CDTA COMMITTEE AGENDA Performance Monitoring/Audit ... · Staff also recommends a contract be awarded to Kleeberg Sheet Metal and Mechanical in the amounts of $7,276 and $5,824 for

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CDTA COMMITTEE AGENDA Performance Monitoring/Audit Committee

March 20, 2019 | 12:00 pm | 110 Watervliet Avenue

Committee Item Responsibility Call to Order Jayme Lahut

Ascertain Quorum Jayme Lahut

Agenda Approval Jayme Lahut

Approve Minutes of February 20, 2019 Jayme Lahut

Consent Agenda Items

• Annual Review and Approval of Procurement Manual* Stacy Sansky

• Approve HVAC Preventative Maintenance Contracts Stacy Sansky

• Approve Bus Shelter Electrical Contracts Stacy Sansky

• Approve ATI Contract (Facility Access Control) Stacy Sansky

• Approve Acceptance of NYS Funding (URI) Phil Parella

Audit Committee

• No items scheduled

Investment Committee

• Update on Committee Activities Denise Figueroa

Administrative Discussion Items

• Monthly Management Report * Mike Collins

• Monthly Non-Financial Report Chris Desany

Executive Session

• No items scheduled

Next Meeting Date: April 17, 2019 at 110 Watervliet Avenue, Albany

Adjourn Jayme Lahut

* Indicates Material (Or Additional Material) Will Be Provided at Meeting

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Capital District Transportation Authority

Performance Monitoring/Audit Committee

Meeting Minutes – February 20, 2019 at 12:00 pm; 110 Watervliet Avenue, Albany

In Attendance: Mike Criscione, Carm Basile, Amanda Avery, Mike Collins, Chris Desany, Lance Zarcone,

Fred Gilliam, Bob Sears, Phil Parella, Jon Scherzer, Jaime Watson, Sarah Matrose, Vanessa Salamy

Meeting Purpose

Regular monthly meeting of the Performance Monitoring/Audit Committee. Mike Criscione noted that a

quorum was present. Minutes from the January 23, 2019 meeting were reviewed and approved.

Consent Agenda Items

• No items scheduled.

Audit Committee Items

• Sarah Matrose provided her quarterly report. The Revenue Audit Report was completed which

contained one recommendation that staff has incorporated. Upcoming audit items include the

Warranty Process, Davis-Bacon & Prevailing Wage Audit, and the Annual Risk Assessment. The

Internal Audit Charter was reviewed, including an independence and objectivity statement, and a

written summary was provided.

Investment Committee Items

• No items scheduled.

Administrative Discussion Items

Risk Management & Workers’ Compensation Quarterly Report –

• Amanda Avery gave the Risk Management & Workers’ Compensation Report. Procedures require a

quarterly review on the adequacy of the Risk Management Self-Insurance Account and the Workers

Compensation Self-Insurance Account. The Committee determined that both accounts are adequate

at this time.

Monthly Management Report –

• Mike Collins gave the Monthly Management Report. He reported that MRT met budget projections

this month but is 3% under budget for the year. Customer fares continue to exceed monthly budget

projections and are over budget by 4.5% for the year. Wages are 2.6% over budget for the year, but

health insurance is under budget by 3.7% for the year.

• We paid back the $4 million from our line of credit for cash flow purposes and remain in an overall

positive budget position.

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Monthly Non-Financial (Performance) Report –

• Chris Desany gave the Monthly Non-Financial Report. Total ridership was down 2% for the month

and 5% for the year. On time performance was at 74% and there were 44 missed trips this month.

Scheduled work was down slightly to 83%. There were 17 preventable and 27 non-preventable

accidents. Website page views were at 656,395.

Executive Session

• Amanda provided a report on pending litigation. No action was taken.

Next Meeting

Wednesday, March 20, 2019 at 12:00pm at 110 Watervliet Avenue, Albany

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Agenda Action Proposal

Subject: Review and approval of revised CDTA Procurement Manual

Committee: Performance Monitoring

Committee Meeting Date: March 20, 2019

Board Action Date: March 27, 2019

Background:

The New York Public Authorities Law section 2879 requires that public authorities annually review their

procurement guidelines.

