TITLE
RESOLUTION AUTHORIZING ADDITIONAL TIME OF FIVE YEARS WITH EXPENDITURE AUTHORITY IN THE AMOUNT OF $184,000,000.00 FOR A TOTAL MODIFIED CUMULATIVE POOL AMOUNT OF $297,621,000.00 FOR PREQUALIFICATION POOL NO. FB-01645P, RAIL/MOVER PARTS AND SERVICES, FOR THE DEPARTMENT OF TRANSPORTATION AND PUBLIC WORKS; PROVIDED THAT ANY CONTRACT AWARD UNDER THE POOL EXCEEDING $5,000,000.00 IS RATIFIED BY THE BOARD

BODY
WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by reference,

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that this Board authorizes additional time of five years with expenditure authority in the amount of $184,000,000.00 for a total modified cumulative pool amount of $297,621,000.00 for Prequalification Pool No. FB-01645P, Rail/Mover Parts and Services, for the Department of Transportation and Public Works; provided that any contract award under the pool exceeding $5,000,000.00 is ratified by the Board.

HEADER
Date:

To: Honorable Chairman Anthony Rodriguez
and Members, Board of County Commissioners

From: Daniella Levine Cava
Mayor

Subject: Request for Additional Time with Expenditure Authority to Prequalification Pool for Rail/Mover Parts and Services

STAFF RECOMMENDATION
Executive Summary
This item is for additional time with expenditure authority for a prequalification pool to allow the Department of Transportation and Public Works to continue purchasing equipment, components, parts, and maintenance services necessary to maintain the Metrorail and Metromover systems. Approval will ensure uninterrupted support of rail operations by maintaining access to the materials and services required to safely operate, preserve, maintain in a state of good repair, repair, and sustain the County’s rail fleet and related systems.

The requested extension is necessary to support the continued integrity of the rail fleet and to ensure DTPW can perform both corrective and preventative maintenance in a timely manner. Rail and mover systems rely on specialized components, including propulsion units, braking systems, signal equipment, relays and interfaces, track switch parts, electrical systems, automation components, onboard train control modules, advanced safety equipment, and other replacement parts necessary to maintain safe and reliable service. Without continued access to this pool, DTPW’s ability to address required maintenance, advance preventative maintenance activities, and respond to operational needs may be delayed.

DTPW has confirmed that the pool is meeting its needs, and there is healthy participation from the prequalified vendors. The pool requirements are not anticipated to change, and it is further anticipated that if the pool was resolicited, the same vendors would prequalify. Additionally, due diligence was performed on all prequalified vendors, and no issues were identified. As this is an open pool, outreach efforts were conducted to identify additional qualified vendors. This extension will allow existing prequalified vendors to remain in the pool provided they continue to meet the requirements, resulting in greater efficiency for both existing vendors and the County due to a reduction in administrative work. Continuing with the current pool will allow existing vendors to focus on accessing bid opportunities, as opposed to repeating prequalification documentation. Continuing the existing open pool preserves access to qualified vendors, reduces administrative duplication, supports preventative maintenance planning, and allows DTPW to continue using an established structure for timely, competitive spot market purchases.

The pool will remain open, allowing new vendors that meet the prequalification criteria to be added on a continuous basis. To encourage participation, outreach events are held on an ongoing basis to inform vendors about pool opportunities and the benefits of becoming prequalified. Therefore, a five-year extension is being requested to take advantage of on-going efforts and efficiencies built under the existing pool, ensuring continued growth and effectiveness. Extension of the pool will continue to streamline processes and reduce time to procure these goods and services, saving the County time and money and reducing administrative barriers for our vendors



Recommendation
It is recommended that the Board of County Commissioners (Board) approve extending Prequalification Pool No. FB-01645P, Rail/Mover Parts and Services, for five years with $184,000,000 in additional expenditure authority for DTPW.

Background
This pool was established by the Board on October 5, 2021 via Resolution No. R-896-21 for a five-year term. DTPW purchases critical services and rail components, including propulsion units, braking systems, signal equipment, relays and interfaces, track switch parts, electrical systems, automation components, onboard train control modules, advanced safety equipment, and other replacement parts and infrastructure necessary to maintain safe and reliable rail operations.

