SAFETY AND OPERATIONS COMMITTEE

Transcription

1 SAFETY AND OPERATIONS COMMITTEE S E P T E M B E R 2 3,

2 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY ROSTER SAFETY AND OPERATIONS COMMITTEE COUNTY San Bernardino: 1 vote MEMBER Paul Eaton (Chair) Mayor City of Montclair Larry McCallon Mayor City of Highland Riverside: 1 vote Ron Roberts (Vice Chair) Mayor City of Temecula Greg Pettis Council Member Cathedral City Orange: 1 vote Los Angeles: 1 vote Carolyn V. Cavecche Mayor City of Orange Don Knabe Supervisor, 4 th District County of Los Angeles Ara Najarian Councilman City of Glendale Jaime de la Vega General Manager, City of Los Angeles Department of Transportation Robert T. Bartlett Appointed by Metro Ventura: 1 vote Brian Humphrey Commission Member VCTC One Gateway Plaza, 12 th Floor, Los Angeles, CA 90012

3 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY SAFETY AND OPERATIONS COMMITTEE FRIDAY, SEPTEMBER 23, :00 A.M. LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY UNION STATION 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 transacted or discussed. The posting of the recommended actions does not indicate what action will be taken. The Committee 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. The Chair reserves the right to discuss the items listed on the agenda in any order. A person with a disability may contact the Committee Secretary's office at (213) or via lamarquel@scrra.net at least 72-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. Later requests will be accommodated to the extent feasible. SUPPORTING DOCUMENTATION The agenda, staff reports and supporting documentation are available from the Committee Secretary, located at One Gateway Plaza, 12 th Floor, Los Angeles, CA 90012, and on the Metrolink website at under the Committee Agenda link. PUBLIC COMMENTS ON AGENDA ITEMS Members of the public wishing to address the Committee members regarding any item appearing on the agenda, may do so by completing a Speaker s Form and submitting it to the Committee Secretary. Speakers will be recognized by the Chair at the time the agenda item is to be considered. When addressing the Committee, please state your name for the record. Please address the Committee as a whole through the Chair. Please note comments to individual Committee members or staff are not permitted when addressing the Committee. 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 Committee members regarding any item not on the agenda, but within the subject matter jurisdiction of the Committee, will be taken under Item 10 (Public Comment), and will be subject to the same guidelines as noted above. One Gateway Plaza, 12 th Floor, Los Angeles, CA 90012

4 Safety and Operations Committee Agenda Page 2 1. Call to Order 2. Pledge of Allegiance REGULAR CALENDAR 3. Approval of Minutes July 22, 2011 Staff recommends the Safety and Operations Committee approve the minutes of the July 22, 2011 Committee Meeting. Page 1 4. Contract No. SP Non-Competitive Award - Ground Penetrating Radar Subgrade Evaluation and Railroad Tie Assessment Services Rail Radar Procurement of ground penetrating radar and machine vision is required to perform an assessment of the track substructure condition and cross ties. Rail Radar appears to be the only company that provides both ground penetrating radar and machine vision services for this type of assessment. To overcome the limitations and expense of exploratory excavation, ground penetrating radar has been used for railroad ballast and sub-grade investigation and evaluation. Ground penetrating radar provides the ability to "look" below the surface of the track to identify areas where the sub-grade has failed, or is in the process of failing but without disturbing the ballast supporting the track. Data developed during the radar scan is analyzed by special computer programs to provide a graphical view of the substructure showing the lines between ballast, sub-ballast, and sub-grade soil, and the condition of each. Sub-surface utilities in close proximity to the top of the sub-grade are also identified by the scan. The data is plotted on a scaled profile for use in identifying problem areas. Staff recommends the Safety and Operations Committee approve and recommend the Board authorize the Chief Executive Officer to award Contract No. SP with Rail Radar in an amount not-toexceed $75,000 to perform a one-time assessment and evaluation of the SCRRA owned and operated track. Funds for ground penetrating radar are included in the FY operating budget. Page 9 5. Contract No. EN On-Call Emergency Response for Fuel and Bio-Hazard Cleanup, Environmental Compliance and Consulting Services- Exercise Two-year Option and Increase in Contract Authority Burns & McDonnell On-call environmental services and environmental consulting services are required to provide assistance with the cleanup and remediation of fuel spills, cleanup of biohazards and environmental compliance at Metrolink maintenance and outlying layover facilities. On-call emergency response services are also required for an emergency, accident or other unforeseen situation where emergency clean-up services of spilled diesel fuel may be needed, biohazard material removal, and other miscellaneous environmental cleanup activities along the right-of-way. In addition, environmental compliance services such as the annual storm water monitoring program at the Central Maintenance Facility and Inland Empire Maintenance Facility as required by the California Regional Water Quality Control Board and other non-emergency environmental compliance and consulting services, will also be provided for under the current contract. Funding for the on-call