Purpose:

Staff reviews the procurement manual annually to ensure it still meets CDTA’s needs.

Summary of Proposal:

The Procurement Manual is utilized by Authority staff, subsidiary employees, sub-grantees and contractors

in procuring goods and services necessary to advance the CDTA mission.

The Procurement Manual was last updated in May 2018 as a result of suggestions received during the

Triennial Review. Because of the recent update there is only one change to the manual, which is a minor

update to the Petty Cash Policy.

Financial Summary and Source of Funds:

No impact

Prepared by:

Stacy Sansky, Director of Procurement

Project Manager:


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Memorandum

March 8, 2019

To: Members, Performance Monitoring Committee

From: Stacy Sansky, Director of Procurement

CC: Mike Collins, Vice President of Finance & Administration

Re: FY20 Procurement Manual

Attached is the Procurement Manual that requires annual approval by the Board of Directors.

The Procurement Manual provides a blueprint to staff, vendors and the Board for how goods and services are

procured at CDTA. The intention of the manual is to provide easy to understand guidance that conforms to

CDTA, FTA and New York State procurement regulations.

The Procurement Manual was provided to CDTA General Counsel, Internal Audit and the Finance

Department to obtain input regarding suggestions for revision.

There is only one change recommended to the Procurement Manual, which is to adopt the revised Petty Cash

policy it contains. The Petty Cash policy had minor changes as the result of change in staff titles. There is no

impact to CDTA policies and procedures by this change and it is recommended that it be accepted.

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Subject: Contract award for HVAC system work to H.T. Lyons.




Background:

The current contract for HVAC maintenance is set to expire.

Purpose:

Throughout CDTA facilities there are several Heating, Ventilation, and Air Conditioning (HVAC) systems

that require maintenance and repair. We need to engage qualified HVAC firm(s) that can respond quickly to

provide preventative maintenance, repair and emergency services.


A Request for Proposals (RFP) was issued that outlined CDTA’s requirements for service, repair and the

types of systems in each location. Fifteen vendors downloaded the RFP and three submitted proposals that

were evaluated on qualifications, price and DMWBE status.

As a result of the review process, staff recommends two different firms be awarded contracts to administer

the work based on location and skillsets. Staff recommends a three-year contract with two optional one-year

renewals for the Albany locations be awarded to H.T. Lyons for an amount not to exceed $120,790. A

smaller contract will be awarded that is valued at approximately $65,000 for HVAC preventative

maintenance at Troy and Schenectady divisions. The smaller contract does not require Board approval due to

its lower dollar value.


The contract value is $24,158 annually, with a five-year total value not to exceed $120,790. This contract

will be funded in the FY2020 through FY2024 operating budgets.

Prepared by:


Project Manager:

Mark Wos, Director of Facilities

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Date: March 20, 2019

To: Chairperson, Performance Oversight Committee

Members, Performance Oversight Committee

From: Mark J. Wos, Director of Facilities

Re: HVAC Contract

Background:

Our three bus divisions and 85 Watervliet Avenue have a wide array of Heating, Ventilation, and Air

Conditioning (HVAC) systems, and there is a large amount of equipment that needs to be maintained and

repaired on a regular basis to stay proactive in minimizing breakdowns. CDTA recently published a Request

For Proposals (RFP) to solicit qualified HVAC firms to provide preventative maintenance, repair and

emergency services. Contractors were to submit pricing and qualifications for each location separately.

Fifteen firms downloaded the specification and three firms (H.T. Lyons, Eckert Mechanical and Kleeberg

Sheet Metal and Mechanical) offered proposals. An evaluation committee was assembled, and the selection

criteria was based on cost, qualifications, and DBE/MWBE. Upon completion of the review, the committee

felt that splitting up the awards between two contractors would be the most cost effective and efficient way

for CDTA to administer the work. Certain skillsets and proximity to our facilities can be advantageous, and

we will also have a backup contractor if needed. We currently have multiple vendors, and this process works

well.

