SPECIAL BOARD OF DIRECTORS

Transcription

1 SPECIAL BOARD OF DIRECTORS J U N E 2 8,

2 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY BOARD ROSTER SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY County Member Alternate San Bernardino: Patrick Morris (Chair) Larry McCallon* Mayor Mayor 2 votes City of San Bernardino City of Highland Paul Eaton Mayor City of Montclair Alan D. Wapner* Council Member City of Ontario Orange: Michael Hennessey (Vice-Chair) Carolyn Cavecche* OCTA Public Member OCTA Appointee 2 votes Shawn Nelson Supervisor, 4 th District County of Orange Vice-Chair, OCTA Board of Directors Riverside: Daryl Busch (2 nd Vice-Chair) Andrew Kotyuk* Mayor Council Member 2 votes City of Perris City of San Jacinto Karen Spiegel Chair, RCTC Board of Directors Council Member City of Corona Adam Rush* Mayor Pro Tem City of Eastvale Ventura: Keith Millhouse Brian Humphrey Council Member Commission Member 1 vote City of Moorpark VCTC Los Angeles: Michael Antonovich Robert T. Bartlett Supervisor, 5 th District Metro Appointee 4 votes County of Los Angeles Chairman, Metro Board of Directors Richard Katz Metro Board of Directors Metro Appointee Don Knabe Supervisor, 4 th District County of Los Angeles Metro Board of Directors Jaime de la Vega General Manager, City of Los Angeles Department of Transportation Metro Appointee Beatrice Proo Metro Appointee One Gateway Plaza, 12 th Floor, Los Angeles, CA 90012

3 SCRRA Board of Directors Roster Page 2 Mark Ridley-Thomas Supervisor, 2 nd District County of Los Angeles Metro Board of Directors Tom Lackey Mayor Pro Tem City of Palmdale EX-OFFICIO MEMBERS San Diego Association of Governments: [CURRENTLY AWAITING APPOINTMENT] Contact: Linda Culp Principal Planner Rail Southern California Association of Governments: State of California: Ron Roberts Councilmember City of Temecula Michael Miles Director, Caltrans District 7 Alternate: [CURRENTLY AWAITING APPOINTMENT] *Alternates represent either member Revised 04/04/13

4 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY SCRRA SPECIAL BOARD OF DIRECTORS MEETING One Gateway Plaza, 12 th Floor, Los Angeles, CA FRIDAY, JUNE 28, :00 a.m. LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY (METRO) BOARD CONFERENCE ROOM ONE GATEWAY PLAZA, 3 RD FLOOR LOS ANGELES, CALIFORNIA AGENDA DESCRIPTIONS The agenda descriptions are intended to give notice to members of the public of a brief general description of items of business to be discussed or transacted. The posting of the recommended actions does not indicate what action will be taken. The Authority may take any action that it deems to be appropriate on the agenda item and is not limited in any way by the notice of the recommended action. A person with a disability may contact the Board Secretary s office at (213) or via brozowskik@scrra.net at least 24-hours before the scheduled meeting to request receipt of an agenda in an alternative format or to request disability-related accommodations, including auxiliary aids or services, in order to participate in the public meeting. Late requests will be accommodated to the extent feasible. SUPPORTING DOCUMENTATION The agenda, staff reports and supporting documentation are available from the Board Secretary, located at One Gateway Plaza, 12 th Floor, Los Angeles, CA 90012, and on the Metrolink website at under the Meetings and Agenda link. PUBLIC COMMENTS ON AGENDA ITEMS Members of the public wishing to address the Board of Directors regarding any item appearing on the agenda may do so by completing a Speaker s Form and submitting it to the Board Secretary. Speakers will be recognized by the Chairman at the time the agenda item is to be considered. When addressing the Board, please state your name for the record. Please address the Board as a whole through the Chair. Please note comments to individual Board members or staff are not permitted when addressing the Board. A speaker s comments shall be limited to three (3) minutes. PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA Members of the public wishing to address the Board of Directors regarding any item not on the agenda, but within the subject matter jurisdiction of the Board, will be taken under Item 3 (Public Comment), and will be subject to the same guidelines as noted above. 1. Call to Order 2. Pledge of Allegiance 3. Public Comment

5 SCRRA Special Board of Directors Meeting Agenda Page 2 PUBLIC HEARING 4. Public Hearing SCRRA Proposed Fiscal Year (FY14) Budget Adoption Under the terms of the Joint Exercise of Powers Agreement (JPA), Southern California Regional Rail Authority (Authority) is required to adopt a budget for the succeeding fiscal year no later than June 30 of each year. Staff recommends that the Board: 1) Conduct a public hearing on SCRRA s proposed FY14 Budget, and 2) Upon the conclusion of the public hearing, conditionally adopt the FY14 Budget pending final approval by SCRRA Member Agencies who have yet to approve their respective FY14 Metrolink subsidy This item recommends adoption of the proposed FY14 Budget. REGULAR CALENDAR Page 1 5. Contract No. MS Track and Structures Maintenance Services Request for FY Budget and Contract Authority Veolia Transportation Maintenance and Infrastructure, Inc. Annual contract authority and not-to-exceed budget is required to provide track, structures, and right of way inspection, maintenance and other expenditures, capital and third party recollectable project support. Consistent with the adoption of the FY Operating and Capital budgets by the Board, staff recommends the Board authorize the to approve $17,662,798 of contract funding authority for Contract No. MS with Veolia Transportation Maintenance and Infrastructure, Inc. (VTMI) for FY The recommended amount is $10,662,798 for operating maintenance, and $7,000,000 for support of capital, rehabilitation, construction and recollectable projects. With the exception of recollectable work, the requested amounts are contained within various line items in the proposed FY Operating and Capital Budgets. Recollectable work is funded by third party agreements. Page 6 6. Contract No. MS222-09R Signal and Communications Maintenance Request for FY Budget and Contract Authority Mass Electric Construction Company Annual contract authority and not-to-exceed budget is required to provide signal and communications maintenance, other maintenance-of-way expenditures, capital project support, Positive Train Control (PTC) and recollectable support.