5 Safety and Operations Committee Agenda Page 3 emergency response for fuel and bio-hazard cleanup, environmental compliance and consulting services is contained in the FY Operating budget. Actual funding commitments for those projects handled through the CTO process are encumbered on a per project basis at the time the individual CTO is approved and issued. Page Approval of Evaluation Criteria Request for Proposal No. E On-Call Professional Surveying, Mapping, Specialized Rail Alignment Design and PTC Database Development and Support Services Proposed evaluation criteria were developed to initiate the competitive process to retain a technically qualified consultant to provide on-call professional surveying, mapping, specialized rail alignment design and PTC database development and support services. The survey and mapping consultants will assist SCRRA with future PTC needs, ongoing PTC critical features, data base development and support, third party rail alignment design and construction projects that affect the grade crossings and tracks, track and signal relocation projects, high speed rail projects, the LA Union Station reconfiguration project, Anaheim Regional Transportation Intermodal Center (ARTIC) station and other projects. Staff recommends the Safety and Operations Committee approve and recommend the Board approve the proposed evaluation criteria, detailed in Attachment 1, specifying a weighting of one hundred percent (100%) technical qualifications for the selection of a consultant(s) to provide on-call professional surveying and mapping services under the proposed Contract No. E The process of adopting evaluation criteria has no budget impact. Page Locomotive and Equipment Fleet Plan Staff will provide a presentation to the Safety and Operations Committee on the locomotive and equipment feet plan including rehabilitation plans, funding options, timelines and fleet size. There is no written document. The Committee may receive and file this report. 8. System Safety Staff will provide a presentation on the year-over-year comparison of safety statistics relating to personal injuries, train accidents, grade crossing, and trespasser incidents. There is no written document. The Committee may receive and file this report. 9. Chief Executive Officer s Report Agency Update 10. Public Comment 11. Chair s Comments 12. Committee Member Comments (i.e., Announcements, Requests to Staff, Direction for Future Agenda Items) 13. Adjournment

6 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY MINUTES OF THE SCRRA SAFETY AND OPERATIONS COMMITTEE July 22, 2011 ITEM 3 COMMITTEE MEMBERS IN ATTENDANCE SANBAG: PAUL EATON (1 vote) Larry McCallon RCTC: RON ROBERTS (1 vote) Karen Spiegel OCTA: (1 vote) CAROLYN V. CAVECCHE METRO: ARA NAJARIAN 1 (1 vote) Jaime de la Vega Robert Bartlett VCTC: Brian Humphrey 2 (1 vote) STAFF : DENNIS MARZEC, Chief Operating Officer TRUC MOORE, SCRRA Counsel KARI BROZOWSKI, Board Secretary Meeting minutes are presented in a format that corresponds with the Safety and Operations Committee Meeting Agenda, which is incorporated by reference with these minutes. SCRRA Safety and Operations Committee meeting packets are available from the Metrolink Website ( or by calling the Board Secretary at Call to Order The July 22, 2011 meeting of the Safety and Operations Committee was called to order by Chair Eaton at 10:00 a.m. at the Los Angeles County Metropolitan Transportation Authority Union Station Conference Room, located at One Gateway Plaza, 3 rd Floor, Los Angeles, CA REGULAR CALENDAR 3. Approval of Minutes June 24, 2011 Upon a motion by Director Bartlett and seconded by Vice-Chair Roberts, the Committee approved the minutes of the June 24, 2011 Committee Meeting. 1 Director Najarian arrived during the discussion of Item No. 5 2 Director Humphrey arrived during the discussion of Item No. 7 One Gateway Plaza, 12 th Floor, Los Angeles, CA