Recommendation:

Staff is recommending that a contract be awarded to H.T. Lyons in the amounts of $19,168 and $4,990 for

maintenance services at 110 Watervliet Avenue and 85 Watervliet Avenue.

Staff also recommends a contract be awarded to Kleeberg Sheet Metal and Mechanical in the amounts of

$7,276 and $5,824 for maintenance services provided at the Schenectady and Troy bus divisions.

These contracts are for three years, with two optional one-year renewals.

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CAPITAL DISTRICT TRANSPORTATION AUTHORITY

Staff Contract Award Certification

1. TYPE OF CONTRACT (check one):

_X_ _ Construction & Maintenance _ ___ Goods, Commodities & Supplies ____ Bus Purchase

____ Services & Consultants __ __ Transportation & Operational Services

2. TERMS OF PERFORMANCE (check one):

_ _ One-Shot Deal: Complete scope and fixed value

____ Fixed Fee For Services: Time and materials - open value

__ X _ Exclusive Purchase Contract: Fixed cost for defined commodity with indefinite quantity

____ Open Purchase Contract: Commitment on specifications and price but no obligation to buy

____ Change Order: Add on to existing contract

3. CONTRACT VALUE:

_$120,790 (NTE)_________ fixed estimated (circle one)

4. PROCUREMENT METHOD (check one):

_ ___ Request for Proposals (RFP) __ __ Invitation for Bids (IFB) _X___ Other-

5. TYPE OF PROCEDURE USED (check one):

____ Micro Purchases (Purchases up to $2,499.00) ____ Small Purchases ($25,000 up to $100,000)

__ _ Sealed Bid/Invitation for Bids (IFB) (Over $100,000) __X __ Request for Proposals (RFP)

____ Professional Services (Over $25,000) ____ Sole or Single Source (Non-Competitive)

6. SELECTION CRITERION USED:

Number of Proposals/Bids Solicited #_15____ or Advertised

Number of Proposals/Bids Received #_3______

Attach Summary of Bids/Proposals

7. Disadvantaged/Minority Women’s Business Enterprise (D/MWBE) involvement

Are there known D/MWBEs that provide this good or service? Yes No

Number of D/MWBEs bidding/proposing ____)______

D/MWBE Certification on file? Yes No

Was contract awarded to a D/MWBE? Yes No

Number of D/MWBE Subcontractors ____1______

8. LEGAL NAME and ADDRESS OF CONTRACTOR/VENDOR: H.T. Lyons, Inc._____________________________

3 Rexford

Way______________________________

Halfmoon, NY 12065_______________________

__

8. SOURCE OF FUNDS: __FY2020 through FY2024 Operating Budgets_______________________________________

9. COMPLIANCE WITH STATE AND FEDERAL RULES:

Non-Collusion Affidavit of Bidder (Yes, No, N/A)

Disclosure & Certificate of Prior Non-Responsibility Determinations (Yes, No, N/A)

Disclosure of Contacts (only RFPs) (Yes, No, N/A)

Certification with FTA’s Bus Testing Requirements (Yes, No, N/A)

10. RESPONSIBLE STAFF CERTIFIES THE INTEGRITY OF THIS PROCUREMENT/CONTRACT:

__Stacy Sansky, Director of Procurement_____ DATED: _March 12, 2019_ _ _________

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Subject: Contract award for electrical work in bus shelters to LaCorte Companies.




Background:

The current contract for electrical work in bus shelters is about to expire, and a new contract is required.

Purpose:

CDTA bus shelters are illuminated by National Grid and solar panels. These systems require repair and

maintenance to keep them functional for customers.