6 SCRRA Special Board of Directors Meeting Agenda Page 3 Consistent with the adoption of the FY Operating and Capital budgets by the Board, staff recommends the Board authorize the to approve $14,460,348 of contract funding authority for Contract No. MS222-09R with Mass Electric Construction Company (MECC) for FY The recommended amount is $12,960,348 for operating maintenance plus $1,500,000 for support of capital construction including Positive Train Control (PTC) and recollectable projects. With the exception of recollectable work, the requested amounts are contained within various line items in the proposed FY Operating and Capital Budgets. Recollectable work is funded by third party agreements. Page 8 7. Contract No. OP Equipment Maintenance Services Request for FY Budget and Contract Authority Bombardier Transit Corporation Annual contract authority and not-to-exceed budget is required to provide maintenance of equipment and rehabilitation and renovation support services. Consistent with the adoption of the FY Operating and Capital budgets by the Board, staff recommends the Board authorize the to approve $17,990,410 of contract authority for Contract No. OP with Bombardier Transit Corporation for FY The recommended amount is $17,860,410 for operating maintenance, including recollectable work, and $130,000 for rolling stock rehabilitation and renovation work. With the exception of recollectable work, the requested amounts are contained within various line items in the proposed FY Operating and Capital Budgets. Recollectable work is funded by third party agreements. Page Contract No. OP Maintenance of Equipment Services at Stuart Mesa Maintenance Facility Request for FY Budget and Contract Authority Transit America Services, Inc. Contract authority and annual not-to-exceed budget is required to continue maintenance of equipment services at Stuart Mesa Maintenance Facility in Oceanside. Transit America Services, Inc. will be responsible for servicing, inspecting and cleaning four train consists each weekday, with an additional consist for Metrolink Service Expansion Project (MSEP) service. One consist is maintained on Saturday and one on Sunday for Orange County line and Inland Empire Orange County line (IEOC) weekend service. Equipment maintenance services will be invoiced under Contract No. OP through June 30, 2016 unless otherwise amended Consistent with the adoption of the FY Operating Budget, staff recommends the Board authorize the Chief Executive officer to amend Contract No. OP with Transit America Services, Inc. (Transit America) to increase the not-to-exceed funding authority by $574,759 for FY Funding for Transit America Services, Inc., proposed FY equipment maintenance at Stuart Mesa Maintenance Facility is contained in the FY Operating Budget. Page 12

7 SCRRA Special Board of Directors Meeting Agenda Page 4 9. Contract No. OP Metrolink Operator Services Request for FY Budget and Contract Authority National Railroad Passenger Corporation (Amtrak) Annual contract authority and not-to-exceed budget is required to provide train operation services to support the Metrolink system. Consistent with the adoption of the FY operating and capital budgets by the Board, staff recommends the Board authorize the amend Contract No. OP with National Railroad Passenger Corporation (Amtrak) to authorize a not-to-exceed contract amount of $37,528,598, as follows: 1) $36,562,479 to fund commuter rail operations consistent with service assumptions for FY ) $21,000 to fund support of maintenance-of-way work trains. 3) $196,640 to fund Special Trains and Holiday Trains. 4) $748,479 to fund support of Positive Train Control (PTC) work trains. Funding for Amtrak s operator services is contained within various line items in the proposed FY Operating Budget, which includes the Operations and Maintenance-of-Way Budgets. Recollectable work is funded by third party agreements. Page Contract No. SP Law Enforcement Services Request for FY Budget and Contract Funding Authority County of Los Angeles for the Los Angeles Sheriff s Department (LASD) Annual contract authority and not-to-exceed budget is required to provide law enforcement services. Consistent with the adoption of the FY operating and capital budgets by the Board, staff recommends the Board authorize the to approve $6,736,000 of contract funding authorization for Contract No. SP with the Los Angeles County Sheriff s Department (LASD). The recommended amount is $6,736,000 for law enforcement services, which is consistent with service assumptions for FY , and includes $100,197 for special services for weekend trains, and $2,094,759 to support Los Angeles County Metropolitan Transportation Authority (Metro) recollectable work. Funding for law enforcement services is included in the proposed FY Operating Budget. Funding is also recollectable from Metro for law enforcement services provided on the right-of-way owned by Metro within Los Angeles County. Page 16