7 SCRRA Safety and Operations Committee Meeting Minutes July 22, 2011 Page 2 ACTION: The Safety and Operations Committee approved the minutes of the June 24, 2011 Committee Meeting. 4. Contract No. SP Utility Audit Services Recommendation to Award Utilities Analyses, Inc. Mr. Steve Holman, Contract and Compliance Administrator, requested approval of this item. Upon a motion by Vice-Chair Roberts and seconded by Director Bartlett, the Committee approved the recommendation. There was no opposition and the motion passed unanimously. ACTION: The Safety and Operations Committee approved and recommended the Board authorize the Chief Executive Officer to award Contract No. SP to Utilities Analyses, Inc. for utility audit services in an amount not-to-exceed $100,000 for a contract term of two years with a single one year option. Award is subject to resolution of any protest filed. 5. Purchase Order No. PO395A&B-12 Hybrid Passenger Utility Vehicles Recommendation to Award Downtown Ford Sales and Coalinga Motors Mr. Ben Calmes, Supervisor, Contracts & Procurement, requested approval of this item. Chair Eaton requested clarification on the number of vehicles in the agency s fleet; Mr. Calmes responded that there were currently 166 non-revenue vehicles, and Mr. Dennis Marzec, Chief Operating Officer, confirmed that this number was correct and that the fleet had been reduced by 9% over FY Mr. Marzec further explained that an analysis on the cost to maintain the older vehicles had been performed at the request of Director Humphrey, and as a result of the analysis, the agency learned maintenance on older vehicles costs of approximately $3,000 - $7,000 per vehicle a year, and staff has retired those 5 vehicles and is recommending the introduction of new hybrid vehicles into the fleet incorporating Buy America as requested previously by Director Bartlett. Director Cavecche inquired about the make and model of the new vehicles and Mr. Marzec replied that there are seven (7) Ford Escapes and one (1) Chevy Tahoe. Director Cavecche commented that $52,000 for a Chevy Tahoe seemed high. Mr. Calmes explained that this is a large, hybrid vehicle and SCRRA would be receiving a considerable savings. He noted quotes received from other car dealerships were in the range of $48,000 without delivery charges, tax and license; however, under this contract free delivery is also included. Director Spiegel commented that given the number of vehicles in the fleet, perhaps the agency should explore the option of bringing the vehicle maintenance function inhouse. Director Roberts remarked that an in-house maintenance facility might not be a viable option if vehicles would need to travel long distances to reach the maintenance facility. Mr. Marzec responded that the feasibility of the in-house maintenance facility would be researched. Director Spiegel inquired about the process of handling retired vehicles, and Mr. Marzec explained that the vehicles are sold at an auction. 2

8 SCRRA Safety and Operations Committee Meeting Minutes July 22, 2011 Page 3 There was a brief discussion about the use and privileges of these cars, and Director Cavecche inquired about the policy for vehicle use with contracted employees, such as Amtrak, etc., and would like a discussion on this for future reference. Upon a motion by Chair Eaton and seconded by Vice-Chair Roberts, the Committee approved the recommendation. There was no opposition and the motion passed unanimously. ACTION: The Safety and Operations Committee approved and recommended the Board Authorize the Chief Executive Officer award Purchase Orders for the procurement of seven non-revenue hybrid Passenger Utility Vehicles for a total not-toexceed amount of $236, as follows: PO395A-12 Downtown Ford Sales $184, and PO395B-12 Coalinga Motors $52, Contract No. C , Metrolink Service Expansion and Grade Crossing Safety Improvements (MSEP/OCX), Herzog Contracting Corporation Programmable Visibility (PV) Heads - Approval of Change Order Mr. Bryan Payne, Assistant Director, Capital Project Management, requested approval of this item. Director de la Vega inquired as to why Metrolink did not issue a performance based contract for the signal equipment, and Mr. Payne explained that the specifications outlined in this instance were a direct request from the city engineers of the City of Orange and that Orange County Transportation Authority would bear the entire cost of this change order. Upon a motion by Director Cavecche and seconded by Director Bartlett, the Committee approved the recommendation. There was no opposition and the motion passed unanimously. ACTION: The Safety and Operations Committee recommended the Board authorize the Chief Executive Officer (CEO) to amend Contract No. C , MSEP/OCX, with Herzog Contracting Corporation (Herzog), and authorize execution of a subsequent Change Order with Herzog in the amount of $245,944. The value of the Change Order is in excess of the $150,000 limit delegated to the Director, Engineering and Construction in SCRRA s Contract Procurement and Policies Manual (CON-21) and thus must be authorized by the Board. This Change Order is within the total contract funding authorization of $46,490, Contract No. MS220A-09 Communications and Signals Installation Services Increase in Contract Funding Mass Electric Construction Company Mr. Darrell Maxey, Director, PTC, Communications and Signals, requested approval of this item. Director De La Vega inquired on the performance of this contractor as it relates to budget and time. Mr. Maxey replied that although the contractor has struggled with the schedule, he considers their performance to be good based on the fact that there have 3

9 SCRRA Safety and Operations Committee Meeting Minutes July 22, 2011 Page 4 been challenging circumstances that were not anticipated associated with the grade crossing work in Orange County, and the contractor is working around train schedules, completing work during the night hours, and doing so safely. Director de la Vega requested to amend the recommendation to exercise a one-year option for $10 Million at this time. Director Najarian expressed concern that the agency recently received several concessions on a contract from Mass Electric and perhaps the contractor might be seeking ways to recuperate these concessions in other areas of the contract and pay close attention to the pricing included, and maybe supportive of the Director s amending of the motion. Director Cavecche noted that there has been tremendous progress on the tasks the contractor performed in Orange County and complimented Metrolink on an outstanding job in the area. Director De La Vega requested the contractor s past performance record and stated that if the company is not performing to specifications, the Board should be alerted and perhaps the Authority should consider procuring a new contract after the one-year option is completed. Mr. Maxey confirmed that Metrolink would perform an analysis and provide that information to the committee. Director Najarian requested confirmation on the latest process and requirements for the creation of a Quiet Zone. Mr. Maxey explained that the process of creating a quiet zone in Orange County required a collective effort from the agencies and cities involved. Director Cavecche further noted that she would be happy to have City of Orange Public Works department speak to Director Najarian in this regard if so desired. Upon a motion by Director de la Vega and seconded by Vice-Chair Roberts, the Committee approved the recommendation as amended to exercise a one-year option for $10,000,000. There was no opposition and the motion passed unanimously. ACTION: The Safety and Operations Committee amended staff s recommendation to exercise only a one year option, and approved the Board authorize the Chief Executive Officer amend Contract No. MS220A-09 for communications and signals installation services with Mass Electric Construction Company (MECC) to increase the contract funding authorization by $10,000,000 for a new total not-to-exceed contract funding authorization of $55,000, Contract No. PO Metrolink Operations Center Voice Radio Dispatch Console - Non- Competitive Contract Award - Convergent Communications Inc. (CCI)/Avtec Inc. Mr. Darrell Maxey, Director, PTC and Communications and Signal Systems, requested approval of this item. 4

