BOARD OF DIRECTORS MEETING · 9/28/2020 · J. EXECUTIVE SESSION The Board of Directors may convene in Executive Session under the Texas Open Meetings Act for the consultation with

BOARD OF DIRECTORS MEETING MONDAY, SEPTEMBER 28, 2020 IMMEDIATELY FOLLOWING THE COMMITTEE MEETINGS AT 2:15 P.M.

BOARD OF DIRECTORS MEETING

AGENDA

(via Telephone Conference Call) MONDAY SEPTEMBER 28, 2020 IMMEDIATELY FOLLOWING THE COMMITTEE INFORMATION MEETING

Special Notice Regarding this Meeting:

Due to the COVID-19 (Coronavirus) pandemic, Tarrant County Public Health Recommendations issued on March 13, 2020, “strongly” recommended “organizers of events of any size in which people will be in close contact to cancel or postpone such events. [emphasis added]” In response to that and similar public-health directives issued on the national, state, and local levels, and in the interest of protecting the health of the public, as well as Trinity Metro employees, patrons, and Board members.

However, action items must be promptly considered and acted upon by the Trinity Metro Board of Directors and cannot be indefinitely postponed. Thus, due to the emergency and urgent public necessity occasioned by the COVID-19 (Coronavirus) pandemic which makes convening a quorum of the board in one location extremely difficult, imprudent, and contrary to public health advisories, the Trinity Metro Board will meet by telephone conference call in strict adherence with applicable law, to permit open meetings to occur in a fully virtual setting such as by telephonic conference. Only essential action items will be considered; all other matters will be postponed. The opportunity for access and participation by the public will be ensured.

The public is invited to participate in this telephone conference call meeting by dialing the following toll-free teleconference bridge number:

Phone Number: 1-872-240-3311

Passcode: 729-841-277#

Each part of the telephone conference call meeting required to be open to the public will be audible to all participants on the call and recorded, and two-way communication will be maintained throughout the entire meeting.

Any individual who wishes to speak must first identify himself or herself. To optimize

audibility, all participants are urged to mute their phones unless and until speaking.

Page 1

BOARD OF DIRECTORS MEETING

AGENDA

MONDAY SEPTEMBER 28, 2020 3:30 P.M.

Virtual Meeting

A. CALL TO ORDER

B. ROLL CALL

C. CITIZEN COMMENTS

D. COMMITTEE REPORTS

Regional Transportation Committee – September 10, 2020 – Jeff Davis

Commuter Rail Committee Working Session – September 28, 2020 – Charles Edmonds

Planning/Operations/Marketing Committee Working Session– September 28, 2020 – Nick Genua

Finance & Audit Committee Working Session – September 28 – Alan Hooks

E. INFORMATION ITEM

1. Updated Trinity Metro Bylaws for FY2021 – Jeff Davis

F. ITEMS TO BE WITHDRAWN FROM CONSENT AGENDA G. CONSENT AGENDA ITEMS

1. BA2020-90 TEXRail Positive Train Control (PTC) Change Order 2. BA2020-91 Exchange Engines for TEXRail Fleet 3. BA2020-92 TEXRail Safety Fencing – Additional Fencing in Grapevine

Texas 4. BA2020-93 Procurement Electronic Solicitation and Contract Management

Software 5. BA2020-94 Design Services 6. BA2020-95 Purchase of Personal Protection Equipment (PPE) Materials 7. BA2020-96 Approval of the General Financial Standards 8. BA2020-97 Approval of the FY2021 Operating and Capital Budgets 9. BA2020-98 Lease Financing for Transit Buses

10. BA2020-99 Purchase of Electric Buses and Charging Station 11. BA2020-100 Oils and Lubricants

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H. ACTION ITEMS

I. OTHER BUSINESS

J. EXECUTIVE SESSION

The Board of Directors may convene in Executive Session under the Texas Open Meetings Act for the consultation with its Attorney pursuant to Section 551.071; deliberation regarding real property pursuant to Section 551.072; deliberation regarding prospective gift pursuant to Section 551.073; deliberation regarding personnel matters pursuant to Section 551.074; deliberation regarding security devices pursuant to Section 551.076 and/or deliberations regarding economic development negotiations pursuant to Section 551.087.

