CORRECTED: JUNE 15, 2015 PAGE 1

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1 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: June 5, 2015 CORRECTED: JUNE 15, 2015 PAGE 1 MEETING DATE: June 12, 2015 ITEM 15 TO: FROM: SUBJECT: Board of Directors Arthur T. Leahy FY Annual Contract Funding Authorization for Blanket Purchase Orders for Miscellaneous Supplies, Services, and Materials with Various Vendors under Cooperative Issue Continued use of Blanket Purchase Orders (BPOs) for goods, services, and materials is required to support various Facilities Maintenance and Operating Support departments in FY Recommendation Contingent upon approval of the Board-adopted FY Operating and Capital Budget, staff recommends the Board authorize the Chief Executive Officer to delegate the Purchase Agent to amend existing BPOs awarded under several cooperative agreements in accordance with Board adopted policy, CON-20, Cooperative Procurement, to increase the contract funding authorization for FY in a not-to-exceed amount for all agreements of $4,783,500 $5,883,500, as itemized on Attachment 1. 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. Alternatives The Board may: 1) Modify the amount of contract funding authorization requested; or 2) Decline to approve the annual contract funding authorization for any contract and direct staff to issue a competitive selection. Background Blanket purchase orders (BPOs), as approved by the Board and listed in Attachment 1, were entered into with companies contracted through cooperative agreements with: The City of Los Angeles; Los Angeles Department of Water and Power (LADWP); Los Angeles County; One Gateway Plaza, 12 th Floor, Los Angeles, CA 90012

2 Page 2 Los Angeles County Metropolitan Transportation Authority (Metro); California Multiple Award Schedules (CMAS); National Association of State Procurement Officials (NASPO); National Cooperative Purchasing Alliance (NCPA); National Intergovernmental Purchasing Alliance (National IPA); National Joint Power Alliance (NJPA); The Cooperative Purchasing Network (TCPN); and U.S. Communities National Cooperative Purchasing Program (U.S. Communities). The materials being purchased under these BPOs consist of routine shop supplies required to support maintenance and repair work performed in the locomotive and car repair shops, as well as materials and supplies required by Information Technology (IT), Track, Facilities, Administrative and other areas. Typical materials include grinding wheels, cutting blades, drill bits, nuts, bolts, lubricants, personal protective equipment and safety supplies, consumable car and locomotive items such as bulbs, ballasts, fittings and filters, as well as Facilities maintenance and repair materials. Materials, supplies, and services as required at various facilities include computer peripherals, postage refills, paper supplies and support services for printing devices throughout the Authority. Cooperative agreements pool the purchasing power of public agencies to achieve bulk-volume discounts, and competitively-bid quality products that provide for purchasing power nationwide. This type of cooperative purchasing arrangement works particularly well for small agencies such as the Authority, which on their own have limited-volume purchasing power. The competitive process followed by cooperative purchasing agencies in developing agreements is as stringent as the Authority s solicitation process. In accordance with Board adopted Contracts Administration and Procurement Policies and Procedures CON-20, Cooperative Procurement, the Board can participate in another public entity s awarded contract. To enable continuation of the services received under these BPOs, an amount not-to-exceed $4,783,500 for all agreements over the fiscal-year period of July 1, 2015 through June 30, 2016 (FY ) is needed. The amounts listed in Attachment 1 are amounts based on actual usage of materials required in FY , and include estimated requirements to support Positive Train Control (PTC) and Dispatch and Operations Center (DOC) in FY These amounts may be increased or decreased within the authorized amount. Materials under these BPOs are 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. Staff will return to the Board annually to request new blanket purchase orders for each new fiscal year, as well as extensions and additional funding should the need arise.

