their contact information indicates technical knowledge and skills, their proposal did not demonstrate a complete understanding of the scope of work. In addition, the Source Selection Committee found that their execution plan lacked detail and was organizationally vague. Their organizational chart did not clearly identify the Principal Project Manager and suggested that they would have to add staff to be able to meet all required inspections. During the interview sessions, some of these details were addressed but the lack of proposal specificity, incomplete execution plan, and questions regarding staffing and organization caused the Source Selection Committee to question their ability to execute the project without significant oversight by Metro staff. Elevator, Escalator Maintenance Monitoring & Consulting Services Page 7

8 Lerch Bates, Inc. This firm's proposal and through discussions demonstrated its understanding of the RFP requirements. They provided a well written explanation of how they will manage the project. Additionally, they provided a comprehensive response to the reporting, formulas, forms, tools, and methods of how they will implement the scope of work. Source Selection Scoring Summary Average EVALUATION CRITERIA Weight Percentage Score HKA Average Score Lerch Bates Average Percentage Score Average Score Experience and Capabilities % % Technical Approach % % Subtotal % % Price/Cost % % TOTAL EVAL SCORE C. Cost/Price Analysis This procurement resulted in an open procurement and price competition. The recommended price has been determined to be fair and reasonable based upon adequate competition, Metro Independent Cost Estimate (ICE) and technical evaluation. Lerch Bates BAFO is 10% less than Metro's ICE. Proposer Proposal Amount Best and Final Offer Name (BAFO) 1 HKA $1,276,478 $1,258,103 2 Lerch Bates $1 '192,032 $1 '143,242 3 Metro ICE $1,268,947 $1,268,947 D. Background on Recommended Contractor The recommended firm, Lerch Bates was founded in It is a leading vertical transportation expert with a proven successful track record. Currently, Lerch Bates has project offices in 21 cities nationally and six offices internationally specializing in providing consulting services in all aspects of vertical transportation planning, design specifying and construction. Its headquarters is located in Littleton, Colorado. Lerch Bates has four offices in California: San Francisco, Los Angeles, Orange County, and San Diego. Elevator, Escalator Maintenance Monitoring & Consulting Services Page 8

9 ~ Lerch Bates staff includes transportation engineers, elevator engineers, material management, handling specialists, analysis specialists, construction inspectors, draftsmen, and specification writers. The latest data shows over 45 of their principal consultants, consultants, project managers, and field engineers are Qualified Elevator Inspectors (QEI) certified. Lerch Bates is the current vertical transportation consultant for Metro. They have worked with Boston Transit Authority, Sears stores nationwide, AT&T, and the State of Florida. E. Small Business Participation The Diversity and Economic Opportunity Department (DEOD) established a 1 0% Disadvantaged Business Enterprise Anticipated Level of Participation (DALP) goal for this solicitation. Lerch Bates cannot meet the 10% DALP requirement because the work requirements are very specific and requires highly skilled technicians with certification. Elevator, Escalator Maintenance Monitoring & Consulting Services Page 9