K. RECONVENE

L. VOTE ON ACTION TAKEN ON MATTERS DELIBERATED IN EXECUTIVE SESSION

M. ADJOURN

NEXT MEETING IS SCHEDULED FOR OCTOBER 26, 2020.

PLEASE CHECK WEBSITE FOR DETAILS.

This facility is wheelchair accessible.

For accommodations for hearing or sight interpretive services, please contact Kelli Shields 48 hours in advance at 817.215.8972.

Page 3

CONSENT AGENDA ITEMS

Page 4

BOARD OF DIRECTORS

ACTION ITEM

Item Number: BA2020-90 Meeting Date: September 28, 2020 Item Title: TEXRail Positive Train Control (PTC) Change Order – Onboard Installs

BACKGROUND

In May 2017, the Trinity Metro Board of Directors approved implementation for Regional Positive

Train Control (PTC) to support the Rail Safety Improvement Act of 2008 (RSIA 2008). This act

mandated all railroads which provide regular scheduled commuter passenger services must develop a plan for implementing Positive Train Control (PTC) by December 31, 2020. TEXRail began

operations in January of 2019 utilizing a fleet of five (5) Stadler FLIRT DMUs (diesel multiple units) and

the remaining three (3) DMUs were delivered after service commenced.

The installation of the onboard PTC components was originally planned to be done at the Stadler facility in Salt Lake City, Utah. Due to time and space constraints, it became necessary to install the PTC

onboard components at the Mahaffey Maintenance Facility (MMF) in Fort Worth, Texas. To avoid critical

delays to the TEXRail project or the PTC implementation project, the need arose for Xorail, Inc., a Wabtec

company, to perform the complete installs at the MMF. These installations were not in the original scope of the Regional PTC Contract No. 17-043 with Xorail, Inc.

The complete onboard installation work for all eight (8) diesel multiple units (DMUs) was a change to the

sole source TEXRail PTC Xorail, Inc. contract. The scope of this change included additional labor and

engineering by Xorail. The total change order value for the work performed was $277,337.57.

PROCUREMENT

This request is for a change order to the Xorail contract 17-043 for the scope and added contract value.

The Trinity Metro Procurement Department has followed procurement policy and is in compliance with

all applicable Federal, State, and the Trinity Metro procurement requirements.

FINANCING

Funds are available in Trinity Metro’s proposed FY2021 Capital Budget TEXRail program contingency.

Page 5

Item Number: BA2020-90 Meeting Date: September 28, 2020 Item Title: TEXRail Positive Train Control (PTC) Change Order – Onboard Installs

Page: 2

RECOMMENDATION

The Commuter Rail Committee recommends the Trinity Metro Board of Directors authorize the President

/ Chief Executive Officer, to execute a change order to the TEXRail Xorail, Inc. Positive Train Controls

(PTC) Implementation Contract No. 17-043, for the complete installation of PTC onboard components on the entire TEXRail fleet for a total of $277,357.57.

Disposition by Board of Directors

Secretary Approval: DATE

Page 6

BOARD OF DIRECTORS

ACTION ITEM

Item Number: BA2020-91 Meeting Date: September 28, 2020 Item Title: Exchange Engines for TEXRail Fleet

BACKGROUND

On April 27, 2015 the Trinity Metro Board of Directors approved BA2015-23 and authorized the

establishment of Contract No. 14-008 between Trinity Metro and Stadler Bussnang AG (Stadler), for the

initial purchase of eight (8) FLIRT Diesel Multiple Unit Vehicles (DMU), engineering, tooling, special tools, spare parts, training and manuals, with options for additional vehicle equipment. TEXRail began

operations in January of 2019 utilizing a fleet of 5 Stadler FLIRT DMUs and the remaining 3 DMUs were

delivered after service commenced. The locomotive engines come with a manufacturer recommendation

to overhaul engines every 13,000 hours of operation. After 20 months of operations, the Deutz engines, which power the TEXRail fleet, are nearing the point where overhauls are necessary to maintain fleet

reliability. After negotiations with Deutz and Stadler, an offer has been made to Trinity Metro to provide

eleven (11) Deutz completely rebuilt engines, with new three year warranties, at a cost that is less

expensive than overhauls.

Under Contract No. 14-008, 11 locomotive engines will be purchased from Stadler with original equipment

manufacturer (OEM) engines provided by Deutz to maintain the warranties. Advantageous pricing was

obtained by sourcing materials directly through our current contractor, Stadler. The price for each engine

is $32,000.

