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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 Services Officer |
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PRESENTER(S): |
Jared Scarbrough, Director of Capital Design and Construction |
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Jacob Wouden, Project Manager |
TITLE:
title
Change Order: On-Call Infrastructure Maintenance Contract Task Order #25-004 - 2025 FrontRunner and TRAX Tamping (Stacy and Witbeck, Inc.)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize the Executive Director to execute task order no. 25-004, and associated disbursements, on the on-call infrastructure maintenance task ordering contract with Stacy and Witbeck, Inc. in the not-to exceed amount of $800,000.00 to tamp and regulate the TRAX and FrontRunner lines for the year of 2025.
BACKGROUND:
In December 2023, 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 master task ordering agreement (MTOA) with Stacy and Witbeck Inc. on April 17, 2024. The MTOA is for three years, plus two one-year options, with a total 5-year not-to-exceed value of $45,000,000.
Tamping and regulating a rail line are essential maintenance activities that ensure the stability, safety, and smooth operation of a railway track. Tamping involves compacting and adjusting the ballast (the layer of crushed stones beneath and around the ties) to ensure the track is level and properly supported. Regulating involves redistributing and shaping the ballast to maintain the proper profile and ensure it is evenly distributed around the ties. Together, tamping and regulating maintain the integrity and geometry of the rail line, ensuring:
1. Smooth and safe train operations.
2. Reduced long-term maintenance costs.
3. Prolonged track life.
DISCUSSION:
UTA Staff is requesting approval of Task Order 25-004 with Stacy Witbeck, Inc. to complete continual tamping/regulating on the Frontrunner and Trax rail lines in the not-to-exceed amount of $800,000.00. The scope of this request includes all time, labor, and other items needed to reestablish ballast structure, which in turn will result in a smoother ride for customers. These are essential maintenance activities that ensure the stability, safety, and smooth operation of a railway track. This task order is 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: |
23-03811-25-004 |
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Base Contract Effective Dates: |
April 18, 2024 through December 31, 2027 - Task Order Period of Performance is through December 31, 2025 |
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Extended Contract Dates: |
N/A |
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Existing Contract Value: |
$5,811,409 |
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Amendment Amount: |
$800,000 |
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New/Total Contract Value: |
$6,611,409 |
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Procurement Method: |
RFP Best Value |
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Budget Authority: |
Approved 2025 Capital Budget |
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ALTERNATIVES:
We do not tamp and regulate resulting in a rough ride for passengers and an unsupported track structure that could result in damaged components and costly repairs or unplanned/unexpected shutdowns
FISCAL IMPACT:
The 2025 approved budget for SGR385 includes $6,500,00.00 for UTA’s rail infrastructure rehabilitations and replacements. All funds will come from the Capital Development Budget 7385.63000.1002.
• 2025 Budget: $6,500,000
ATTACHMENTS:
1) Task Order