8 SCRRA Special Board of Directors Meeting Agenda Page Multiple Single Source Contracts with Original Equipment Manufacturers of SCRRA Rolling Stock Components Request for FY Contract Authority Annual contract authority for inventory of Original Equipment Manufacturers (OEM) components and parts is needed to continue the maintenance and repair of Southern California Regional Rail Authority s (Authority) Rolling Stock Fleet. Use of OEM components is required to avoid jeopardizing the integrity of the equipment. Staff is requesting contract authority on existing BPOs previously approved by the Board to allow for required repairs to the Rolling Stock Fleet and to continue replenishment of inventory materials to support the required maintenance and repair of the Authority s Rolling Stock Fleet for FY Consistent with the adoption of the FY Operating Budget by the Board, staff recommends the Board authorize the to increase the funding on existing blanket purchase orders listed in Attachment 1 of the staff report, for an amount within the funding authority approved in the budget for this purpose. The total not-to-exceed amount for all agreements is $7,079,000. Actual funding commitments for these materials are handled through releases and encumbered on an as-needed basis at the time the individual release is approved and issued. Funding for Rolling Stock Repair and Maintenance Materials is included in the proposed FY Operating and Rehabilitation budgets. Page Blanket Purchase Orders for Shop Support and Facilities Maintenance Materials with Various Vendors under Cooperative Agreements Request for FY Contract Authority Continued use of Blanket Purchase Orders (BPOs) for goods and materials is required for Shop Support and Facilities Maintenance Materials for FY Material under these BPOs is ordered on an as needed basis through individual releases. The term length of any resulting blanket purchase orders will coincide with the particular cooperative master-agreement end date. Consistent with the Board-adopted FY Operating Budget, staff recommends that the Board authorize the to amend existing BPOs awarded under several cooperative agreements in accordance with Board-approved Contracts Administration and Procurement Policy, CON-20, Cooperative Procurement, to increase the funding authority for FY in in a not-to-exceed amount for all agreements of $2,453,000. Actual funding commitments for these materials are handled through releases and encumbered on as-needed basis at the time the individual release is approved and issued. Funding for Shop Support and Facilities Maintenance Materials is included in the proposed FY Operating Budget. Page 22

9 SCRRA Special Board of Directors Meeting Agenda Page Multiple Single Source Contracts for Software License, Maintenance and Support Agreements Annual License/Service Renewals with existing Vendors Request for FY Contract Authority Annual license and support renewals for various required software packages and services are needed to continue Authority operations, including the network, financial system, asset management, train scheduling and many others. Software packages are selected to fulfill specific Authority requirements. Continued use of the software or services requires annual payments for one or more of the following: renewal of access subscription or license and annual maintenance and support services. Staff recommends the Board authorize the to negotiate and execute individual purchase orders and agreements with original vendors listed in Attachment 1 of the staff report for the renewal of license and support agreements of software packages in an amount not to exceed the funding authority approved in the FY operating budget for this purpose, estimated at $1,222,614. The term and value of the purchase orders and agreements may vary by agreement, subject to the availability of appropriations in subsequent years budgets. Funding for software license and support renewals is included in the proposed FY Operating and General & Administrative budgets. Funding for subsequent years will be requested in future budgets. Page Various Extended Term Administrative and Operating Services Contracts Request for FY Contract Authority Annual contract authorization is required for various extended term administrative and operating services contracts to continue Authority operations. The Authority executes contracts for various administrative and operating services on a regular basis. These contracts provide support to operations in various departments such as Administration, Facilities, Sales and Marketing, Safety and Human Resources. The types of services include records storage, vehicle washing services, postage machine maintenance and other administrative support of services. Consistent with the adoption of the FY Operating and Capital budgets by the Board, staff recommends the Board authorize the to approve contract funding authority for various operating services contracts identified in Attachment 1 of the staff report in the amounts authorized by the Board at the time of contract award or as later amended. The total authority will not exceed the funding authority approved in the budget for these services. Funding for the administrative and operating services is included in the proposed FY Operating Budget. Page Chief Auditor At Will Employment Agreement Approval is needed for the At-Will Employment Agreement for the position of Chief Auditor.

10 SCRRA Special Board of Directors Meeting Agenda Page 7 The Ad Hoc Committee recommends the Board approve the At-Will Employment Agreement for the position of Chief Auditor. Funding is available in the proposed FY Operating Budget. Page s Report Authority Update 17. Chair s Comments 18. Board Members' Comments 19. ADJOURNMENT

11 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: June 21, 2013 MEETING DATE: June 28, 2013 ITEM 4 TO: FROM: Board of Directors SUBJECT: Public Hearing SCRRA Proposed Fiscal Year (FY14) Budget Adoption Issue Under the terms of the Joint Exercise of Powers Agreement (JPA), Southern California Regional Rail Authority (Authority) is required to adopt a budget for the succeeding fiscal year no later than June 30 of each year. Recommendation Staff recommends that the Board: 1) Conduct a public hearing on SCRRA s proposed FY14 Budget, and 2) Upon the conclusion of the public hearing, conditionally adopt the FY14 Budget pending final approval by SCRRA Member Agencies who have yet to approve their respective FY14 Metrolink subsidy Alternative The Board could: 1) Choose to modify the proposed FY14 Budget. However, any modification or revision that would increase any or all of the Member Agency subsidy contribution requirements would be subject to re-approval by the affected Member Agency(s). This alternative action or other action that would change one or more individual Member Agencies subsidy contribution would also require that the Board adopt a continuing resolution equal to a monthly value of 1/12 th of the FY13 Adopted Budget on a monthly basis to be valid until such time as any and all affected Member Agencies have approved their revised allocation of the FY14 subsidy contribution. 2) Choose to reduce the proposed FY14 Budget by eliminating the 3% merit increase and/or the annual Holiday Train or other action. One Gateway Plaza, Floor 12 Los Angeles, CA