Item Quantity Price

Locomotive Engine 11 $352,000.

Contingency 10% $ 35,200.

Total $387,200.

PROCUREMENT

In accordance with Trinity Metro procurement policy, this is a procurement for additional equipment under

the current contract with Stadler. A cost analysis was performed for comparative costs, and is deemed

fair and reasonable and is in compliance with the Trinity Metro Procurement Policy.

FINANCING

Funds are included in the Trinity Metro proposed FY2021 Operating Budget to finance this purchase.

Page 7

Item Number: BA2020-91 Meeting Date: September 28, 2020 Item Title: Exchange Engines for TEXRail Fleet Page: 2

RECOMMENDATION

The Commuter Rail Committee recommends the Trinity Metro Board of Directors authorize the President / Chief Executive Officer, to purchase from Stadler Bussnang, AG, under the current contract agreement

14-008, the necessary exchange locomotive engines, in the amount of $352,000. plus a 10% ($35,200.)

contingency for unforeseen expenses, for a total not-to-exceed amount of $387,200.



Page 8

BOARD OF DIRECTORS

ACTION ITEM

Item Number: BA2020-92 Meeting Date: September 28, 2020 Item Title: TEXRail Safety Fencing – Additional Fencing in Grapevine Texas

BACKGROUND

On October 2019 the Trinity Metro Board of Directors approved BA2020-03 for entering into a contract

with Scott Tucker Construction Company for the installation of safety fencing along the TEXRail corridor.

The City of Grapevine is currently constructing an extension of the hike and bike trail system from Dooley Street to Texan Trail as part of the City of Grapevine’s Dallas Road Project. The City of Grapevine has

requested that Trinity Metro install additional safety fencing associated with Grapevine’s Project between

the new hike and bike trail and the TEXRail tracks, for which the City of Grapevine will reimburse Trinity

Metro 100% of the actual costs.

FINANCING

The costs for the fencing installation for the City of Grapevine’s Project will be reimbursed by the City of

Grapevine.

PROCUREMENT

In accordance with Trinity Metro procurement policy, a cost analysis was performed on the increased

amount to the original approved contract. Procurement finds the proposed cost to be fair and reasonable

for comparative costs to the original bid.

RECOMMENDATION

The Commuter Rail Committee recommends the Trinity Metro Board of Directors authorize the

President/Chief Executive Officer to execute a Supplemental Agreement to Scott Tucker Construction

Company to install additional safety fencing associated with the City of Grapevine’s project request, and

increase the current authorized contract amount by $190,903.00 plus a 10% contingency ($19,090) to cover unforeseen circumstances, for a total contract increase amount not-to-exceed $209,993.00. With

the approved supplemental agreement, the revised contract not-to-exceed amount will be $2,729,253.97.



Page 9

BOARD OF DIRECTORS

ACTION ITEM

Item Number: BA2020-93 Meeting Date: September 28, 2020 Item Title: Procurement Electronic Solicitation and Contract Management Software

BACKGROUND

The Trinity Metro Procurement Department is continuously looking for ways to improve service with our

suppliers and internal customers through efficiency in our processes while meeting compliance with

procurement requirements of Trinity Metro. To continue solicitations and procurement processes during the Covid-19 pandemic, software systems that would provide electronic capabilities for solicitations,

evaluations and management of contracts were reviewed to allow electronic capabilities and

management of documents for staff and suppliers submitting proposals and bids for solicitations. The

software programs reviewed and recommended is Bonfire, which is used in several government agencies, including cities, counties and several transit agencies for its ease of use in electronic

submissions by the supplier base and ability to provide electronic solicitation management as well as

contract management.

PROCUREMENT

The Bonfire software will be purchased through an existing State of Texas Department of Information

Resources (DIR) contract, DIR-TSO-4363. The cost of the Software will be $37,950 for the software,

implementation and support.

On-going annual support and service, after the first year, will remain at an annual cost of $37,950 for five (5) years. If additional license seats are required, the cost will be $4,000 per user per year. This cost

can be included, beginning in year two, in Trinity Metro’s Board approved Annual Operating Budget for

each subsequent year.

The Trinity Metro Procurement Department has followed procurement policy and is in compliance with all applicable Federal, State, and Trinity Metro procurement requirements.