10 SCRRA Safety and Operations Committee Meeting Minutes July 22, 2011 Page 5 Upon a motion by Director Cavecche and seconded by Director Najarian, the Committee approved the recommendation. There was no opposition and the motion passed unanimously. ACTION: The Safety and Operations Committee approved and recommended the Board authorize the Chief Executive Officer to award a non-competitive Contract No. PO to Convergent Communications Inc. (CCI)/Avtec Inc. for the procurement, installation and system design of a voice radio dispatch console featuring Voice-Over- Internet-Protocol (VOIP) technology for a not-to-exceed amount of $385, Contract No. C Station and Maintenance Facility Improvements Approval of Change Order Mr. Bryan Payne, Assistant Director, Capital Projects Management, requested approval of this item. Director de la Vega asked who was responsible for identifying environmental issues onsite, and Mr. Payne replied that Metro was the responsible party. Upon a motion by Director Najarian and seconded by Director Cavecche, the Committee approved the recommendation. There was no opposition and the motion passed unanimously. ACTION: The Safety and Operations Committee recommend the Board authorize the Chief Executive Officer to execute a Change Order under Contract C for Station and Maintenance Facility Improvements with Los Angeles Engineering, Inc. (LAE) in the amount of $212, to cover contractor extended overhead for project related delays. The value of this Change Order exceeds applicable delegated limits and thus must be authorized by the Board. This Change Order remains within the existing total contract funding authorization of $8,765, Fare Collection System Status Report Quarter Ended June 30, 2011 Mr. David Bostwick, Manager, Fare Collection Services, provided a quarterly update on fare collection systems. Director Humphrey asked if staff has a system for tracking costs associated with burglary and vandalism, and Mr. Bostwick commented that due to the repeated incidents, the machines were adjusted approximately a year and a half ago and there has been a marked decline in both theft and vandalism. Director Spiegel inquired about the costs associated with the sale of special train fare media. Mr. Bostwick informed the Director that costs vary depending on services supplied, however, changes to the schedules generally cost between $1,000 and $1,500 in printing and noted that if TVMs require extensive re-programming it could cost up to $12,000. Mr. Marzec further added that the operating costs to run a special train are approximately $7,000 roundtrip and another $1,800 for crew labor. 5

11 SCRRA Safety and Operations Committee Meeting Minutes July 22, 2011 Page 6 Director Cavecche remarked that sometimes the TVMs don t accept certain debit / credit cards, which in fact happened to her this morning and she inquired if this is a common problem. Mr. Bostwick stated that this is not necessarily a common problem, but staff is looking into that issue. Vice-Chair Roberts asked for clarification on who has responsibility for covering expenses for the advertisement of the Angels Trains, and Mr. Bostwick replied that this is a budgetary re-collectable project that is being paid for by Orange County Transportation Authority (OCTA). Director Humphrey inquired whether a report is created and received by staff if TVM s are experiencing problems, like Director Cavecche experienced today. Mr. Bostwick responded that staff receives notification when TVMs are experiencing communication or reader issues. Director Humphrey further commented that when the time comes to update the TVM system in the future, consideration should be given to automating this process to disclose aborted attempts. ACTION: The Committee received and filed this report. 11. System Safety Mr. Fred Jackson, Manager System Safety provided a monthly update on the year-overyear comparison of safety statics relating to personal injuries, train accidents, rule violations, grade crossing, and trespasser incidents. Mr. Jackson also informed the Committee of the upcoming Metrolink/USC Safety Summit that will occur on July 27, 2011 and the Metrolink/USC Training Course that will be held on August 2 3, ACTION: The Committee received and filed this report. 12. Chief Operating Officer s Report Mr. Dennis Marzec, Chief Operating Officer provided updates on the following items: Operations Update o On-Time Performance on Time Performance averages 94% and staff is making changes to maintenance crews in the field to assist if there are maintenance failures. o Guardian Fleet Progress Currently there are 49 cabs and cars in service, and staff is still trying to resolve the HVAC issues. He noted that Dr. Kim of Hyundai- Rotem confirmed that they are not pulling out of the U.S. Market. There are also plans to have a 100 th car celebration, and staff will keep all informed of that occasion. o Key Projects Status Staff is continuing to work on various projects including the MSEP project in Orange County. o Project Management Training Staff has revised the Project Management Manual and training will be conducted to update all program managers with regards to providing proper oversight and cost/ cashflow of projects. This training will be complete by the end of August. 6

