Morning everybody welcome to meeting of the metro lane contracts operations maintenance safety committee
Appreciate y'all being here
Let's see we're gonna start with our safety briefing Tim
All right. Good morning chair members of the committee today's safety briefing is a reminder that in the event of a fire alarm activation
We're all gonna collectively exit the boardroom go downstairs and will stage just outside of the building on the corner by Metro's customer service
In the event of an earthquake, let's remember to take cover, protect our head, if we don't
have something to crawl underneath, then wait for the shaking to stop and at that point
we can assess if a building evacuation is going to be required.
First aid in the event of a first aid situation, we have first aid responder in the room as
well as an AED device that is in the hallway located right outside here by the security
desk.
And in the event of an active attacker, let's remember the three key words, run, hide, and
fight.
today's safety briefing. Thank you very much appreciate that. Pledge of Allegiance.
Walt, can you please lead us in the pledge? Thanks Walt. Appreciate that. Roll call
please. Director Marquez. Vice-chair Spiegel. Director Vargas. I see you.
Director Chafee. Director Dumitrou. Present. Director Engler. Here. Director
Barger, director Solis, director Allen, here, director Presiado, chair Wapner, we
do have a quorum present. Thank you very much. It brings us to the public comment portion of the meeting. Any members of the public that are here that want to speak, and we do have one
speaker has turned the card in. Is there anybody, um, any written comments from
anybody? Great, thank you. Okay, so, um, is it David Harlan or Horton? Oh, he's not here. Okay, any other members of the public that want to speak to us? Okay, we're
to close the public comment portion of the meeting that brings us to the
regular calendar first item is approval of minutes the motion I'll move them
second thank you real couple please director Vargas yes director chafee
director angler yes director Allen yes chair Wapner yes that motion carried
unanimously very much brings us item 6b a goodwill agreement and that's Chris
Morning committee chair members of the committee this item is with regard to a
goodwill agreement with between the authority and builders first source for
our score CME Valley project next slide so one of the key components of our
score CME Valley project is to construct 2.2 miles of second mainline track
within the project limits there is an existing railroad spur track that is
actively in use by a company called builders first source so during our
construction of the second mainline track. We will have to take the railroad
spur track out of service for approximately six months. So builders
first source the business will have to implement mitigation measures which would
be trucking by road during those six months. Next slide. So in early 2023 we
approached builders first source, informed about our project, addressed
having to take the spur track out of service for six months and discuss the
of mitigation measures that the business would employ.
So mid-2023, we engaged with an independent appraiser
to undertake a goodwill appraisal,
which would estimate the cost of builders first source
implementing those mitigation majors for six months.
When we completed the independent appraisal
or the goodwill appraisal, we found that $676,000
was a fair and reasonable compensation
for the spur track being out of service.
So in April, 2024, we submitted that goodwill appraisal
to Builders First Source and they concurred that 676,000 was fair and reasonable.
Next slide, please.
So it is recommended that the committee recommend to the board to authorize our CEO to negotiate
and execute the Goodwill Agreement with Builders First Source Atlantic Group LLC for the amount
of $676,000.
Thank you.
Concludes my presentation.
Happy to take any questions.
Thanks, Chris.
Any questions?
We have a motion to approve this item.
I move motion involving.
Second motion is second roll call vote please.
Director Vargas.
Yes.
Director Chafee.
Director Allen.
Aye.
Chair Wapner.
Yes.
That motion carried unanimously.
Chris you're presenting six C.
Okay thank you.
This is with regard to an MOU agreement
between SBCTA and the authority
for the Lilac to Second Ward Double Track Project.
Next slide please.
So going back to 2017, SBCTA initiated
and developed the Lilac to Second Ward Double Track project.
It consists of installing approximately 7 tenths
of a mile of second mainline track,
a second side platform at Rialto Station,
and also upgrading the existing grade crossings
within the project limits to be quiet zone ready
and also implementing WCNSS technology.
In October 2018, SBCTA completed the environmental clearance
and 30% preliminary design for the project.
Next slide please.
So since 2018, the authority and SBCTA have been discussing
about how to take the project forward.
So it's been determined that the authority will lead
the next phase of the project, the design phase,
whereby the authority would take design from 30%
to 100% design, as well as any right-of-way acquisitions,
utility relocations that may be necessary.