This action recommendation is to award a Procurement Electronic Solicitation and Contract Management

Software purchase, implementation, integration and on-going annual technical support and service.

DBE UTILIZATION

This action is for the purchase of proprietary software and therefore, has no subcontracting opportunities.

Bonfire will provide the software and the installation, integration and on-going annual technical support

and service.

Page 10

Item Number: BA2020-93 Meeting Date: September 28, 2020 Item Title: Procurement Electronic Solicitation and Contract Management Software

Page: 2

FINANCING

The first-year cost of the software and related services are included in the Trinity Metro proposed FY2021 Operating Budget. Ongoing service support costs will be considered in the proposed annual Operating Budgets for those years.

RECOMMENDATION

The Planning, Operations, and Marketing Committee recommends the Trinity Metro Board of Directors

authorize the President / Chief Executive Officer to enter into a contract with Bonfire for the purchase,

installation, and support of the first year cost of $37,950. Additionally, authorize annual renewals for on-

going technical support and service, beginning in year two, for an annual fee of $37,950 per year for five years, for a total amount of $189,750.



Page 11

BOARD OF DIRECTORS

ACTION ITEM

Item Number: BA2020-94 Meeting Date: September 28, 2020 Item Title: Design Services

BACKGROUND

Trinity Metro has utilized a specialized design and cartography firm for the improvement of our

passenger information systems that includes the design, re-design and printing of maps, schedules and

bus shelter displays. The current contract is expiring, and a solicitation was issued for a contract to provide the services for the production of designed materials on an ongoing basis.

PROCUREMENT

In accordance with Trinity Metro procurement policy, Request for Proposal 20-T037 for Design Services

was issued on July 21, 2020.

Three (3) firms submitted a response to the RFP:

CHK America

Dickie & Associates

THINK Graphic Design

An evaluation committee reviewed and rated the proposals. Based on the submitted proposals and

pricing, CHK America was determined to be the most responsive, responsible and compliant proposer.

The Trinity Metro Procurement Department has followed procurement policy with Request for Proposal

and is in compliance with all applicable Federal, State, and the Trinity Metro procurement requirements.

FINANCING

Funds are included in the Trinity Metro proposed FY2021 Operating Budget to finance the cost of the Design Services. Funding for future years of the contract will be considered in the proposed Operating

Budgets for those years.

DBE UTILIZATION

The established DBE goal for this solicitation was 5%. CHK, however, will self-perform the work without subcontractors or suppliers.

Page 12

Item Number: BA2020-94 Meeting Date: September 28, 2020 Item Title: Design Services

Page: 2

RECOMMENDATION

The Planning, Operating, and Marketing Committee recommends the Trinity Metro Board of Directors

authorize the President / Chief Executive Officer to enter into a three (3) year agreement, with two (2)

additional one-year optional renewal years, with CHK America for Design Services for an annual estimated amount of $80,000 in year one (1), $50,000 in subsequent years, and a total not-to-exceed

amount of $280,000 for the five years.



Page 13

BOARD OF DIRECTORS

ACTION ITEM

Item Number: BA2020-95 Meeting Date: September 28, 2020 Item Title: Purchase of Personal Protection Equipment (PPE) Materials

BACKGROUND As a result of the worldwide pandemic resulting in individuals with COVID-19 due to Coronavirus SARS

CoV-2, Trinity Metro deems it appropriate to purchase and provide personal protective equipment (PPE) items for staff operators and employees for our facilities and on all modes of service.

PROCUREMENT

The Trinity Metro Procurement Department issued IFB 20-T046 Personal Protective Equipment on July

12, 2020. A total of 71 bid responses were received from various providers for the materials required.

Bid evaluations were made by Trinity Metro procurement to verify costs, leadtime and product specifications. Trinity Metro has followed procurement policy and is in compliance with all applicable

Federal, State, and local requirements to recommend award to the lowest, responsible and responsive

bid for each category:

Supplier/Item Quantity Estimated Annual Cost American Textile Systems

Gloves 50,000 each $ 18,000

Hand Sanitizer 10,000 (8 oz ea)

$ 42,500

Total: $60,500 Aramsco

Antimicrobial Shielding Products 100 gallons $ 1,350

Total: $1,350 Buyer’s Point, LLC

Niosh Certified N95 Face Mask 50,000 each $137,500

Total: $137,500 Catalyst PR, Inc.

