Contracts, Operations, Maintenance, and Safety Committee - Apr 11, 2025

Agenda

6. REGULAR CALENDAR

6.A Approval of Meeting Minutes - March 14, 2025 Contracts, Operations, Maintenance, and Safety Committee It is recommended that the Committee approve the Minutes of the March 14, 2025 Contracts, Operations, Maintenance, and Safety Committee. 6.B FY25 Annual Contract Authority Increase for Contract No. MS289-22 - Track and Signal Infrastructure Maintenance and Support Services - Herzog Contracting Corporation The requested Annual Contract Authority increase is needed to support the forecasted expenses for the remainder of the FY24-25 fiscal year. This accounts for scheduled Collective Bargaining Agreements (CBA), equipment rentals, and contracted exempt staff rate increases in effect this fiscal year that are needed to perform the Base Maintenace Services of the Contract. As of December 2024, the FY25 year-to-date budget is $18,643,236 and actuals are $19,816,572 ($1,173,336 over budget). It is recommended that the Committee recommend the Board authorize the Chief Executive Officer to approve the increase of the annual contract authority for Contract No. MS289-22 with Herzog Contracting Corp (Herzog) for Track and Signal Infrastructure Maintenance and Support Services in the amount of $2,457,777 for a new not to exceed amount of $40,889,084. The amounts for which contract authority increase is being requested are included in the Adopted FY25 Operating Budget. Funding for subsequent years will be requested through the annual budget or an equivalent process. There is no financial commitment with respect to subsequent years and work will be authorized only if funding is approved. 6.C Contract No. PO930R-25 - Hyundai-Rotem Emergency Window Gaskets Replacement - Recommendation to Award - Custom Glass Solutions Fostoria, LLC The Authority's Hyundai-Rotem emergency window gaskets are experiencing durability issues at the pull handle connection point during removal and reinstallation and require replacement. Contracts, Operations, Maintenance, and Safety April 11, 2025 Committee Meeting 3 It is recommended that the Committee recommend the Board authorize the Chief Executive Officer (CEO) to award Contract No. PO930R-25 to Custom Glass Solutions Fostoria, LLC (CGS) for Hyundai-Rotem Emergency Window Gaskets Replacement for a total not-to-exceed amount of $997,517.48. This amount is for a total order of 2,400 units which includes the base and option quantities. The award is subject to resolution of any timely filed protests. The contract authority amounts of $997,517.48 for the order are included in the FY19 Capital Budget. 6.D Annual Contract No. PO757-25 Recommendation to Increase Authority - Wabtec Passenger Transit Division The Materials Management Department utilizes annual contract PO757-25 to purchase new components and repair and return services from Wabtec Passenger Transit to support the maintenance of the rolling stock equipment. The requested increase in contract authority will help ensure the continued availability of components needed to help maintain the rolling stock equipment in a state of good repair. It is recommended that the Committe recommend the Board authorize the Chief Executive Officer (CEO) to increase the authority of annual Contract PO757-25 by $550,000 for a new total not-to-exceed amount of $3,575,000. The amount for which contract authority is requested is included in the operating budget for FY25.