So SBCTA will fund the authority approximately,
sorry, $11,847,590
to undertake the design phase of the project.
SBCTA will utilize their existing major I
and STA funds for the project.
And we will subsume the Lilac to Second Ward
double track project into our SCORE program going forward.
Next slide.
Therefore it's recommended that the committee
recommend the board to authorize our CEO
to negotiate and execute the MOU with SBCTA
for $11,847,590.
So, upon approval from the Metrolink board,
SBCTA committee will also be approving this
and it's on their agenda for their November committee meeting.
Thank you, happy to answer any questions.
Thank you, any questions or comments?
Seeing none, we'll go to roll call vote, please.
We need a motion and a second.
I'm sorry, I'm really going fast.
I'll move it.
We have a motion and a second.
No, we'll go to roll call vote.
Director Vargas.
Yes.
Director Chafee.
Director Engler.
Yes, director Allen. I chair Wapner motion carried unanimously
Good morning members of the committee
This is the on-call professional engineering design services contract
next slide
the authority requires on-call professional engineering design services to assist the authority to perform design and other
engineering services to support various programs
These services are currently authorized through contract task orders utilizing
On-call professional engineering design services bench contract. The current contract
expires March 2025.
This contract is necessary for the continuation of on-call professional engineering design services for the next five years.
Next slide.
The authority received nine
Proposals in response to the request for proposals on the e seven fifty nine twenty five
contract or RFP
Issued May 15 2024
upon evaluation and scoring of the proposals by the authorities evaluation committee which included members of the authorities
member agencies the top seven scoring firms were selected next slide
Therefore it is recommended that the committee recommend the board authorize the chief executive officer to
Authorize staff to negotiate contract rates with the bench of highest ranked proposers
a-com HDR Kim Lee horn
Moffat and nickel bought McDonald relprose and T T Y Lynn until acceptable rates have been reached
Award contract e 759 25 in a not to exceed
Contract Authority of 70 million for a term of five years from notice to proceed
Next slide. Thank you. Open to any questions if you any questions or comments
Do we have a motion on the item, please?
So I guess we'll move
motion in a second roll call
director Vargas
Yes, director Chafee
Director Engler. Yes director Allen. I chair Wapner. Yes emotion carried unanimously very much item number 6e
Christian
Good morning chair and committee members. I'm Christian fellas project engineer for our capital equipment department, and I'm here
To my right I have Dorothea can't arrow senior contract and compliance administrator as support. We're here today to present item 60
recommendation to award contract EP 241-25 for the F125 intermediate engine
overall program. Next slide please. The authorities F125 locomotive fleet which
is 42 engines requires an intermediate engine overall to meet the original
equipment manufacturers recommendations for maintaining a state of good repair
and ensuring tier four emissions compliance. For this overall program RFP
number EP241.25 was issued on May 2nd, 2024, and one proposal was received by the due date
of July 17th, 2024 from Quinn Power Systems. Next slide. During proposal evaluation, Quinn
Power Systems was both deemed responsive and responsible. Pursuant to negotiations, Quinn's
proposed price was found to be fair and reasonable, about 0.015% higher than the authority's estimate,
as shown in the table here.
Next slide.
It is recommended that the committee recommend
that the board authorize the chief executive officer
to award contract number EP24125 to Quinn Power Systems
for the overall 42 quantity F125 locomotive engines
for a total not to exceed authorization of $34,551,052.57.
The term of this contract is effective
upon issuance of notice to proceed
and continues through acceptance of all engines
and completion of all warranty period,
including satisfactory resolution of all warranty claims.
Next slide.
This concludes my presentation
and we'll answer any questions you may have, thank you.
Any questions, comments?
I have a question for you.
So they submitted their first proposal with the RFP
and then they increased the proposal.
I thought when we negotiate,
we try to negotiate it down, not up.
Why would we do that?