12 SCRRA Safety and Operations Committee Meeting Minutes July 22, 2011 Page 7 Mr. Marzec also informed the Committee that staff is working on collecting a $13 Million grant for the backhaul communication project related to PTC that will extend from Moorpark to San Onofre. Senator Feinstein is involved along with the FRA. The FRA is requesting SCRRA enter into a subgrantee agreement. 13. Chief Executive Officer s Report Mr. Bob Turnauckas, Chief Administrative Officer provided updates on the following items: Agency Update o I-405 Closure Recap over the weekend there were almost 20,000 boarding s which has been the highest weekend in the history of Metrolink. He reported that about 4,800 weekend passes were sold and a good indicator that passengers are becoming aware of weekend service being offered, and since the introduction of the weekend pass, 10,000 have been sold over the last three weeks. o Del Mar Train Amtrak chose not to run certain train slots to Solano Beach and Metrolink took the opportunity to run service with the opening. He noted that this was a last minute decision with a signed agreement that occurred yesterday. The first train will run this weekend which will provide an opportunity for a dry run. Staff received marketing support from OCTA and METRO. Staff feels that this first weekend less than 50 percent will ride the train as the marketing campaign won t begin until early next week and the pricing will be a special ticket for $28.00 round trip ticket. He stated that the train will run from LAUS to Oceanside and then North County Transit District (NCTD) will then run the Metrolink train to Solano Beach where a shuttle provided from the Del Mar Racetrack will transport the passengers to the racetrack. Director Bartlett asked if staff was working with the Del Mar Racetrack, and Mr. Turnauckas replied that staff is working with the Del Mar Thoroughbred Club. 14. Public Comment Chair Eaton inquired if any members of the public wished to address the Committee with there being no requests to speak; the Public Comment period was formally closed. 15. Chair s Comments Chair Eaton thanked staff for their hard work. 16. Committee Member Comments Director Najarian addressed concerns about Board members not being able to ride the Metrolink system to attend meetings and stated that there was a revised opinion from the Attorney General regarding Board members of transit agencies being allowed to ride that transportation when attending meetings, and requested that Metrolink look into this revised opinion and report back to the Committee or the Board as to what steps staff will be taking, if any, to revise the Agency s practice. Mrs. Truc Moore, County Counsel, commented that staff is aware of that revised opinion and believed that staff was discussing this issue and was considering a 7

13 SCRRA Safety and Operations Committee Meeting Minutes July 22, 2011 Page 8 monthly pass for Board member use for Metrolink related activities, and that staff would follow-up on this issue. Director Bartlett inquired on the status of the Spectrum issue, and Mr. Marzec responded that at this time there is nothing new to report, and that staff is working with Senator Feinstein for support on this issue as well. Director Cavecche brought up a situation relating to a CEO in Orange County who validated his 10-trip ticket and realized it had expired. He was asked for his ticket and when the Deputy noted the expired ticket, he was fined. She mentioned that the Deputy who inspected his pass that day checked off a box stating the CEO needed to appear in Superior Court, and she requested Metrolink investigate what constitutes deciding if someone pays a ticket via mail or online or when someone needs to appear in Superior Court. Mr. Marzec replied that staff will look into this and at a future meeting provide a short presentation on what the discretionary factors are that go into ticket violations. 17. Adjournment There being no further business for consideration, the meeting was adjourned at 11:05 a.m. Respectfully submitted by KARI BROZOWSKI Board Secretary 8

14 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: September 16, 2011 MEETING DATE: September 23, 2011 ITEM 4 TO: FROM: SUBJECT: Safety and Operations Committee Dennis Marzec, Chief Operating Officer Contract No. SP Non-Competitive Award - Ground Penetrating Radar Sub-grade Evaluation and Railroad Tie Assessment Services Rail Radar Issue Procurement of ground penetrating radar and machine vision is required to perform an assessment of the track substructure condition and cross ties. Rail Radar appears to be the only company that provides both ground penetrating radar and machine vision services for this type of assessment. Recommendation Staff recommends the Safety and Operations Committee approve and recommend the Board authorize the Chief Executive Officer to award Contract No. SP with Rail Radar in an amount not-to-exceed $75,000 to perform a one-time assessment and evaluation of the SCRRA owned and operated track. Alternative The Committee may: 1) Decline and direct staff to issue a Request for Proposal (RFP) for similar services, separately, or 2) Request that no action be taken at this time. Background SCRRA performs most track inspections and evaluations through a combination of visual inspection and physical measurements. In addition to the visual inspection and physical measurement, SCRRA conducts an automated inspection of the track to measure the alignment, gauge, cross level, surface profile and other parameters against SCRRA and Federal Railroad Administration standards. Collectively, the parameters define the track geometry. These automated inspections are conducted three times each year. SCRRA also performs an inductive or ultrasonic test of the rail for internal defects four times each year. One Gateway Plaza, 12 th Floor, Los Angeles, CA