3-Ply Disposable Face Mask 50,000 each $ 9,000

Total: $9,000 Green Dream International

Body Infrared Thermometers 100 each $ 918

Total: $918 Ionized, LLC

KN95/N95 Face Mask 50,000 each $ 44,500

Pre-Moistened Disinfectant Cleaning Towelettes -Wipes

50,000 each $ 3,500

Total: $48,000

Page 14

Item Number: BA2020-95 Meeting Date: September 28, 2020 Item Title: Purchase of Personal Protection Equipment (PPE) Materials

Page: 2

Knock-Out Specialties

Cloth Face Mask 50,000 each $ 27,000

Reusable Face Shields 5,000 each $ 3,500

Total: $30,500 Grand Total: $287,768

FINANCING

Funds are included in the Trinity Metro proposed FY2021 Operating Budget to finance the cost of personal protective equipment. Additional funds for future years of these contracts will be considered in the proposed Operating Budgets for those years.

RECOMMENDATION

The Planning, Operations, and Marketing Committee recommends the Trinity Metro Board of Directors to authorize the President/Chief Executive Officer to issue Contracts/Purchase Orders to the selected firms for categories of personal protective equipment for a two (2)-year contract term for quantities and amounts listed for an overall total annual amount not to exceed $287,768 and a total amount not-to-exceed $ 575,536 for a two (2)-year term.

American Textile Systems: Not-to-exceed $60,500 annually

Aramsco: Not-to-exceed $1,350 annually

Buyer’s Point, LLC: Not-to-exceed $137,500 annually

Catalyst PR, Inc: Not-to-exceed $9,000 annually

Green Dream International: Not-to-exceed $918 annually

Ionized, LLC: Not-to-exceed $48,000 annually

Knock-Out Specialties: Not-to-exceed $30,500 annually



Page 15

BOARD OF DIRECTORS

ACTION ITEM

Item Number: BA2020-96 Meeting Date: September 28, 2020 Item Title: Approval of the General Financial Standards

BACKGROUND

Financial standards are a key element of sound fiscal administration. Their scope and complexity varies

with the complexity of an organizations capital and operating structure as well as environmental

considerations and the needs of the Board and management and other stakeholders.

Financial standards were last approved by Board action in 2002.

GENERAL FINANCIAL STANDARDS

The proposed General Financial Standards are:

1. The Board of Directors (“Board”) of the Fort Worth Transportation Authority (“Trinity Metro”) shall review and adopt a set of General Financial Standards periodically, but no less frequently than

every five years.

2. Financial reporting shall be in accordance with Generally Accepted Accounting Principles (GAAP)

and Government Accounting Standards Board (GASB) standards or as otherwise prescribed by law or regulation.

3. The fiscal year-end for financial reporting purposes shall be September 30.

4. Funds of Trinity Metro shall be invested within the Investment Policy guidelines of Board

Resolution 2020-01 adopted on October 28, 2019, as revised from time to time, and in compliance with applicable State law, including Section 452.102 of the Texas Transportation Code, Article

717q V.T.C.S., the Texas Public Funds Investment Act, and other applicable law and regulations.

5. An independent accounting firm shall examine at least annually Trinity Metro’s financial

statements, annual single audit reporting and other financial statements or reports as otherwise required by law or regulation.

6. The Board shall receive a Preliminary Budget for the next fiscal year no later than August of each

fiscal year for the upcoming fiscal year. Once accepted by the Board, the Preliminary Budget will

be mailed to member cities who be given at least 30 days for comment. The Board shall adopt the Final Budget no later than September 30 of each year.

7. The Board must approve amendments to the operating or capital budget after the final budget is

formally adopted. The President/Chief Executive Officer shall have the authority to allocate

approved amounts between departments but not to change the overall approved budgeted total expenditures for the fiscal year.

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Item Number: BA2020-96 Meeting Date: September 28, 2020 Item Title: Approval of the General Financial Standards

Page: 2

8. The Board shall receive a Five-Year Forecast of operating results and capital asset activity which

shall include expenditures for asset replacement and expansion projects and any debt acquisition

or service, at least every three years on or before March 31 of the then fiscal year included in the

forecasted period.

9. The Board will approve all project or capital expenditures before the amounts are committed if the

total for the project or expenditure exceeds $50,000 or if subsequent revision of costs previously

approved exceeds $50,000.