So I'll defer that question to Dorothea.
still morning. When we went through to negotiate, we also noticed that the first proposal was
1%, 1.3% below the ice, and during our negotiations, we actually went through things that were
needed within the scope to make the process more efficient to meet our timeframe. Mainly,
this includes the cylinder sleeves, rather than... So they would be replacing them, rather
Recertified them and that's eight hundred and forty sleeves for the entire project because it's 20
Okay, I guess my concern is that you change the scope after they already put out the RFP
So what would have happened if there's somebody else that was interested that might have wanted to apply with the new scope
This was one specific small specific line within the scope
Regarding whether or not it would be more efficient to inspect
Whether or not any other proposers go through did market research
the solicitation
Who did download?
They did not submit proposals because they did not have the staff or capacity to meet the project's needs including time frame
Thank you
Director Vargas yes director chafee director Engler
Yes director Allen I chair Wapner yes that motion carried unanimously
Brings us at number six f
Ilya Ilya
If I could just ask the Metrolink staff a year item, you know, it's coming up. Let's be prepared to approach the podium
Good morning chair members of the committee. My name is Ilya Robertson. I'm a custom relations Metro link
custom relations manager
I'm presenting item 6F, contract number SP494-19,
passenger services call center,
increased contact contract authority
for alter resources call center.
Next slide, please.
The call center is pivotal in supporting customers.
Over 90% of our inquiries and feedback,
that's 1.6 million contacts annually,
come through the call center.
Live agents are available seven days a week via phone
and SMS text.
There's 24-hour voice recognition service for general information.
They provide frontline service during service disruptions.
And they also support our marketing campaigns and special trains and the mobile app.
So they're pivotal in supporting our customers.
Next slide, please.
There's our recommendation that we increase the authority,
increase the contract authority for SP49419 passenger services call center awarded
to alter resources by $4 million for a new, not to exceed, amount of $12,252,664.
This will cover us through to November 2026, the end of the three-year option.
There's no impact to budget.
The amount is already included in the 24, 25, fiscal year 24, 25 operating budget.
So that's all I have.
If anyone has any questions, happy to answer.
Questions, comments?
There were motion on the item?
Move for approval.
Is that a second out there?
Okay, motion is second.
Roll call vote, please.
Director Vargas?
Yes.
Director Chaffee?
Director Engler?
Yes.
Director Allen?
Aye.
Chair Wapner?
Yes.
The motion carried unanimously.
Thank you very much.
Item number 6G, Jose Hernandez.
Good morning, Chair Wapner and members of the committee.
I'm here today to present a recommendation
to award a contract for website maintenance
and support services.
Next slide, please.
The objective of this contract is to engage a firm
for ongoing support and maintenance
for the Metrolink website.
This support includes design enhancements,
search engine optimization improvements,
technical support, and regular maintenance
to ensure our online presence remains optimized
and fully functional.
Since 2017, Metrolink has collaborated with WebAdvanced,
an Orange County firm that has played an essential role
in supporting and maintaining the Metrolink website.
To ensure that we continue to provide
an excellent web experience,
a competitive procurement process was initiated
in May of 2024.
98 firms downloaded the request for proposal
and we received proposals from 14 of those firms.
After careful evaluation by our panel,
four of those firms met the technical qualifications.
The highest scoring firm with a score of 69.28
is Web Advanced.
Next slide please.
After a deliberate and thoughtful evaluation process,
we recommend awarding the contract to Web Advanced.
The contract term is for three years
with the option to extend for an additional two.
The total value of the five-year contract,
including the two option years,
is not to exceed 1.17 million.
This contract will ensure that we have
the continued support necessary to maintain,
enhance, and optimize our website,
which is a vital tool for our customers
but also for our internal operations.
Additionally, I would like to highlight
that the contract does include terms
regarding early termination if necessary,
which allows NaturallyLink the flexibility
if we need to reassess, or if our needs change,
and if we need to change those providers
at any point during the contract term.
Next slide, please.
Thank you for your time and consideration.
Happy to answer any questions.
Thank you, Jose.
Any questions, comments?
Quick question, Mr. Weltner.
Sure.
Just in terms of, I know that during the term
this contract, we've got several very large events coming into town. Does the contract
also cover any things that may come up during that period of time to help smooth the way
for both the Olympics and World Cup and all that?
Yes, as related to the website, this contract does include any updates, any maintenance
that we might require during that time, including for mega events such as the Olympics.
Thank you.
Thank you.