12 Public Hearing SCRRA Proposed Fiscal Year (FY14) Budget - Adoption Page 2 Background Members of the public have been notified of this public hearing in accordance with applicable requirements, by advertisements in newspapers throughout the five county areas served by Metrolink and notice was posted inside Los Angeles Union Station The Authority s proposed FY14 Budget was posted on the metrolinktrains.com website and a printed copy made available at the Authority s headquarters located at One Gateway Plaza, Floor 12, Los Angeles, California. As of the transmittal of this agenda item four of the five SCRRA Member Agencies have taken budgetary actions to approve their respective FY14 Metrolink contribution. At its June 10, 2013 Orange County Transportation Authority (OCTA) Board meeting, the Board approved the recommended subsidy. However, they will put funds of $600,000 above the current FY subsidy into an escrow account. These funds would be released by OCTA following the results from the forensic audit that will be provided to all five Member Agencies Board of Directors. The OCTA Board also in their motion did not support a merit increase for SCRRA employees or a fare increase of any amount at this time. Metro is scheduled to consider SCRRA s FY14 Budget at its regular meeting on June 27, Budget Summary The Authority operates service over 512 route miles on seven lines, serving 55 stations in six counties of Southern California: Ventura, Los Angeles, Orange, Riverside, San Bernardino and northern San Diego. For FY14 Metrolink commuter rail will operate over 2.8 million revenue train miles and generate 12.6 million individual passenger trips system-wide. The following objectives are included in the proposed FY14 Budget: 1) Enhance the overall safety and security of the system 2) Increase train service on the 91 line by two round trips 3) Increase Sunday service on the AV line by three round trips 4) Promote growth in ridership and revenues 5) Improve Fare Enforcement by adding additional security guards 6) Begin utilization of the Eastern Maintenance Facility 7) Incorporate PTC operational costs The Authority s proposed FY14 Budget consists of an Operating Budget of $211.4 million, an increase of 7.8% from the FY13 Budget, and a Capital Program of $33.8 million in new authority, for a total of $245.2 million. Total revenues are $110.4 million, or an increase of 4.8% over the FY13 Budget, and Member Agency subsidies are $101.0 million, or an 11.4% increase over FY13. 2

13 Public Hearing SCRRA Proposed Fiscal Year (FY14) Budget - Adoption Page 3 The proposed FY14 Budget highlights include: Operating expenses (excludes MOW extraordinary maintenance) per train mile are $74.03 Total revenue recovery is projected to equal 52.2% System-wide average 5% fare increase, excluding student fares, effective July 1, 2013, adding $3.2 million in additional revenues Changes to the Personal Care Attendant (PCA) free-ride policy will now require the PCA purchase a picture identification card. The ID card is priced at $25 for the first PCA and $10 for each additional PCA (per disabled rider). This will result in approximately $170,000 in additional revenue. 1 Changes to the weekend pass that replace it with a weekend day pass priced at $10 per day and will add $600,000 in additional revenues Member Agency subsidies of $101.0 million are estimated to provide 47.8% of the required operating revenues in FY14 Amtrak contractual costs, based on a comprehensive nationwide labor agreement, is estimated to increase $3.1 million in FY14 due to the negotiated settlement of a national wage contract Diesel fuel price is estimated at $3.43 per gallon average for the fiscal year, compared to $3.75 per gallon in FY13, representing a $2.4 million savings. TAP tickets in the amount of $0.87 million are included in the budget, a $0.77 million increase over the amount budgeted in FY13. Operating costs associated with the use of the Eastern Maintenance Facility increased the budget by $1.6 million Summary of Operating Revenues and Subsidy Funding The Authority generates operating revenue from four principal sources: Fares, Dispatching, Maintenance of Way, and Other Income. Fare Revenues The proposed FY14 Budget assumes ridership of 12.6 million passengers will generate Fare Revenues equal to $93.2 million, and includes a 5% system-wide average fare increase. Dispatching Revenue As the operating administrator of its member owned right of way, the Authority receives revenues from freight railroads and Amtrak Intercity services for the right to operate through and over its territories. These revenues are volume based and individual rates are contained in existing agreements that govern rates increases. It is estimated that Dispatching revenue will be $2.7 million. Maintenance of Way (MOW) Revenue Member Agency contributions for ordinary maintenance are partially offset by revenues received from the freight railroads and 1 Staff estimates the cost to administer the program could be up to $77,000. Staff is also analyzing costs to outsource this service as there s a potential the cost could be lower if the Authority is able to contract these services to a third party provider. 3