10. ADJOURNMENT

Contracts, Operations, Maintenance, and Safety April 11, 2025 Committee Meeting 4 ITEM 6.A metrolinktrains.com/meeting ITEM ID: 2025-193-0 TRANSMITTAL DATE: April 4, 2025 MEETING DATE: April 11, 2025 TO: Contracts, Operations, Maintenance, and Safety Committee FROM: Michelle Pena, Board Clerk SUBJECT: Approval of Meeting Minutes - March 14, 2025 Contracts, Operations, Maintenance, and Safety Committee Recommendation It is recommended that the Committee approve the Minutes of the March 14, 2025 Contracts, Operations, Maintenance, and Safety Committee. Prepared by: Michelle Pena, Board Clerk Approved by: Noelia Rodriguez, Chief of Staff Don Del Rio, General Counsel Attachment(s) Attachment A - DRAFT 03.14.25 COMS Minutes 5 ATTACHMENT A metrolinktrains.com/meeting MINUTES OF THE CONTRACTS, OPERATIONS, MAINTENANCE, AND SAFETY COMMITTEE Friday, March 14, 2025 BOARD MEMBERS/ALTERNATES IN ATTENDANCE: COUNTY MEMBER San Bernardino: Alan D. Wapner (Chair) 1 vote Ray Marquez Riverside: Karen Spiegel (Vice-Chair) 1 vote Michael Vargas Orange: Jon Dumitru 1 vote Ventura: Bob Engler 1 vote Los Angeles: Walter Allen, III 1 vote Victor Preciado 6 STAFF/PRESENTERS: DARREN KETTLE, Chief Executive Officer DON DEL RIO, General Counsel AARON AZEVEDO, Director, State of Good Repair BISHOY BESTAWROS, Manager II, Contracts and Compliance SAMANTHA CERDA, Assistant Board Clerk GEOFFREY FORGIONE, Associate General Counsel JUSTIN FORNELLI, CHIEF OF PROGRAM DELIVERY CODY NELSON, Assistant Director, System Safety MICHELLE PENA, Board Clerk NOELIA RODRIGUEZ, Chief of Staff KATY THORPE, Principal Engineer, Capital and Third-Party Construction EDUARDO TOVAR, Manager II, Inventory Control RAJA VISWANATHAN, Director, Program Management Meeting minutes are prepared in a format that corresponds with the Board Meeting Agenda, which is incorporated by reference with these minutes. Board Agendas are available online at www.metrolinktrains.com under the Meeting and Agendas link or from the Board Clerk at (213) 452-0255.

Attachments (20)

Transcript

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So let's get going, I'd like to call the meeting in order.

2. Safety Briefing

So at this time of safety briefing,

I'm gonna call on Hillary Konsai,

Chief Safety Security and Compliance Officer

to conduct the safety briefing.

And I've been butchered your last name, I do apologize.

If I could real quickly, Mr. Chair, we just were counselors.

I've always wanted to say that.

Okay.

Our lawyers were having a side bar.

Sorry about that

All right. Good morning board chair committee members in the event of a fire

Evacuation or fire drill we will exit collectively out the the side door here take the stairs or the escalator down to the

Outside to the front of the building and then to the right will congregate in front of the Metro customer service

Doors, and then we'll wait for further instructions in the event of an earthquake

will drop, take cover, wait for the rumbling to stop, then we'll assess the

situation and see if further evacuation is necessary. Just be mindful there are

some hazards in the room such as tripping hazards, the chairs, please push

in your chairs if you're going to be exiting. And then in the event of a

first-aid situation we do have an AED located outside by the security desk and

And we do have first aid responders in the room.

In the event we need to call EMS,

I'm going to ask the board secretary

if she can dial 911 and notify the security desk.

And then in the event of an active shooter,

we'll use the run, hide, and fight tactic.

Thank you.

Hillary, thank you so much for doing that.

Appreciate that.

So let's move to a Pledge of Allegiance.

Mr. Vargas, if you can lead us.

Absolutely.

Please join me as we honor our nation's colors, ready, begin.

I pledge allegiance to the flag in the United States of America,

and to the republic for which it stands, one nation under God,

indivisible, with liberty and justice for all.

Mr. Vargas, thank you, sir.

Appreciate that.

Roll call, please.

Director Marquez.

Here.

Vice Chair Spiegel.

Director Vargas.

Present.

Director Carroll, director Engler, director Barger,

director Solis, director Allen,

director Preciado, director O'Connor,

and we do have director O'Connor sitting in

as a representative for LA today,

so we do have a quorum present.

Perfect, thank you so much.

Now let's move on, let's go to item number five,

public comments.

