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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 Capital Services Officer |
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PRESENTER(S): |
Jared Scarbrough, Director of Capital Construction |
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Jacob Wouden, Rail Infrastructure Project Manager |
TITLE:
title
Change Order: On-Call Infrastructure Maintenance Contract Task Order #23-099 - 2023 Grade Crossing Other Track Materials (OTM) Procurement (Stacy and Whitbeck, Inc)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve task order 23-099 to the on-call maintenance contract with Stacy and Witbeck in the amount of $254,141 and authorize the Executive Director to execute the task order and associated disbursements to procure the required track materials (boot, steel ties, transitions tie clips/insulators, and rebar) required to construct 10 embedded grade crossings located throughout the TRAX system.
BACKGROUND:
In October 2020, UTA released a request for procurement (RFP) for an on-call maintenance contractor focused specifically on infrastructure assets. Bids were received and evaluated, and Stacy and Witbeck, Inc. 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 Stacy and Witbeck Inc. on January 27, 2021. This contract is for three-years and will be coming up for reprocurement in 2024.
UTA’s rail infrastructure is at an age where yearly rehabilitations and replacements need to occur to maintain the infrastructure in a state of good repair. These projects typically address three concerns:
1) Passenger ride quality
2) Automobile cross-traffic ride quality
3) Potential stray current issues
DISCUSSION:
UTA Staff is requesting approval of task order 23-099 with Stacy and Witbeck, Inc. in the amount of $254,141. The scope of this request is to procure material for the 10 grade crossings due to be replaced/constructed in 2023. The Task Order has been determined to be within the scope of the master Task Ordering Agreement. The Task Order pricing has been determined to be fair and reasonable based on both a UTA Independent Cost Estimate and performance of a Price Analysis.
CONTRACT SUMMARY:
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Contractor Name: |
Stacy and Witbeck Inc. |
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Contract Number: |
20-03349-99 |
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Base Contract Effective Dates: |
January 1, 2021 through December 31, 2023 |
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Extended Contract Dates: |
N/A |
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Existing Contract Value: |
$28,315,305, |
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Amendment Amount: |
$254,141 |
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New/Total Contract Value: |
$28,569,446 |
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Procurement Method: |
RFP best value modification |
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Budget Authority: |
2023-2027 Capital Plan |
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ALTERNATIVES:
Due to the complexity of rail replacement work, starting a new procurement would delay the ten 2023 grade crossing projects 18 months due to the selection process and ordering materials. If the at-grade crossings are not replaced, the rails will continue to deteriorate and cause service interruptions. If delayed long enough, the rails would be out of a state of good repair and could become a severe safety issue. Due to the lead time of the materials needed for replacement, an unplanned replacement could impact service for over a year, which could significantly delay service if not replaced. This is a key strategic alignment area for our operation team.
FISCAL IMPACT:
This budget is included in the 2023-2027 Capital Plan
ATTACHMENTS:
1) Contract