15 Contract No. SP Procurement of Ground Penetrating Radar Sub-grade Evaluation and Railroad Tie Assessment Services Page 2 The SCRRA Engineering Department has recently added, through the acquisition of specialized software for track geometry assessment, the ability to review and compare data recorded during successive trips of the track geometry vehicle. This software allows engineers to compare key parameters about the track alignment, gauge, and surface profile. Using the information recorded, the program allows the engineer to predict wear trends and project the remaining life of a component of the track structure. While the information recorded by the track geometry vehicle provides an excellent view of the condition of the track at a given point in time, it does not provide a measure or assessment of the condition of the sub-grade, ballast, or other features below the surface. It is also limited in its ability to identify individual cross ties that are near the end of their useful life. Currently, investigation of subsurface conditions relies on visually identifying track segments where the degradation of the ballast or sub-grade makes itself visible at the surface in the form of ballast that is clogged (fouled) with fine, non-draining material or locations that mud is pumping up around the ties. In addition, subsurface exploratory excavation is used to visually evaluate the condition of the lower levels of the track substructure. Exploratory excavation is expensive and disruptive to train service. To overcome the limitations and expense of exploratory excavation, ground penetrating radar has been used for railroad ballast and sub-grade investigation and evaluation. Ground penetrating radar provides the ability to "look" below the surface of the track to identify areas where the sub-grade has failed, or is in the process of failing but without disturbing the ballast supporting the track. Data developed during the radar scan is analyzed by special computer programs to provide a graphical view of the substructure showing the lines between ballast, sub-ballast, and sub-grade soil, and the condition of each. Sub-surface utilities in close proximity to the top of the sub-grade are also identified by the scan. The data is plotted on a scaled profile for use in identifying problem areas. In addition, the use of machine vision has proved helpful in evaluating track substructure conditions. Machine vision is an integration of high-resolution, downward digital photos coupled to a linear reference system. GPS coordinates allow the photographs to be located within a geographic information base for field location. Three basic components comprise the machine vision system. The first element is the image acquisition system, in which digital cameras are used to obtain images or video in the visible or infrared spectrum. The next component is the image analysis system, where the images or videos are processed using machine-vision algorithms that identify specific items of interest and assess the condition of the detected items. The final component is the data analysis system, which compares and verifies whether or not the condition of track features or mechanical components comply with parameters specified by the individual railroad or the standards established by the Federal Railroad Administration. This component will also record and compare data needed for trend analysis. 10

16 Contract No. SP Procurement of Ground Penetrating Radar Sub-grade Evaluation and Railroad Tie Assessment Services Page 3 The advantages of both ground penetrating radar and machine vision include greater objectivity and consistency when compared to manual, i.e. visual inspection, and the ability to quickly record and organize large quantities of visual data in a quantitative format. Data may be recorded at speeds of between 10 mph and 15 mph. Staff research of companies that provide both ground penetrating radar and machine vision tie inspection services, identified Rail Radar as the only company that collects data for both assessments at the same time, thus reducing the time required on the track by approximately one-half. Rail Radar has been providing similar services to the Canadian National Railway for several years and has an established system of data collection and analysis. Staff therefore, requests the Safety and Operations Committee approve and recommend the Board to authorize the Chief Executive Officer to award Contract No. SP to Rail Radar for a one-time assessment and evaluation of the SCRRA owned and operated track for the following reasons: 1) Evaluate the efficacy of ground penetrating radar and machine vision assessments for maintenance planning; and 2) Establish a baseline for development of contract documents for the future procurement of services utilizing ground penetrating radar for track substructure assessment and evaluation, and for the use of machine vision technology for cross tie assessment and evaluation. This recommendation for contract award is made in accordance with the Board approved Policy CON-19, permitting award when the service is available from only a single source. Budget Impact Funds for ground penetrating radar are included in the FY operating budget. Prepared by: William Doran, Director, Engineering and Construction Lia McNeil-Kakaris, Manager, Strategic Sourcing Joseph Henderlong, Director, Strategic Sourcing, Contracts and Supply 11