An Invitation for Bids (IFB) was issued that outlined CDTA’s requirements for service, repair and

installation work for lighting at bus shelters. CDTA provides all materials and the bidders are to provide

licensed labor as well as electrical grounding. Seventeen vendors downloaded the IFB and four of them

submitted bids. LaCorte Companies (WBE firm) is the incumbent provider of these services provided the

lowest responsive and responsible bid. Staff recommends a three-year contract with two optional renewal

years for bus shelter electrical services be awarded to LaCorte Companies of Troy, NY for an amount not

to exceed $318,750.


The contract value is $63,750 per year, with a total contract value not to exceed $318,750. This contract

will be funded in the FY2020 through FY2024 operating budgets.

Prepared by:


Project Manager:


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From: Mark J. Wos, Director of Facilities

Re: Electrical Work for Bus Shelters

Background:

Many of our shelters are illuminated by a direct supply of power from National Grid, or through a solar

system in areas that are not cost effective to connect power. As with any system they require repair and

maintenance, and new installations are sometimes required.

CDTA issued an Invitation for Bids (IFB) for licensed electrical contractors to provide electrical repair

and lighting installation services for bus shelters in all four counties we serve. For installations, CDTA

would supply the materials and the bidder would provide the labor for the proper installation and

grounding required to light the shelter (along with any ancillary parts required to connect the fixtures).

Repairs would be completed on a time and materials basis based on the wage rates provided. References

were also to be provided.

Seventeen contractors downloaded the plans and specifications and four contractors provided bids. The

low bidder (and incumbent) was LaCorte Companies and we have been satisfied with their service.

Recommendation:

Staff is recommending that a three-year contract with two one-year options be awarded to LaCorte

Companies, Inc. of Troy, NY in the amount of $63,750.

This contract is for three years, with two optional one-year renewals.

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__X _ Construction & Maintenance _ ___ Goods, Commodities & Supplies ____ Bus Purchase

____ Services & Consultants __ __ Transportation & Operational Services


_ _ One-Shot Deal: Complete scope and fixed value


__ _ Exclusive Purchase Contract: Fixed cost for defined commodity with indefinite quantity

__X__ Open Purchase Contract: Commitment on specifications and price but no obligation to buy


3. CONTRACT VALUE:

_$318,750 (NTE)_________ fixed estimated (circle one)


_ ___ Request for Proposals (RFP) __ X__ Invitation for Bids (IFB) ____

Other-



_X_ _ Sealed Bid/Invitation for Bids (IFB) (Over $100,000) __ __ Request for Proposals (RFP)

____ Professional Services (Over $25,000) ____ Sole or Single Source (Non-Competitive)







Number of D/MWBEs bidding/proposing ____1______


Was contract awarded to a D/MWBE? Yes (WBE) No


8. LEGAL NAME and ADDRESS OF CONTRACTOR/VENDOR: LaCorte Companies, Inc.______________________

630 7th

Avenue_______________________________

Troy, NY

12182____________________________ __

8. SOURCE OF FUNDS: __FY2020 through FY2014 operating budgets________________________________________








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Subject: Sole source maintenance contract award for security access systems to Access Technology

Integration (ATI).




Background:

The current maintenance agreement for this system is set to expire. To allow for continued support a new

agreement is required.

Purpose:

Security access systems are utilized at all CDTA facilities for both pedestrian and vehicular traffic.


The security access systems were competitively procured from Access Technology Integration (ATI).

ATI installed the original systems, performs upgrades and addresses all maintenance issues. ATI has a

15-year relationship with CDTA maintaining the security access systems and understand them as well as

CDTA’s needs. Therefore, staff recommends a one-year contract with four optional one-year renewals be

awarded to Access Technology Integration of Wynantskill, NY for a maintenance contract to support the

access control systems for an amount not to exceed $84,240 over five years. Staff has reviewed the

pricing and finds it to be fair and reasonable as it is less than a one percent increase over current prices.


The contract value is $16,848 per year, with a total contract value not to exceed $84,240 over five years.

This contract will be funded in our operating budgets starting with FY2020.