3 Page 3 Therefore, staff recommends the Board authorize the Chief Executive Officer to delegate the Purchase Agent to execute documents for the FY annual contract funding authorization for blanket purchase orders identified in Attachment 1. Budget Impact Funding for miscellaneous supplies and materials to be acquired under Cooperative is included in the FY proposed Operating Budget and is contingent upon approval of the Board-adopted FY Operating and Capital Budget at the June 26, 2015 Board meeting. Prepared by: Christina Pinkney, Contract Administrator Rowena Padua, Principal Contract and Compliance Administrator Lia McNeil-Kakaris, Assistant Director, Contracts & Procurement Chief Financial Officer Chief Operating Officer

4 Page 4 # PO No. Vendor Description ATTACHMENT 1 PO400-12B CDW Government, Inc. FY2015 Computer/ Network Equipment and Services as-needed basis (under NJPA/National IPA) PO402 MSC Industrial Supply Co., Inc. Consumable Materials for the Equipment Department (under NASPO) PO403 Grainger Consumable Materials for the Equipment Department (under NASPO) PO404 Grainger Consumable Materials for the C&S Department (under NASPO) PO405 Fastenal Company Consumable Materials for the Equipment Department (under NASPO) PO418 Waxie Sanitary Supply Miscellaneous Supplies for Equipment (under NCPA) PO423 Staples Inc., and Subsidiaries Miscellaneous Supplies for Equipment (under NJPA) PO424 Office Depot Business Services Division Miscellaneous Supplies for Equipment (under National IPA) PO431 HD Supply Facilities Maintenance, Ltd. Construction Supplies (under U.S. Communities) PO489-13B Dell Marketing, LP FY2015 Computer/Network Equipment and Services as-needed basis (under CMAS) PO507 Asbury Environmental Service Environmental Services, Oily water, oily debris, brake shoes, drummed waste (under City of Los Angeles and Department of Water and Power) PO511 Graybar Electric Co., Inc. Piggyback with US Communities for electrical (MA-IS ) to be used by Equipment and Tracks, Signals and PTC PO514 Visions Paint Recycling Inc. Graffiti Paint and accessories (under CMAS) PO522 Acuity Specialty Products, Inc. DBA Zep Sales and Service, Niagara National Degreasers and cleaning chemicals (under NCPA) PO552 The Sheridan Group As-Needed Office Furniture Purchasing, Planning, and Installation Services (under Metro) PO563 Office Depot Business Services Division FY2015 Authority-wide Office Supplies as-needed basis for Administrative Services (under TCPN) PO625 Traffic and Control Company, Inc. Signs and Traffic-control products (under U.S. Communities) Estimated Annual Amount $50,000 $50,000 $20,000 $2,000,000 $20,000 $75,000 $75,000 $106,000 $150,000

5 Page 5 # PO No. Vendor Description Estimated Annual Amount 18 PO630 Orkin Pest Control Pest Control services (under NJPA) $150, PO631 Air Gas West Industrial Gases and Welding supply (under CMAS) $5, PO634 Hertz Equipment Rental Equipment Rental (under U.S. Communities) $25, A OfficeMax, Inc. Paper Supplier FY2015 Authoritywide Paper Printing Supplies as-needed basis (under NASPO) $22, A Associated of Los Angeles, Inc. Electrical Supplies for Facilities (City of Los Angeles) $15, A Royal Wholesale Electric Electrical Supplies for Facilities (City of Los Angeles) $10, A Office Depot Business Services Division FY2015 Information Technology Materials, Supplies and Peripherals for Administrative Services (under TCPN) $125, A Neopost USA, Inc. Postage Refills through June 30, 2016 (under NJPA) 26 D Williams Scotsman Mobile Office Rental $7, D Zee Medical Inc. Medical Supplies to Stock In-House First Aid Kits for SCRRA Offices (under NJPA) $14, D Hertz Equipment Rental (under U.S. Communities) $7, D Grainger Facilities Maintenance MRO (under NASPO) $25, D Napa Auto Parts Parts for Repair and Maintenance of SCRRA Automotive Fleet (under NJPA) $5, M Tri-Star Industrial Products Train wash cleaner degreaser (City of Los Angeles) $100, MS259 Canon Solutions Maintenance and Support Services of Canon equipment Authority-wide (LA County Contract No. MA-IS- $37, ) 33 MTL Ricoh America s Corporation Maintenance and Support Services of Copier/Printer (under NASPO) $200, SP VACO Temporary Staffing Services for Finance $100,000 TOTAL $5,883,500