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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Bill Greene, Chief Finance Officer |
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PRESENTER(S): |
Todd Mills, Director of Supply Chain |
TITLE:
title
Pre-Procurements
- UTA Headquarters Design Team
- UTA Headquarters Construction Design Advisor
- Farebox Re-Key Project
- FrontRunner On-board WIFI Support and State of Good Repair
- ADA Transit Vans for 5310 Program Recipients
- New Human Resources Information System Software
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:
• UTA Headquarters Design Team. This solicitation is for a design firm to design UTA’s new mixed-use Headquarters building. The design work will be done in several phases with major decision points along the way. The first phase will only go through 10% design, the second phase will go through 30% design, the third phase will complete design documents, and the fourth phase will complete construction documents. This phased approach will allow the agency maximum flexibility to pursue, modify, or eliminate the project. The first phase of the project is included in the approved 2023 Capital Projects budget as MSP262. 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 firm. (Req. 11901, Sean Murphy)
• UTA Headquarters Construction Design Advisor. This solicitation is for a pre-construction advisor who will work closely with the design team and will act in an advisory role throughout the design phases of the UTA Headquarters building project. This is a service that large general contractor firms are familiar with. After all design phases are completed, the construction advisor will have the opportunity to submit a GMP (guaranteed maximum price) for the construction phase. If UTA accepts that price, we will add an amendment to the original contract for construction services under a CMGC (construction manager/general contractor) format. A pre-submittal meeting was held on March 15th with approximately a dozen interested firms. We received positive feedback about the project itself and this project delivery format (construction advisor / CMGC). This phase of the project is included in the approved 2023 Capital Projects budget as MSP262. 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 firm. (Req. 11906, Sean Murphy)
• Farebox Re-Key Project. This is a procurement to contract with a firm to re-key all of UTA’s bus fareboxes, lockboxes, receiver vaults and pedestals. In response to a recommended action described in a 2019 internal controls assessment UTA needs to rekey the legacy fareboxes, which will mitigate the risk of unknown keys remaining in circulation and minimize the risk of theft of cash fares collected. There are 700 farebox internal bullet keys, 700 cashbox internal locks, 8 vault receiver keys, and 8 pedestal keys. The contract will be for a term of 1 year and funding is included in the 2023 Capital projects budget as project code ICI222. This procurement will be conducted as an RFP, where technical criteria will be evaluated and scored in addition to price. (Req. 11888, Jerry Van Wie)
• FrontRunner On-board WIFI Support and State of Good Repair. This is a procurement to contract with a firm to provide support for, and upgrades to the onboard Wi-Fi system on FrontRunner. The current contract is due to expire later this year, so we are beginning the procurement early to ensure continuity of service for our riders. The new contract will specify new requirements for service and upgrades we would like to make to the system. Funding for this project is included in the approved 2023 budget and will be a combination of Capital Projects budget and IT Operations Expense budget. This contract will be for a term of 5 years and the procurement will be conducted as an RFP, where technical criteria will be evaluated and scored in addition to price. (Req. 11874, Jarvie Curtis)
• ADA Transit Vans for 5310 Program Recipients. This procurement is to purchase up to 40 ADA Transit vans over 5 years for recipients of the FTA’s section 5310 grant funds for enhanced mobility of seniors and individuals with disabilities. As the designated recipient for FTA 5310 funds for Utah's Urbanized Areas (UZAs) UTA is responsible for procuring all capital items more than $3,000 for all sub-awards to ensure federal procurement rules are followed. 80% of the funds to purchase each vehicle is paid from UTA managed FTA 5310 funds, and 20% is paid by the subrecipient prior to delivery of the vehicle. No UTA local funds will be used for these vehicles and UTA has no ongoing operations or maintenance obligation beyond monitoring subrecipient compliance through the federal useful life of the vehicles as outlined in the UTA 5310 Program Management Plan. This procurement will be conducted as an RFP, where technical criteria will be evaluated and scored in addition to price. (Req. 11886, Christy Allen)
• New Human Resources Information System Software. The UTA Chief People Office is seeking to procure a new HRIS system that is more user-friendly and intuitive for end users. The goal is to have a fully integrated system that will allow employee self-service for the application process, benefits elections, and employee updates, such as name changes and address changes. The system will also automatically generate workflow for HR employees to process such as onboarding, benefits, transfers, promotions, demotions, and terminations, etc Ultimately this will eliminate the manual entry processes and monitoring of data. A comprehensive People Office Suite will also allow us to consolidate and streamline many of our one-off solutions (internal and external) that are used to manage the many functions associated with the employee life cycle. This contract will be for a term of 3 years, plus two 1-year options for extension. Funding for this project was included in the 2023 Capital budget as project code ICI228. This procurement will also be conducted as an RFP. (Req. 11898, Gregg Petersen)
ATTACHMENTS:
None