Prepared by:


Project Manager:


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From: Christopher Desany, Vice President of Planning and Infrastructure

Re: Sole Source Recommendation for Access Control System Maintenance Contract

Background:

Over the past 15 years CDTA has become very sophisticated in our implementation of security access

systems at all our facilities. Currently, every facility has secure vehicle and/or pedestrian access onto the

property. When the Rensselaer Rail Station was built, a gate access and revenue management system was

also required for public parking. These systems were competitively procured from Access Technology

Integration (ATI) – a reseller and integrator of the various technology platforms we use. ATI installed the

original system, performs upgrades, and addresses maintenance issues via a support contract. This

agreement is up for renewal.

Justification:

This sole source renewal for ATI is based on a number of important considerations:

• We have a 15-year relationship with ATI and they are familiar with the many nuances of our

system design and its relationship to our requirements and therefore has full knowledge of CDTA

needs.

• Utilizing this vendor will result in a zero-net increase in vendors at CDTA.

• Utilizing this vendor will require no third-party integration or customization, which reduces the

risk inherent in custom third-party vendor development.

• They have always provided reasonable contract costs and are proposing a less than one percent

increase in current pricing.

• They have held the past three, five-year maintenance contracts for this work at CDTA and we are

satisfied with their performance.

Recommendation:

Staff is recommending that a one-year sole source contract with four one-year renewals be awarded to

Access Technology Integration (ATI) of Wynantskill, NY in an annual amount of $16,848.

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__ _ Construction & Maintenance _ ___ Goods, Commodities & Supplies ____ Bus Purchase

_X___ Services & Consultants __ __ Transportation & Operational Services


_ X_ One-Shot Deal: Complete scope and fixed value


__ _ Exclusive Purchase Contract: Fixed cost for defined commodity with indefinite quantity

____ Open Purchase Contract: Commitment on specifications and price but no obligation to buy


3. CONTRACT VALUE:

_$84,240_________ fixed estimated (circle one)


_ ___ Request for Proposals (RFP) __ __ Invitation for Bids (IFB) _X___

Other-



__ _ Sealed Bid/Invitation for Bids (IFB) (Over $100,000) __ __ Request for Proposals (RFP)

____ Professional Services (Over $25,000) __X__ Sole or Single Source (Non-Competitive)







Number of D/MWBEs bidding/proposing ____1______


Was contract awarded to a D/MWBE? Yes (WBE) No


8. LEGAL NAME and ADDRESS OF CONTRACTOR/VENDOR: Access Technology Integration_________________

PO Box

233__________________________________

Wynantskill, NY

12198_______________________ __

8. SOURCE OF FUNDS: __FY2020 Operating Budget and subsequent operating budgets, if approved____________








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Subject: Resolution to accept $7,310,000 in State funding.

Committee: Performance Monitoring/Auditing



Background:

CDTA is working to construct two Bus Rapid Transit lines: the BusPlus Blue Line and the BusPlus

Purple Line. As part of our effort to fully fund the BusPlus Blue Line, CDTA applied to the Upstate

Revitalization Initiative (URI) for funding in FY2018. The URI program is managed by Empire State

Development in conjunction with New York State and CDTA was awarded $7,310,000 in August 2018

under this program.

A discussion about how this money will help fund our BRT’s was provided during the Strategic and

Operational Planning Committee Retreat in December 2018.

Purpose:

New York State Department of Transportation (NYSDOT) requires a Board resolution to accept State

funding prior to being reimbursed for expenses incurred as part of an agreement.


The resolution will permit CDTA to execute an agreement with New York State Department of

Transportation (NYSDOT) to accept $7,310,000 in funds.


NYSDOT will provide CDTA the full $7,310,000 in funding; there is no state or federal match

requirements.

Prepared by:

Philip Parella, Jr., Director of Finance

Project Manager:

Ross Farrell, Director of Planning

Philip Parella, Jr., Director of Finance

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Documents

CDTA COMMITTEE AGENDA Performance Monitoring/Audit ... · Staff also recommends a contract be awarded to Kleeberg Sheet Metal and Mechanical in the amounts of $7,276 and $5,824 for