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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
David Hancock, Chief Capital Service Officer |
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PRESENTER(S): |
Jared Scarborough, Director of Capital Design and Construction |
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Jacob Wouden, Rail Infrastructure Project Manager |
TITLE:
title
Change Order: On-Call Infrastructure Maintenance Contract Task Order #25-021 - 2025 Other Track Material and Rail Procurement (Stacy and Witbeck, Inc.)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize the Executive Director to execute Task Order no. 25-021 and associated disbursements on the on-call infrastructure maintenance task ordering contract 23-03811 with Stacy and Witbeck, Inc. in the amount of $1,045,584 to procure other track material (OTM) and 500 Tons of HH #115 rail for 2025 State of Good Repair (SGR) scheduled projects.
BACKGROUND:
In December 2023, UTA released a request for proposal (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. On April 18, 2024, the UTA Board of Trustees approved the Master Task Ordering Agreement (MTOA) contract (23-03811) and authorized the Executive Director to execute the contract with Stacy and Witbeck, Inc.
The MTOA is for three (3) years, plus two (2) one-year options, with a total 5-year not-to-exceed value of $45,000,000.
UTA’s rail infrastructure requires yearly rehabilitations and replacements in order to maintain the infrastructure in a state of good repair. These projects typically address three concerns:
• Passenger ride quality
• Automobile cross-traffic ride quality
• Potential stray current issues
As part of these replacement projects, UTA will procure OTM needed for the replacement of at-grade crossings and other track rehabilitation. The OTM consists of rail, ties, plates, boot, tape, and other materials.
DISCUSSION:
UTA Staff is requesting approval of Task Order 25-021 with Stacy and Witbeck, Inc. to complete the procurement of necessary track material and rail for use in SGR crossing replacement in the amount of $1,045,584.
The scope of this request includes the procurement of the required track materials (boot, steel ties, #115 premium rail, and rebar) to construct the embedded grade crossings located throughout the TRAX system. The rail portion will allow UTA to lock in pricing ahead of anticipated price increases and secure the rail needed for both grade crossing replacement and other rail replacement projects for both FrontRunner and TRAX.
The Task Order has been determined to be within the scope of the MTOA and pricing has been determined to be fair and reasonable based on both an independent cost estimate and internal price analysis.
CONTRACT SUMMARY:
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Contractor Name: |
Stacy and Witbeck, Inc. |
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Contract Number: |
23-03811-25-021 |
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Base Contract Effective Dates: |
April 18, 2024 - December 31, 2027 Task Order: April 9, 2025 - December 31, 2025 |
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Extended Contract Dates: |
N/A |
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Existing Contract Value: |
$8,896,711 |
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Amendment Amount: |
$1,045,584 |
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New/Total Contract Value: |
$9,942,295 |
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Procurement Method: |
RFP Best Value |
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Budget Authority: |
Approved 2025 Capital Budget |
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ALTERNATIVES:
Without these materials we would not be able to complete required grade crossings as part of the State of Good Repair program. Without replacing worn track components UTA faces possible components fatigue which may result in derailment and service interruptions to the system.
FISCAL IMPACT:
All funds will come from SGR393 in the Capital Development Budget.
2025 Contract Total: $1,045,584
The overall not-to-exceed value for the MOTA is $45,000,000 over 5 years.
ATTACHMENTS:
• Task Order: On-Call Infrastructure Maintenance Contract Task Order #25-021 - 2025 OTM and Rail Procurement (Stacy and Witbeck, Inc.)