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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Mary DeLoretto, Chief Service Development Officer |
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PRESENTER(S): |
Jared Scarbrough, Director of Capital Construction |
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TITLE:
title
Change Order: On-Call Systems Maintenance Contract Cost Estimate Update (Rocky Mountain Systems Services)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve the revised estimated contract value of $30,000,000 for the On-Call Systems Maintenance contract with Rocky Mountain Systems Services (20-03349VW). It is understood that UTA will reprocure the On-Call Systems contract by March 2023.
BACKGROUND:
In November 2020, UTA released a request for procurement (RFP) for an on-call maintenance contractor focused specifically on systems engineering and maintenance support. Rocky Mountain Systems Services was selected as the winner based on overall scoring using the best value format. The UTA Board of Trustees approved the contract and authorized the Executive Director to execute the contract with RMSS on February 24, 2021. This contract is for three years with two, one-year options. At the time of the contract approval, the board approved an estimated total contract value of $15,000,000 to be spent over five years
Typical task orders under this contract include:
• Subject matter experts to support UTA rail systems and MOW systems departments.
• Train Control System upgrades, repairs, analysis, and training
• Stray Current monitoring and analysis
• OCS/TPSS repair, maintenance, and training
• Traffic Signal inspections, connections, repairs, and coordination
Individual task orders are issued under the master on-call contract to complete critical infrastructure replacement projects. To date, task orders totaling $17,523,426 have been issued on the contract. Based on projects currently identified in UTA’s Transit Asset Management plan to replace aging rail systems infrastructure, the estimated value of this contact needs to be updated from its original estimate of $15,000,000 that was developed in 2020.
DISCUSSION:
UTA is requesting approval for the estimated value of contract #20-03382VW to be raised from $15,000,000, as estimated in 2020, to $30,000,000, which is the revised estimate as of March 2023. This will allow UTA to replace four interlockings that need to be brought to a state of good repair, replace obsolete train control hardware, address FRA mandated upgrades related to Positive Train Control (PTC), and have continued support staff for PTC reporting and MOW support. UTA intends to terminate this contract 14 months early and reprocure by March 2024.
CONTRACT SUMMARY:
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Contractor Name: |
Rocky Mountain Systems Services |
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Contract Number: |
20-03382VW |
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Base Contract Effective Dates: |
March 3, 2021, through December 31, 2023 |
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Extended Contract Dates: |
Through December 31, 2025 |
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Existing Contract Value: |
$15,000,000 (total contract estimate) $17,523,426 (existing task orders issued) |
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Amendment Amount: |
$15,000,000 |
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New/Total Contract Value: |
$30,000,000 (new total contract estimate) $17,523,426 (existing task orders issued) |
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Procurement Method: |
RFP best value modification |
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Budget Authority: |
SGR and Capital Projects 2023 and 2024 Budget Year |
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ALTERNATIVES:
Reprocure the on-call systems contract earlier than stated in this request. This would delay UTA’s ability to replace obsolete rail systems and increase risk of failing rail infrastructure.
FISCAL IMPACT:
This budget is included in the 2023-2027 Capital Program.
ATTACHMENTS:
None