This is Marquez got a question. I'm sure you had a question. Yes Alan. This is right. Right the cost of the contract
He said 1.7. I'm reading 1.1
Apologize it is 1.1 7 million. Thank you so much
Thank you
No, actually
Yeah, we were on the ball right
We're gonna get some protection you can't throw that okay
Any other questions or comments? If not, let's hear a motion on the item, please
Argus of both
second angler
motion is second roll call vote, please
director Vargas
Yes, director chafee
director angler
Yes, director Alan. I
Director or chair Wapner. Yeah that motion carried unanimously. Yes, I'm sorry
6-H. Good morning, Chair, members of the committee. Angelos Castaciano, Senior
Manager of Contracts and Compliance, presenting item 6-H, quarterly report of
contracts and third-party agreements awarded by in the second and third
quarters of fiscal year 24. This is a receive and file item. Next slide, please.
The board has previously authorized the CEO to execute third-party agreements,
with other public agencies and contracts with third parties up to $500,000.
The board requested that the CEO provide a quarterly report for awards between $250,000 and $500,000.
This report is for agreements awarded in the period between April and June of 2024.
That's the fourth quarter of fiscal year 23.
That's a mistake.
So in this period of time, the CEO authorized the award of three agreements, two contract
agreements with suppliers, and one third-party agreement as shown in the screen.
That concludes my presentation, and I'll be happy to answer any questions.
Thank you.
Any questions or comments?
All right.
That's a receiving file.
Thank you, Angelos.
Number six, Aye.
Thank you.
Next slide.
Good morning, Mr. Chairperson and the members of the community.
Raja, can you please speak into the mic?
Sorry.
You may need to lower it.
Thank you.
Funding order between FI17 and FI24.
Sorry, next slide.
Program is $613 million of which we have expended about $327 million have been expended already.
Next slide, please.
On the state of good repair, we have 192 active projects with a value of about $497 million.
dollars. Next slide please and on the capital budget side we have 78 active
projects. On this core program we have had some accomplishments by a number of
them on the design front where 100% design has been completed on the Antlo
Valley and Balboa track extension and 90% design on Lancaster. We have some 90%
design complete on the Ventura County line with Sequoia Avenue program and we
We have received the E-PAPCC permit on the Orange County line.
And I'm happy to say in anticipation of construction projects coming down the pike, we have solicited
and received a number of pre-qualification proposals for contractors.
Next slide, please.
On the schedule, this is the current schedule for SCORE program, phase one for construction.
We're seeing different change from what we present.
Next slide, please.
On capital accomplishments, we have the Bombardier passenger car rebuilt of the 36th have been
delivered and we anticipate delivering four additional ones by December 24 and the rolling
stock we have overall 72 of the 88 Rotterdam HVACs and 169 of the 180 Bombardier HVACs.
Next slide please.
On the Antelope Valley, shared a good repair but what two concrete conversions have which
was started in January 24 at select locations were completed and are under budget.
Next slide please.
Soda Street Bridge construction was also completed as of June 24 of this year.
On the San Juan Creek Bridge, we had issued an NTP to the contractor in March of 24 this
year, and the first five seasons concluded as September 14th of this year.
On the Ventura Line, additional CTO for design works has been continuing, and we anticipate
finishing some work by December 25 this year of December 2025.
on the Orange County line completed WCNSS crossing grade.
And we have to be scheduled by October 2024.
Additional signal construction,
signal construction CTOs are in progress
with anticipated construction completion dates
of December and December 2025.
And the Paris Valley line CTOs have been completed
as of June and we are working on the RFP installation work
for the site switch.
And I think that concludes our presentation.
I'm happy to answer it.
Thank you.
Any questions or comments?
I have one question.
I noticed one of the projects was a conversion
of wood to concrete ties.
Are we planning on doing all of them,
or is this specific locations that we do this?
Certain specific locations were completed,
but there is probably a plan to move other locations as well.
But if you have any other questions,
I think we have staff to respond to that as well.
I'm just kind of curious as to what
warrants use in concrete instead of wood.
Good afternoon.
just in front of the Chief of Program Delivery.
The conversion from wood ties to concrete ties
really has to do with the life of the ties.