14 Public Hearing SCRRA Proposed Fiscal Year (FY14) Budget - Adoption Page 4 Amtrak Intercity services. These revenue rates were negotiated based on the historical expenditures on MOW by freight railroads prior to the purchase of these right of way properties by the Member Agencies. Consequently, these revenue rates do not completely offset the escalating costs of maintaining a higher standard of quality for passenger rail service. MOW revenues are projected to equal $13.9 million. Other Revenues Miscellaneous income sources include interest income, Amtrak reimbursement related to use of the Authority s ticket vending machines at Metrolink stations, and sponsorship revenues related to the annual Holiday train. The FY14 budget is forecasted at the same levels as FY13. Member Agency subsidies represent the additional revenue necessary to operate the Metrolink commuter rail system. Member Agency subsidies are $101.0 million, an 11.4% increase over FY13. Summary of Operating Expenses The Authority s operating expenses include Train Operations, Maintenance of Way, and Insurance/Claims. The combined total for proposed FY14 Budget is $211.4 million, and includes new service. Train Operations A variety of components are included in Train Operations, including operating crews, dispatching, equipment maintenance, fuel, non-scheduled rolling stock repairs, operating facilities maintenance, rolling stock leases payments, sheriff and security guard services, public safety programs, passenger relations, ticket vending machine maintenance and revenue collection, marketing and market research, media/external relations, utilities and leases, passenger transfers to other operators, Rail 2 Rail program, station maintenance, freight rail agreements and general administrative costs that support the agency operation. Total costs are $157.9 million, or a 5.4% increase over FY13. Maintenance of Way (MOW) Ordinary and extraordinary maintenance of Member Agency owned track, signals, bridges, road crossings, and other elements of the infrastructure and rights-of-way total $36.3 million or an increase of 31.0% over FY13. The major cost drivers in this area include: Positive Train Control (PTC) Contract escalators to the two primary MOW contracts Overhead allocation Labor/Fringe Insurance/Claims Liability, property and auto insurance, and claims/administration is estimated at $17.3 million, or a 7.0% decrease over FY13. Summary of Capital Program The Authority s overall Capital Budget consists of two major components. These are the Authority s Rehabilitation (rehab) and New Capital programs, which total $85.4 million 4

15 Public Hearing SCRRA Proposed Fiscal Year (FY14) Budget - Adoption Page 5 and $260.7 million, respectively, for a total of $346.1 million. Included is $33.8 million in proposed incremental rehab investment authority requested in the proposed FY14 Budget. No new capital projects were identified for inclusion in the FY14 budget. Rehab projects within the program renovate or remanufacture worn out assets to preserve and/or extend the useful life of the asset. New Capital projects expand the railroad infrastructure and include such items as sidings, additional track, material upgrades of signals and communication system, and new rolling stock. The proposed FY14 Budget is included in the Board packet. Budget Impact This item recommends adoption of the proposed FY14 Budget. Prepared by: Gray Crary, Chief Strategic Officer Greg Wong, Program Management Analyst II MICHAEL P. DePALLO 5

16 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: June 21, 2013 MEETING DATE: June 28, 2013 ITEM 5 TO: FROM: Board of Directors SUBJECT: Contract No. MS Track and Structures Maintenance Services Request for FY Budget and Contract Authority Veolia Transportation Maintenance and Infrastructure, Inc. Issue Annual contract authority and not-to-exceed budget is required to provide track, structures, and right of way inspection, maintenance and other expenditures, capital and third party recollectable project support. Recommendation Consistent with the adoption of the FY Operating and Capital budgets by the Board, staff recommends the Board authorize the to approve $17,662,798 of contract funding authority for Contract No. MS with Veolia Transportation Maintenance and Infrastructure, Inc. (VTMI) for FY The recommended amount is $10,662,798 for operating maintenance, and $7,000,000 for support of capital, rehabilitation, construction and recollectable projects. Committee Review Since the Safety and Operations Committee did not meet in May, this item was not considered by the Committee. Alternatives The Board may: 1) Modify the amount of funding authorization requested; and/or 2) Authorize funding at a different level, with different service assumptions. Background Contract No. MS with VTMI was competitively procured and awarded on August 22, 2008 to VTMI for a six-year term with one four-year option. VTMI began track/structures One Gateway Plaza, 12 th Floor Los Angeles, CA

17 Contract No. MS Track and Structures Maintenance Services Request for FY Budget and Contract Authority Page 2 maintenance and other maintenance responsibilities on January 1, Contract No. MS specifies a budgeting process that requires VTMI to provide an annual budget based on maintenance-of-way criteria provided by the Authority s Engineering Department. VTMI s proposed budget has been reviewed and the final submittal has been found to be consistent with the SCRRA s maintenance-of-way and budget requirements for the fiscal year. The proposed FY maintenance-of-way budget contains $6,149,428 for track maintenance, $1,015,751 for structures maintenance, $3,157,095 for other maintenance training and equipment rental/lease services, and $340,524 for extraordinary maintenance. It also includes Contract Task Order (CTO) authorization of $7,000,000 allocated for support of capital and recollectable projects and some track and structures projects listed in the SCRRA Rehabilation Program consisting of the replacement of rail, crossties, turnouts, road crossings, bridges, and culverts. The CTO authorization will also support recollectable projects on behalf of third parties and freight railroads for grade crossing upgrades, grade separations, spur track maintenance and right-of-way and property maintenance services. CTO work is authorized under individual contract task orders dependent on project funding. Budget Impact With the exception of recollectable work, the requested amounts are contained within various line items in the FY Operating and Capital Budgets. Recollectable work is funded by third party agreements. Prepared by: Wayne Mauthe, Assistant Director, Track & Right of Way Lia McNeil-Kakaris, Assistant Director, Contracts and Procurement MICHAEL P. DePALLO 7