The availability of these parts and services is essential to the continued maintenance and operational readiness of the County’s rail fleet. Metrorail and Metromover assets require ongoing preventative and corrective maintenance to preserve fleet integrity, address normal wear and tear, support system reliability, and reduce the risk of service interruptions. DTPW is actively maintaining and upgrading Metrorail tracks and guideway to improve safety and reliability, and the County is also advancing Metromover upgrades to improve reliability and reduce delays for riders.

Prior to pursuing an extension of the pool, outreach efforts were conducted to identify additional qualified vendors. The opportunity was advertised through a Request for Information (RFI) issued via the County’s INFORMS platform, which was distributed to 120 vendors and open to all vendors in INFORMS. The RFI also expanded the pool beyond only Original Equipment Manufacturer (OEM) parts to pre-qualify vendors to provide aftermarket parts. Allowing aftermarket parts provides the County options to ensure continuity of operations and addresses potential equipment obsolescence. As a result of these efforts, additional vendors were identified and invited to submit qualifications for inclusion in the pool, of which two vendors have been added to the pool.

Scope
The impact of this item is countywide in nature.

Delegated Authority
There is no additional delegation of authority sought in this item as the authority to solicit pricing and award contracts up to an aggregate amount of the allocation authorized by the Board, exercise all provisions of the solicitation documents and any resulting contracts pursuant to Section 2-8.1 of the County Code and Implementing Order 3-38, and add vendors to the pool at any time, subject to ratification by the Board on a bi-annual basis was granted when the pool was established. Any contract award under the prequalification pool exceeding $5,000,000 will be subject to ratification by the Board.

Fiscal Impact/Funding Source
The pool expires on October 31, 2026, and has an existing cumulative allocation of $113,621,000. If this request is approved, the pool will have a modified cumulative allocation of $297,621,000 and will expire on October 31, 2031. The requested expenditure authority is based on historical usage under the pool, anticipated activity through the remaining current term and proposed extension period, and DTPW’s need to support preventative maintenance, corrective maintenance, major component repairs, overhauls, and other rail and mover system requirements necessary to maintain service reliability and fleet integrity. The requested allocation also considers the five-year extension period, and the commodity exposure associated with rail and mover parts, many of which include metal-based components, specialized assemblies, and long-lead materials that may be subject to market pricing changes over the life of the pool. The allocation provides capacity for planned maintenance, contingency needs, and potential projects tied to operating and federal funds as capital projects, while allowing DTPW to continue using an established open pool structure to support timely, competitive spot market purchases.

Department Existing Cumulative Allocation Additional Allocation Requested Modified Cumulative Allocation Funding Source Budgeted
DTPW $113,621,000 $184,000,000 $297,621,000 DTPW Operating / Federal Funds FY 2025-26 Adopted Budget, Volume 2, Page 132, Other Operating
Total $113,621,000 $184,000,000 $297,621,000

Track Record/Monitor
Saba Musleh of the Strategic Procurement Department (SPD) is the Negotiator.

Prequalified Vendors
The pool has 37 active pre-qualified vendors, of which 11 have local addresses, including two that are certified Small Business Enterprise (SBE) firms (see Attachment). SPD staff will continue outreach to local firms to encourage their participation.

Due Diligence
Pursuant to Resolution No. R-187-12, due diligence was conducted in accordance with SPD’s Procurement Guidelines to determine vendor responsibility, including verifying corporate status and that there are no performance and compliance issues through various vendor responsibility lists and a keyword internet search. The lists that were referenced included convicted vendors, debarred vendors, delinquent contractors, suspended vendors, and federal excluded parties. There were no adverse findings relating to vendor responsibility.

Applicability of Ordinances and Contract Measures
• The two percent User Access Program applies where permitted by funding source.
• Small Business Enterprise measures and Local Preference will apply at time of spot market competition where permitted by funding source.
• The Living Wage Ordinance does not apply.


Attachment



__________________
Jimmy Morales
Chief Operating Officer