17 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: September 16, 2011 MEETING DATE: September 23, 2011 ITEM 5 TO: FROM: SUBJECT: Safety and Operations Committee Dennis Marzec, Chief Operating Officer Contract No. EN On-Call Emergency Response for Fuel and Bio-Hazard Cleanup, Environmental Compliance and Consulting Services- Exercise Two-year Option and Increase in Contract Authority Burns & McDonnell Issue On-call environmental services and environmental consulting services are required to provide assistance with the cleanup and remediation of fuel spills, cleanup of biohazards and environmental compliance at Metrolink maintenance and outlying layover facilities. Recommendation Staff recommends the Safety and Operations Committee recommend the Board to authorize the Chief Executive Officer to exercise the two-year option for Contract No. EN for On-Call Emergency Response for Fuel and Bio-Hazard Cleanup, Environmental Compliance and Consulting Services with Burns & McDonnell and increase the contract authority by $900,000 for a not-to-exceed contract authority of $1,500,000. The new contract term will be from November 1, 2011 to October 31, Alternatives The Committee may: 1) Modify the amount of the contract funding authorization; or 2) Decline to increase the funding authorization and direct staff to issue a new Request for Proposal (RFP). Background In May 2008, following a competitive procurement, the Board awarded contract No. EN to Burns and McDonnell for three years with one two-year option in an amount not-to-exceed $600,000. This contract is scheduled to expire October 31, 2011 if the option is not exercised. One Gateway Plaza, 12 th Floor, Los Angeles, CA

18 Contract No. EN On-Call Environmental Services Page 2 On-call emergency response services are required for an emergency, accident or other unforeseen situation where emergency clean-up services of spilled diesel fuel may be needed, biohazard material removal, and other miscellaneous environmental cleanup activities along the right-of-way. In addition, environmental compliance services such as the annual storm water monitoring program at the Central Maintenance Facility and Inland Empire Maintenance Facility as required by the California Regional Water Quality Control Board and other non-emergency environmental compliance and consulting services, will also be provided for under the current contract. The requested increase in contract authority of $900,000 includes funding that would allow for any final soil excavation/remediation work to occur, as needed, at a private property located in Chatsworth, California, that may have been affected by resulting diesel fuel spillage from the 2008 Chatsworth incident. Costs to acquire the necessary permits, prepare design documents, excavate and dispose of the soil are estimated to be around $500,000 and are included in the not-to-exceed contract amount. This contract is Contact Task Order (CTO) based to direct and control services on a per project basis. Staff has successfully used the CTO process to manage previous emergency response, compliance and consulting contract. This process enables staff to define the project tasks, monitor and control the associated costs. Burns and McDonnell have provided satisfactory services, therefore staff recommends the Safety and Operations Committee approve and recommend the Board authorize the Chief Executive Officer to exercise the two-year option and increase contract authority by $900,000 for a not-to-exceed contract authorization of $1,500,000. Budget Impact Funding for the on-call emergency response for fuel and bio-hazard cleanup, environmental compliance and consulting services is contained in the FY Operating budget. Actual funding commitments for those projects handled through the CTO process are encumbered on a per project basis at the time the individual CTO is approved and issued. Prepared by: Tracy Berge, Manager, Public Safety and Environment Manager Lia McNeil-Kakaris, Manager, Strategic Sourcing and Contracts Joseph M. Henderlong, Director, Strategic Sourcing, Contracts and Supply 13

19 SOUTHERN CALIFORNIA REGIONAL RAIL AUTHORITY TRANSMITTAL DATE: September 16, 2011 MEETING DATE: September 23, 2011 ITEM 6 TO: FROM: SUBJECT: Safety and Operations Committee Dennis Marzec, Chief Operating Officer Approval of Evaluation Criteria Request for Proposal No. E On-Call Professional Surveying, Mapping, Specialized Rail Alignment Design and PTC Database Development and Support Services Issue Proposed evaluation criteria were developed to initiate the competitive process to retain a technically qualified consultant to provide on-call professional surveying, mapping, specialized rail alignment design and PTC database development and support services. Recommendation Staff recommends the Safety and Operations Committee approve and recommend the Board approve the proposed evaluation criteria, detailed in Attachment 1, specifying a weighting of one hundred percent (100%) technical qualifications for the selection of a consultant(s) to provide on-call professional surveying and mapping services under the proposed Contract No. E Alternatives The Committee may: 1. Request modifications to the proposed evaluation criteria. 2. Request a delay or cancel the solicitation for these services. Background Surveying and Mapping services are currently provided by an outside engineering firm (Rail Surveying Engineers). The current contract was awarded by the Board in March 2007 and is scheduled to expire on August 31, These services are required to perform ground surveys, provide recommendations on complying with FRA guidelines, and provide staking offsets for new alignments and profiles One Gateway Plaza, 12 th Floor Los Angeles, CA