Anybody wish, anybody have a,

anybody there for a public comment?

We have not received any request to speak or any public written public comment.

Thank you so much.

Appreciate that.

Uh, this is just a reminder, the meeting will be streaming live to ensure that the

recording can be captured, captured by the video is requested that a member making

the motion, either motion or the second, please announce your last name for the

recording.

6. REGULAR CALENDAR

Thank you.

Let's go to the regular calendar.

6a approval of meeting many excuse me approval of meeting minutes March 14

2025 contracts operation and maintenance and safety compliance. This is an action item. I could have a

Motion in a second, please. I think you'll have to continue this I was not on the committee then and we need three votes

Madam clerk under this situation the chair has the authority to place the minutes on the record and approve it

Thank you. Okay then I will do that. Vargas on motion. And I'll second it and

can I have a vote or is this okay? I will do the roll call director Vargas. Yes. And we

have director Carroll and director Engler absent and chair Marquez. Yes. That

motion carried. Thank you so much. Appreciate that. Let's move to 6B fiscal

year 25 annual contract authority increase for contract number MS 289

hyphen 22 track and signal infrastructure maintenance and support

services Herzog Contracting Corporation presented represented on this is Tim

Morehead all right good morning chair and members of the committee that was a

long-winded title there I apologize for that we'll jump right into next slide

please. All right on June 28, 2024 the board awarded contract funding

authorization for the MS 289-22 contract for a not to exceed amount of

38,431,307. Next slide please for the 24-25 budget. The

issue is staff is forecasting the need for an additional 2,457,777 in the FY25

annual contract authority. The requested annual contract authorization increase is

to support the forecasted expenses for the remainder of the FY25 fiscal year.

This accounts for scheduled collected bargaining agreements,

equipment rentals, and contracted exempt staff rate increases. The amount for

which the contract authority increase is being requested has already been

adopted in the FY 24-25 operating budget, so there is no budget impact. Next slide please.

Recommendation it is recommended that the committee recommend to the board authorize

the chief executive officer to approve the annual contract funding authorization increase

for contract MS 289-22 in the amount of $2,457,777 for a new not to exceed amount of $40,889,084.

That concludes my presentation and I'll be happy to take any questions.

Thank you, sir. I appreciate that. Great presentation. Any questions from the board?

I see none. If I could have a motion and a second, please.

I'll move the item. O'Connor.

And this is O'Connor. Thank you.

And Vargas will second.

Thank you. Madam Clerk, call for a vote.

Director Vargas.

Yes.

Director Carroll is absent, director Engler is absent, director O'Connor. Yes.

Director Marquez. Yes. That motion carries. Thank you ma'am. Let's move to item number

6C, contract number P0930R-25, Hyundai Rotom emergency window

gaskets, replacement recommendation to award custom glass solution,

Fostriel LLC presenter on this is Christine Viles Christian Viles excuse

me I'm sorry all right so yeah we could jump right into it the authorities on

Dirodum fleet requires improved gaskets for small and large emergency windows to

address the durability issues caused by damage during the removal and

reinstallation process during those FRA required inspections the photo to the

right is an example of a large road emergency window gasket with the arrows

pointing at the handle connection point to the gasket. RFP number PO 930 R25

was issued on July 10, 2024, and one responsive proposal was received by the

due date of September 23, 2024. Next slide. Custom glass solutions, also known

as CGS, was the only proposer. Third proposal was deemed responsive and

responsible due to the 58% increase in raw material cost since the ice was

created CGS is proposed price was deemed fair and reasonable following

negotiations it is recommended that the committee recommend that the board

authorize the CEO to award contract number PO 930 R 25 to collect some glass

solutions for Hyundai Road and Mercy window gaskets for a total not to exceed

amount of nine hundred ninety seven thousand five hundred and seventeen

dollars and 48 cents. This amount is for a total order of 2,400 units which

includes the base and option quantities. The term of this contract is effective

upon issuance of notice to proceed and continues through acceptance of all

emergency window gaskets. This award is subject to resolution of any timely

filed protests. Next slide. And this concludes my presentation, thank you.