10. Trinity Metro will maintain cash reserves to accommodate variations in funding resources and cash requirements. These cash reserves will be equal for each annual fiscal reporting period to

ten percent of the prior fiscal year’s annual sales tax revenues recognized for financial reporting

purposes. Any increase or decrease in the reserve as so determined, and revised annually, will

be achieved over a five year period by a ratable increase or decrement to the reserve previously established.

11. The cash reserves of Trinity Metro will be available to meet commitments if such reserves are

required to meet funding needs due to variations in funding resources or cash requirements. In

such event the Board will approve the expenditure of the reserves.

12. Trinity Metro shall maintain appropriate insurance coverages in light of the Net Position of Trinity

Metro.

13. The Net Position of the Trinity Metro and, as appropriate, cash balances will include amounts

restricted by operating agreements entered into to support the activities of Trinity Metro.

14. Trinity Metro may not enter into a debt or financing agreement unless the transaction is in full

compliance with the Trinity Metro’s enabling statutes, all applicable provisions of the Texas

Transportation Code and other applicable laws and regulations.

RECOMMENDATION

The Finance and Audit Committee recommends the General Financial Standards enumerated above to

the Trinity Metro Board of Directors for adoption.



Page 17

BOARD OF DIRECTORS

ACTION ITEM

Item Number: BA2020-97 Meeting Date: September 28, 2020 Item Title: Approval of the FY2021 Operating and Capital Budgets

OPERATING AND CAPITAL BUDGETS The preliminary FY2021 Operating and Capital budgets were presented at the Finance & Audit

Committee meeting held on August 24, 2020. During the meeting the budgets were discussed in detail

and reviewed. Preliminary approval was given at the August 24, 2020 Board meeting, and the budgets

were made available to member city mayors and city council members as is Trinity Metro’s policy. As of

September 11, 2020, we have not received any requested changes from our member cities.

RECOMMENDATION

The Finance and Audit Committee recommends the Trinity Metro Board of Directors adopt the FY2021

Operating and Capital Budgets attached.



Page 18

Trinity MetroFiscal 2021 Operating Budget(All Amounts in $000’s)

FY2021Budget

Operating Revenue Fixed Route 4,192$ Para-transit 865 TRE 1,736 TEX Rail 339

Total Operating Revenue 7,132

Other Revenue Sales Tax 57,112 Investment 80 Advertising 500 Operating Grants 27,345 CARES Act 15,161 Capital Grants 59,634 Contributions from Grapevine 6,275 Contributions from Partners 3,910 Miscellaneous 459 Rental Income 712 Fort Worth Bike Share Revenue 417

Total Other Revenue 171,605

Total Revenue 178,737

Operating Expense Salary and Benefits 48,329 Services 58,979 Fuels and Lubricants 1,222 Tires and Tubes 469 Maintenance Materials 3,001 Supplies and Materials 1,235 Utilities 1,690 Insurance 7,657 Taxes and Fees 80

Interest Expense 2,150 Miscellaneous 952

Total Operating Expense 125,765

52,972$

57,479$

Net Available for Capital Expenditures and Reserves

Non-Cash Depreciation

Page 19

Trinity MetroFiscal 2021 Capital Expenditures(All Amounts in $000’s)

FY2021Budget

Project NameTwenty 40-ft Bus Replacements 11,655$ Four BRT Bus Replacements for TRE Link 2,342 Seven ACCESS Vehicle Replacements 962 Grove Street Design and Renovations 6,173 Underground Fuel Tanks Replacement 100 Re-Key All Buildings 20 TRE Capital Maintenance 7,743 Trinity Lakes Station 17,548 TRE Grade Crossings 397 Automated Fare Collection System 909 Intelligent Transportation System 1,708 IT Equipment Replacement 66 Non-Revenue Vehicle Purchases 385 BRT Concept Development 244 HVAC Replacements 132 DriverMate CAD/AVL 73 Bus Stop Manager 143 Modem Upgrade from 3G to 4G 151 Thermal Cameras 133 Articulated Lift Boom 52 HRP Fire System Upgrade 500 TEXRail Capital Maintenance 83 New TRE Capital Maintenance 244 Cyber Security Server and Firewall Upgrades 1,270 Facility Vehicle Replacement 75 Electric Bus Expansion and Charger 3,361 TEXRail FFGA 16,320

