MOTION NO. M Contract for Facilities Condition Assessments and Report Consulting Services

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1 MOTION NO. M Contract for Facilities Condition Assessments and Report Consulting Services MEETING: DATE: TYPE OF ACTION: STAFF CONTACT: Operations & Administration Committee PROPOSED ACTION 10/06/2016 Final Action Bonnie Todd, Executive Director of Operations David Huffaker, Deputy Executive Director of Operations and Support Services Authorizes the chief executive officer to execute a three-year contract with two one-year options with EMG Corporation to provide facilities condition assessments and report consulting services in the amount of $660,150, with a 15% contingency of $99,023, for a total authorized contract amount not to exceed $759,173. KEY FEATURES SUMMARY Sound Transit facilities require rehabilitation and repair to meet or exceed the useful life of their various components. Sound Transit currently owns 42 facilities, including transit centers, operations and maintenance bases, and Union Station. This contract would assist Sound Transit s Asset Programming and Planning Division in implementing an asset management database for inventory, preventative maintenance, condition assessment, lifecycle planning, project planning, and capital planning for Sound Transit facilities. The contract scope of work includes: o Developing operational asset inventories of all major building systems and components, including substructure, shell, interiors, escalators and elevators, plumbing, HVAC, fire protection, electrical and site (exterior fixtures); o Conducting condition assessments of those systems and components; o Determining State of Good Repair ratings as required by the Federal Transit o Administration; and Developing a lifecycle plan that includes an initial asset replacement schedule and cost forecasting. Information developed for the database will be leveraged to support capital planning activities by the Facilities Maintenance Division. The requested amount would cover the first three years and the two one-year options. BACKGROUND This contract will support Federal Transit Administration (FTA) requirements to assess administrative and maintenance facility condition every three years and provide State of Good Repair ratings for all major building systems and components. In addition, the contract will support development of appropriate facility inventories and lifecycle plans to support facility capital planning and maintenance initiatives. Currently, this data is collected from site visits and review of initial project record documents. This project would assist the Asset Planning and Program Division in migrating from primarily manual

2 tracking methods to a new Enterprise Asset Management Database to more effectively monitor and manage Capital Planning and State of Good Repair for Sound Transit assets. Efforts to implement this program require verifying inventory and inventory quantities, and determining replacement costs. Performing the work in-house was a considered alternative to procuring the services, but the magnitude of the work exceeds the in-house capacity to expeditiously reach program goals. In June, 2016, Procurement and Contracts Division issued a Request for Proposal (RFP) for Property Condition Assessment, Property Condition Report and Related Consulting Services. Two proposals were received and evaluated based on the following criteria: Knowledge and Current Experience of Key Individuals, Proposed Price, Project Approach, Methodology and Capacity, Firm s Experience and History, Commitment to and Compliance with Equal Employment Opportunity Law and Outreach Efforts and Commitment to Small Businesses and DBEs. Sound Transit selected EMG Corporation s proposal who Sound Transit believes best met the evaluation criteria and is in the best interest of Sound Transit. FISCAL INFORMATION The proposed action will be funded from the Service Budget within the Operations Department annual budget. The 2016 Service Budget is $51 million. Within that amount, $104 thousand is committed to Condition Assessment contract services. However, the current estimates for 2016 expense is $138 thousand, which exceeds the allocated amount. The department will have to cover the shortfall by using savings in other underspending items in Service budget. Estimated costs for future years during the life of the contact will be included in annual budgeting process. Motion No. M Page 2 of 4 Staff Report

3 Operations Department Actuals to Actuals to Date Remaining 2016 Budget Date This Action Plus Action 2016 Budget Salaries and Benefits 13,271 7,289 7,289 5,982 Services 50,576 26, ,571 24,005 Materials and Supplies 9,564 4,472 4,472 5,092 Utilities 4,580 2,668 2,668 1,912 Insurance - (3) (3) 3 Taxes 2,142 1,494 1, Purchased Transportaiton Services 153,061 83,905 83,905 69,156 Miscellaneous Leases and Rentals 7,863 4,362-4,362 3,501 Total Current Budget 241, , , ,443 Services Detail Advertising Fees Professional & Technical 1, ,402 Temporary Services Contract Maintenance 29,265 15,280 15,280 13,985 Security & Safety 18,205 10,228 10,228 7,977 Other Services 1, Total Service Budget 50,576 26, ,571 24,005 Contract Spending Plan Prior Year Spending Forecast 2016 Spending Future Expenditures Total EMG Corporation Contract Detail EMG Corporation Board Approved Contract Value Contract Actuals to Date Proposed Action Proposed Revised Board Approved Contract Value EMG Corporation Contingency Contract Amount - Total Percent Contingency 0% 0% 15% 15% Amounts are expressed in Year of Expenditure $000. Notes: The actuals to date are as of July 31, The Operating Budget is located on page 35 of 112 in the Proposed 2016 Budget book. SMALL BUSINESS/DBE PARTICIPATION AND APPRENTICESHIP UTILIZATION Sound Transit promotes and encourages small business participation, which also includes Disadvantaged Business Enterprises (DBEs). Consistent with Sound Transit Policies and Federal Regulations, Sound Transit has established Small Business/DBE goals for this contract. These goals are based upon an examination of subcontracting opportunities contained in the work of this contract and the number of Small Businesses/DBEs available to perform such subcontracting work. For this specific contract, the following goals were set and the successful Bidder/Proposer has committed to the following Small Business/DBE Participation: Small Business and Disadvantaged Business Enterprise Goals Sound Transit Goal: Small Business: 10% DBE: 0% Commitment: Small Business: 11.4% DBE: 11.4% Motion No. M Page 3 of 4 Staff Report

4 Subconsultant/Subcontractor Business Type % of Work Amount Tres West Engineers DBE 4.3% $25, Chudgar Engineering DBE 7.1% $42, Total 11.4% $68, PUBLIC INVOLVEMENT Not applicable to this action. TIME CONSTRAINTS Sound Transit has issued a limited notice to proceed immediately. The project is behind schedule and further delay will push 2016 work out to ENVIRONMENTAL REVIEW JI 8/12/2016 LEGAL REVIEW JW 8/24/2016 Motion No. M Page 4 of 4 Staff Report

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