That normally for a tie replacement or rehab program,
we're going through and changing out
probably every third tie when we do that with wood ties.
We have specific projects,
a lot of times with capital projects
or a complete rail line replacement.
We try and come back and replace all the wood ties
with concrete ties just because of the life
and the resiliency lasts a lot longer.
Then why wouldn't we use concrete to start with?
That is our standard now for any new project that we roll out.
That is what we use, our concrete ties.
I think as you know, the railroad, when we purchased it 30 years ago, there was a lot
of wood ties throughout the system that we have to kind of live with and maintain.
One of the issues that we have is within a section of track, you can't intermingle concrete
ties and wood ties.
modulus of the trains passing over the rail there's a different modulus between
the different ties and so you end up having issues with like rail breaks
that sort of thing. Thanks so much that's a receiving
file as well. That brings us to Darren's report. Thank You Mr. Chair a couple
things to bring to the committee's attention as as I reported at our last
board meeting we are very close to launching our new schedule the optimized
schedule that we've spent several years developing. We started on October 21st. We have certainly
done everything we can to communicate the fact that the new schedule is coming out.
We have heard from our current riders that—and I've said this in the past two meetings—a
train schedule is very personal, so we've had some very personal responses from our
riders. We've done what we can to respond in a very personal and empathetic way about
what Metrolink reimagined is all about and so we're trying to strike that right
balance and my thanks to our team for the for the way that we're responding
back to the comments that we've received from from existing riders and and we did
expect that and and we've certainly heard that we're hoping that with a
little time that the this new schedule work better than they think it does to
start with we've had a successful week as far as boardings we exceeded for
20,000 boardings, Monday, Tuesday, Wednesday, Thursday this week. We typically have not on Monday,
so we've seen nice growth in our ridership, and I think the optimized schedule is even going to
bring about even better results longer term. On the not so positive side of things,
we want to acknowledge the fact that the on-time performance on a number of our lines, particularly those where we are
partners with our freight, Class 1 freight railroads.
We have had really struggled on both the the lines that serve Orange County as well as the Riverside Line
but
the San Bernim the line that goes to Orange County that is
Operated by the Burlington Northern Santa Fe. They've had a number of issues that have affected their ability to
Just dispatch our trains as they're supposed to
My by the operations team and myself have had personal conversations with senior leaders at both
great railroads, letting them know of our great frustration over their poor
performance. I have been hearing that they expect before the end of October
things should come around, particularly on the BNSF side of things. One of the
major issues on BNSF has been some crew issues. They've had not had the number
of crews they need. They have a tie replacement project that is underway
currently that requires them to, they cannot run trains at night, so that means
they're having to run more trains at the same time during the daytime when our
trains are running and it also requires with a tie replacement requires slow
orders or slower speeds on those trains so it has been sort of a death by a
thousand cuts on some of these issues related to OTP suffice it to say
committee members the team fully is engaged on this we are not pleased with
it and we're continuing to make that case known with any I'm gonna accept the
words we've heard from BNSF that they hope by within the next couple weeks
things will settle down and we will be in a better place. If not I will be
coming back to the full board and we will be ramping up our strategy on how
we work with the railroads to make sure that they're meeting their contractual
obligations to prioritize our trains. Mr. Chair, that concludes my remarks.
Thank you. Any questions of Darren? Any comments from committee members? Mr.
Yeah go ahead Ray. Yeah I've got two questions to ask you and I know that
you're the you're on the ad hoc committee for the Olympic Committee have
we met with them as of yet and I know it's four years away but I would just
want in his either a meeting or is there gonna be a meeting in the near future? We
did meet with him a couple weeks ago and we have staff working together with him
to address some of the concerns that we brought to them. Beautiful and then also
understand Mayor Bass from LA she's gonna have like a meeting week and I
I guess the Paris Olympic Committee is coming to LA.
Have we been invited to that meeting?
Director Marquez, this is Darren.
Yes, we have received an invitation.
We will have staff participating at the,
they have, there are several events over course of Tuesday,
Wednesday, Thursday of next week.
We will have staff participating.
I don't know what, if there have been invitations
that have been sent to elected officials
various boards but we have we have received we will be we will be present
thank you sir thank you any other questions any comments from committee
members and I have nothing meeting sir thank you