Total Expenditures 72,790$

Page 20

BOARD OF DIRECTORS

ACTION ITEM

Item Number: BA2020-98 Meeting Date: September 28, 2020 Item Title: Lease Financing for Transit Buses

BACKGROUND

On March 8, 2019, Trinity Metro issued Request for Proposal (RFP) #19-T032 for the purchase of

twenty (20) 40’ heavy-duty transit buses and four (4) 35’ BRT commuter coaches to be used for both

suburban express service and general service on urban arterial streets. On August 26, 2019, BA2019-77, Trinity Metro Board of Directors approved the award to purchase buses from Gillig, LLC for a total

amount not to exceed $13,997,139 (including contingency).

Trinity Metro, like many other transportation agencies across the country, has seen an impact to transit

operating revenues due to COVID-19 and the associated impacts on revenues and available liquid capital. In response, Trinity Metro conducted an RFP for lease financing the buses acquired under

RFP #19-T032 to increase immediately available liquid capital.

Trinity Metro’s ability to consummate the lease financing proposed will be determined after discussions

and receipt of any requisite approvals from our primary lender and the Federal Transit Administration (FTA) as deemed necessary.

PROCUREMENT

In accordance with Trinity Metro procurement policy, Request for Proposal (RFP #20-T051) for Lease

Financing for Transit Buses was issued on July 29, 2020.

Four firms responded to the RFP and complied with the RFP solicitation requirements. Responses and

rates were received from:

FIRMS RATE TOTAL PAYMENTS TOTAL INTEREST

Bank of America 1.054% $14,102,880.17 $ 513,425.17

Frost Bank 2.80% $14,980,495.76 $1,391,040.76

JPMorgan Chase Bank N.A. 1.112% $14,131,509.81 $ 542,054.81

4 King Capital 2.587% $14,839,692.00 $1,250,237.00

Proposal documents were evaluated by Trinity Metro staff against a matrix of requirements, and ranking was established by the evaluation committee.

Page 21

Item Number: BA2020-98 Meeting Date: September 28, 2020 Item Title: Lease Financing for Transit Buses

Page: 2

Based on the evaluations, JP Morgan Chase Bank N.A. was rated the highest in score and is

recommended for award.

The Trinity Metro Procurement Department has followed procurement policy for this Request for Proposal

and is in compliance with all applicable Federal, State, and Trinity Metro procurement requirements.

FINANCING

Funds for the lease payments are planned in the proposed FY2021 operating budget. Funding for

subsequent years will be included in the annual budget for each year as approved by the Board.

DBE UTILIZATION

A Disadvantaged Business Enterprise (DBE) subcontracting goal of 5% was established for this

solicitation. This nature of the work, however, does not lend itself to subcontracting. JP Morgan Chase

Bank will self-perform this work.

RECOMMENDATION

The Finance & Audit Committee recommends the Trinity Metro Board of Directors authorize the

President/Chief Executive Officer to enter into a lease agreement with JP Morgan Chase Bank, N.A. for

a term not to exceed seven years for a not-to-exceed amount of $14,151,509.81 including incidental

transaction costs not to exceed $20,000.



Page 22

BOARD OF DIRECTORS

ACTION ITEM

Item Number: BA2020-99 Meeting Date: September 28, 2020 Item Title: Purchase of Electric Buses and Charging Station

BACKGROUND

With the current and anticipated expansion of transit services within Tarrant County, Trinity Metro

requires additional revenue vehicles to support current and future service needs. To further enhance

our commitment to reducing emissions and compliance with the Clean Fleet Policy and DFW Clean Cities (DFWCC) Coalition, Trinity Metro is seeking to purchase additional electric-powered-buses with

zero emissions and a supporting on route charging station. These buses will enhance and continue to

support the new circulator route connecting the cultural district on West 7Th street with downtown

attractions. On April 23, 2018, FWTA Board of Directors Action BA2018-040 authorized Trinity Metro’s President/Chief Executive Officer to enter into an agreement with Newflyer of America, Inc., to purchase

Electric buses and charging stations based on the Request for Proposal (RFP #17-T046) that included

options to purchase up to ten (10) 35’ battery electric buses. Trinity Metro would like to exercise an

option to purchase two (2) electric buses along with a supporting on route charging station to be installed at Fort Worth Central Station.