20 Approval of Evaluation Criteria Request for Proposal No. E On-Call Professional Surveying, Mapping, Specialized Rail Alignment Design and PTC Database Development and Support Services Page 2 for tracks and curves; assist the engineering department in ongoing updating and maintenance of track charts, composite maps, right-of-way maps; obtain ortho-rectified aerial photos; review existing record information and perform surveys to locate tracks and right-of-way lines; provide survey and mapping services for third party projects that affects SCRRA operations; survey, engineering and mapping services for Positive Train Control (PTC) data collection, data validation, Geographical Information System (GIS) shape files for FRA, PTC and SCRRA train simulator, Global Positioning System (GPS) critical infrastructure point coordinates of all pertinent track and signal infrastructures and PTC track data updates. The survey and mapping consultants will assist SCRRA with future PTC needs, on-going PTC critical features, data base development and support, third party rail alignment design and construction projects that affect the grade crossings and tracks, track and signal relocation projects, high speed rail projects, the LA Union Station reconfiguration project, Anaheim Regional Transportation Intermodal Center (ARTIC) station and other projects. In accordance with CA&P CON-10, Competitive Procurement, the contract will be awarded on the basis of qualifications only to the highest ranked firm consistent with legal requirements which require procurement of architectural/engineering services be completed using a qualifications-based process. After the Board approves the rank listing of qualified firms, the labor rates and overhead rates will be negotiated. An independent audit firm will review proposed labor rates and overhead rates to determine if they are fair and reasonable. If staff is unable to negotiate an acceptable contract with the highest ranked firm, those negotiations will be formally terminated and negotiations will begin with the next ranked firm. Staff has successfully used a contract task order (CTO) process to manage previous surveying and mapping services contracts. It has enabled staff to specifically define the required task and control the associated costs. Staff recommends that a new competitive procurement be undertaken. The period of performance of the resulting contract is proposed to be three years with one two-year option for a not-to-exceed amount of $3,000,000 for the base period. Staff developed the evaluation criteria summarized below and detailed on Attachment 1. The proposed criteria were developed to secure a team experienced and qualified to deliver surveying and mapping projects. 15

21 Approval of Evaluation Criteria Request for Proposal No. E On-Call Professional Surveying, Mapping, Specialized Rail Alignment Design and PTC Database Development and Support Services Page 3 Evaluation Criteria Qualifications of Prime Consultants/Sub-Consultant 30% Qualifications of Key Staff of Prime/Sub-Consultants 15% Project Understanding 10% Management Approach 20% Oral Presentation/Interview 25% Budget Impact The process of adopting evaluation criteria has no budget impact. Prepared by: William Doran, Director, Engineering and Construction Naresh Patel, P.E., Assistant Director, Standards and Design Miguel Cabral, Senior Contract and Compliance Administrator Joseph Henderlong, Director, Strategic Sourcing, Contracts and Supply 16

22 Approval of Evaluation Criteria Request for Proposal No. E On-Call Professional Surveying, Mapping, Specialized Rail Alignment Design and PTC Database Development and Support Services Page 4 ATTACHMENT 1 Request for Proposal No. E On-Call Professional Surveying, Mapping, Specialized Rail Alignment Design and PTC Database Development and Support Services Proposed Evaluation Criteria Proposals will be evaluated based on the following: Criteria Weight Qualification of Prime Consultants/Sub-Consultants 30% General corporate experience and qualifications, specifically technical experience in performing all aspects of surveying, aerial photography, digitized mapping and PTC critical feature surveying and PTC database development specifically for railroad application in an urban environment. Highlight the participation in such services by the key personnel proposed for this contract Record of satisfactory past performance by the prime consultant and sub-consultants, and production of quality products on projects similar to those anticipated by SCRRA (references) Consultant demonstrates sufficient capacity to handle anticipated SCRRA projects in addition to consultant s current workload, and to provide resources on short notice Experience and success with development of data compatible with PTC and GIS applications 10% 10% 5% 5% Qualifications of Key Staff of Prime/Sub-Consultants 15% Expected role, responsibility, and availability of Project Manager and key staff proposed by prime consultant and sub-consultants Qualifications and experience of proposed Project Manager and key staff in the field of aerial photography, digitized mapping, railroad surveying, property surveying, construction staking, and drainage surveys 5% 10% 17

23 Approval of Evaluation Criteria Request for Proposal No. E On-Call Professional Surveying, Mapping, Specialized Rail Alignment Design and PTC Database Development and Support Services Page 5 Project Understanding 10% Soundness of approach and required effort for accomplishing work, including project requirements and processes which demonstrates understanding of aerial photography, digital mapping, and surveying on railroad track and railroad rights-of way in an urban environment Completeness of necessary elements to produce required mapping and survey documents 5% 5% Management Approach 20% Project organization and ability to work with Authority and other local agencies. Project management approach to communications, quality control/assurance, and reporting Available resources and plan for management of prime and subcontractor resources, including specialty resources for specific tasks Ability to respond promptly to service requirements and ability to manage the project including regular contact and feedback to Authority, Engineering staff 10% 5% 5% Oral Presentation/Interview 25% Presentation of a non-scrra project to demonstrate 10% experience and capabilities needed for SCRRA projects Presentation of plan to manage on-call projects and meet 5% schedules and budgets Role of the Project Manager and key staff in presentation 5% Responsiveness to questions 5% 18