18 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: June 21, 2013 MEETING DATE: June 28, 2013 ITEM 6 TO: FROM: SUBJECT: Board of Directors Contract No. MS222-09R Signal and Communications Maintenance Request for FY Budget and Contract Authority Mass Electric Construction Company Issue Annual contract authority and not-to-exceed budget is required to provide signal and communications maintenance, other maintenance-of-way expenditures, capital project support, Positive Train Control (PTC) and recollectable support. Recommendation Consistent with the adoption of the FY Operating and Capital budgets by the Board, staff recommends the Board authorize the to approve $14,460,348 of contract funding authority for Contract No. MS222-09R with Mass Electric Construction Company (MECC) for FY The recommended amount is $12,960,348 for operating maintenance plus $1,500,000 for support of capital construction including Positive Train Control (PTC) and recollectable projects. Committee Review Since the Safety and Operations Committee did not meet in May, this item was not considered by the Committee. Alternatives The Board may: 1) Modify the amount of funding authorization requested; and/or 2) Authorize funding at a different level, with different service assumptions. Background Contract No. MS222-09R with MECC was competitively procured and awarded on November 13, 2009 to MECC for a six-year term with one four-year option. One Gateway Plaza, 12 th Floor, Los Angeles, CA

19 Contract No. MS222-09R Signal and Communications Maintenance Request for FY Budget and Contract Authority Page 2 MECC began communications and signals maintenance responsibilities on January 1, Contract No. MS222-09R specifies a budgeting process that requires MECC to provide an annual budget based on maintenance-of-way assumptions provided by the Authority s System Maintenance and Rehabilitation Department. MECC s proposed budget has been reviewed and the final submittal has been found to be consistent with the Southern California Regional Rail Authority s (Authority) maintenance-of-way assumptions for the fiscal year. The proposed FY operating and maintenance-of-way budget contains $12,960,348 for communications and signals maintenance; $1,500,000 for Capital Support, including PTC systems, communication network improvements, and Capital Support training for these systems. This year s budget reflects a contractually obligated 4.3% labor rate increase of $443,865 over the FY maintenance budget, as well as an increase of $1,366,028 for added labor to support the newly installed PTC and Communications infrastructure. Other capital and rehabilitation projects include signal and grade crossing rehabilitation projects and support of various track improvement projects. Support of several third party recollectable projects include grade crossing upgrades and grade separations on behalf of various cities including the Sand Canyon Avenue grade separation in Orange County; the Empire Avenue (Buena Vista grade separation) on the Valley Subdivision; and the Metro Orange Line and Metro Gold Line extension projects in Los Angeles County. Rehabilitation, Capital and recollectable support work are authorized under Contract Task Orders (CTO), much of which is dependent on third party funding agreements. Budget Impact With the exception of recollectable work, the requested amounts are contained within various line items in the FY Operating and Capital Budgets. Recollectable work is funded by third party agreements. Prepared by: Gary Lettengarver, Chief Operating Officer Darrell Maxey, Director, PTC, Communications & Signal Systems Lia McNeil-Kakaris, Assistant Director, Contracts and Procurement MICHAEL P. DePALLO 9

20 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: June 21, 2013 MEETING DATE: June 28, 2013 ITEM 7 TO: FROM: SUBJECT: Board of Directors Contract No. OP Equipment Maintenance Services Request for FY Budget and Contract Authority Bombardier Transit Corporation Issue Annual contract authority and not-to-exceed budget is required to provide maintenance of equipment and rehabilitation and renovation support services. Recommendation Consistent with the adoption of the FY Operating and Capital budgets by the Board, staff recommends the Board authorize the to approve $17,990,410 of contract authority for Contract No. OP with Bombardier Transit Corporation for FY The recommended amount is $17,860,410 for operating maintenance, including recollectable work, and $130,000 for rolling stock rehabilitation and renovation work. Committee Since the Safety and Operations Committee did not meet in May, this item was not considered by the Committee. Alternatives The Board may: 1) Modify the amount of funding authorization requested; and/or 2) Authorize funding at a different level, with different service assumptions. Background Contract No. OP with Bombardier Transit Corporation (Bombardier) was competitively procured and awarded on February 28, 2003 for a 7-year term, with one three-year option. Subsequent Board meetings in 2008 and 2010 extended the period of performance through June 20, 2015 as the result of exercising the three year option, and One Gateway Plaza, 12 th Floor, Los Angeles, CA