Hey Christian, thank you for the presentation. Do we have any board

comments or questions? Cassina, can I please have a motion in a second?

Vargas moves to approve as presented by staff. Madam Clerk, call for vote please.

Director Vargas. Yes. Director Carroll is absent. Director Engler is absent. Director

O'Connor. Yes. And Director Marquez. Yes. Motion carries. Thank you. Let's move to

Item number 6D, annual contract number P-0757-26.

Recommendation to increase authority

to WAPTEC passenger transit division.

Presenter on this is Dorothea Cantaro.

So on June 28, 2024 is part of the FY2425

annual contract funding.

The single source contracts with OEM manufacturers,

the board approved it not to exceed annual authority

2,750,000 for WebTech passenger transit PO757.

Due to an increase in the lead time to overhaul components for new disc brakes units,

had to be purchased in the amount of $900,000, $907,256.60.

This purchase greatly reduced the amount of funds available

to support the regular purchases and repair and return services for FY25.

On November 20, 2024, the CEO authorized a 10% increase to the Annual Contract Authority

for a total of $3,025,000, but this new amount was not enough to continue purchasing WebTec

parts for the remainder of the fiscal year.

Metrolink utilizes this annual contract to purchase new components for which WebTec is

the OEM to support maintenance of the Rolling Stock Fleet.

WebTec also provides repair and return services for air brake components utilized in the preventative

maintenance of passenger cars and locomotives. the increase of $550,000 will allow Metro

with the ability to continue purchasing these much needed components through WABTEC as well

as continue sending air brake components for repair and return.

Next slide please.

It is recommended that the committee recommend to the board to authorize the CEO to increase

the authority of the annual contract PO757-25 for WABTEC passenger transit by $550,000 to

a new not to exceed amount of three million five hundred seventy five

thousand. Any questions? I have none directors. Any questions or comments? I

see none. Thank you for a great presentation. I appreciate that. Let's go

to I need a motion and a second please on this item. I'll move the item.

Vargas second. Madam Clerk. Director Vargas. Yes.

Carol is absent, Director Engler is absent, Director O'Connor, and Director Marquez.

And that's a yes too. Thank you.

I motion carries. Thank you. So that was sweet and real fast. So thank you for

everybody, the involvement. So let me move to our great executive officer,

7. Chief Executive Officer's Report

Darren Kettle. Any comments, sir, or reports? Thank you, Mr. Chair, and given the

fact that you said it was sweet to have it go so smooth and quick, I shouldn't say

a word. Just a quick comment. On-time performance continues to be strong, ridership is continuing

to grow. I reported in a couple of other committees today that we did break the month of March

as far as weekend service, as far as ridership. So a good news story all across the board.

My thanks, Chair Marquez, for stepping in and pinch-hitting as our Chair today. Very

much appreciated. And particularly also a thank you to Director O'Connor who is here

beside me so I'm not alone at the dais and we were able to take action on items.

So Mr. Chair that concludes my remarks. Sir thank you so much for that report.

8. Committee Members' Comments

Any committee members comments? Come on Mr. Vargas. Yeah just to remind everybody we got

our fantastic air show at the March airbase uh this weekend tomorrow on Sunday so come on out if

you're uh free and it is a free event as well so it'll be a nice day for it. So sir thank you.

9. Chair's Comments

Pam any comments? No sir. Okay thanks Pam. So for me I have really nothing to say but thank you for

putting up with me today. I appreciate that that this time I'd like to adjourn the meeting. Thank

you. Thank you sir. Have a good day everybody. Bye.

Contracts, Operations, Maintenance, and Safety Committee - Apr 11, 2025

Agenda

6. REGULAR CALENDAR

10. ADJOURNMENT

Agenda Items

Transcript