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ADS System Safety Consulting, LLC Contract Extension
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DESCRIPTION: ADS System Safety Consulting, LLC Contract Extension |
AGENDA NO: Click or tap here to enter text. |
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ACTION REQUEST: ☒ Approval ☐ Review Comment ☐ Information Only ☐ Other |
RECOMMENDATION:
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To authorize the Chief Executive Officer to execute an extension of the contract with ADS System Safety Consulting, LLC (#2021-016) for twelve (12) months for on-call technical safety support services. The estimated total cost of the extension is one hundred fifty-three thousand, seven hundred twenty-one dollars and sixty-six cents ($153,721.66).
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ISSUE/BACKGROUND:
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Since November 2021, RTA has utilized the technical services provided by ADS System Safety Consulting, LLC to support various critical safety and operational initiatives. Throughout this initial 3-year term, which is set to expire on November 5, 2024, RTA has been highly satisfied with the results delivered by ADS. Their work has been instrumental in key areas such as conducting a comprehensive derailment study, producing the 2023 Internal Safety Management Audits (ISMAs), developing an Investigation Report for a complex facility safety incident, and developing the Safety and Security Certification Plan and All Hazards Plan.
To ensure the continued support of essential deliverables like ISMAs and to address items identified in open Corrective Action Plans (CAPs), such as the development of a Rail Operations rulebook, exercising the renewal option (first of two, one-year options) for ADS's services is justified. Renewing this contract will ensure uninterrupted progress and compliance with safety and operational requirements.
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DISCUSSION:
RTA is seeking to exercise the renewal option of the contract (#2021-016) with ADS System Safety Consulting, LLC for a term of twelve (12) months. RTA currently leverages and wishes to continue receiving a variety of technical services for ongoing safety and regulatory work such as audits, corrective action development, and accident/incident investigations as well as for special technical safety tasks as requested by the Executive Leadership Team. The estimated total cost for currently planned, in-scope technical tasks to be completed in the next twelve (12) months is $153,721.66, of which $99,000 was approved by the CEO through an interim change order when it was determined that the Board of Commissioners was unable to convene its committee or full-Board meetings in the month of September. After applying this interim change order, an additional $54,721.66 is needed to cover time-sensitive safety compliance activities in accordance with State Safety Oversight (SSO) requirements. The new contract extension would expire on November 5, 2025. All planned tasks are in line with the scope of work under #2021-016 which the Board of Commissioners has previously approved.
FINANCIAL IMPACT:
The estimated total cost of the extension is one hundred fifty-three thousand, seven hundred twenty-one dollars and sixty-six cents ($153,721.66). This amount is inclusive of $99,000 which was approved by the CEO through an interim change order when it was determined that the Board of Commissioners was unable to convene its committee or full-Board meetings in the month of September, a necessary course of action due to the time-sensitive safety oversight deliverables. The necessary funding will utilize local fund account 1-4600-02-7070-166 and is supported by the approved 2024 budget.
NEXT STEPS:
Upon receiving approval, staff will amend the contract to support twelve (12) additional months of technical support expiring on November 5, 2025 for an additional authorized amount of $153,721.66. Staff will direct the contractor to proceed with outlined technical services in accordance with contract #2021-016.
ATTACHMENTS:
1. Board Resolution
2. Procurement Change Order Routing Sheet
3. ADS Justification
4. Independent Cost Estimate (ICE)
5. Scope of work
6. ADS Executed Contract
7. ADS System Safety Proposal
8. ADS Purchase Order
Prepared By: Ivana Butler
Title: Administrative Analyst
Reviewed By: Michael J. Smith
Title: Chief of Safety, Security & Emergency Management Officer
Reviewed By: Lona E. Hankins
Title: Chief Executive Officer
9/27/2024
Lona Edwards Hankins Date
Interim Chief Executive Officer