AUTHORIZATION AND COST HISTORY:

The cost for the buses to be purchased includes a Producer Price Index (PPI) adjustment

increase and is $884,790.51 per bus. The cost for the purchase and installation of the supporting on route charging station is $1,431,308.96.

PROCUREMENT

The Trinity Metro Procurement Department has followed procurement policy with RFP 17-T046 and is in

compliance with all applicable Federal, State, and Trinity Metro’s procurement requirements.

FINANCING

Funds are included in the Trinity Metro proposed FY2021 Capital Budget to finance this project. Federal

funding will be provided through Congestion Mitigation and Air Quality (CMAQ) funds.

Page 23

Item Number: BA2020-99 Meeting Date: September 28, 2020 Item Title: Purchase of Electric Buses and Charging Station

Page: 2

RECOMMENDATION

The Finance and Audit Committee recommends the Trinity Metro Board of Directors authorize the

President/Chief Executive Officer to negotiate the purchase of two (2) Electric Transit Buses from New

Flyer of America, Inc., and the purchase of one on route charging station. The total purchase cost for the buses is $1,769,581.02 and the charging station is $1,431,308.96 totaling $3,200,889.98 with an

additional 5% contingency of $160,044.50 for a total not-to-exceed $3,360,934.45.



Page 24

BOARD OF DIRECTORS

ACTION ITEM

Item Number: BA2020-100 Meeting Date: September 28, 2020 Item Title: Oils and Lubricants

BACKGROUND

Trinity Metro maintenance requirements include large quantities of oil and lubricants for vehicle fleet use.

The requirement to provide various types and sizes of oils and lubricants is contracted to firms to achieve

consistency, efficiency and cost savings.

PROCUREMENT

Trinity Metro issued an Invitation for Bid (IFB) #20-T044 for Oils and Lubricants on July 31, 2020. The

IFB was advertised on Trinity Metro’s website and through Trinity Metro’s electronic solicitation portal, Bonfire. Six (6) responsive and responsible bid responses were received. Bids were tabulated for the

lowest cost by item, and three (3) companies are recommended for award of contracts for the items and

estimated total annual cost:

Supplier/Item Estimated Annual Cost

Total Estimated Annual Cost

Ataram LLC

CNG Engine Oil for Cummins engines $ 60,000.00

Multi-Purpose Gear Lubricant $ 10,192.00

50/50 Antifreeze $ 16,750.00

Chassis Grease $ 1,500.00

Hydraulic Lift Oil $ 2,120.00

15W-40 Heavy Duty Engine Oil $ 1,400.00

SAE 40 Low Ash Natural Gas Engine Oil

$ 1,675.00

Transmission Fluids $ 54,175.00

Engine Oil - 5W-30 $ 5,225.00 Total: $153,037 Fidelity Fuels and Specialty Products

Raw Antifreeze $ 1,459.92

Diesel Fuel $ 1,000.00 Total: $2,459.92 Senergy Petroleum Marketing

Summit NGL-444 Compressor Oil $ 12,069.75

Engine Oil - 5W-30 $ 5,740.00

Unleaded Fuel $ 9,050.00

Diesel Red $ 1,420.00 Total: $28,279.75

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Item Number: BA2020-100 Meeting Date: September 28, 2020 Item Title: Oils and Lubricants

Page: 2

FINANCING

Funds are included in the Trinity Metro proposed FY2021 Operating Budget to finance the cost of these contracts. Funds for future years of these contracts will be considered in the proposed Operating Budgets for those years.

RECOMMENDATION

The Finance and Audit Committee recommends the Trinity Metro Board of Directors authorize the

President and Chief Executive Officer to enter into contracts for a three (3) year period with two (2) one-

year options for the purchase of oils and lubricants. Based upon the current usage of products, the

estimated combined annual cost is not-to-exceed $183,776.67, and the total five (5)-year combined estimated cost is not-to-exceed $918,883.40.

Ataram LLC for an annual amount not to exceed $153,037

Fidelity Fuels and Specialty Products for an annual amount not to exceed $2,459.92

Senergy Petroleum Marketing for an annual amount not to exceed $28,279.75



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Documents

BOARD OF DIRECTORS MEETING · 9/28/2020 · J. EXECUTIVE SESSION The Board of Directors may convene in Executive Session under the Texas Open Meetings Act for the consultation with