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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Viola Miller, Chief Financial Officer |
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PRESENTER(S): |
Todd Mills, Director of Supply Chain |
TITLE:
title
Pre-Procurements
- Vendor Managed Inventory
- Outside Legal Services Pool
- Supplemental Services
- 3300 South Bus Stops Project
- UTA Website Maintenance and Services
- Automated Passenger Counter Replacement
- Grant Compliance Consulting Services
- Recruiting Services Pool
end
AGENDA ITEM TYPE:
Pre-Procurement
RECOMMENDATION:
Informational report for discussion
BACKGROUND:
Utah’s Public Transit District Act requires all contracts valued at $200,000 or greater be approved by the UTA Board of Trustees. This informational report on upcoming procurements allows Trustees to be informed and provide input on upcoming procurement projects. Following the bid solicitation and contract negotiation process, final contracts for these projects will come before the board for approval.
DISCUSSION:
• Vendor Managed Inventory. This is a procurement to contract with a firm to provide Vendor Managed Inventory (VMI) services for some of UTA’s bus parts. In 2019 UTA combined with San Diego MTS, and Portland TriMet to solicit an inventory parts stocking and Vendor Managed Inventory program and the current contract expires this year. The Supply Chain team has performed an analysis of parts usage and delivery lead-times to identify over 700 part numbers as candidates for this program. Funding for this contract is included in each bus division’s parts maintenance budget. The term of this contract will be for 3 years, plus two 1-year options for extension, and the procurement will be conducted as an RFP. (Todd Mills)
• Outside Legal Services Pool. This is a procurement to establish a pool of multiple qualified legal firms to assist UTA in specialized litigation that is beyond the expertise of our in-house legal staff. The need for outside legal expertise will be decided on a case-by-case basis by our in-house legal staff. Funding for this contract will come from the budget of the department requiring the legal expertise as needed, and there are no guaranteed minimum dollar amounts given to the firms in the pool. This contract will be for a term of 5 years, and the procurement will be conducted as an RFQu, where award will be given to the most qualified firms. (David Wilkins)
• Supplemental Services. UTA desires to contract with innovative private transportation companies to provide nimble and flexible supplemental services as needed. These services may include but are not limited to seasonal service, bus bridges, major sports and surge events, and other supplemental needs. The contractor will operate independently from UTA but with UTA’s oversight, using key performance indicators such as safety, ridership, cost efficiency, and service quality and accessibility. The contractor is required to comply with all laws and regulations that apply to private transportation companies when sponsored by the public sector. Funding for this contract will come from the Innovative Mobility Services budget. The term of this contract is 5 years, and this procurement will be conducted as an RFP. (Hal Johnson) This will be one of several other contracted services.
• 3300 South Bus Stops Project. This is a procurement to contract with a firm to improve multiple bus stops along 3300 South in South Salt Lake and Millcreek, Utah. The improvements will include new bus pads to meet current accessibility and wayfinding standards; and installation of passenger amenities such as trash cans, benches, and shelters at 37 locations. Construction activities will include surveying, grading, concrete bus pad, sidewalk, curb and gutter, drainage, landscaping, utility work, and bus stop amenities. Funding for this project is included in the approved 2024 capital budget under code MSP207. The term for this contract will be 12 months, and this procurement will be conducted as an RFP. (Req. 13474, Jared Scarbrough).
• UTA Website Maintenance and Services. This is a procurement to contract with a firm to provide website maintenance and services for UTA’s website. The selected vendor will collaborate with the Communications and Marketing, and IT teams to carry out continuous website maintenance and safety updates, oversee website development projects, and contribute to product development. Funding for this contract is included in the Communications & Marketing operating expense budget. The term for this contract will be 3 years, plus two 1-year options for extension, and this procurement will be conducted as an RFP. (Req. 13448, Heather Barnum)
• Automatic Passenger Counter Replacement. This is a procurement to contract with a firm for replacement of the automated passenger counter system on FrontRunner service. The purchase will include new passenger counter sensors to be installed on the FrontRunner rail cars and an updated back-end software system. It will also include options for the Light Rail system to be exercised at a future date. The current passenger counting system uses outdated technology that is expensive and very hard to find parts and service. Upgrading to a new system will allow us to discontinue use of several separate systems and consolidate into one, less expensive and easier to maintain system. Funding for this contract is included in ICI 214. This procurement will be conducted as an RFP. (Justin Palmer)
• Grant Compliance Consulting Services. This is a procurement to contract with a firm to provide consulting services for the UTA Grants team to ensure federal grant compliance. The selected firm will provide one on one and ongoing monthly education training sessions. In addition, they will provide technical support as UTA develops policies, processes, procedures, and mechanisms to ensure that UTA staff are setting priorities and making timely decisions as required to meet Federal, State, and local requirements for implementation of federally funded projects. This procurement will be conducted as an RFQu. (Tracy Young)
• Recruiting Services Pool. This is a procurement to establish a pool of multiple qualified recruiting firms to assist the UTA talent acquisition team in recruiting the best candidates for key positions. These include, but are not limited to, Information Technology, Organizational Excellence, Continuous Improvement, Human Resources, and Finance. As needed, the firms in the pool will receive job postings for specific jobs and will help UTA find, recruit, and hire qualified candidates. The firm whose candidate is hired by UTA will receive a pre-determined compensation amount. Funding for this contract is included in the talent acquisition operating expense budget, and there are no guaranteed minimum dollar amounts given to the firms in the pool. This contract will be for a term of 5 years, and the procurement will be conducted as an RFQu, where award will be given to the most qualified firms. (Greg Gerber)
ATTACHMENTS:
None