21 Contract No. OP Equipment Maintenance Services Request for FY Budget and Contract Authority Page 2 extending the contract term by two additional years after agreeing to rate reductions. Funding for this contract is requested through the annual budget process based upon service assumptions approved by the Board. Bombardier s proposed budget has been reviewed and the final submittal has been found to be consistent with the Authority s operating assumptions for the upcoming fiscal year. Specific functions contained within the budget include maintenance of SCRRA s rolling stock fleet, which consists of 37 EMD locomotives, 15 MPI locomotives, and a mixed 205- car fleet of Guardian and Sentinel rail cars. In addition to the budgeted base services, Bombardier will be responsible for performing other tasks such as nonscheduled rolling stock repair, accident repair, equipment modifications, and recollectable special train servicing. These items are not included in Bombardier s base operating budget, but are included in various Operating Budget line items and recollectables. The total of these items is estimated to be $375,000 in FY This $375,000 is incorporated into the $17,860,410 figure stated in the recommendation for this Board item. Bombardier s rehabilitation and renovation work is estimated at $130,000 during the fiscal year. Contract authority is required for Bombardier to perform this work. Additional equipment maintenance services are provided through agreements with the North County Transit District (NCTD) and Transit America Services, Inc. Maintenance of equipment funding for the servicing of Metrolink rolling stock at NCTD s Stuart Mesa Maintenance Facility is contained in the Authority s Operating Budget, and is covered by a Memorandum of Understanding between the Authority and NCTD s contractor, Transit America Services, Inc. Annual budget and contract authority is requested through a separate Board item. Budget Impact With the exception of recollectable work, the requested amounts are contained within various line items in the FY Operating and Capital Budgets. Recollectable work is funded by third party agreements. Prepared by: Ronald Svoboda, Director, Equipment Maintenance Lia McNeil-Kakaris, Assistant Director, Contracts MICHAEL P. DePALLO 11

22 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: June 21, 2013 MEETING DATE: June 28, 2013 ITEM 8 TO: FROM: SUBJECT: Board of Directors Contract No. OP Maintenance of Equipment Services at Stuart Mesa Maintenance Facility Request for FY Budget and Contract Authority Transit America Services, Inc. Issue Contract authority and annual not-to-exceed budget is required to continue maintenance of equipment services at Stuart Mesa Maintenance Facility in Oceanside. Recommendation Consistent with the adoption of the FY Operating Budget, staff recommends the Board authorize the Chief Executive officer to amend Contract No. OP with Transit America Services, Inc. (Transit America) to increase the not-to-exceed funding authority by $574,759 for FY Committee Since the Safety and Operations Committee did not meet in May, this item was not considered by the Committee. Alternative The Board may modify the amount of funding authorization requested. Background The Southern California Regional Rail Authority (Authority), North County Transit District, (NCTD), and Transit America Services, Inc. entered into a mutual agreement (Contract No OS) July 1, 2006 for equipment maintenance services at Stuart Mesa Maintenance Facility consistent with the agreement to implement commuter rail service between the Authority and NCTD. This agreement was for a base period of five years with a five year option that was exercised by the NCTD Board in February 2010 extending the period through June 30, One Gateway Plaza, 12 th Floor, Los Angeles, CA

23 Contract No. OP Maintenance Of Equipment Services at Stuart Mesa Maintenance Facility Request for FY Budget and Contract Authority Page 2 Contract No OS specifies that Transit America Services, Inc. is responsible for directly invoicing the Authority for the services rendered on Authority equipment. For that reason, a supplemental document establishes a contract/payment relationship between the Authority and Transit America Services, Inc. Therefore, Contract No. OP was assigned for the purpose of processing invoices from Transit America Services, Inc. Staff has reviewed Transit America Services, Inc. s proposed equipment maintenance costs for FY and has found them to be reasonable for the work to be provided. The costs compared favorably when compared against cost estimates provided by another maintenance contractor largely due to efficiencies gained by sharing a workforce between Metrolink and Coaster services. In FY , Transit America Services, Inc. will be responsible for servicing, inspecting and cleaning four train consists each weekday, with an additional consist for Metrolink Service Expansion Project (MSEP) service. One consist is maintained on Saturday and one on Sunday for Orange County line and Inland Empire Orange County line (IEOC) weekend service. Equipment maintenance services will be invoiced under Contract No. OP through June 30, 2016 unless otherwise amended. Budget Impact Funding for Transit America Services, Inc., FY equipment maintenance at Stuart Mesa Maintenance Facility is contained in the FY Operating Budget. Prepared by: Ronald Svoboda, Director, Equipment Maintenance Lia McNeil-Kakaris, Assistant Director, Contracts and Procurement MICHAEL P. DePALLO 13

24 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: June 21, 2013 MEETING DATE: June 28, 2013 ITEM 9 TO: FROM: Board of Directors SUBJECT: Contract No. OP Metrolink Operator Services Request for FY Budget and Contract Authority National Railroad Passenger Corporation (Amtrak) Issue Annual contract authority and not-to-exceed budget is required to provide train operation services to support the Metrolink system. Recommendation Consistent with the adoption of the FY operating and capital budgets by the Board, staff recommends the Board authorize the amend Contract No. OP with National Railroad Passenger Corporation (Amtrak) to authorize a not-toexceed contract amount of $37,528,598, as follows: 1) $36,562,479 to fund commuter rail operations consistent with service assumptions for FY ) $21,000 to fund support of maintenance-of-way work trains. 3) $196,640 to fund Special Trains and Holiday Trains. 4) $748,479 to fund support of Positive Train Control (PTC) work trains. Committee Review Since the Safety and Operations Committee did not meet in May, this item was not considered by the Committee. Alternatives The Board may: 1) Modify the amount of funding authorization requested; and/or 2) Authorize funding at a different level, with different service assumptions. One Gateway Plaza, 12 th Floor, Los Angeles, CA

25 Contract No. OP Metrolink Operator Services Request for FY Budget and Contract Authority Page 2 Background Contract No. OP was awarded March 26, 2010 to Amtrak for train operation services for a 4-year period beginning July 1, 2010 with two three-year options. The contract specifies a budgeting process which requires Amtrak to provide an annual budget based upon service assumptions approved by the Board. Amtrak s proposed budget has been reviewed and the final submittal has been found to be consistent with the Authority s operating assumptions for the fiscal year. In addition to the budgeted base services, Amtrak will be responsible for other tasks such as the operation of special trains, recollectable charter trains and maintenance-of-way work trains. These services do not impact Amtrak s base operating budget, but are included in various agency Operating Budget line items and are estimated to cost $217,640 in FY Contract authority is required for Amtrak to perform this work. Amtrak will support the Authority s Positive Train Control (PTC) effort by operating work trains. Amtrak s budget and contract authority must be increased to accommodate this work, which is estimated to be $748,479 during the fiscal year. Budget Impact Funding for Amtrak s operator services is contained within various line items in the FY Operating Budget, which includes the Operations and Maintenance-of-Way Budgets. Recollectable work is funded by third party agreements. Prepared by: Young Jin Paik, Business Administrator Gary Lettengarver, Chief Operating Officer Lia McNeil-Kakaris, Assistant Director, Contracts and Procurement MICHAEL P. DePALLO 15

26 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: June 21, 2013 MEETING DATE: June 28, 2013 ITEM 10 TO: FROM: Board of Directors SUBJECT: Contract No. SP Law Enforcement Services Request for FY Budget and Contract Funding Authority County of Los Angeles for the Los Angeles Sheriff s Department (LASD) Issue Annual contract authority and not-to-exceed budget is required to provide law enforcement services. Recommendation Consistent with the adoption of the FY operating and capital budgets by the Board, staff recommends the Board authorize the to approve $6,736,000 of contract funding authorization for Contract No. SP with the Los Angeles County Sheriff s Department (LASD). The recommended amount is $6,736,000 for law enforcement services, which is consistent with service assumptions for FY , and includes $100,197 for special services for weekend trains, and $2,094,759 to support Los Angeles County Metropolitan Transportation Authority (Metro) recollectable work. Committee Since the Safety and Operations Committee did not meet in May, this item was not considered by the Committee. Alternatives The Board may: 1) Modify the amount of funding authorization requested; and/or 2) Authorize funding at a different level, with different service assumptions. One Gateway Plaza, 12 th Floor, Los Angeles, CA

27 Contract No. SP Law Enforcement Services Request for FY Budget and Contract Funding Authority Page 2 Background Contract No. SP was awarded by the Board in May 2011 to the LASD to provide law enforcement services for a five-year term beginning July 1, Funding for this contract is requested through the annual budget process based upon service assumptions approved by the Board. The LASD s personnel consists of twenty-nine (29) deputies, of which 9.5 (full-time equivalent) are dedicated to Metro-owned property. Law enforcement services are provided 16 hours per day, seven days per week to perform fare inspection, right-of-way enforcement, and respond to emergency situations involving Metrolink. The LASD s dispatch is used by Metrolink to notify local law enforcement of emergency calls. These operating assumptions include weekend service on the Orange County line, the Inland Empire-Orange County (IEOC) line, Antelope Valley line and on the San Bernardino line. In accordance with the terms of the contract, LASD recently informed us that the annual escalation and insurance rates for FY were increased by 4.6%. Budget Impact Funding for law enforcement services is included in the FY Operating Budget. Funding is also recollectable from Metro for law enforcement services provided on the right-of-way owned by Metro within Los Angeles County. Prepared by: Young Jin Paik, Business Administrator Gary Lettengarver, Chief Operating Officer Lia McNeil-Kakaris, Assistant Director, Contracts and Procurement MICHAEL P. DePALLO 17

28 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: June 21, 2013 MEETING DATE: June 28, 2013 ITEM 11 TO: FROM: SUBJECT: Board of Directors Multiple Single Source Contracts with Original Equipment Manufacturers of SCRRA Rolling Stock Components Request for FY Contract Authority Issue Annual contract authority for inventory of Original Equipment Manufacturers (OEM) components and parts is needed to continue the maintenance and repair of Southern California Regional Rail Authority s (Authority) Rolling Stock Fleet. Recommendation Consistent with the adoption of the FY Operating Budget by the Board, staff recommends the Board authorize the to increase the funding on existing blanket purchase orders listed in Attachment 1, for an amount within the funding authority approved in the budget for this purpose. The total not-to-exceed amount for all agreements is $7,079,000. Actual funding commitments for these materials are handled through releases and encumbered on an as-needed basis at the time the individual release is approved and issued. Committee Review Since the Safety and Operations Committee did not meet in May, this item was not considered by the Committee. Alternatives The Board may: 1) Modify the amount of funding authorization requested; and/or 2) Authorize funding at a different level. Background Use of OEM components is required to avoid jeopardizing the integrity of the equipment. Staff is requesting contract authority on existing BPOs previously approved by the Board and listed One Gateway Plaza, 12 th Floor, Los Angeles, CA